R-13-05-23-G5 - 5/23/2013RESOLUTION NO. R -13-05-23-G5
WHEREAS, the City of Round Rock has duly advertised for bids to purchase certain on-site
services in the nature of general building construction trades services (carpentry) to be performed on
and in various commercial and residential City -owned or City -occupied buildings on a directed as -
needed basis, and for associated goods and services; and
WHEREAS, GG's Construction, LLC has submitted the lowest responsible bid; and
WHEREAS, the City Council wishes to accept the bid of GG's Construction, LLC, 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 for Purchase of General Building Construction Trades Services (Carpentry Trade) From
GG's Construction, LLC, a copy of said Agreement being attached hereto as Exhibit "A" and
incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 23rd day of May, 2013
�1' 1.
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
SARA L. WHITE, City Clerk
O:\wdox\SCC Ints\0112\ 1304\MUNICIPA000274571. DOC
EXHIBIT
„A„
CITY OF ROUND ROCK AGREEMENT
FOR PURCHASE OF GENERAL BUILDING CONSTRUCTION
TRADES SERVICES (CARPENTRY TRADE) FROM
GG's CONSTRUCTION. LLC
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS
This Agreement for on-site services in the nature of general building construction trades
services (carpentry) to be performed on and in various commercial and residential City -owned or
City -occupied buildings on a directed as -needed basis, and for related goods and services,
referred to herein as the "Agreement," is made and entered into on this the day of the
month of , 2013, 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 GG's CONSTRUCTION, LLC, whose address is
13608 Bullick Hollow Road, Austin, Texas 78726, referred to herein as "GG's." This
Agreement supersedes and replaces any previous agreements between the named parties,
whether oral or written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase certain on-site services in the nature of general
building construction trades services (carpentry) to be performed on and in various commercial
and residential City -owned or City -occupied buildings on a directed as -needed basis, and
associated goods and services, and. City desires to purchase same from GG's; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods, and
City has selected the bid submitted by GG's; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and GG's whereby
City is obligated to buy specified services and GG's is obligated to sell same. The Agreement
includes the following: (a) City's Invitation for Bid designated Solicitation Number 13-011,
271068ljkg
Specification Number 13-910-06; (b) GG's Response to IFB; (c) contract award; and (d) any
exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract
documents shall be resolved by giving preference in the following order:
(1) This Agreement;
(2) GG's Response to IFB;
(3) City's Invitation for Bids, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the goven-unent of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and services mean the specified services, supplies, materials,
commodities, or equipment.
F. GG's means GG's Construction, LLC, or any of its successors or assigns.
2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in frill force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
B. The term of this Agreement shall be for three (3) consecutive twelve-month
periods from the effective date hereof. After that tern, this Agreement may be renewed for
successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided GG's has performed each and every
contractual obligation specified in this original Agreement.
C. Prices shall be firm for the duration of this Agreement and for any renewal
periods. No separate line item charges shall be permitted for invoicing purposes, including but
not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other
extraneous charges. City may permit "unit price" adjustments upwards only in accordance with
Part 1, Item 9 of City's Invitation for Bid included as a part of Exhibit "A," attached hereto and
incorporated herein by reference for all purposes. Any price increase shall be requested by GG's
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in writing and accompanied by the appropriate documentation to justify the requested increase.
GG's may offer price decreases at any time and in excess of any allowable percentage changes.
D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected GG's to supply the services as outlined in IFB Solicitation Number 13-011,
Specification Number 13-910-06; and Response to IFB submitted by GG's, all as specified in
Exhibit "A." The intent of these documents is to formulate an Agreement listing the
responsibilities of both parties as outlined in the IFB and as offered by GG's in its Response to
the IFB.
The services which are the subject matter of this Agreement are described in Exhibit "A"
and, together with this Agreement, comprise the total Agreement and they are fully a part of this
Agreement as if repeated herein in full.
4.01 INITIAL RESORT TO PRIMARY PROVIDER, AND SUBSEQUENT RESORT
TO SECONDARY PROVIDER; MANDATES FOR PROVISION OF GOODS
AND SERVICES
A. Initial Resort to Primary Provider, and Subsequent Resort to Secondary
Provider.
The parties specifically acknowledge and agree as follows: GG's shall be considered as
one of two providers of the specified goods and services, and shall be considered the primary
provider. City may, in its sole and unfettered discretion, elect to seek goods from either one of
the two providers. Should the primary provider contacted not be able to fulfill the order in strict
accordance with the mandates of this Agreement, then and in that event the remaining provider
may be considered "best value'' and be contacted to provide the goods as a secondary provider.
GG's specifically further acknowledges and agrees as follows: This Agreement is not an
exclusive agreement. 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.
B. Mandates for Provision of Goods and Services — Emergency Service Calls.
GG's specifically further acknowledges and agrees as follows:
GG's shall maintain regular business hours from 7:00 am to 6:00 pm Monday through
Friday, and shall be available for emergency service calls on a 24/7 basis with a maximum two
(2) hour response time. GG's shall provide City with a 24-hour emergency contact telephone
number connected with, at minimum, a voice mail paging system outside of regular business
hours.
City shall snake a notification call to GG's by telephone with emergency instructions
when City has designated an emergency service call situation. In the event that GG's does not
answer the telephone and/or return City's notification voicemail within thirty (30) minutes of
initial placement of call, then and in that event City may contact and place the order with the
secondary provider as provided above. Non -answer of notification call may result in City
declaring GG's to be non-compliant with the order and under this Agreement; non -returned
voicemail within thirty (30) minutes may result in City declaring GG's to be non-compliant with
the order and under this Agreement. The legal definition under this Agreement of "repeated
non-compliance" shall mean three (3) incidents, either sequential or not, of non-compliance as
delineated herein within a period of six (6) consecutive months. Repeated non-compliance may
result, at City's sole discretion, in cancellation of this Agreement in whole or in part.
When City has notified GG's of an emery service call situation. GG's shall have
trained personnel on-site within two (2) hours of City's notification. If the ordered goods and
services are not delivered on-site or in -hand to City strictly within the timeframe specified in this
Agreement, then and in that event GG's may be deemed to be non-compliant with the order and
its "best value" designation suspended as to that order, and City shall be free to procure the
goods and services elsewhere from the remaining provider or from a different source.
Mandates for Provision of Goods and Services — Non -Emergency Service Calls.
GG's specifically further acknowledges and agrees as follows:
City shall make a notification call to GG's by telephone with non -emergency instructions
when City has designated a non -emergency service call situation. In the event that GG's does
not answer the telephone and/or return City's notification voicemail within twenty-four (24)
hours of initial placement of call by City, and provide a written estimate within forty-eight (48)
hours of initial placement of call by City, and guarantee that work will be initiated within five (5)
days of City's initial request, then and in that event City may contact and place the order with the
secondary provider as provided above. Non -answer of notification call may result in City
declaring GG's to be non-compliant with the order and under this Agreement; non -returned
voicemail within twenty-four (24) hours may result in City declaring GG's to be non-compliant
with the order and under this Agreement. The legal definition under this Agreement of
"repeated non-compliance" shall mean three (3) incidents, either sequential or not, of non-
compliance as delineated in this paragraph within a period of six (6) consecutive months.
Repeated non-compliance may result, at City's sole discretion, in cancellation of this Agreement
in whole or in part.
When City has designated a non -emergency service call situation, GG's shall fulfill in
full the non -emergency order within the dates and times specified by City. Driving distance
from City's location to GG's shall not exceed 35 miles. If the ordered goods and services are not
delivered on-site or in -hand to City strictly within the timeframes specified in this Agreement,
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then and in that event GG's may be deemed to be non-compliant with the order and its "best
value" designation suspended as to that order, and City shall be free to procure the goods
elsewhere from the remaining provider or from a different source.
5.01 ITEMS AWARDED
Only if, as, and when needed by City, carpentry services are awarded to GG's in
accordance with bid items #1 through and including #4 shown on Exhibit "A," as follows:
Carpenter
Regular Hourly Labor Rate
Overtime Hourly Labor Rate
Materials (if on Cost -Plus basis)
Percentage Markup
6.01 COSTS
$30.00 (2 minimum hours)
$45.00 (no minimum hours)
5%
GG's 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 $15,000.00 in payment of such
services per single job performed during the initial term of this Agreement. Only if, as, and
when needed by City, the bid costs listed on Exhibit "A," which are specifically relevant to the
referenced bid items, shall be the basis of any charges collected by GG's.
7.01 INVOICES
All invoices shall include, at a minimurn, the following information:
A. Name and address of GG's;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 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 of Round Rock's bid, with the consent and agreement of the successful
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of, partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently -negotiated "piggyback" procurements.
9.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving GG's a written notice of termination at the end of its then -current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to GG's will be made within thirty (30) days of the date City receives goods under
this Agreement, the date the performance of the services under this Agreement are completed, or
the date City receives a correct invoice for the goods or services, whichever is later. GG's 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:
A. There is a bona fide dispute between City and GG's, a contractor, subcontractor, or
supplier about the goods delivered or the service performed that causes the payment to be late;
or
B. There is a bona fide dispute between GG's and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed that causes the
payment to be late; or
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
11.01 GRATUITIES AND BRIBES
City may, by written notice to GG's, cancel this Agreement without incurring any
liability to GG's if it is determined by City that gratuities or bribes in the form of entertainment,
gifts, or otherwise were offered or given by GG's or its agents or representatives to any City
officer, employee or elected representative with respect to the performance of this Agreement.
In addition, GG's may be subject to penalties stated in Title 8 of the Texas Penal Code.
G
12.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in GG's charges.
13.01 ORDERS PLACED WITH ALTERNATE VENDORS
If GG's cannot provide the services as specified, City reserves the right and option to
obtain same from another source or supplier(s).
14.01 INSURANCE
GG's shall meet all requirements as stated in the attached IFB Solicitation Number 13-
013 (including all attachments and exhibits), and its bid response.
15.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez, Facilities Manager
City of Round Rock
212 Commerce Cove
Round Rock, TX 78664
512-341-3144
pdominguez@roundrocktexas.gov
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If GG's abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, GG's 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.
GG's shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
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B. Fails to fully, timely and faithfully perform any of its material obligations
hereunder;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to GG's.
B. In the event of any default by GG's, City has the right to tenminate this
Agreement for cause, upon ten (10) days' written notice to GG's.
C. GG's has the right to terminate this Agreement only for cause, in the event of
material and substantial breach by City, or by written mutual agreement to terminate.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to GG's, GG's shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, GG's
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay GG's that portion of the
charges, if undisputed. The parties agree that GG's is not entitled to compensation for services it
would have performed under the remaining term of the Agreement except as provided herein.
19.01 INDEMNIFICATION
GG's 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 GG's,
or GG's agents, employees or subcontractors, in the performance of GG'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 GG's (including, but not limited to the right to seek contribution)
against any third party who may be liable for an indemnified claim.
20.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
GG's, its agents, employees and subcontractors shall use best efforts to comply with all
federal and state laws, City's Charter and Ordinances, as amended, and with all applicable rules
and regulations promulgated by local, state and national boards, bureaus and agencies.
t
21.01 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.
22.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to GG's:
Mr. Rolando Osorio
GG's Construction, LLC
13608 Bullick Hollow Road
Austin, TX 78726
Notice to City:
Steve Norwood, City Manager
221 East Main Street AND TO
Round Rock, TX 78664
Stephen L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and GG's.
23.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Rotmd Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
GG's and City. This Agreement may only be amended or supplemented by mutual agreement of
the parties hereto in writing, duly authorized by action of the City Manager or City Council.
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25.01 DISPUTE RESOLUTION
City and GG's 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.
26.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
27.01 MISCELLANEOUS PROVISIONS
Standard of Care. GG's 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.
Time is of the Essence. GG's understands and agrees that time is of the essence and that
any failure of GG's to fulfill obligations for each portion of this Agreement within the agreed
timeframes will constitute a material breach of this Agreement. GG's shall be fully responsible
for its delays or for failures to use best efforts in accordance with the terms of this Agreement.
Where damage is caused to City due to GG's failure to perform in these circumstances, City may
pursue any remedy available without waiver of any of City's additional legal rights or remedies.
Force Majeure. Neither City nor GG's shall be deemed in violation of this Agreement if
it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
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.
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IN WITNESS WHEREOF, City and GG's have executed this Agreement on the dates
indicated.
City of Round Rock, Texas
By:
Printed Name:
Title:
Date Signed:
For City, Attest:
By:
Sara L. White, City Clerk
For City, Ap roved as to F rm:
By:4StepL.
ti.
Sheets, City Attorney
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GG's CONSTRUCTION, LLC
4.
6.
6.
SOLICITATION NUMBER
%i 13-011
SPECIFICATION NUMBER
13-910-06
CITY OF ROUND ROCK
INVITATION FOR BID
CARPENTRY SERVICES
PART
GENERAL
PURPOSE: The City of Round Rock, herein after "City", seeks an agreement with a qualified
Individual, Firm, or Corporation, hereafter referred to as "Respondent", to provide on-site
Carpentry Services for various City owned or occupied buildings on an as needed basis.
The City intends to award one primary contract and one secondary contract based on the
Best Value for the City. The secondary Successful Respondent will be used if the primary
Successful Respondent cannot provide the service within the requested timeframe.
DEFINITIONS TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's standard Definitions, 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. Said Definitions, Terms and Conditions are subject
to change without notice. It is the sole responsibility of Respondents to stay apprised of changes.
The City's Definitions, Terms and Conditions can be obtained from the City's website
http•//www roundrocktexasgov/homelindex.asp?page=463.
2.1. Any acceptance to or additional terms and conditions attached to the response will not be
considered unless Respondent specifically references them on the front of the Solicitation
Document. WARNING: Exception to or additional terms and conditions may result in
disqualification of the response.
INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the
Insurance Requirements as identified on the City's website at
http://www roundrocktexas gov1home/index.asp?page=463.
ATTACHMENTS: Attachment A is herein made a part of this solicitation:
4.1. Attachment A: Reference Sheet
CLARIFICATION: For questions or clarifications of specifications, you may contact:
Deborah Knutson, CPPB
Purchasing Department
City of Round Rock
Telephone: 612-218-5466
dkn utson @round rocktexas.gov
The individual listed above may be contacted by telephone or visited for clarification of the
specifications only. No authority is intended or implied that specifications may be amended or
alterations accepted prior to solicitation opening without written approval of the City of Round Rock
through the Purchasing Department.
REQUIREMENTS: The opening of a solicitation shall not be construed as the City's acceptance of
such as qualified and responsive. All Respondents shall:
6.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and
distribution of commodity or provision of the services as specified herein:
EXHIBIT
101`11
"A �,
S
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
6.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and
efficient service to the City;
6.3. In order to assure the City does not encounter shipping delays, service delays or other
unforeseen problems that can occur with out of area or foreign Vendors, Respondent shall be
located within:
V35 Miles from Round Rock, Texas 78681
❑ 120 Miles from Round Rock, Texas 78681
❑ United States
6.4. SUBCONTRACTORS: Respondent shall not sublet projects out to a Third Party. The City
seeks to do business directly with a skilled Carpenter who will remain on site for the duration
of the project or assign a designated skilled Carpenter on staff to be the City's primary point
of contact.
6.5. Provide the name, address, telephone number and E-MAIL of at least FIVE (5) firms
applicable to Municipal and / or Government projects that have utilized similar service within
the last two (2) years. City of Round Rock references are not applicable. References may
be checked prior to award. Any negative responses received may result in disqualification of
submittal. NOTE: REFERENCE FORM (ATTACHMENT A) PROVIDED. E-MAIL
ADDRESSES ARE REQUIRED.
BEST VALUE EVALUATION AND CRITERIA: All solicitations received may be evaluated
based on the best value for the City. In determining best value, the City may consider:
7.1. Purchase price;
7.2. Reputation of Respondent and of Respondent's goods and services;
7.3. Quality of the Respondent's goods and services;
7.4. The extent to which the goods and services meet the City's needs;
7.5. Respondent's past relationship with the City;
7.6. The total long-term cost to the City to acquire the Respondent's goods or services;
7.7. Any relevant criteria specifically listed in the solicitation.
The City reserves the right to reject any or all responses, or delete any portion of the response, or
to accept any response deemed most advantageous, or to waive any irregularities or informalities in
the response received that best serves the interest and at the sole discretion of the City.
8. AGREEMENT TERM: The terms of the awarded agreement shall:
8.1. The initial term of the resulting agreement shall be three (3) consecutive twelve (12) month
periods from the effective date. The agreement may be renewed for two (2) additional periods
of time, not to exceed twelve (12) months each, provided both parties agree in writing prior to
the expiration of the current term.
8.2. The City reserves the right to review the Respondents' performance at the end of each twelve
(12) month period and cancel all or part of the agreement(s) or continue the agreement(s)
through the next period.
8.3. If the Respondent fails to perform its duties in a reasonable and competent manner, the City
shall give written notice the Respondent of the deficiencies and the Respondent shall have
thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies
with the thirty (30) days, the City may terminate the agreement by giving the Respondent
written notice of termination and the reason for the termination.
2of11
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
8.4. If the agreement is terminated, for any reason, the Respondent shall turn over all records, to
include but not be limited to the following: records of repairs, services, deliveries, and
replacement parts, to the City within fifteen (15) working days after completion of duties
contained in the agreement.
9. PRICE INCREASE: A price increase to the agreement may be considered at renewal time each
year. The price increase shall be equal to the consumer price index for that year.
9.1. PROCEDURE TO REQUEST INCREASE.
9.1.1. Mail the price increase request to the designated City Contract Specialist a minimum
of 120 days prior to each renewal period.
City of Round Rock
Purchasing Department
ATTN: Contract Specialist
221 E. Main Street
Round Rock, Texas 78664-5299
9.1.2. 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,
negotiate with the Vendor or cancel the agreement or purchase order if an
agreement cannot be reached on the value of the increase.
10. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single
award, split awards, primary and secondary awards, non -award, or use any combination that best
serves the interest and at the sole discretion of the City. Award announcement will be made upon
City Council approval of staff recommendation and executed agreement. Award announcement will
appear on the City's website at hftp:f/www.roundrocktexas.aov/homefindex.aso?page=463.
11. ACCEPTANCE: Acceptance inspection and tests should not take more than five (5) working days.
The Vendor will be notified within this time frame if the service performed is not in full compliance
with the specifications. If any agreement or purchase order is canceled for non-acceptance, the
needed service may be purchased elsewhere and the Vendor may be charged full increase, if any,
in cost and handling.
12. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt
Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within
thirty days after the acceptance of the supplies, materials, equipment, or the day on which the
performance of services was completed or the day, on which the City receives a correct invoice for
the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late
fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does not apply to payments made
by the City in the event:
12.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials,
services or equipment delivered or the services performed that causes the payment to be
late; or
12.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a
timely payment with Federal Funds; or
12.3. The is a bona fide dispute between the Vendor and a Subcontractor or between a
Subcontractor and its suppliers concerning supplies, material, or equipment delivered or the
services performed which caused the payment to be late; or
12.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the
purchase order or agreement or other such contractual agreement.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
13. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues
only. It is understood and agreed the City shall have the right to terminate the Agreement at the
end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to
purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in
question. The City may affect such termination by giving Vendor a written notice of termination at
the end of its then current fiscal year.
14. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK}: Other governmental entities may
be extended the opportunity to purchase off of the City's Agreements, with the consent and agreement
of the awarded Vendor(s) and the City. Such consent and agreement shall be conclusively inferred
from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their
understanding and 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.
PART II
SCHEDULE
1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation
timeline:
1.1. Solicitation released December 1, 2012
1.2. Deadline for questions December 11, 2012
1.3. City responses to all questions or addendums December 13, 2012
1.4. Responses for solicitation due by 3:00 PM December 18, 2012
1.5. Oral Presentation (if necessary) TBD
All questions regarding the solicitation shall be submitted in writing by 5:00 PM on the due
date noted in PART II, Paragraph 1, Sub -Paragraph 1.2. A copy of all the questions submitted
and the City's response to the questions shall be posted on our webpage,
http://www.roundrocktexas.gov/home/index.asp?paae=463. Questions shall be submitted to
the City contact named in PART I, Paragraph 5.
The City reserves the right to modify these dates. Notice of date change will be posted to the City's
website.
**********************SOLICITATION UPDATES***********************
2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
http•//www roundrocktexas gov/home/index.asg ?nape=463 for any updates pertaining to the
solicitation described herein. Various updates may Include addendums, cancelations, 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.
3. RESPONSE DUE DATE: Signed and sealed responses are due no later than 3:00 PM, on the date
noted above to the Purchasing Department. Mail or carry sealed responses to:
City of Round Rock
Purchasing Department
221 E. Main Street
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
Round Rock, Texas 78664-5299
3.1. Responses received after this time and date shall not be considered.
3.2. Sealed responses shall be clearly marked on the outside of packaging with: the Solicitation
title, number, due date and "DO NOT OPEN".
3.3. Facsimile or electronically transmitted responses are not acceptable.
3.4. Late responses will be returned to Respondent unopened if return address is provided.
3.5. Responses cannot be altered or amended after opening.
3.6. No response can be withdrawn after opening without written approval from the City for an
acceptable reason.
3.7. The City will not be bound by any oral statement or offer made contrary to the written
specifications
4. PRE AWARD MEET[NG: Respondents and their designated contact persons may be required to
make an oral presentation to the selection team to further present their qualifications. This meeting
shall be used to provide a mutual understanding of the services to be provided.
5. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss,
but not be limited to the following:
5.1. Provide City contact information for implementation of agreement.
5.2. Agreement terms and conditions.
5.3. Identify specific milestones, goals and strategies to meet objectives.
PART Ili
SPECIFICATIONS
1. HISTORY: The City has approximately 700,000 square feet of maintained property and occupies
approximately 46 facilities. The buildings consist of both commercial and residential type
structures. Facilities maintained vary and can include but are not limited to office buildings, Police
department, fire stations, parks facilities and parking garages.
Projects vary and are under the supervision of the City's designated representative:
Pete Dominguez, Facilities Manager
Phone #: 512-341-3144
2. SCOPE OF WORK: The Successful Respondent shall provide on-site services including all
materials and labor necessary to perform maintenance, repair, renovations, installation or alteration
for various City owned or occupied locations on an as needed basis for Carpentry Services.
Services shall consist of repairs and miscellaneous projects costing $15,000.00 and under.
Services performed shall require prior authorization from the City's Facility Maintenance
Department. Only services meeting the herein mentioned specifications on workmanship (See
PART III, Paragraph 2) will be accepted.
3. WORKMANSHIP: Only first-class work shall be performed and all materials fumished in carrying
out this agreement shall be of character and quality as required by the project specifications.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
Where no standard is specified, for such work or materials, they shall be the best of their respective
trade and be compliant with all applicable code requirements. All materials used in any project
shall be new unless pre -approved by the City's designated representative. At the conclusion of the
project, the Successful Respondent shall demonstrate to the City's designated representative that
the work is fully operational and in compliance with contract specifications and codes. Any
unsatisfactory work done or materials furnished at whatever time they may be discovered shall be
promptly and permanently corrected at the sole expense of the Successful Respondent prior to final
acceptance of work when notified to do so by the authorized City representative. The Successful
Respondent shall at all times keep the adjacent areas of the work site free from rubbish and the
accumulation of any waste materials. It is the Successful Respondent's responsibility to properly
dispose of all rubbish and waste materials according to applicable federal, state, and local health,
safety, and environmental laws, ordinances, rules and regulations.
Should the Successful Respondent neglect or refuse to remove such unsatisfactory work or
materials within forty eight (48) hours after the receipt of the above mentioned notice, or if they fail
to make satisfactory progress in doing so, the City may cause said work or materials to be removed
and satisfactorily replaced by contract or otherwise and the expense thereof shall be charged to the
Successful Respondent. Such expense shall be deducted from any monies due or to become due
the Successful Respondent under the agreement.
4. WORKFORCE: Successful Respondent and all employees shall perform the services in a timely,
professional and efficient manner. 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 Successful Respondent shall 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.
The Respondent shall provide background checks on all employees assigned to a project
prior to commencement of work to the City's designated representative.
The City will provide the Successful Respondent, the Designated Contact person, and any
employees required for the work, access to the sites where services are required upon
approval of the City's designated representative. The City's designated representative shall
issue security badges to all Respondent's employees assigned to a project. All employees
shall be required to wear the badge in a visible manner at all times while on City property.
5. CARPENTER REQUIREMENTS: The following contains the minimum requirements and
experience for Carpentry Services required by the City. The Successful Respondent shall ensure
that all personnel are skilled and qualified to perform the services as requested.
• The functions shall include but not be limited to: layouts, rough framing, finish work and other
carpentry work as described by the project manager.
• Must be familiar with and have a working knowledge of all tools and equipment applicable to
the carpentry trade, and have extensive knowledge of building materials.
• Must be able to work unsupervised and run a crew.
• The Carpenter shall have at least five (5) years' experience with a minimum of three (3)
years' commercial experience and possess all the necessary tools required to complete
projects specified by the City.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13.910-06
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.
• The City shall be provided with the designated person's name and telephone number.
• 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 due to
termination, the City's designated representative shall be notified by the Successful
Respondent 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.
• Answering machines are unacceptable as a point of contact.
The contact person shall be identified on the Solicitation document and may be required to
attend an oral presentation to the selection team prior to award of contract.
7. WARRANTY: Successful Respondent shall provide a one (1) year warranty on all workmanship
and parts including but not limited to manufacturer's warranty, workmanship defects, and
installation. All warranty work shall be completed within five (5) working days from notice of defect.
RESPONSE TIME: Response times shall be as follows:
Regular business hours shall be from 7:00 AM to 6:00 PM.
Non -Emergency Service Calls: Successful Respondent shall respond and provide a
written estimate for non -emergency service calls within two (2) days and begin work within
five (5) days of the original request.
Emergency Service Calls: Successful Primary Respondent shall be on-site and responding
to emergency calls within two (2) hours after the request is placed. Successful Respondent
shall provide a twenty four (24) hour emergency contact phone number. For emergency
calls, outside regular business hours a voice mail paging system is acceptable on the
condition that a call back is initiated within thirty (30) minutes from the time that the page is
placed. If the Successful Primary Respondent cannot meet the City's need for the
emergency request the City will contact the Successful Secondary Respondent. The City
reserves the right to contract with any Vendor in the case of an emergency, and no response
or untimely response has been made with either the primary or secondary Successful
Respondent.
9. REGULAR AND OVERTIME WORK HOURS: Regular Business hours are 7:00 am to 6:00 pm
Monday through Friday. Overtime pay consisting of hours outside the designated regular business
hours, will be allowed by the City if deemed necessary and approved by the City's designated
representative in advance of work. Overtime work performed in excess of regular work hours or on
weekends or holidays shall be based on the rate of regular labor not to exceed one and one half (1
%) times the fixed hourly rate for the tradesman performing the service. Respondent shall submit a
total hourly and overtime rate price for labor that includes, but not be limited to, all costs for tabor,
overhead charges, travel, and payroll expenses.
10. SUBCONTRACTORS: Respondent shall not sublet projects out to a Third Party. The City seeks
to do business directly with a skilled Carpenter who will remain on site for the duration of the project
or assign a designated skilled Carpenter on staff to be the City's primary point of contact.
11. WORKERS' COMPENSATION INSURANCE: The Texas Labor Code, Section 406-098 requires
workers' compensation insurance coverage for all persons providing services on building or
construction projects for a governmental entity. The Texas Workers' Compensation statues can be
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
obtained from the Texas Department of Insurance website at httn://www.tdi.texas.gov/iindex.htmi. A
copy of the Respondent's Certificate of Workers' Compensation Insurance certificate shall be furnished
to the City with the Respondent's Bid submission.
12. SAFETY: The Successful Respondent and their respective employees are required and shall
comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and
Occupational Health Standards and any other applicable federal, state, and local health, safety, and
environmental laws, ordinances, rules and regulations in the performance of the services. All
Successful Respondents shall be held responsible for the safety of their employees and any unsafe
acts or conditions that may cause injury or damage to any persons or property within and around
the work site area under this contract. In case of conflict, the most stringent safety requirement
shall govern. The Successful Respondent shall 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 Successful Respondent's obligations under this paragraph.
12.1. Material Safety Data Sheets: Successful Respondent shall be required to have in their
possession at the location of each project and available upon request, material safety data
sheets applicable to hazardous substances.
13. ESTIMATES: Successful Respondent shall provide a non-binding written "Not to Exceed" estimate
on all projects at no charge to the City. It is the Successful Respondent's responsibility to ensure
that all information is complete to provide an accurate estimate. In certain circumstances a sample
of materials to be used in a project may be requested by the City's designated representative for
approval before work commences. Estimates shall include:
13.1. Department name and location of the project;
13.2. Successful Respondent's designated contact name and telephone number:
13.3. Breakdown of Labor costs (Number of workers, hourly rate);
13.4. Materials (Detailed description, quantity, unit price and extended price amounts);
13.5. Cost of Equipment rented to complete project;
13.6. Total Cost (Labor and materials);
13.7. Description specifying work to be done;
13.8. Time projected to complete the project.
14. DELIVERY AND STORAGE: It shall be the responsibility of the Successful Respondent to make
all arrangements for delivery, unloading, receiving and storing materials in the building during
installation. The City will not assume any responsibility for receiving these shipments. The
Successful Respondent shall verify with the City's designated representative and make necessary
arrangements for security and storage space in the building during installation.
15. REPAIR REPORTS: Respondent shall complete and furnish a repair report for each project. A
copy of each repair report shall be presented with time and material used. Reports shall include, at
a minimum, the following information:
15.1. Date and time notification received;
15.2. Location of the worksite;
15.3. Date and time of arrival at worksite;
15.4. Time spent for repair;
15.5. Date and time work at location is completed;
15.6. Part(s) ordered and Equipment rented, if necessary
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
15.7. A detailed description of all the completed repair work certifying the location is in working
order, shall be signed by the City's designated representative at the time the work is
performed.
16. 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
needed to satisfy requirements within budgetary constraints, which may be more or less than
indicated.
16.1. Bids shall not exceed 10% waste expectation on all quantities.
16.2. Prices for materials may be on a cost-plus basis. The percentage (%), if any, of markup will
be designated by the Respondent on the Solicitation Document. Invoices for work
performed, shall require a copy of supplies receipt to be included. Failure to provide the cost-
plus percentage (%) on an invoice may result in payment at cost.
17. PERMITS: The Successful Respondent shall obtain all necessary permits or licenses for
inspections, tests, and other services required for completion of work. Inspections shall be
scheduled through the City's designated representative. City of Round Rock permit fees shall be
waived.
18. DAMAGE: The Successful Respondent shall be responsible for damage to the City's equipment
and I or property, the workplace and its contents by its work, negligence in work, its personnel and
equipment.
19. INVOICE REQUIREMENTS: The Successful Respondent, upon completion of each service, shall
address invoices to the City as follows:
19.1. REPAIR WORK: The total hourly price for labor shall be per hour and shall include costs of
labor, overhead charges, travel, and payroll expenses. Supplies and materials shall be billed
separately.
19.2. SUPPLIES AND MATERIALS: The cost of supplies and materials shall be listed separately
from labor. A maximum percentage markup, as indicated on line item # 4 of the solicitation
sheet, will be allowed for material that the Successful Respondent has to purchase and re -
bill. Invoices for work performed, shall require a copy of paid materials receipt from the
supplier to be included.
19.3. The Successful Respondent may submit the repair report as an invoice by modifying it if
necessary so that all required invoicing information is contained within the repair report.
PART IV
RESPONSE REQUIREMENTS
The City of Round Rock makes no warranty that this checklist is a full comprehensive listing of every
requirement specified in the solicitation. This list is only a tool to assist participating Respondents in
compiling their final responses. Respondents are encouraged to carefully read the entire solicitation
including the City's Terms and Conditions and Insurance requirements (Located on the City's
webpage — see Part 1, sections 2 and 3).
Respondent shall submit one (1) executed (signed) original and six (6) copies of each response.
For your bid to be responsive, all required attachments identified below shall be submitted with
your proposal. The Samples and / or copies shall be provided at the Respondent's expense, and shall
become the property of the City unless the Respondent provides a return envelope and postage.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13.910-05
1. Responses shall be submitted on itemized, signed Solicitation Document provided herein. Failure to
itemize or sign solicitation may result in disqualification. Submission of responses on forms other that
the City's Solicitation Document may result in disqualification of the response.
In the event of errors in extension pricing, unit prices shall govern.
2. Attachment A: Reference sheet shall include the name, address, active telephone number and valid
e-mail address of at least FIVE (5) firms applicable to Municipal and Government projects that have
utilized similar services for at least two (2) years.
3. Any Certifications, Licenses or Memberships to Professional Associations including but not limited to
Job Order Contracting (State Certification), or other specialized licenses or certifications.
4. A copy of the Respondent's Certificate of Workers' Compensation Insurance certificate shall be furnished
to the City with the Respondent's Bid submission.
The following shall be provided / requested by the City prior to award / prior to project
commencement and the approval of any contract or issuance of any purchase order:
1. Primary and Secondary Awarded Successful Respondent and their designated contact person may
be required to make an oral presentation to the selection team to further present their qualifications.
This meeting shall be used to provide a mutual understanding of the services to be provided.
2. Successful Respondent shall provide background checks on all employees assigned to a project prior
to commencement of work to the designated City representative.
CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act. Following an award, responses are subject to release as
public information unless the response or specific parts of the response can be shown to be exempt from
the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.
Information in a submittal that is legally protected as a trade secret or otherwise confidential must
be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the
document. The City will not be responsible for any public disclosure of confidential information if
it is not clearly marked as such.
If a request is made under the Texas Public Information Act to inspect information designated as
confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons
and information as to why the information should be protected from disclosure. The matter will
then be presented to the Attorney General of Texas for final determination.
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X TEXAS
4 PROSPERITY.
CITY OF ROUND ROCK, TEXAS
INVITATION FOR BID
CARPENTRY SERVICES
IFB No 13-011 Addendum No. 1 Date: December 13, 2012
Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced
above.
1. Q: Does insurance and workers compensation coverage need to be submitted with
proposal? If so, does the City of Round Rock need to be listed as a Certificate Holder?
A: The Certificate of Worker's Compensation Insurance and other insurance
documentation required by the City shall be requested by the City and provided
by Successful Respondent prior to award / prior to project commencement and
the approval of any contract or issuance of any purchase order. Said certificate
does not need to be submitted with response.
Approved by
Deborah Knutson, rchaser
By the signatures affixed below, Addendum No. 1 is hereby incorporated into and made a part of the
above referenced solicitation.
AC NOWLE ,QED ,
vdo� Ile -
e dor Auth nzed Signature Date
RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH
YOUR SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR
RESPONSE FROM CONSIDERATION FOR AWARD.
Ili f_[ll:I&IAii_1
CITY OF ROUND ROCK
INSURANCE REQUIREMENTS
INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration
of the contract or purchase order resulting from a response to this bid/Specification insurance
against claims for iniuries to persons or damages to property which may arise from or in
connection with the performance of the work as a result of this bid by the successful bidder, its
agents representatives volunteers employees or subcontractors.
1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved
by the City before work commences.
1.2. The following standard insurance policies shall be required:
1.2.1. General Liability Policy
1.2.2. Automobile Liability Policy
1.2.3. Worker's Compensation Policy
1.3. The following general requirements are applicable to all policies:
1.3.1. Only insurance companies licensed and admitted to do business in the State of
Texas shall be accepted.
1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable
only on a per occurrence basis for property damage only.
1.3.3. Claims made policies shall not be accepted, except for Professional Liability
Insurance.
1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the
City
1.3.5. Policies shall include, but not be limited to, the following minimum limits:
1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence.
1.3.5.2. Property Damage Insurance with minimum limits of $50,000,00 for
each occurrence.
1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired
vehicles with minimum limits for Bodily Injury of $100,000.00 each
person, and $300,000.00 for each occurrence, and Property
Damage Minimum limits of $50,000.00 for each occurrence.
1.3.5.4. Statutory Worker's Compensation Insurance and minimum
$100,000.00 Employers Liability Insurance.
1.3.6. Coverage shall be maintained for two years minimum after the termination of the
Contract.
1.4. The City shall be entitled, upon request, and without expense to receive copies of
insurance policies and all endorsements thereto and may make reasonable request for
deletion, revision, or modification of particular policy terms, conditions, limitations, or
exclusions (except where policy provisions are established by law or regulation binding
either of the parties hereto or the underwriter of any of such policies). Upon such request
by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in
policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the
requirements of the bid specification and the insurance endorsements stated below.
1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its
attachment, the following provisions:
1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's
insurance as primary.
1.5.2. Name the City and its officers, employees, and elected officials as additional
insured's, (as the interest of each insured may appear) as to all applicable
coverage.
1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material
changes
1.5.4. Remove all language on the certificate of insurance indicating:
1.5.4.1. That the insurance company or agent/broker shall endeavor to notify
the City; and,
1.5.4.2. Failure to do so shall impose no obligation of liability of any kind
upon the company, its agents, or representatives.
1.5.5. Provide for notice to the City at the addresses listed below by registered mail:
1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees,
and elected officials for injuries, including death, property damage, or any other
loss to the extent same may be covered by the proceeds of insurance.
1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard
of care together with the indemnification provision, shall be underwritten by
contractual liability coverage sufficient to include such obligations within
applicable policies.
1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid
number or purchase order number for which the insurance is being supplied.
1.5.9. Vendor shall notify the City in the event of any change in coverage and shall
give such notices not less than thirty days prior notice to the change, which
notice shall be accomplished by a replacement Certificate of Insurance.
1.5.10. All notices shall be mailed to the City at the following addresses:
Assistant City Manager City Attorney
City of Round Rock City of Round Rock
221 East Main 309 East Main
Round Rock, TX 78664-5299 Round Rock, TX 78664
6. WORKERS COMPENSATION INSURANCE
6.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage
for all persons providing services on building or construction projects for a governmental
entity.
6.1.1. Certificate of coverage ("certificate") -A copy of a certificate of insurance, a certificate of
authority to self -insure issued by the Texas Workers' Compensation
Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or
TWCC-84), showing statutory workers' compensation insurance coverage for
the person's or entity's employees providing services on a project, for the
duration of the project.
6.1.2. Duration of the project - includes the time from the beginning of the work on the
project until the CONTRACTOR'S /person's work on the project has been
completed and accepted by the OWNER.
6.2. Persons providing services on the project ("subcontractor') in Section 406.096 - includes
all persons or entities performing all or part of the services the CONTRACTOR has
undertaken to perform on the project, regardless of whether that person contracted
directly with the CONTRACTOR and regardless of whether that person has employees.
This includes, without limitation, independent contractors, subcontractors, leasing
companies, motor carriers, owner -operators, employees of any such entity, or employees
of any entity, which furnishes persons to provide services on the project. "Services"
include, without limitation, providing, hauling, or delivering equipment or materials, or
providing labor, transportation, or other service related to a project. "Services" does not
include activities. unrelated to the project, such as food/beverage vendors, office supply
deliveries, and delivery of portable toilets.
6.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification
codes and payroll amounts and filing of any coverage agreements, that meets the
statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the
CONTRACTOR providing services on the project, for the duration of the project.
6.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being
awarded the contract.
6.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage
ends during the duration of the project, the CONTRACTOR must, prior to the end of the
coverage period, file a new certificate of coverage with the OWNER showing that
coverage has been extended.
6.6. The CONTRACTOR shall obtain from each person providing services on a project, and
provide to the OWNER:
6.6.1. a certificate of coverage, prior to that person beginning work on the project, so
the OWNER will have on file certificates of coverage showing coverage for all
persons providing services on the project; and
6.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project.
6.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of
the project and for one year thereafter.
6.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal
delivery, within 10 calendar days after the CONTRACTOR knew or should have known,
or any change that materially affects the provision of coverage of any person providing
services on the project.
6.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner
prescribed by the Texas Workers' Compensation Commission, informing all persons
providing services on the project that they are required to be covered, and stating how a
person may verify coverage and report lack of coverage.
6.10. The CONTRACTOR shall contractually require each person with whom it contracts to
provide services on a project, to:
6.10.1. provide coverage, based on proper reporting of classification codes and payroll
amounts and filing of any coverage agreements, that meets the statutory
requirements of Texas Labor Code, Section 401.011(44) for all its employees
providing services on the project, for the duration of the project;
6.10.2. provide to the CONTRACTOR, prior to that person beginning work on the
project, a certificate of coverage showing that coverage is being provided for all
employees of the person providing services on a project, for the duration of the
project;
6.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project;
6.10.3.1. obtain from each other person with whom it contracts, and provide to
the CONTRACTOR:
6.10.3.1.1. a certificate of coverage, prior to the other person
beginning work on the project; and
6.10.3.1.2. a new certificate of coverage showing extension of
coverage, prior to the end of the coverage period, if
the coverage period shown on the current certificate
of coverage ends during the duration of the project
6.10.3.2. retain all required certificates of coverage on file for the duration of
the project and for one year thereafter;
6.10.3.3. notify the OWNER in writing by certified mail or personal delivery,
within 10 calendar days after the person knew or should have
known, of any change that materially affects the provision of
coverage of any person providing services on the project; and
6.10.3.4. contractually require each person with whom it contracts, to perform
as required by paragraphs (A thru G), with the certificates of
coverage to be provided to the person for whom they are providing
services.
6.10.3.5. By signing the solicitation associated with this specification, or
providing, or causing to be provided a certificate of coverage, the
Contractor is representing to the Owner that all employees of the
Contractor who will provide services on the project will be covered
by workers' compensation coverage for the duration of the project,
that the coverage will be based on proper reporting of classification
codes and payroll amounts, and that all coverage agreements will
be filed with the appropriate insurance carrier or, in the case of a
self-insured, with the Commission's Division of Self -Insurance
Regulation. Providing false or misleading information may subject
the Contractor to administrative penalties, criminal penalties, civil
penalties, or other civil actions.
6.10.3.6. The Contractor's failure to comply with any of these provisions is a
breach of contract by the Contractor that entitles the Owner to
declare the contract void if the Contractor does not remedy the
breach within ten calendar days after receipt of notice of breach
from the owner.
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
ATTACHMENT A
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 3 ~ C)
RESPONDENT'S NAME: S �.Ll/l9rr DATE: o�-
Provide contact information and point of contact of at least FIVE (5) firms applicable to public entities of
like size (as described in Part III, Paragraph 1) that have utilized similar service for at least two (2) years.
City of Round Rock references are not applicable. References may be checked prior to award. Any
negative responses received may result in disqualification of solicitation. Failure to provide the required
information with the Solicitatic
Company's Name
Name of Contact & Title
E -Mail Address
Current Address
City, State, Zip Code
Telephone Number
2. Company's Name
Name of Contact & Title
E -Mail Address
Current Address
City, State, Zip Code
Telephone Number
3. Company's Name
Name of Contact & Title
E -Mail Address
Current Address
City, State, Zip Code
Telephone Number
4. Company's Name
Name of Contact & Title
E -Mail Address
Current Address
City, State, Zip Code
Telephone Number
5. Company's Name
Name of Contact & Title
E -Mail Address
Current Address
City, State, Zip Code
Telephone Number
11 of 11
y�ROUND ROCK. TEXAS
' ft:1 PfF:; i\ltiU\!'�OJYi'.li\'
BID FORM
PURCHASING DEPARTMENT
221 E. Main Street • Round Rock, Texas 78664-5299
Solicitation Number: #13-011
I Solicitation Name:
Opening Date:
Opening Time:
Opening Location:
Carpentry Services
December 18, 2012
On or Before 3:00 PM CST
City of Round Rock
City Hall
221 E. Main Street
Round Rock, TX 78664
❑ Newspaper ❑ Cites Website IN E-mail Announcement ❑ ESBD ❑ Other
❑ Yes ® No
® Yes ❑ No Register at: roundrocktexas.gov/VendorCentral
SOLICITATION SHEET
ITEM
Tax ID Number:
QTY
UNIT OF
Business Name:
UNIT PRICE
EXTENDED PRICE
Address: /31P0j
Address: ,
Contact: -0 llI L4? (�'
•
•
Telephone: �( �) d,5? ' �0—
HOUR
Entity Type:U ��J
i
ec
n f
30\
E-mail: ,400
❑ Newspaper ❑ Cites Website IN E-mail Announcement ❑ ESBD ❑ Other
❑ Yes ® No
® Yes ❑ No Register at: roundrocktexas.gov/VendorCentral
SOLICITATION SHEET
ITEM
DESCRIPTION
QTY
UNIT OF
UNIT PRICE
EXTENDED PRICE
NO.
MEASURE
1.
HOUR
CARPENTER REGULAR HOURLY LABOR
i
ec
n f
30\
RATE
2
MINIMUM HOURS (IF ANY);
r�
Ol
HOUR
��
0
(NOTE COST IF UNDER MINIMUM)
\
3.
OVERTIME HOURLY LABOR RATE
(
HOUR
SOLICITATION SHEET cont.
ITEM
DESCCRIPTION
QTY
UNIT OF
UNIT PRICE
EXTENDED PRICE
NO.
MEASURE
4.
PRICES FOR MATERIALS MAY BE ON A
C
COST-PLUS BASIS. THE PERCENTA (%),
1-0
r `�
IF ANY, OF MARKUP WILL BE
j
7
0
I
NOTE: Invoices for work performed, shall
require a copy of materials receipt to be
included. Failure to provide cost — plus
percentage for materials, may result in an at
— cost payment from the City.
Designated Contact Person:. L0101711-0 0101210 Phone #: t1072,
��—
By the signature hereon affixed, the Respondent hereby certifies that neither the respondent nor the entity represented by the respondent, or
anyone acting for such entity has violated the antitrust laws of this State, codified in Section 15.01 et seq., Texas Business and Commerce Code,
or the Federal antitrust laws, nor communicated directly or indirectly, the response made to any competitor or any other person engaged in such
line of business.
Further, by signing and submitting this response the Respondent acknowledges:
That they have read and fully understand the solicitation and accept all terms and conditions set forth herein.
The respondent Is not currently delinquent in the payment of any debt owed to the City.
Sealed response envelope shall be clearly marked with solicitation name, solicitation number and name of responding entity.
The agreement or purchase order resulting from this solicitation may qualify for Inter -local or Cooperative Contracting (Piggybacking) per the
terms outlined in Part I, #14 of this solicitation. If applicable, do you agree to "piggyback" purchasing from other governmental agencies?
Yes ❑ No
Response shall include one (1) signed original and six (6) copies of response.
21
Printed Name Autho fzed ignature Dat
Failure to sign response will disqualify response.
ACUR6r CERTIFICATE OF LIABILITY INSURANCE
DATE(MMMDfYYYY)
16�
10/2512012
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
NAME: CT DAVID P. REED
SIGBRIDIE & ASSOCIATES
PHONEFax
fafc
1 No .tl: 940-668-0436 , No): 940-668-0469
305 EAST CALIFORNIA ST. SUITE A
E-Ma1L —
aDDREss DAVID.REED u@SIGMU.COM
GA TX 76240
940--668-0668-0 43366
INSURERS AFFORDING COVERAGE NAIC F
INSURER A: ATAIN SPECIALTY INSURANCE
_
INSURED
`( _
INSURER B: I
GG'S MULTIPLEX ENTERPRISES, LLC
;
DBA: GG'S CONSTRUCTION
INSURER C:
INSURER D: TEXAS MUTUAL --�-
13608 BULLICK HOLLOW ROAD
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1
AUSTIN, TX 7$726
INSURERS: '
INSURER F:
U. V marc "n" t_F:R r IFILA 1 F Nr immFw- OC\rIQiA.r .11 IuoOn.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT VVITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADOL
SUER
' POUCYNUMBER
POLICY EFF
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POLICY EXP
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LIMITS
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GENERALLIABILITY
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OCCURRENCE ( S1,000,000
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PREMISES Ea ocwmence 15100,000
MED EXP (Any one person) $5000
PERSONAL 8 ADV INJURY S1 000,000
GENERAL AGGREGATE 52 0OO 0OQ
PRODUCTS - COMPIOP AGG S 2,000,000
II GENL AGGREGATE LIMIT APPLIES PER:
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AUTOMOBILE LIABILITY
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UMBRELLA LIAR OCCUR
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WORKERS COMPENSATION i
AND EMPLOYERS' LIABILITY ,
ANY PROPRIETORIPARTNEWEXECUTIVE IE.L.
OFFICERIMEMBER EXCLUDED? D
!Mandatory In and
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DESCRIPTION OF OPERATIONS below
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DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required)
nva_vcrc
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
U 1900-2010 ACORD CORPORATION. All rights reserved.
ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD
City of Round Rock
�RODND ROCK TEXAS
nmasE n�ai ramrvnrrr
Agenda Item Summary
Agenda Number: G.5
Title: Consider a resolution authorizing the Mayor to execute a City of Round
Rock Agreement for Purchase of General Building Construction Trades
Services (Carpentry Trade) from GG's Construction, LLC.
Type: Resolution
Governing Body: City Council
Agenda Date: 5/23/2013
Dept Director: Chad McDowell, General Services Director
Cost: $0.00
Indexes: General Fund
Attachments: Resolution, Exhibit A, Invitation for Bid
Text of Legislative File 13-295
On December 1, 2012 Purchasing and General Services sent out an invitation for bid on different
trades agreements to provide on-site services. The City has selected a primary and secondary
contractor based on the best value. This agreement is per contractor and will be a not to exceed
$15,000 per job per trade.
This agreement does not obligate the City to spend any money until services are needed. It
only establishes a set price for each trade for the five year period. When there comes a time we
need to utilitize the trade, funds will be allocated through General Service's maintenance fund. The
City currently has 626,000 square foot of facilities that we are currently maintaining, by approving
this contract you will be helping our facilities department keep our buildings to a class A facility.
Staff reccomends approval .
City of Round Rock Page 1 Printed on 512112013
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CITY OF ROUND ROCK AGREEMENT
FOR PURCHASE OF GENERAL BUILDING CONSTRUCTION
TRADES SERVICES (CARPENTRY TRADE) FROM
GG's CONSTRUCTION, LLC
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS
This Agreement for on-site services in the nature of general building construction trades
services (carpentry) to be performed on and in various commercial and residential City -owned or
City -occupied buildings on a directed as -needed basis, and for related goods and services,
referred to herein as the "Agreement," is made and entered into on this the 42- �W day of the
month of , 2013, 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 GG's CONSTRUCTION, LLC, whose address is
13608 Bullick Hollow Road, Austin, Texas 78726, referred to herein as "GG's." This
Agreement supersedes and replaces any previous agreements between the named parties,
whether oral or written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase certain on-site services in the nature of general
building construction trades services (carpentry) to be performed on and in various commercial
and residential City -owned or City -occupied buildings on a directed as -needed basis, and
associated goods and services, and City desires to purchase same from GG's; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods, and
City has selected the bid submitted by GG's; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and GG's whereby
City is obligated to buy specified services and GG's is obligated to sell same. The Agreement
includes the following: (a) City's Invitation for Bid designated Solicitation Number 13-011,
271068/jkg
V,-/l�-X., 1_23 -65
Specification Number 13-910-06; (b) GG's Response to IFB; (c) contract award; and (d) any
exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract
documents shall be resolved by giving preference in the following order:
(1) This Agreement;
(2) GG's Response to IFB;
(3) City's Invitation for Bids, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and services mean the specified services, supplies, materials,
commodities, or equipment.
F. GG's means GG's Construction, LLC, or any of its successors or assigns.
2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
B. The term of this Agreement shall be for three (3) consecutive twelve-month
periods from the effective date hereof. After that term, this Agreement may be renewed for
successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided GG's has performed each and every
contractual obligation specified in this original Agreement.
C. Prices shall be firm for the duration of this Agreement and for any renewal
periods. No separate line item charges shall be permitted for invoicing purposes, including but
not limited to equipment rental, demurrage, costs associated with obtaining permits, or any other
extraneous charges. City may permit "unit price" adjustments upwards only in accordance with
Part 1, Item 9 of City's Invitation for Bid included as a part of Exhibit "A," attached hereto and
incorporated herein by reference for all purposes. Any price increase shall be requested by GG's
1)
in writing and accompanied by the appropriate documentation to justify the requested increase.
GG's may offer price decreases at any time and in excess of any allowable percentage changes.
D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected GG's to supply the services as outlined in IFB Solicitation Number 13-011,
Specification Number 13-910-06; and Response to IFB submitted by GG's, all as specified in
Exhibit "A." The intent of these documents is to formulate an Agreement listing the
responsibilities of both parties as outlined in the IFB and as offered by GG's in its Response to
the IFB.
The services which are the subject matter of this Agreement are described in Exhibit "A"
and, together with this Agreement, comprise the total Agreement and they are fully a part of this
Agreement as if repeated herein in full.
4.01 INITIAL RESORT TO PRIMARY PROVIDER, AND SUBSEQUENT RESORT
TO SECONDARY PROVIDER; MANDATES FOR PROVISION OF GOODS
AND SERVICES
A. Initial Resort to Primary Provider, and Subsequent Resort to Secondary
Provider.
The parties specifically acknowledge and agree as follows: GG's shall be considered as
one of two providers of the specified goods and services, and shall be considered the primary
provider. City may, in its sole and unfettered discretion, elect to seek goods from either one of
the two providers. Should the primary provider contacted not be able to fulfill the order in strict
accordance with the mandates of this Agreement, then and in that event the remaining provider
may be considered "best value" and be contacted to provide the goods as a secondary provider.
GG's specifically further acknowledges and agrees as follows: This Agreement is not an
exclusive agreement. 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.
B. Mandates for Provision of Goods and Services — Emergency Service Calls.
GG's specifically further acknowledges and agrees as follows:
GG's shall maintain regular business hours from 7:00 am to 6:00 pm Monday through
Friday, and shall be available for emergency service calls on a 24/7 basis with a maximum two
3
(2) hour response time. GG's shall provide City with a 24-hour emergency contact telephone
number connected with, at minimum, a voice mail paging system outside of regular business
hours.
City shall make a notification call to GG's by telephone with emergency instructions
when City has designated an emergency service call situation. In the event that GG's does not
answer the telephone and/or return City's notification voicemail within thirty (30) minutes of
initial placement of call, then and in that event City may contact and place the order with the
secondary provider as provided above. Non -answer of notification call may result in City
declaring GG's to be non-compliant with the order and under this Agreement; non -returned
voicemail within thirty (30) minutes may result in City declaring GG's to be non-compliant with
the order and under this Agreement. The legal definition under this Agreement of "repeated
non-compliance" shall mean three (3) incidents, either sequential or not, of non-compliance as
delineated herein within a period of six (6) consecutive months. Repeated non-compliance may
result, at City's sole discretion, in cancellation of this Agreement in whole or in part.
When City has notified GG's of an emergency service call situation, GG's shall have
trained personnel on-site within two (2) hours of City's notification. If the ordered goods and
services are not delivered on-site or in -hand to City strictly within the timeframe specified in this
Agreement, then and in that event GG's may be deemed to be non-compliant with the order and
its "best value" designation suspended as to that order, and City shall be free to procure the
goods and services elsewhere from the remaining provider or from a different source.
Mandates for Provision of Goods and Services — Non -Emergency Service Calls.
GG's specifically further acknowledges and agrees as follows:
City shall make a notification call to GG's by telephone with non -emergency instructions
when City has designated a non -emergency service call situation. In the event that GG's does
not answer the telephone and/or return City's notification voicemail within twenty-four (24)
hours of initial placement of call by City, and provide a written estimate within forty-eight (48)
hours of initial placement of call by City, and guarantee that work will be initiated within five (5)
days of City's initial request, then and in that event City may contact and place the order with the
secondary provider as provided above. Non -answer of notification call may result in City
declaring GG's to be non-compliant with the order and under this Agreement; non -returned
voicemail within twenty-four (24) hours may result in City declaring GG's to be non-compliant
with the order and under this Agreement. The legal definition under this Agreement of
"repeated non-compliance" shall mean three (3) incidents, either sequential or not, of non-
compliance as delineated in this paragraph within a period of six (6) consecutive months.
Repeated non-compliance may result, at City's sole discretion, in cancellation of this Agreement
in whole or in part.
When City has designated a non -emergency service call situation, GG's shall fulfill in
full the non -emergency order within the dates and times specified by City. Driving distance
from City's location to GG's shall not exceed 35 miles. If the ordered goods and services are not
delivered on-site or in -hand to City strictly within the timeframes specified in this Agreement,
M
then and in that event GG's may be deemed to be non-compliant with the order and its "best
value" designation suspended as to that order, and City shall be free to procure the goods
elsewhere from the remaining provider or from a different source.
5.01 ITEMS AWARDED
Only if, as, and when needed by City, carpentry services are awarded to GG's in
accordance with bid items #1 through and including #4 shown on Exhibit "A," as follows:
Carpenter
Regular Hourly Labor Rate
Overtime Hourly Labor Rate
Materials (if on Cost -Plus basis)
Percentage Markup
6.01 COSTS
$30.00 (2 minimum hours)
$45.00 (no minimum hours)
5%
GG's 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 $15,000.00 in payment of such
services per single job performed during the initial term of this Agreement. Only if, as, and
when needed by City, the bid costs listed on Exhibit "A," which are specifically relevant to the
referenced bid items, shall be the basis of any charges collected by GG's.
7.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of GG's;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 INTERLOCAL COOPERATIVE CONTRACTING / PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 27 1. 101 and Section 271.102.
Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City of Round Rock's bid, with the consent and agreement of the successful
5
vendor(s) and Round Rock. Such agreement shall be conclusively inferred for the vendor from
lack of exception to this clause in the vendor's response. However, all parties hereby expressly
agree that the City of Round Rock is not an agent of, partner to, or representative of those outside
agencies or entities and that the City of Round Rock is not obligated or liable for any action or
debts that may arise out of such independently -negotiated "piggyback" procurements.
9.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving GG's a written notice of termination at the end of its then -current fiscal year.
10.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to GG's will be made within thirty (30) days of the date City receives goods under
this Agreement, the date the performance of the services under this Agreement are completed, or
the date City receives a correct invoice for the goods or services, whichever is later. GG's may
charge interest on an overdue payment at the "rate in effect" on September I of the fiscal year in
which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code,
Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in
the event:
A. There is a bona fide dispute between City and GG's, a contractor, subcontractor, or
supplier about the goods delivered or the service performed that causes the payment to be late;
or
B. There is a bona fide dispute between GG's and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed that causes the
payment to be late; or
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
11.01 GRATUITIES AND BRIBES
City may, by written notice to GG's, cancel this Agreement without incurring any
liability to GG's if it is determined by City that gratuities or bribes in the form of entertainment,
gifts, or otherwise were offered or given by GG's or its agents or representatives to any City
officer, employee or elected representative with respect to the performance of this Agreement.
In addition, GG's may be subject to penalties stated in Title 8 of the Texas Penal Code.
G
12.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in GG's charges.
13.01 ORDERS PLACED WITH ALTERNATE VENDORS
If GG's cannot provide the services as specified, City reserves the right and option to
obtain same from another source or supplier(s).
14.01 INSURANCE
GG's shall meet all requirements as stated in the attached IFB Solicitation Number 13-
013 (including all attachments and exhibits), and its bid response.
15.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez, Facilities Manager
City of Round Rock
212 Commerce Cove
Round Rock, TX 78664
512-341-3144
pdominguez@roundrocktexas.gov
16.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
17.01 DEFAULT
If GG's abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, GG's 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.
GG's shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
7
B. Fails to fully, timely and faithfully perform any of its material obligations
hereunder;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
18.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to GG's.
B. In the event of any default by GG's, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to GG's.
C. GG's has the right to terminate this Agreement only for cause, in the event of
material and substantial breach by City, or by written mutual agreement to terminate.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to GG's, GG's shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, GG's
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay GG's that portion of the
charges, if undisputed. The parties agree that GG's is not entitled to compensation for services it
would have performed under the remaining term of the Agreement except as provided herein.
19.01 INDEMNIFICATION
GG's 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 GG's,
or GG's agents, employees or subcontractors, in the performance of GG'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 GG's (including, but not limited to the right to seek contribution)
against any third party who may be liable for an indemnified claim.
20.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
GG's, its agents, employees and subcontractors shall use best efforts to comply with all
federal and state laws, City's Charter and Ordinances, as amended, and with all applicable rules
and regulations promulgated by local, state and national boards, bureaus and agencies.
8
21.01 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.
22.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to GG's:
Mr. Rolando Osorio
GG's Construction, LLC
13608 Bullick Hollow Road
Austin, TX 78726
Notice to City:
Steve Norwood, City Manager
221 East Main Street AND TO:
Round Rock, TX 78664
Stephen L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and GG's.
23.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
24.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
GG's and City. This Agreement may only be amended or supplemented by mutual agreement of
the parties hereto in writing, duly authorized by action of the City Manager or City Council.
E
25.01 DISPUTE RESOLUTION
City and GG's 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.
26.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
27.01 MISCELLANEOUS PROVISIONS
Standard of Care. GG's 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.
Time is of the Essence. GG's understands and agrees that time is of the essence and that
any failure of GG's to fulfill obligations for each portion of this Agreement within the agreed
timeframes will constitute a material breach of this Agreement. GG's shall be fully responsible
for its delays or for failures to use best efforts in accordance with the terms of this Agreement.
Where damage is caused to City due to GG's failure to perform in these circumstances, City may
pursue any remedy available without waiver of any of City's additional legal rights or remedies.
Force Majeure. Neither City nor GG's shall be deemed in violation of this Agreement if
it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
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.
10
IN WITNESS WHEREOF, City and GG's have executed this Agreement on the dates
indicated.
City of Round Rock, Texas
By:
Printed Name:
Title: _
Date Signed:
For City, Attest:
By: _
Sara L. White, City Clerk
For City, Ap roved as to F rm:
By: ,�
Step L. Sheets, City Attorney
11
GG's CONSTRUCTION, LLC
By: ,
Printed N me: w
Title: -
Date Signed:
�G s '(�shud;on
CITY OF ROUND ROCK
INVITATION FOR BID
CARPENTRY SERVICES
PART
GENERAL
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
1. PURPOSE: The City of Round Rock, herein after "City", seeks an agreement with a qualified
Individual, Firm, or Corporation, hereafter referred to as "Respondent", to provide on-site
Carpentry Services for various City owned or occupied buildings on an as needed basis.
The City intends to award one primary contract and one secondary contract based on the
Best Value for the City. The secondary Successful Respondent will be used if the primary
Successful Respondent cannot provide the service within the requested timeframe.
2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's standard Definitions, 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. Said Definitions, Terms and Conditions are subject
to change without notice. It is the sole responsibility of Respondents to stay apprised of changes_
The City's Definitions, Terms and Conditions can be obtained from the City's website
http•//www roundrocktexas -gov/home/index.asp?page=463.
2.1. Any acceptance to or additional terms and conditions attached to the response will not be
considered unless Respondent specifically references them on the front of the Solicitation
Document. WARNING: Exception to or additional terms and conditions may result in
disqualification of the response.
3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the
Insurance Requirements as identified on the City's website at
http:/hvww.roundrocktexas.gov/home/index.asp?paqe=463.
4. ATTACHMENTS: Attachment A is herein made a part of this solicitation:
4.1. Attachment A: Reference Sheet
5. CLARIFICATION: For questions or clarifications of specifications, you may contact:
Deborah Knutson, CPPB
Purchasing Department
City of Round Rock
Telephone: 512-218-5456
dknutson@roundrocktexas.gov
The individual listed above may be contacted by telephone or visited for clarificafion of the
specifications only. No authority is intended or implied that specifications may be amended or
alterations accepted prior to solicitation opening without written approval of the City of Round Rock
through the Purchasing Department.
6. REQUIREMENTS: The opening of a solicitation shall not be construed as the City's acceptance of
such as qualified and responsive. All Respondents shall:
6.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and
distribution of commodity or provision of the services as specified herein;
EXHIBIT
101`11 1�.1
8 ll
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
6.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and
efficient service to the City;
6.3. In order to assure the City does not encounter shipping delays, service delays or other
unforeseen problems that can occur with out of area or foreign Vendors, Respondent shall be
located within:
W35 Miles from Round Rock, Texas 78681
❑ 120 Miles from Round Rock, Texas 78681
❑ United States
6.4. SUBCONTRACTORS: Respondent shall not sublet projects out to a Third Party. The City
seeks to do business directly with a skilled Carpenter who will remain on site for the duration
of the project or assign a designated skilled Carpenter on staff to be the City's primary point
of contact.
6.5. Provide the name, address, telephone number and E-MAIL of at least FIVE (5) firms
applicable to Municipal and / or Government projects that have utilized similar service within
the last two (2) years. City of Round Rock references are not applicable. References may
be checked prior to award. Any negative responses received may result in disqualification of
submittal. NOTE: REFERENCE FORM (ATTACHMENT A) PROVIDED. E-MAIL
ADDRESSES ARE REQUIRED.
BEST VALUE EVALUATION AND CRITERIA: All solicitations received may be evaluated
based on the best value for the City. In determining best value, the City may consider:
7.1. Purchase price;
7.2. Reputation of Respondent and of Respondent's goods and services;
7.3. Quality of the Respondent's goods and services;
7.4. The extent to which the goods and services meet the City's needs;
7.5. Respondent's past relationship with the City;
7.6. The total long-term cost to the City to acquire the Respondent's goods or services;
7.7. Any relevant criteria specifically listed in the solicitation.
The City reserves the right to reject any or all responses, or delete any portion of the response, or
to accept any response deemed most advantageous, or to waive any irregularities or informalities in
the response received that best serves the interest and at the sole discretion of the City.
8. AGREEMENT TERM: The terms of the awarded agreement shall:
8.1. The initial term of the resulting agreement shall be three (3) consecutive twelve (12) month
periods from the effective date. The agreement may be renewed for two (2) additional periods
of time, not to exceed twelve (12) months each, provided both parties agree in writing prior to
the expiration of the current term.
8.2. The City reserves the right to review the Respondents' performance at the end of each twelve
(12) month period and cancel all or part of the agreement(s) or continue the agreement(s)
through the next period.
8.3. If the Respondent fails to perform its duties in a reasonable and competent manner, the City
shall give written notice the Respondent of the deficiencies and the Respondent shall have
thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies
with the thirty (30) days, the City may terminate the agreement by giving the Respondent
written notice of termination and the reason for the termination.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
8.4. If the agreement is terminated, for any reason, the Respondent shall turn over all records, to
include but not be limited to the following: records of repairs, services, deliveries, and
replacement parts, to the City within fifteen (15) working days after completion of duties
contained in the agreement.
9. PRICE INCREASE: A price increase to the agreement may be considered at renewal time each
year. The price increase shall be equal to the consumer price index for that year.
9.1. PROCEDURE TO REQUEST INCREASE.
9.1.1. Mail the price increase request to the designated City Contract Specialist a minimum
of 120 days prior to each renewal period.
City of Round Rock
Purchasing Department
ATTN: Contract Specialist
221 E. Main Street
Round Rock, Texas 78664-5299
9.1.2. 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,
negotiate with the Vendor or cancel the agreement or purchase order if an
agreement cannot be reached on the value of the increase.
10. AWARD: The City reserves the right to enter into an agreement or a purchase order with a single
award, split awards, primary and secondary awards, non -award, or use any combination that best
serves the interest and at the sole discretion of the City. Award announcement will be made upon
City Council approval of staff recommendation and executed agreement. Award announcement will
appear on the City's website at hftp:/twww.roundrocktexas.gov/home/index.asp?pa_qe=463.
11. ACCEPTANCE: Acceptance inspection and tests should not take more than five (5) working days.
The Vendor will be notified within this time frame if the service performed is not in full compliance
with the specifications. If any agreement or purchase order is canceled for non-acceptance, the
needed service may be purchased elsewhere and the Vendor may be charged full increase, if any,
in cost and handling.
12. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt
Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within
thirty days after the acceptance of the supplies, materials, equipment, or the day on which the
performance of services was completed or the day, on which the City receives a correct invoice for
the supplies, materials, equipment or services, whichever is later. The Vendor may charge a late
fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does not apply to payments made
by the City in the event:
12.1. There is a bona fide dispute between the City and Vendor concerning the supplies, materials,
services or equipment delivered or the services performed that causes the payment to be
late; or
12.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a
timely payment with Federal Funds; or
12.3. The is a bona fide dispute between the Vendor and a Subcontractor or between a
Subcontractor and its suppliers concerning supplies, material, or equipment delivered or the
services performed which caused the payment to be late; or
12.4. The invoice is not mailed to the City in strict accordance with instructions, if any, on the
purchase order or agreement or other such contractual agreement.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
13. NON -APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues
only. It is understood and agreed the City shall have the right to terminate the Agreement at the
end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to
purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in
question. The City may affect such termination by giving Vendor a written notice of termination at
the end of its then current fiscal year.
14. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may
be extended the opportunity to purchase off of the City's Agreements, with the consent and agreement
of the awarded Vendor(s) and the City. Such consent and agreement shall be conclusively inferred
from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their
understanding and 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.
PART 11
SCHEDULE
1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation
timeline:
1.1. Solicitation released December 1, 2012
1.2. Deadline for questions December 11, 2012
1.3. City responses to all questions or addendums December 13, 2012
1.4. Responses for solicitation due by 3:00 PM December 18, 2012
1.5. Oral Presentation (if necessary) TBD
All questions regarding the solicitation shall be submitted in writing by 5:00 PM on the due
date noted in PART 11, Paragraph 1, Sub -Paragraph 1.2. A copy of all the questions submitted
and the City's response to the questions shall be posted on our webpage,
http://www.roundrocktexas.-gov/home/index.asp?paqe=463. Questions shall be submitted to
the City contact named in PART I, Paragraph 5.
The City reserves the right to modify these dates. Notice of date change will be posted to the City's
website.
**********************SOLICITATION UPDATES***********************
2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
hftp://www.roundrocktexas.govlhome/index.asp?paqe=463 for any updates pertaining to the
solicitation described herein. Various updates may Include addendums, cancelations, 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.
3. RESPONSE DUE DATE: Signed and sealed responses are due no later than 3:00 PM, on the date
noted above to the Purchasing Department. Mail or cant' sealed responses to:
City of Round Rock
Purchasing Department
221 E. Main Street
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910.06
Round Rock, Texas 78664-5299
3.1. Responses received after this time and date shall not be considered.
3.2. Sealed responses shall be clearly marked on the outside of packaging with: the Solicitation
title, number, due date and "DO NOT OPEN".
3.3. Facsimile or electronically transmitted responses are not acceptable.
3.4. Late responses will be returned to Respondent unopened if return address is provided.
3.5. Responses cannot be altered or amended after opening.
3.6. No response can be withdrawn after opening without written approval from the City for an
acceptable reason.
3.7. The City will not be bound by any oral statement or offer made contrary to the written
specifications
4. PRE AWARD MEETING: Respondents and their designated contact persons may be required to
make an oral presentation to the selection team to further present their qualifications. This meeting
shall be used to provide a mutual understanding of the services to be provided.
5. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss,
but not be limited to the following:
5.1. Provide City contact information for implementation of agreement.
5.2. Agreement terms and conditions.
5.3. Identify specific milestones, goals and strategies to meet objectives.
PART III
SPECIFICATIONS
1. HISTORY: The City has approximately 700,000 square feet of maintained property and occupies
approximately 46 facilities. The buildings consist of both commercial and residential type
structures. Facilities maintained vary and can include but are not limited to office buildings, Police
department, fire stations, parks facilities and parking garages.
Projects vary and are under the supervision of the City's designated representative:
Pete Dominguez, Facilities Manager
Phone #: 512-341-3144
2. SCOPE OF WORK: The Successful Respondent shall provide on-site services including all
materials and labor necessary to perform maintenance, repair, renovations, installation or alteration
for various City owned or occupied locations on an as needed basis for Carpentry Services.
Services shall consist of repairs and miscellaneous projects costing $ 15,000.00 and under.
Services performed shall require prior authorization from the City's Facility Maintenance
Department. Only services meeting the herein mentioned specifications on workmanship (See
PART III, Paragraph 2) will be accepted.
3. WORKMANSHIP: Only first-class work shall be performed and all materials furnished in carrying
out this agreement shall be of character and quality as required by the project specifications.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
Where no standard is specified, for such work or materials, they shall be the best of their respective
trade and be compliant with all applicable code requirements. All materials used in any project
shall be new unless pre -approved by the City's designated representative. At the conclusion of the
project, the Successful Respondent shall demonstrate to the City's designated representative that
the work is fully operational and in compliance with contract specifications and codes. Any
unsatisfactory work done or materials furnished at whatever time they may be discovered shall be
promptly and permanently corrected at the sole expense of the Successful Respondent prior to final
acceptance of work when notified to do so by the authorized City representative. The Successful
Respondent shall at all times keep the adjacent areas of the work site free from rubbish and the
accumulation of any waste materials. It is the Successful Respondent's responsibility to properly
dispose of all rubbish and waste materials according to applicable federal, state, and local health,
safety, and environmental laws, ordinances, rules and regulations.
Should the Successful Respondent neglect or refuse to remove such unsatisfactory work or
materials within forty eight (48) hours after the receipt of the above mentioned notice, or if they fail
to make satisfactory progress in doing so, the City may cause said work or materials to be removed
and satisfactorily replaced by contract or otherwise and the expense thereof shall be charged to the
Successful Respondent. Such expense shall be deducted from any monies due or to become due
the Successful Respondent under the agreement.
4. WORKFORCE: Successful Respondent and all employees shall perform the services in a timely,
professional and efficient manner. 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 Successful Respondent shall 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.
The Respondent shall provide background checks on all employees assigned to a project
prior to commencement of work to the City's designated representative.
The City will provide the Successful Respondent, the Designated Contact person, and any
employees required for the work, access to the sites where services are required upon
approval of the City's designated representative. The City's designated representative shall
issue security badges to all Respondent's employees assigned to a project. All employees
shall be required to wear the badge in a visible manner at all times while on City property.
5. CARPENTER REQUIREMENTS: The following contains the minimum requirements and
experience for Carpentry Services required by the City. The Successful Respondent shall ensure
that all personnel are skilled and qualified to perform the services as requested.
• The functions shall include but not be limited to: layouts, rough framing, finish work and other
carpentry work as described by the project manager.
• Must be familiar with and have a working knowledge of all tools and equipment applicable to
the carpentry trade, and have extensive knowledge of building materials.
Must be able to work unsupervised and run a crew.
The Carpenter shall have at least five (5) years' experience with a minimum of three (3)
years' commercial experience and possess all the necessary tools required to complete
projects specified by the City.
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
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.
• The City shall be provided with the designated person's name and telephone number.
• 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 due to
termination, the City's designated representative shall be notified by the Successful
Respondent 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.
• Answering machines are unacceptable as a point of contact.
• The contact person shall be identified on the Solicitation document and may be required to
attend an oral presentation to the selection team prior to award of contract.
7. WARRANTY: Successful Respondent shall provide a one (1) year warranty on all workmanship
and parts including but not limited to manufacturer's warranty, workmanship defects, and
installation. All warranty work shall be completed within five (5) working days from notice of defect.
8. RESPONSE TIME: Response times shall be as follows:
Regular business hours shall be from 7:00 AM to 6:00 PM.
Non -Emergency Service Calls: Successful Respondent shall respond and provide a
written estimate for non -emergency service calls within two (2) days and begin work within
five (5) days of the original request.
Emergency Service Calls: Successful Primary Respondent shall be on-site and responding
to emergency calls within two (2) hours after the request is placed. Successful Respondent
shall provide a twenty four (24) hour emergency contact phone number. For emergency
calls, outside regular business hours a voice mail paging system is acceptable on the
condition that a call back is initiated within thirty (30) minutes from the time that the page is
placed. If the Successful Primary Respondent cannot meet the City's need for the
emergency request the City will contact the Successful Secondary Respondent. The City
reserves the right to contract with any Vendor in the case of an emergency, and no response
or untimely response has been made with either the primary or secondary Successful
Respondent.
9. REGULAR AND OVERTIME WORK HOURS: Regular Business hours are 7:00 am to 6:00 pm
Monday through Friday. Overtime pay consisting of hours outside the designated regular business
hours, will be allowed by the City if deemed necessary and approved by the City's designated
representative in advance of work. Overtime work performed in excess of regular work hours or on
weekends or holidays shall be based on the rate of regular labor not to exceed one and one half (1
'/) times the fixed hourly rate for the tradesman performing the service. Respondent shall submit a
total hourly and overtime rate price for labor that includes, but not be limited to, all costs for labor,
overhead charges, travel, and payroll expenses.
10. SUBCONTRACTORS: Respondent shall not sublet projects out to a Third Party. The City seeks
to do business directly with a skilled Carpenter who will remain on site for the duration of the project
or assign a designated skilled Carpenter on staff to be the City's primary point of contact.
11. WORKERS' COMPENSATION INSURANCE: The Texas Labor Code, Section 406-098 requires
workers' compensation insurance coverage for all persons providing services on building or
construction projects for a governmental entity. The Texas Workers' Compensation statues can be
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SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910.06
obtained from the Texas Department of Insurance website at http://www.tdi.texas.govrindex.htmi. A
copy of the Respondent's Certificate of Workers' Compensation Insurance certificate shall be furnished
to the City with the Respondent's Bid submission.
12. SAFETY: The Successful Respondent and their respective employees are required and shall
comply with all Occupational Safety and Health Administration (OSHA), State and City Safety and
Occupational Health Standards and any other applicable federal, state, and local health, safety, and
environmental laws, ordinances, rules and regulations in the performance of the services. All
Successful Respondents shall be held responsible for the safety of their employees and any unsafe
acts or conditions that may cause injury or damage to any persons or property within and around
the work site area under this contract. In case of conflict, the most stringent safety requirement
shall govern. The Successful Respondent shall 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 Successful Respondent's obligations under this paragraph.
12.1. Material Safety Data Sheets: Successful Respondent shall be required to have in their
possession at the location of each project and available upon request, material safety data
sheets applicable to hazardous substances.
13. ESTIMATES: Successful Respondent shall provide a non-binding written "Not to Exceed" estimate
on all projects at no charge to the City. It is the Successful Respondent's responsibility to ensure
that all information is complete to provide an accurate estimate. In certain circumstances a sample
of materials to be used in a project may be requested by the City's designated representative for
approval before work commences. Estimates shall include:
13.1. Department name and location of the project;
13.2. Successful Respondent's designated contact name and telephone number;
13.3. Breakdown of Labor costs (Number of workers, hourly rate);
13.4. Materials (Detailed description, quantity, unit price and extended price amounts);
13.5. Cost of Equipment rented to complete project;
13.6. Total Cost (Labor and materials);
13.7. Description specifying work to be done;
13.8. Time projected to complete the project.
14. DELIVERY AND STORAGE: It shall be the responsibility of the Successful Respondent to make
all arrangements for delivery, unloading, receiving and storing materials in the building during
installation. The City will not assume any responsibility for receiving these shipments. The
Successful Respondent shall verify with the City's designated representative and make necessary
arrangements for security and storage space in the building during installation.
15. REPAIR REPORTS: Respondent shall complete and furnish a repair report for each project. A
copy of each repair report shall be presented with time and material used. Reports shall include, at
a minimum, the following information:
15.1. Date and time notification received;
15.2. Location of the worksite;
15.3. Date and time of arrival at worksite;
15.4. Time spent for repair;
15.5. Date and time work at location is completed;
15.6. Part(s) ordered and Equipment rented, if necessary
8of11
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
15.7. A detailed description of all the completed repair work certifying the location is in working
order, shall be signed by the City's designated representative at the time the work is
performed.
16. 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
needed to satisfy requirements within budgetary constraints, which may be more or less than
indicated.
16.1. Bids shall not exceed 10% waste expectation on all quantities.
16.2. Prices for materials may be on a cost-plus basis. The percentage (%), if any, of markup will
be designated by the Respondent on the Solicitation Document. Invoices for work
performed, shall require a copy of supplies receipt to be included. Failure to provide the cost-
plus percentage (%) on an invoice may result in payment at cost.
17. PERMITS: The Successful Respondent shall obtain all necessary permits or licenses for
inspections, tests, and other services required for completion of work. Inspections shall be
scheduled through the City's designated representative. City of Round Rock permit fees shall be
waived.
18. DAMAGE: The Successful Respondent shall be responsible for damage to the City's equipment
and / or property, the workplace and its contents by its work, negligence in work, its personnel and
equipment.
19. INVOICE REQUIREMENTS: The Successful Respondent, upon completion of each service, shall
address invoices to the City as follows:
19.1. REPAIR WORK: The total hourly price for labor shall be per hour and shall include costs of
labor, overhead charges, travel, and payroll expenses. Supplies and materials shall be billed
separately.
19.2. SUPPLIES AND MATERIALS: The cost of supplies and materials shall be listed separately
from labor. A maximum percentage markup, as indicated on line item # 4 of the solicitation
sheet, will be allowed for material that the Successful Respondent has to purchase and re -
bill. Invoices for work performed, shall require a copy of paid materials receipt from the
supplier to be included.
19.3. The Successful Respondent may submit the repair report as an invoice by modifying it if
necessary so that all required invoicing information is contained within the repair report.
PART IV
RESPONSE REQUIREMENTS
The City of Round Rock makes no warranty that this checklist is a full comprehensive listing of every
requirement specified in the solicitation. This list is only a tool to assist participating Respondents in
compiling their final responses. Respondents are encouraged to carefully read the entire solicitation
including the City's Terms and Conditions and Insurance requirements (Located on the City's
webpage — see Part 1, sections 2 and 3).
Respondent shall submit one (1) executed (signed) original and six (6) copies of each response.
For your bid to be responsive, all required attachments identified below shall be submitted with
your proposal. The Samples and / or copies shall be provided at the Respondent's expense, and shall
become the property of the City unless the Respondent provides a return envelope and postage.
9of11
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
1. Responses shall be submitted on itemized, signed Solicitation Document provided herein. Failure to
itemize or sign solicitation may result in disqualification. Submission of responses on forms other that
the City's Solicitation Document may result in disqualification of the response.
In the event of errors in extension pricing, unit prices shall govern.
2. Attachment A: Reference sheet shall include the name, address, active telephone number and valid
e-mail address of at least FIVE (5) firms applicable to Municipal and Government projects that have
utilized similar services for at least two (2) years.
3. Any Certifications, Licenses or Memberships to Professional Associations including but not limited to
Job Order Contracting (State Certification), or other specialized licenses or certifications.
4. A copy of the Respondent's Certificate of Workers' Compensation Insurance certificate shall be furnished
to the City with the Respondent's Bid submission.
The following shall be provided / requested by the City prior to award / prior to project
commencement and the approval of any contract or issuance of any purchase order:
1. Primary and Secondary Awarded Successful Respondent and their designated contact person may
be required to make an oral presentation to the selection team to further present their qualifications.
This meeting shall be used to provide a mutual understanding of the services to be provided.
2. Successful Respondent shall provide background checks on all employees assigned to a project prior
to commencement of work to the designated City representative.
CONFIDENTIALITY OF CONTENT: All documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act. Following an award, responses are subject to release as
public information unless the response or specific parts of the response can be shown to be exempt from
the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.
• Information in a submittal that is legally protected as a trade secret or otherwise confidential must
be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the
document. The City will not be responsible for any public disclosure of confidential information if
it is not clearly marked as such.
• If a request is made under the Texas Public Information Act to inspect information designated as
confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons
and information as to why the information should be protected from disclosure. The matter will
then be presented to the Attorney General of Texas for final determination.
10 of 11
ROUND ROCK, TEXAS
PURPOSE P.1SSION PROSPERITY.
CITY OF ROUND ROCK, TEXAS
INVITATION FOR BID
CARPENTRY SERVICES
IFB No 13-011 Addendum No. 1 Date: December 13, 2012
Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced
above.
Q: Does insurance and workers compensation coverage need to be submitted with
proposal? If so, does the City of Round Rock need to be listed as a Certificate Holder?
A: The Certificate of Worker's Compensation Insurance and other insurance
documentation required by the City shall be requested by the City and provided
by Successful Respondent prior to award / prior to project commencement and
the approval of any contract or issuance of any purchase order. Said certificate
does not need to be submitted with response.
Approved by
Deborah Knutson,rchaser
By the signatures affixed below, Addendum No. 1 is hereby incorporated into and made a part of the
above referenced solicitation.
AC NOWLED ED
is � v a` LLL -
e dor 1 Auth rized Signature Date
RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH
YOUR SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR
RESPONSE FROM CONSIDERATION FOR AWARD.
ATTACHMENT A
CITY OF ROUND ROCK
INSURANCE REQUIREMENTS
INSURANCE: The Vendor shall procure and maintain at its sole cost and expense for the duration
of the contract prpurchase order resulting from a response to this bid/Specification insurance
against claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the work as a result of this bid by the successful bidder, its
agents, representatives, volunteers, employees or subcontractors.
1.1. Certificates of Insurance and endorsements shall be furnished to the City and approved
by the City before work commences.
1.2. The following standard insurance policies shall be required:
1.2.1. General Liability Policy
1.2.2. Automobile Liability Policy
1.2.3. Worker's Compensation Policy
1.3. The following general requirements are applicable to all policies:
1.3.1. Only insurance companies licensed and admitted to do business in the State of
Texas shall be accepted.
1.3.2. Deductibles shall be listed on the Certificate of Insurance and are acceptable
only on a per occurrence basis for property damage only.
1.3.3. Claims made policies shall not be accepted, except for Professional Liability
Insurance.
1.3.4. Upon request, certified copies of all insurance policies shall be furnished to the
City
1.3.5. Policies shall include, but not be limited to, the following minimum limits:
1.3.5.1. Minimum Bodily Injury Limits of $300,000.00 per occurrence.
1.3.5.2. Property Damage Insurance with minimum limits of $50,000.00 for
each occurrence.
1.3.5.3. Automobile Liability Insurance for all owned, non -owned, and hired
vehicles with minimum limits for Bodily Injury of $100,000.00 each
person, and $300,000.00 for each occurrence, and Property
Damage Minimum limits of $50,000.00 for each occurrence.
1.3.5.4. Statutory Worker's Compensation Insurance and minimum
$100,000.00 Employers Liability Insurance.
1.3.6. Coverage shall be maintained for two years minimum after the termination of the
Contract.
1.4. The City shall be entitled, upon request, and without expense to receive copies of
insurance policies and all endorsements thereto and may make reasonable request for
deletion, revision, or modification of particular policy terms, conditions, limitations, or
exclusions (except where policy provisions are established by law or regulation binding
either of the parties hereto or the underwriter of any of such policies). Upon such request
by the City, the Vendor shall exercise reasonable efforts to accomplish such changes in
policy coverage and shall pay the cost thereof. All insurance and bonds shall meet the
requirements of the bid specification and the insurance endorsements stated below.
1.5. Vendor agrees that with respect to the required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its
attachment, the following provisions:
1.5.1. Provide for an additional insurance endorsement clause declaring the Vendor's
insurance as primary.
1.5.2. Name the City and its officers, employees, and elected officials as additional
insured's, (as the interest of each insured may appear) as to all applicable
coverage.
1.5.3. Provide thirty days notice to the City of cancellation, non -renewal, or material
changes
1.5.4. Remove all language on the certificate of insurance indicating:
1.5.4.1. That the insurance company or agent/broker shall endeavor to notify
the City; and,
1.5.4.2. Failure to do so shall impose no obligation of liability of any kind
upon the company, its agents, or representatives.
1.5.5. Provide for notice to the City at the addresses listed below by registered mail:
1.5.6. Vendor agrees to waive subrogation against the City, its officers, employees,
and elected officials for injuries, including death, property damage, or any other
loss to the extent same may be covered by the proceeds of insurance.
1.5.7. Provide that all provisions of this contract concerning liability, duty, and standard
of care together with the indemnification provision, shall be underwritten by
contractual liability coverage sufficient to include such obligations within
applicable policies.
1.5.8. All copies of the Certificate of Insurance shall reference the project name, bid
number or purchase order number for which the insurance is being supplied.
1.5.9. Vendor shall notify the City in the event of any change in coverage and shall
give such notices not less than thirty days prior notice to the change, which
notice shall be accomplished by a replacement Certificate of Insurance.
1.5.10. All notices shall be mailed to the City at the following addresses:
Assistant City Manager City Attorney
City of Round Rock City of Round Rock
221 East Main 309 East Main
Round Rock, TX 78664-5299 Round Rock, TX 78664
6. WORKERS COMPENSATION INSURANCE
6.1. Texas Labor Code, Section 406.098 requires workers' compensation insurance coverage
for all persons providing services on building or construction projects for a governmental
entity.
