1774449345841-af44560a-800688_1765998436.pdf

ROUND ROCK INDEPENDENT SCHOOL DISTRICT

Glass Installation & Repair

Request For Proposal (RFP) Number 26-027

CONTRACT REQUIREMENTS

For establishing the terms and conditions for the contract, the awarded Proposer shall hereby be known as Contractor.

1. DESCRIPTION.

Round Rock Independent School District (“RRISD” or the “District”) is seeking to establish an agreement with multiple Businesses, Public or Private Organizations or other entities that wish to provide Glass Installation & Repairs to the levels specified in accordance with the instructions, terms and conditions and requirements/specifications contained in the solicitation.

2. TERM OF CONTRACT.

2.1. The contract created by an award of this Solicitation shall be in effect from date of award through

November 30, 2030.

2.2. RRISD reserves the right to conduct reviews of vendor performance at any time during the contract period.

2.3. RRISD may terminate the contract, with or without cause, at any time during the contract period.

3. TYPE OF CONTRACT. Fixed hourly rates and fixed cost with escalation, for the term of the contract, including any extensions if exercised by the District.

4. PRICE ESCALATIONS

4.1 Escalations must be requested in writing by the Contractor

4.2 Request will only be allowed once per contract year and must be received in the purchasing office no less than 90 days prior to July 1st.

4.3 Labor: Proof is to include the documentation of market increase from the original bid labor rate and the requested labor rate.

4.4 Vendor will be notified in writing of the District’s review and findings. If approved, the District will provide the effective date the Contractor can begin to charge the new price. If denied, an explanation will be provided.

5. COMMENCEMENT OF WORK.

5.1. Contracts for services will be put into effect by means of purchase orders executed by the Director of

Purchasing after award is determined. The conditions stated herein are applicable and form a part of all contract documents and a part of the terms of all purchase orders for items included in the specifications and proposal forms issued herewith.

5.2. All work shall commence upon acceptable work statements and schedules supplied by Contractor(s) and agreed in writing by the RRISD. RRISD may issue a Work Authorization Form for use in addition to purchase orders for the purpose of identifying Scope of Work, timeline, cost, and work authorization.

5.3. All change orders to the work are to be supplied by Contractor in writing and must be approved by RRISD in writing prior to commencement of change order work.

6. SCOPE OF SERVICES.

6.1. The Contractor must use precaution when delivering and installing glass due to students and staff being on campus.

6.2. The Contractor shall replace broken windows and doors using only safety laminated or tempered glass. No plate glass will be used. The Contractor shall replace all broken wire glass with equivalent glass.

6.2.1. Types of Glass installation and replacement shall include, but may not be limited to:

6.2.1.1. