Contract - Mac Haik Ford - 12/15/2022 CITY OF ROUND ROCK AGREEMENT FOR
AUTOMOTIVE REPAIR SERVICES
WITH
MAC HAIK FORD
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THAT THIS AGREEMENT for automotive repair services, and for related goods and
services, (referred to herein as the"Agreement"), is made and entered into on this the 11<46t day
of the month of , 2022 by and between the CITY OF ROUND ROCK, a
Texas home-rule municipality, whose offices are located at 221 East Main Street, Round Rock,
Texas 78664-5299 (referred to herein as the "City"), and MAC HAIK FORD, a Texas
Corporation whose mailing address is P.O. Box 710, Georgetown, Texas 78627 (referred to
herein as the "Services Provider").
RECITALS:
WHEREAS, City desires to purchase automotive repair services for City-owned vehicles,
and to purchase goods and services related to said automotive repair services; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the bid submitted by Services Provider; and
WHEREAS, City desires to procure same from Services Provider; 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 sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Services Provider
whereby City is obligated to buy specified services and Services Provider is obligated to sell
same. The Agreement includes the following: (a) City's Invitation for Bid designated
Solicitation Number 22-020 dated August 2022 ("IFB"); (b) Services Provider's Response to
IFB; (c) contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any
4892-2004-8697/ss2
inconsistencies or conflicts in the contract documents shall be resolved by giving preference in
the following order:
(1) This Agreement;
(2) Services Provider'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.
2.01 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto, and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein, or is terminated or extended as provided herein.
B. The term of this Agreement shall be for sixty (60) months from the effective date
hereof.
C. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the services as outlined in the IFB; and
Response to IFB submitted by Services Provider, 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 Services Provider 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.
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4.01 ITEMS AWARDED AND SCOPE OF WORK
Items Awarded. All bid items in Exhibit"A"are awarded to Services Provider.
Scope of Work: For purposes of this Agreement, City has issued documents delineating the
required services (specifically IFB 22-020 dated August 2022). Services Provider has issued its
response agreeing to provide all such required services in all specified particulars. All such
referenced documents are included in Exhibit "A" attached hereto and made a part hereof for all
purposes. When taken together with the appended exhibits, this Agreement shall evidence the
entire understanding and agreement between the parties and shall supersede any prior proposals,
correspondence or discussions.
Services Provider shall satisfactorily provide all services described under the attached
exhibits within the contract term specified in Section 2.01. Services Provider's undertakings shall
be limited to performing services for City and/or advising City concerning those matters on
which Services Provider has been specifically engaged. Services Provider shall perform its
services in accordance with this Agreement, in accordance with the appended exhibits, in
accordance with due care, and in accordance with prevailing industry standards for comparable
services.
5.01 COSTS
The costs for automotive services shall not exceed One Hundred Thousand and No/100
Dollars($100,000.00)per year and shall be calculated as set forth in"Attachment A: Bid Sheet,"
page fifteen(15)of Exhibit"A."
6.01 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Services Provider;
B. Purchase Order Number;
C. Description and quantity of items received or services provided; and
D. Delivery or performance dates.
7.01 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.
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Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of City's bid, with the consent and agreement of the successful Services Provider
and City. Such agreement shall be conclusively inferred for the services from lack of exception
to this clause in the Services Provider's response. However, all parties hereby expressly agree
that City is not an agent of, partner to, or representative of those outside agencies or entities and
that City is not obligated or liable for any action or debts that may arise out of such
independently-negotiated"piggyback"procurements.
8.01 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 Services Provider a written notice of termination at the end of its then current fiscal year.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Services Provider will be made within thirty (30) days of the day on which City receives the
performance, supplies, materials,equipment, and/or deliverables, or within thirty (30)days of the
day on which the performance of services was complete, or within thirty (30) days of the day on
which City receives a correct invoice for the performance and/or deliverables or services,
whichever is later. Services Provider may charge interest on an overdue payment at the "rate in
effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance
with V.T.C.A., Texas Government Code, Section 2251.025(b); however, this Policy does not
apply to payments made by City in the event:
A. There is a bona fide dispute between City and Services Provider, a contractor,
subcontractor or supplier about the goods delivered or the service performed that
cause the payment to be late; or
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between Services Provider and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
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10.01 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without liability
to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
12.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Services Provider cannot provide the goods as specified, City reserves the right and
option to obtain the products from another supplier or suppliers.
13.01 INSURANCE
Services Provider shall meet all insurance requirements as stated in the attached IFB 22-
020.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Marshall Reynolds
Specification Writer
General Services Department
212 Commerce Blvd.
Round Rock,Texas 78664
512-218-5571
mre, n�(cDroundrocktexas.g_o_v
15.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
parry'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.
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16.01 DEFAULT
If Services Provider abandons or defaults under this Agreement and is a cause of City
purchasing the specified goods elsewhere, Services Provider 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.
Services Provider 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;
B. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
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.
17.01 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 Services
Provider.
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause, upon ten(10) days' written notice to Services Provider.
C. Services Provider has the right to terminate this Agreement only for cause, that
being in the event of a material and substantial breach by City, or by mutual agreement to
terminate evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Services Provider,
Services Provider shall discontinue all services in connection with the performance of this
Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such
orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice
of termination, Services Provider 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 Services Provider that portion of the charges, if undisputed. The parties agree that Services
Provider is not entitled to compensation for services it would have performed under the
remaining term of the Agreement except as provided herein.
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18.01 INDEMNIFICATION
Services Provider shall defend (at the option of City), indemnify, and hold City, its
successors, assigns, officers, employees and elected officials harmless from and against all suits,
actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any
and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of
Services Provider, or Services Provider's agents, employees or subcontractors, in the
performance of Services Provider's obligations under this Agreement, no matter how, or to
whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or
Services Provider (including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim.
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Services Provider, its agents, employees and subcontractors shall use best efforts
to comply with all applicable federal and state laws, the Charter and Ordinances of the City of
Round Rock, as amended, and with all applicable rules and regulations promulgated by local,
state and national boards,bureaus and agencies.
B. In accordance with Chapter 2271, Texas Government Code, a governmental entity
may not enter into a contract with a company for goods and services unless the contract contains
written verification from the company that it: (1) does not boycott Israel; and (2)will not boycott
Israel during the term of the contract. The signatory executing this Agreement on behalf of
Services Provider verifies Services Provider does not boycott Israel and will not boycott Israel at
any time during the term of this Agreement.
C. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten (10) full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it: (1) does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade association.
The signatory executing this Agreement on behalf of Services Provider verifies Services
Provider does not have a practice, policy, guidance, or directive that discriminates against a
firearm entity or firearm trade association, and it will not discriminate during the term of this
Agreement against a firearm entity or firearm trade association.
D. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten (10) full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it: (1)does not boycott energy companies; and(2) will not
boycott energy companies during the term of this Agreement. The signatory executing this
Agreement on behalf of Services Provider verifies Services Provider does not boycott energy
companies,and it will not boycott energy companies during the term of this Agreement.
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20.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
21.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Services Provider:
Mac Haik Ford
P.O. Box 710
Georgetown, TX 78627
Notice to City:
Laurie Hadley, City Manager Stephanie L. Sandre, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock,TX 78664 Round Rock,TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Services Provider.
22.01 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.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing, duly authorized by action of the City Manager or City
Council.
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24.01 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
25.01 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
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Services Provider represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Services Provider understands and agrees that time is of the
essence and that any failure of Services Provider to fulfill obligations for each portion of this
Agreement within the agreed timeframes will constitute a material breach of this Agreement.
Services Provider 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 Services
Provider'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 Services Provider 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.
[Signatures on the following page.]
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IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
City of Round Rock, Texas Mac Haik Ford
no
By: O By:
Printed Na Prin ame: Joei ray
Title: I a dr— Tit Parts Director
Date Signed. Z- Date Signed: October 17th, W22
Attest:
By.
Meagan Spin , City Clerk
For City,Approved as to Form:
By: i��G
Stephanie . Sandre, City Attorney
4892-2004-8697/ss2
Exhibit "A"
ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
INVITATION FOR BID (IFB)
AUTOMOTIVE REPAIR SERVICES
SOLICITATION NUMBER 22-020
AUGUST 2022
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
AUTOMOTIVE REPAIR SERVICES
PART
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock, herein after"the City," seeks a bid from firms experienced in providing
Original Equipment Manufacturers (OEM)-authorized automotive repair services for the City's fleet of
vehicles. The City's fleet currently consists of over 650 light vehicles including trucks, SUVs, vans, and patrol
vehicles. The City's Vehicle Maintenance Department regularly maintains all City vehicles but is seeking to
establish an agreement with OEM-authorized repair facilities to provide additional general, mechanical, and
electrical repairs to the City's fleet.
The City intends to award the resulting contract to multiple qualified and responsive automotive repair
Contractors in order of their respective bid tabulations. The total value of the resulting contract(s) shall
not exceed $100,000 per fiscal year for all awarded Contractors combined.
2. SOLICITATION PACKET: This solicitation packet is comprised of the following-
Description Index
Part I —General Requirements Page(s) 2-6
Part II —Definitions, Standard Terms and Conditions and Insurance Requirements Page 7
Part III —Supplemental Terms and Conditions Page(s) 8-10
Part IV—Scope of Work Page(s) 11-14
Attachment A— Bid Sheet Separate
Attachment
Attachment B— Reference Sheet Page 15
3. AUTHORIZED PURCHASING CONTACT(S): For questions or clarification of specifications, you may
contact:
Amanda Crowell Allen Reich
Purchaser Purchaser
Purchasing Division Purchasing Division
City of Round Rock City of Round Rock
Phone: 512-218-5458 Phone: 512-218-6682
E-mail: acrowell(a)roundrocktexas.gov E-mail: areich(cDroundrocktexas.gov
The individual(s) listed above is/are the only authorized City contact(s) for this solicitation. The authorized
purchasing contact(s) may be contacted by e-mail for clarification for this solicitation including specifications.
No other City employee or representative may be contacted about this solicitation prior to contract approval.
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.
4. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released August 3, 2022
Deadline for submission of questions August 17, 2022 @ 5:00 PM, CST
City responses to questions or addendums Approximately August 22, 2022 @ 5:00 PM,
CST
Deadline for submission of responses August 31, 2022 @ 3:00 PM, CST
Page 2 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
All questions regarding the solicitation shall be submitted in writing by 5:00 PM, CST on the due date noted
above. A copy of all questions submitted and the City's response to the questions shall be posted on the
City's webpage in the form of an addendum at:
https://www.roundrocktexas.gov/citV-businesses/solicitations/
Questions shall be submitted in writing to the "Authorized Purchasing Contact". The City reserves the right to
modify these dates. Notice of date change will be posted to the City's website:
https://www.roundrocktexas.gov/city-businesses/solicitations/
5. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https://www.roundrocktexas.gov/city-businesses/solicitations/for any updates pertaining to the solicitation
described herein. Various updates may include addendums, cancellations, notifications, and any other
pertinent information necessary for the submission of a correct and accurate response. The City will not be
held responsible for any further communication beyond updating the website.
6. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM, on the due date noted
in PART I, Section 5—Schedule of Events. Mail or hand deliver sealed responses to:
City of Round Rock
Attn: Amanda Crowell
Purchasing Department
221 E. Main Street
Round Rock, Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the Solicitation title, number,
due date, and "DO NOT OPEN".
B. Facsimile or electronically transmitted responses are not acceptable.
C. Responses cannot be altered or amended after opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property of
the City.
G. Late responses will not be considered and will be returned unopened if a return address is provided.
7. RESPONDENT 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 to carefully read the entire
solicitation.
Respondent shall submit one (1) evident signed "Original" and one identical-to-the-original electronic copy of
the IFB response on a flash drive. The submittal is required to include all addendums and requested
attachments. The bid response along with samples and/or copies shall be provided at the Respondent's
expense and shall become the property of the City.
This invitation for bid (IFB) does not commit the City to contract for any supply or service. Respondents are
advised that the City will not pay for any administrative costs incurred in response preparation to this IFB; all
costs associated with responding to this IFB will be solely at the interested parties' expense. Not responding
to this IFB does not preclude participation in any future RFP/RFQ/IFB.
For your bid to be responsive, addendums and the attachments identified below shall be submitted
with your proposal.
Addendums: Addendums may be posted to this solicitation. Bidders are required to submit signed
addendums with their sealed response. The Bidder shall be responsible for monitoring the City's website
at https://www.roundrocktexas.gov/city-businesses/solicitations/for any updates pertaining to the
solicitation.
Page 3 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
Attachment A: BID SHEET: The bid response shall be submitted on the itemized, signed Bid Sheet
provided in the solicitation packet. Failure to complete and sign the bid sheet may result in
disqualification. If there is a conflict between the unit price and extended price, the unit price will take
precedence. Submission of responses on forms other than the City's solicitation document may result in
disqualification of the response.
Attachment B: REFERENCE SHEET: Provide the name, address, telephone number and E-MAIL of at
least three (3) valid Municipal, Government agencies, or firms of comparable size that have utilized
services that are similar in type and capacity within the last two (2) years. City of Round Rock references
are not applicable. References may be checked prior to award. If references cannot be confirmed or if
any negative responses are received it may result in the disqualification of submittal.
8. BEST VALUE EVALUATION AND CRITERIA: The City reserves the right to reject any or all responses, 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.All solicitations received
may be evaluated based on the best value for the City. In determining best value, the City may consider:
A. Purchase price.
B. Reputation of Respondent and of Respondent's goods and services.
C. Quality of the Respondent's goods and services.
D. The extent to which the goods and services meet the City's needs.
E. Respondent's past performance with the City.
F. The total long-term cost to the City to acquire the Respondent's goods or services.
G. Any relevant criteria specifically listed in the solicitation.
H. If the solicitation is evaluated with points, the respondent must earn a minimum of 15 points on criteria not
related to cost in order to be considered for contract award.
Respondents may be contacted for clarification of bid and/or to discuss details of the services they are
proposing.
9. CONFIDENTIALITY OF CONTENT: As stated in Section 16 of City of Round Rock Purchasing Definitions,
Standard Terms and Conditions, 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
A. 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.
B. 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. SUSPENSION OR DEBARMENT CERTIFICATION: The provisions of the Code of Federal Regulations 2
CFR part 180 suspension and debarment may apply to this agreement. The City of Round Rock is prohibited
from contracting with or making prime or sub-awards to parties that are suspended or debarred or whose
principals are suspended or debarred from doing business with the Federal Government, State of Texas, or
the City of Round Rock.
11. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the
successful offeror to complete a Form 1295 "Certificate of Interested Parties" that is signed for a contract
award requiring council authorization. The"Certificate of Interested Parties"form must be completed on the
Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the
Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to
final contract execution. Link to Texas Ethics Commission Webpage:
https://www.ethics.state.tx.us/whatsnew/elf info form1295.htm
Page 4 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
12. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of a bid, the City of
Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Bidder to the City Official,
Employee, City Consultant, or Evaluation Team member evaluating or considering the bids prior to the time a
bid decision has been made. Communication between Bidder and the City will be initiated by the appropriate
City Official or Employee in order to obtain information or clarification needed to develop a proper and
accurate evaluation of the bid. Ex parte communication may be grounds for disqualifying the offending Bidder
from consideration or award of the bid then in evaluation, or any future bid.
13. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock ("City"), in consultation
with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or
award of a contract. The Purchasing Manager may solicit written responses to the protest from other
interested parties. The aggrieved person must prepare his or her complaint in writing and send it by
electronic mail to the City's Purchasing Department at protest(o�roundrocktexas.gov.
In the event of a timely protest. the City shall not proceed further with the solicitation or award of a contract
unless it is determined that the award must take place without delay, to protect the best interests of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to
comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.
A. Prior to Offer Due Date: If you are a prospective offeror for the award of a contract("Offeror") and you
become aware of the facts regarding what you believe is a deficiency in the solicitation process before the
due date for receipt of offers in response to a solicitation ("Offers"), you must notify the City in writing of
the alleged deficiency before that date, giving the City an opportunity to resolve the situation prior to the
Offer due date.
B. After Offer Due Date: If you submit an Offer to the City and you believe that there has been a deficiency
in the solicitation process or the award, you have the opportunity to protest the solicitation process, or the
recommended award as follows:
i. You must file a written notice of your intent to protest within four(4) working days of the date that you
know or should have known of the facts relating to the protest. If you do not file a written notice of
intent within this time, you have waived all rights to protest the solicitation process or the award.
ii. You must file your formal written protest within ten (10) working days of the date that you know or
should have known of the facts relating to the protest unless you know of the facts before the Offer
has been closed. If you know of the facts before those dates, you must notify the City as stated in
section (A) above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has been
violated.
d. a detailed statement of the factual grounds for your protest, including copies of any relevant
documents.
e. a statement of any issues of law or fact that you contend must be resolved, and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's review.
C. Receipt of Timely Protest: When the City receives a timely and complete written protest, the Purchasing
Manager, with assistance from the City Attorney, shall make one of the following determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and
inform you and other interested parties of the determination. The City will prepare updated solicitation
documents and will re-solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other interested
parties of the decision by letter. The reasons for the determination will be presented in the letter.
iii. Determine that a violation of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However, the awarded contract will not
be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City
staff.
Page 5 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
iv. A determination will usually be made within fifteen (15) business days after receipt of the formal
protest.
v. Any written decisions by the Purchasing Manager shall be the final administrative action for
the City.
All documentation pertaining to a protest will be kept on file at the City and are subject to open records
requests.
Page 6 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's Definitions and Standard Terms and Conditions, in effect at the time of
release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on
the face of a purchase order. These can be obtained from the City's website at:
https://www.roundrocktexas.gov/city-departments/purchasing/.
In addition, the Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the
contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements. The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: https://www.roundrocktexas.gov/city-departments/purchasing/
ADDITIONAL INSURANCE REQUIREMENTS:
Garage Liability Coverage: The Garage Liability policy shall provide a minimum limit of liability of
$500,000 auto only /$500,000 aggregate other than auto. Coverage shall be provided for all owned,
hired, and non-owned vehicles.
The policy shall include these endorsements in favor of the City of Round Rock:
A. Waiver of Subrogation
B. Thirty (30) days' Notice of Cancellation
C. The City of Round Rock listed as an additional insured.
Pane 7 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:
A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty (60)
months.
B. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions of
this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to
90 days.
2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent
shall:
A. Be an Original Equipment Manufacturers (OEM)-authorized repair facility shop for Ford or Chrysler,
Dodge, Jeep, Ram (CDJR) and have adequate organization, facilities, equipment, financial capability, and
personnel to ensure prompt and efficient service to the City. The City reserves the right to request
documentation that confirms the Contractor is a Ford or CDJR-authorized repair facility.
B. Provide all labor, supplies, and materials required to satisfactorily perform the services as specified herein
and own or acquire at no cost to the City all construction aids, appliances, and equipment Respondent
deems necessary and maintain sole responsibility for the maintenance and repair of Respondent's
vehicles, equipment, tools, and all associated costs. The City shall not be responsible for any
Respondent's tools, equipment, or materials lost or damaged during the performance of the services
specified herein.
C. Have all the relevant licenses and permits to operate as an automotive shop and comply with all local,
state, and federal statutes.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this procurement process.
E. Be within 15 miles of the City of Round Rock fleet facilities which are located at:
City of Round Rock Vehicle Maintenance
901 Luther Peterson Place
Round Rock, Texas 78664
3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services. The City seeks to do business directly with a company experienced in Ford or CDJR
automotive repair services.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State
and City safety and occupational health standards and other applicable federal, state, and local health,
safety, and environmental laws ordinances, rules, and regulations in the performance of these services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause injury
or damage to any persons or property within and around the work site. In case of conflict, the most
stringent safety requirement shall govern.
C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions,judgments,
fines penalties and liability of every kind arising from the breach of the successful Respondents'
obligations under this paragraph.
5. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B. 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.
Page 8 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage, fuel surcharges, delivery charges, costs associated with obtaining permits,
insurance, bonds, and risk management. No separate line-item charges shall be permitted for either
response or invoice purposes.
Prices for materials will be on a cost-plus basis. The percentage (%), if any, of markup will be designated by
the Respondent in the solicitation response document. Invoices for work performed shall require a copy of a
supplies receipt to be included. Failure to provide the contracted cost-plus percentage (%) on an invoice may
result in payment at cost.
7. PRICE INCREASE: Contract prices for automotive repair services shall remain firm throughout the initial
twelve (12) month term of the contract. A price increase to the agreement may be considered on the
anniversary date of the Contract each year and shall be equal to the consumer price index for that year, but at
no time can the increase be greater than 8% for any single line item unless otherwise approved by the City.
A. Consumer Price Index(CPI): Price adjustments will be made in accordance with the percentage
change in the U.S. Department of Labor Consumer Price Index(CPI-U) for all Urban Consumers. The
price adjustment rate will be determined by comparing the percentage difference between the CPI in
effect for the base year six-month average (January through June OR July through December), and each
(January through June OR July through December six month average) thereafter. The percentage
difference between those two CPI issues will be the price adjustment rate. No retroactive contract price
adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of Labor Statistics,
Consumer Price Index website: http://www.bls.gov/cpi
B. Procedure to Request Increase:
i. Mail the written price increase request with the rate detail comparison and comprehensive calculation
and any supporting documentation to the designated City Contract Specialist a minimum of 45 days
prior to the annual Contract anniversary date. The detailed written calculation will be verified and
confirmed. All written requests for increases must include the City of Round Rock contract number,
solicitation reference information and contact information for the authorized representative requesting
the increase. Price increase requests shall be sent by mail to:
City of Round Rock
Purchasing Department
Attn: Contract Specialist
221 East Main Street
Round Rock, TX 79664-5299
ii. Upon receipt of the request, the City reserves the right to either accept the escalation and make
change to the purchase order within 30 days of the request or negotiate with the Respondent or
cancel the agreement or purchase order if an agreement cannot be reached on the value of the
increase.
8. PERFORMANCE REVIEW: The City reserves the right to review the awarded respondent(s) performance
at any time during the contract term.
9. ACCEPTANCE/INSPECTION: Acceptance inspection should not take more than five (5) working days.
The awarded respondent will be notified within the time frame if the services delivered are not in full
compliance with the specifications. In the event the services are not performed to the satisfaction of the
City; the Respondent shall agree to reperform services to specification at no additional cost to the City. If
any agreement or purchase order is cancelled for non-acceptance, the needed services may be purchased
elsewhere.
10. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
minimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints, which may be more or less than indicated.
11. PERMITS AND LICENSES: The successful Respondent shall verify and obtain all necessary permits,
licenses, and/or certificates required by federal, state, and local laws, ordinances, rules, or regulations for
the completion of the services as specified if required for the project.
Page 9 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
12. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff
recommendation of award has been made. The award announcement will be posted to the City's website
at https://www.roundrocktexas.gov/city-businesses/solicitations/once City Council has approved the
recommendation of award and the agreement has been executed.
13. POST AWARD MEETING: The City and successful Respondent(s) may have a post award meeting to
discuss, but not be limited to the following:
A. Set expectations for both City and Contractor communications and work relationship.
B. Provide City contact(s) information for implementation of agreement.
C. Identify specific milestones, goals, and strategies to meet objectives.
14. POINT OF CONTACT/ DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact: In order to maintain consistent standards of quality work performed
across the City, the City shall be provided with a designated and identified point of contact upon award
of the contract to include contact information. The City's designated representative shall be notified by
the Respondent immediately should the point of contact change.
B. The City's designated representative:
Rocky Buoy
Fleet Manager
General Services
Phone (737) 610-5451
E-mail: rbuoy .roundrocktexas.gov
15. INTERLOCAL PURCHASING AGREEMENTS:
A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act, Chapter 791 of the Texas Government Code. The Contractor may agree to
offer the same price and terms and conditions to other eligible agencies that have an interlocal
agreement with the City.
B. The City does not accept any responsibility or liability for the purchases by other government agencies
through an interlocal cooperative agreement
Page 10 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
PART IV
SCOPE OF WORK
1. PURPOSE: The Contractor shall be responsible for making general, mechanical, and electrical repairs in
accordance with various manufacturers' acceptable repair techniques. Contractor shall maintain repair
records and comply with all applicable Environmental Protection Agency (EPA) and Occupational Safety and
Health Act (OSHA) requirements governing auto body repair.
2. 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 point of contact.
A. The City shall be provided with the designated person's name and telephone number.
B. This contact person should remain the same throughout the term of the contract. If a change must be
made to the designated contact person, the City's designated representative shall be notified by the
Contractor immediately at the time of the change. NO substitutions of key personnel shall be permitted
without written approval of the authorized City's designated representative.
C. The designated contact person shall be identified in the solicitation response and may be required to
attend an oral presentation to the evaluation team prior to award of contract.
D. The City shall also be provided with a secondary designated contact person to communicate with if the
primary contact is unavailable.
3. MAINTAIN COMMUNICATION: Communication is vital to the City of Round Rock. The City requires timely
communication throughout the entire job process. The City understands that lead times can vary depending
upon the size, manufacturer, and difficulty of the required tasks.
4. RESPONSE TIME: Response times shall be as follows:
Non-Emergency Service Calls: "Non-emergency services" are defined as requests for repairs that, if the
issue is not resolved in a reasonable amount of time, will stop normal operations. The Contractor shall:
A. Respond and provide a written estimate for non-emergency service calls within two (2) business days and
begin work within five (5) days of the original request provided a PO is issued to the Contractor.
B. Services will be performed during normal operation hours which are 7:OOAM-6:OOPM, Monday-Friday.
5. FACILITY REQUIREMENTS: The Contractor shall-
A. Have a facility large enough to accommodate their current workload as well as the additional workload
resulting from award of this contract. Contractor shall provide daily, year-round service regardless of
weather conditions.
B. Park all police vehicles in a secured area with controlled access. Contractor shall provide information
and/or explain the method to be utilized for the security of the City's Police vehicles and/or any City
vehicles while on the Contractor's property during business hours and overnight. The City reserves the
right to determine if the secured area will meet the City's needs.
C. Under no circumstance are police vehicles to be driven to or from the repair facility by non-police
personnel. Incidental driving of police vehicles around the repair facility required to store, complete
repairs, and test drive of police vehicles within one block of the repair facility after repairs are
complete is permitted.
The City reserves the right to tour the facility to confirm that the security of the facility will meet the City's
needs prior to award.
6. CONTRACTOR SERVICE RESPONSIBILITIES: The Contractor shall-
A. Fully examine and diagnose the vehicle to determine which repairs are required.
B. Provide a written estimate to the City's designated representative within two business days of vehicle
arrival to facility. Repair work shall not commence until the Contractor has received a City-issued
purchase order number.
Page 1 I of 1
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
C. Hidden Damages: During a repair event if additional damages are found that were not included in the
original estimate the Contractor shall contact the City's Fleet Operations Manager or designated vehicle
maintenance staff member and provide a revision to the original estimate and obtain authorization for the
additional repairs and/or parts needed before additional charges occur.
D. Contractor must complete quality control inspections of all vehicles after completion of repairs for
conformance to the original manufacturer's standards and configuration before returning the vehicles to
the City.
7. PARTS AND MATERIALS:
A. Repair materials and parts shall be new unless alternative"after-market" or used parts are specifically
approved by the City's designated representative in advance.
B. All repair parts and materials used must be certified by their manufacturer as meeting Original Equipment
Manufacturers (OEM) specifications.
C. When non-OEM parts are approved for use, such parts must be certified by the Certified Auto Parts
Association (CAPA) and warranted by the Contractor as being equal in kind and quality in terms of fit,
performance, and overall quality to the original manufacturer parts they are replacing.
8. OUT OF SERVICE TIME: Out of service time due to repairs is of great concern to the City. The Contractor
shall agree to give priority to the repair of the City's vehicles with the highest priority given to Police and any
other emergency response vehicle. Upon acceptance of the Contractor's estimate the City will require a
turnaround time of two weeks or better for the completion of repairs on Police and any other emergency
response vehicles. Any delays in this completion must be communicated with the City's point of contact on a
weekly basis.
9. DAMAGES: The Contractor shall be held responsible for damages to the City's equipment and/or property,
the workplace and its contents by its work, negligence in work, its personnel, and/or equipment usage.
10. WARRANTY: The Contractor shall provide at minimum 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.
11. ESTIMATES: It is the Contractor's responsibility to ensure that all information is complete to provide an
accurate estimate. The City will not incur charges from the Contractor until an estimate has been approved
and a purchase order sent to the Contractor for repair work. 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.
Each written estimate shall include the following information:
A. Vehicle Identification Number(VIN) of Vehicle
B. Department name and location of the project
C. Contractor's designated contact name and telephone number
D. Breakdown of labor costs (number of workers, hours worked, hourly rate)
E. Materials (detailed description, quantity, unit price, and extended price amounts)
F. Total cost (labor and materials)
G. Description specifying work to be done
H. Time projected to complete the project
I. The City reserves the right to request photos for any estimate before approving the work
Page 12 of 1
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
12. INVOICE REQUIREMENTS: Each project shall be invoiced separately, the Contractor shall include detailed
information on each invoice including:
A. The total hours worked and hourly labor rate.
B. Supplies and materials: The cost of supplies and materials shall be listed separately from labor. Actual
cost must be provided along with the appropriate percentage markup, as indicated in the cost proposal
sheet, on each invoice. Invoices shall have listed all parts supplied and part costs associated.
C. The associated VIN.
13. CITY RESPONSIBILITIES: The City will-
A. Provide the Contractor with a complete and accurate project overview with the request for estimate.
B. Coordinate scheduling with Contractor.
C. Provide a single point of contact for the Contractor to coordinate services with.
D. Inspect work performed to ensure compliance with the scope of work.
E. Review all invoices to ensure accuracy.
F. Transport the vehicle to the Contractor's facility.
Page 13 of 15
City of Round Rock Exhibit "A"
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
ATTACHMENT A
BID SHEET
1. ATTACHMENT A —BID SHEET is posted in Solicitation Documents for IFB 22-020 Automotive Repair
Services in an Excel format on the City of Round Rock website at:
https://www.roundrocktexas.gov/city-businesses/solicitations/
A. In order to be considered responsive Attachment A- Bid Sheet must be completed, signed by an
authorized representative, and returned by the deadline for submission of response indicated in Part I
Section 4—Schedule of Events.
B. The Respondent, by submitting and signing Attachment A— Bid Sheet, acknowledges that he/she has
received and read the entire document packet sections defined above including all documents
incorporated by reference, and agrees to be bound by the terms therein.
C. In order to do business with the City of Round Rock you must be registered with the City's Vendor
Database. To register, go to: https:Proundrocktxvendors.munisselfservice.com/Vendors/defauIt.aspx
D. By the signature affixed on Attachment A— Bid Sheet, 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.
E. The Respondent agrees, if this Offer is accepted within 120 calendar days after the Due Date, to fully
comply in strict accordance with the Solicitation, specifications and the amounts shown on bid sheet.
F. Attachment A— Bid Sheet will be used to compare costs between Respondents and will be the basis of
expected contractual expenses.
G. The total contract value(s) shall not exceed $100,000 per fiscal year for the life of the contract. The City
estimates it will spend $40,000/year for the cost for parts.
Page 14 of 15
Exhibit "A"
Attachment A- Bid Sheet
Automotive Repair Services
IFB#22-020
The Respondent represents by thes signature below that they are submitting a binding offer and are authorized to bind the respondent to fully comply with the
solicitation documents contained in IFB No.22-020 Automotive Repair Services The Respondent acknowledges that they have received and read the entire
solicitation packet,attachments.addendums,and all documents incorporated by reference,and agrees to be bound by the terms therein.The total contract
value(s)shall not exceed$100,000 per fiscal year for the life of the contract.The City estimates it will spend$40,0001year for the cost for parts.
Special Instructions All prices must be quoted in order to be considered responsive,be advised that exceptions taken to any portion of the solicitation may
jeopardize acceptance of the bid Alternative bids will not be considered and unauthorized modifications to the bid sheet format will result in the rejection of the
bid. The City reserves the right to purchase more or less than the quantities indicated below
No. Description Estimated Unit Unit Cost Extended Total
Quantity
Section 1: Automotive Labor Rates
1 Labor Rate(General.Mechanical,ano Electrical Repairs inclusive 1 C 0 0 Hours 5135.00 S135,000.00
of all labor,administrative and overhead charges)
Annual Total: $135.000.00
Section It: Material and Parts(this information will not be evaluated as part of cost but will become part of the final contract)
2 Prices for materials shall be on a cost-plus basis.The Percentage(%)if any:of markup will be 8%
COMPANY NAME: Mac Haik Ford Lincoln
SIGNATURE OF AUTHORIZED REPRESENTATIVE
PRINTED NAME: Jarnes Main
PHONE NUMBER: 512-930-6391
EMAIL ADDRESS: imainPmachaikfl.com
LIST MANUFACTURER(S)YOU ARE FACTORY-AUTHORIZED TO
PERFORM WORK FOR Ford
i of 1
Exhibit "A"
City of Round Rock
Automotive Repair Service
IFB 22-020
Class/Item: 928-15
August 2022
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: IFB#00-020
RESPONDENT'S NAME: MAC HAIK FORD LINCOLN DATE: 08/19/2022
Provide the name, address,telephone number and E-MAIL of at least three(3)valid Municipal, Government
agencies or firms of comparable size that have utilized services that are similar in type and capacity within the last
two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. If
references cannot be confirmed or if any negative responses are received it may result in the disqualification of
submittal.
1. Company's Name Texas Department of Transportation
Name of Contact Tony Firkins
Title of Contact Fleet Acquisition Team
E-Mail Address Tony.Firkins@txdot.gov
Present Address 3500 Jackson Ave. Bldg 10
City, State, Zip Code Austin, TX 78731
Telephone Number ( 512 ) 465-3648 Fax Number: ( )
2. Company's Name Texas Department of Public Safety
Name of Contact Bryan Williams
Title of Contact Contract Specialist, Universal Services, Infrastructure Operations Div.
E-Mail Address Bryan.VVilliams@dps.texas.gov
Present Address 5805 North Lamar, Bldg A.
City, State,Zip Code Austin, TX 78752
Telephone Number (512 ) 424-5475 Fax Number: ( )
3. Company's Name City of Georgetown
Name of Contact Stan Hohman
Title of Contact Fleet
E-Mail Address Stan.Hohman@georgetown.org
Present Address 300-2 Industrial
City, State,Zip Code Georgetown, TX 78626
Telephone Number ( 512 ) 930-3563 Fax Number: ( }
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Page 15 of 15
Exhibit "A"
ROUND ROCK TEXAS
PURCHASING DIVISION
ADDENDUM
CITY OF ROUND ROCK,TEXAS
Solicitation: IFB 22-020 Addendum No: 1 Date of Addendum: 8/31/2022
This addendum is to incorporate the following changes to the above referenced solicitation:
I. Extension: The proposal due date is hereby extended until Wednesday, 9/7/2022 at 3:OOPM CST.
II. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.
APPROVED BY: _.ry i /1 d� 8/31/2022
Amanda Crowell, Purchaser
Purchasing Office, 512-218-5458
By the signature affixed below this addendum is hereby incorporated into and made a part of the above referenced
solicitation.
ACKNOWLEDGED BY: �
t
Name Auth btu Da e
RETURN ONE SIGNED COPY OF THIS ADDENDUM T E PURCHASING OFFICE WITH YOUR SEALED
PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM
CONSIDERATION FOR AWARD.