6.1.1. Certificate of coverage ("certificate") - A copy of a certificate of insurance, a certificate of
authority to self -insure issued by the Texas Workers' Compensation
Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or
TWCC-84), showing statutory workers' compensation insurance coverage for
the person's or entity's employees providing services on a project, for the
duration of the project.
6.1.2. Duration of the project - includes the time from the beginning of the work on the
project until the CONTRACTOR'S /person's work on the project has been
completed and accepted by the OWNER.
6.2. Persons providing services on the project ("subcontractor") in Section 406.096 - includes
all persons or entities performing all or part of the services the CONTRACTOR has
undertaken to perform on the project, regardless of whether that person contracted
directly with the CONTRACTOR and regardless of whether that person has employees.
This includes, without limitation, independent contractors, subcontractors, leasing
companies, motor carriers, owner -operators, employees of any such entity, or employees
of any entity, which furnishes persons to provide services on the project. "Services"
include, without limitation, providing, hauling, or delivering equipment or materials, or
providing labor, transportation, or other service related to a project. "Services" does not
include activities. unrelated to the project, such as food/beverage vendors, office supply
deliveries, and delivery of portable toilets.
6.3. The CONTRACTOR shall provide coverage, based on proper reporting of classification
codes and payroll amounts and filing of any coverage agreements, that meets the
statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the
CONTRACTOR providing services on the project, for the duration of the project.
6.4. The CONTRACTOR must provide a certificate of coverage to the OWNER prior to being
awarded the contract.
6.5. If the coverage period shown on the CONTRACTOR'S current certificate of coverage
ends during the duration of the project, the CONTRACTOR must, prior to the end of the
coverage period, file a new certificate of coverage with the OWNER showing that
coverage has been extended.
6.6. The CONTRACTOR shall obtain from each person providing services on a project, and
provide to the OWNER:
6.6.1. a certificate of coverage, prior to that person beginning work on the project, so
the OWNER will have on file certificates of coverage showing coverage for all
persons providing services on the project; and
6.6.2. no later than seven calendar days after receipt by the CONTRACTOR, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project.
6.7. The CONTRACTOR shall retain all required certificates of coverage for the duration of
the project and for one year thereafter.
6.8. The CONTRACTOR shall notify the OWNER in writing by certified mail or personal
delivery, within 10 calendar days after the CONTRACTOR knew or should have known,
or any change that materially affects the provision of coverage of any person providing
services on the project.
6.9. The CONTRACTOR shall post on each project site a notice, in the text, form and manner
prescribed by the Texas Workers' Compensation Commission, informing all persons
providing services on the project that they are required to be covered, and stating how a
person may verify coverage and report lack of coverage.
6.10. The CONTRACTOR shall contractually require each person with whom it contracts to
provide services on a project, to:
6.10.1. provide coverage, based on proper reporting of classification codes and payroll
amounts and filing of any coverage agreements, that meets the statutory
requirements of Texas Labor Code, Section 401.011(44) for all its employees
providing services on the project, for the duration of the project;
6.10.2. provide to the CONTRACTOR, prior to that person beginning work on the
project, a certificate of coverage showing that coverage is being provided for all
employees of the person providing services on a project, for the duration of the
project;
6.10.3. provide the CONTRACTOR, prior to the end of the coverage period, a new
certificate of coverage showing extension of coverage, if the coverage period
shown on the current certificate of coverage ends during the duration of the
project;
6.10.3.1. obtain from each other person with whom it contracts, and provide to
the CONTRACTOR:
6.10.3.1.1. a certificate of coverage, prior to the other person
beginning work on the project; and
6.10.3.1.2. a new certificate of coverage showing extension of
coverage, prior to the end of the coverage period, if
the coverage period shown on the current certificate
of coverage ends during the duration of the project
6.10.3.2. retain all required certificates of coverage on file for the duration of
the project and for one year thereafter;
6.10.3.3. notify the OWNER in writing by certified mail or personal delivery,
within 10 calendar days after the person knew or should have
known, of any change that materially affects the provision of
coverage of any person providing services on the project; and
6.10.3.4. contractually require each person with whom it contracts, to perform
as required by paragraphs (A thru G), with the certificates of
coverage to be provided to the person for whom they are providing
services.
6.10.3.5. By signing the solicitation associated with this specification, or
providing, or causing to be provided a certificate of coverage, the
Contractor is representing to the Owner that all employees of the
Contractor who will provide services on the project will be covered
by workers' compensation coverage for the duration of the project,
that the coverage will be based on proper reporting of classification
codes and payroll amounts, and that all coverage agreements will
be filed with the appropriate insurance carrier or, in the case of a
self-insured, with the Commission's Division of Self -Insurance
Regulation. Providing false or misleading information may subject
the Contractor to administrative penalties, criminal penalties, civil
penalties, or other civil actions.
6.10.3.6. The Contractor's failure to comply with any of these provisions is a
breach of contract by the Contractor that entitles the Owner to
declare the contract void if the Contractor does not remedy the
breach within ten calendar days after receipt of notice of breach
from the owner.
SOLICITATION NUMBER
13-011
SPECIFICATION NUMBER
13-910-06
ATTACHMENT A
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER:
13-01
RESPONDENT'S NAME: I✓ Dy>> DATE:
Provide contact information and point of contact of at least FIVE (5) firms applicable to public entities of
like size (as described in Part
111, Paragraph 1) that have utilized similar service for at least two (2) years.
City of Round Rock references are not applicable. References may be checked prior to award. Any
negative responses received may result in disqualification of solicitation. Failure to provide the required
information with the Solicitation may automaattiically disqualify the e_sponse from consideration for award.
1. Company's Name
e�Qs f aC4 GI �! �= l�J1Yy{ Ill 1,55On,
Name of Contact & Title
��Q •:F y
E -Mail Address
Current Address
_" 54X4
City, State, Zip Code
A_a/ .� j'-,-) 7'"(i, -
Telephone Number
(_61 ) �4tp3-_3�Z-Z_0 Fax Number: ( )
2. Company's Name
LA 0
Name of Contact & Title
E -Mail Address
IND.7^D ay1 br. / '
Current Address
y12G1 l
City, State, Zip Code
&mLW G�
Telephone Number(
�Jrj) �jr FA K umber: ( -/®
3. Company's Name
der
Name of Contact & Titlel2
E -Mail Address
�yJ,�✓
Current Address
X75
City, State, Zip Code
c
Telephone Number
( ) Fax Number: ( )
4. Company's Name
/
Name of Contact & Title
_71' C
E -Mail Address
(�7 1� 191 P
Current Address
j
City, State, Zip Code
Telephone Number
( ) Fax Number: ( )
5. Company's Name
fjf f
Name of Contact & Title
E -Mail Address
Current Address
4W le 15y f
City, State, Zip Code
,
Telephone Number
(,�q/Z_ ) 2�7I-- Q16Fax Number: ( )
11 of 11
*ROU?N,,D ROCK,TEXAS
r.:nr+nr:svun.:aw+zri
BID FORM
PURCHASING DEPARTMENT
221 E. Main Street - Round Rock, Texas 78664-5299
Solicitation Number: #13-011
Solicitation Name:
Opening Date:
Opening Time:
Opening Location:
Carpentry Services
December 18, 2012
On or Before 3:00 PM CST
City of Round Rock
City Hall
221 E. Main Street
Round Rock, TX 78664
Tax ID Number:
ITEM
Business Name:
Address:
41
Address:��
Contact:')
/
l //
Telephone:
1v7,? 25; J�D 7Y
Entity Type:
E-mail:
�1Ga'� C.
% 0 /IaOUf"',rL"
❑ Newspaper ❑City's Website IN E-mail Announcement ❑ ESBD ❑ Other
❑ Yes ® No
® Yes ❑ No Register at: roundrocktexas.gov/VendorCentral
SOLICITATION SHEET
ITEM
DESCRIPTION
CITY
UNIT OF
UNIT PRICE
EXTENDED PRICE
NO.
MEASURE
1.
HOUR
CARPENTER REGULAR HOURLY LABOR
i
30.
RATE
2.
MINIMUM HOURS (IF ANY)_;
HOUR
(NOTE COST IF UNDER MINIMUM)
3.
OVERTIME HOURLY LABOR RATE
HOUR
?�
r
Alt
SOLICITATION SHEET cont.
ITEM
DESCCRIPTION
CITY
UNIT OF
UNIT PRICE
EXTENDED PRICE
NO.
MEASURE
4.
PRICES FOR MATERIALS MAY BE ON A
COST-PLUS BASIS. THE PERCENTA (%),
Q
`���
IF ANY, OF MARKUP WILL BE
,
1
NOTE: Invoices for work performed, shall
require a copy of materials receipt to be
included. Failure to provide cost — plus
percentage for materials, may result in an at
— cost payment from the City.
Designated Contact Person: Lolaovo A-012to Phone #:�—
By the signature hereon affixed, the Respondent hereby certifies that neither the respondent nor the entity represented by the respondent, or
anyone acting for such entity has violated the antitrust laws of this State, codified in Section 15.01 et seq., Texas Business and Commerce Code,
or the Federal antitrust laws, nor communicated directly or indirectly, the response made to any competitor or any other person engaged in such
line of business.
Further, by signing and submitting this response the Respondent acknowledges:
That they have read and fully understand the solicitation and accept all terms and conditions set forth herein.
The respondent is not currently delinquent in the payment of any debt owed to the City.
Sealed response envelope shall be clearly marked with solicitation name, solicitation number and name of responding entity.
The agreement or purchase order resulting from this solicitation may qualify for Inter -local or Cooperative Contracting (Piggybacking) per the
terms outlined in Part I, #14 of this solicitation. If applicable, do you agree to "piggyback" purchasing from other governmental agencies?
I^ I Yes ❑ No
Response shall include one (1) signed original and six (6) copies of response.
IEU k%:IO-0 1 r _- 12,,�, Zai Z,
Printed Name Authbhzed7SIgnature Dat
Failure to sign response will disqualify response.
ACt�l,rL® CERTIFICATE OF LIABILITY INSURANCE
DATE (MMIDDIYYYY)
�
10/25!2012
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such-endorsement(s).
PRODUCER
CONTANAME: DAVID P. REED
SIG/BRIDLE &ASSOCIATES
305 EAST CALIFORNIA ST. SUITE A
PIA/C No•Eztli940-668-0436 I FAX
(AIC, 940-668-0469
ADDRESS, DAVID.REED _SIG4Y0U.COM
GAINESVILLE, TX 76240
INSURERS AFFORDING COVERAGE NAIC #
940-668-0436
INSURERA: ATAIN SPECIALTY INSURANCE
INSURED
INSURER B : I
GG'S MULTIPLEX ENTERPRISES, LLC
INSURER C:
_
INSURER D: TEXAS MUTUAL
DBA: GG'S CONSTRUCTION
_
INSURER E: I
13608 BULLICK HOLLOW ROAD
INSURER F:
AUSTIN, TX 78726 1
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
TYPE OF INSURANCE
ADDLISUBRI
POLICY NUMBER
POLICY
EXP
MMYDDYM'YY
I LIMITS
A
GENERAL LIABILITY
ICIP154373
1101241201210124/2013
EACH OCCURRENCE S1,000,000
_X-1 COMMERCIAL GENERAL LIABILITY
DAMAGE TO RENTED
PREMISES Ea occurrences) S100,000
^J OCCUR
:T CLAIMS -MADE L�
I
I
MED EXP (Any one person) s6.000
PERSONAL & ADV INJURY S1,000,000
GENERAL AGGREGATE 52 000 000
GEN'L AGGREGATE LIMIT APPLIES PER;i
PRODUCTS-COMP/OP AGG s2,000,000
PRO-
F-1
I
i
S
POLICY JEr LOC
AUTOMOBILE LIABILITY
A
COMBINED SINGLE LIMIT
Ea accident $
BODILY INJURY (Per person) S
ANY AUTO
I
BODILY INJURY (Per accident) S
PROPERTY DAMAGE S
Per accident
ALUL OWNED SCHEDULED
( ATOIrAUTOS
i I NON-0WNED
HIRED AUTOS
_ I AUTOS
1
S
j I UMBRELLA LIAB
OCCUR
EACH OCCURRENCE S
AGGREGATE S
EXCESS LIAB
CLAIMS -MADE
I DED 1 1 RETENTIONS
S
D
(WORKERS COMPENSATIONI
100012,4'1'194
109/12/2012
09/12/2013!
X y�' RY TALIM TS OTH-
ER
AND EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE
Y
N / A
I
I
E.L. EACH ACCIDENT 51,000,000
E.L. DISEASE - EA EMPLOYEFa S 1,000,000
OFFICERIMEMBER EXCLUDED?
(Mandatory in NH)I
I
E.L. DISEASE - POLICY LIMIT I S 1,000,000
It yes, describe under
DESCRIPTION OF OPERATIONS below
I
i
I
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required)
FIV LIJEK
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
U T`JSK-'LUTU AI�UKU I.UKYUKA I lUIV. All ngm:5 reserveo.
ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD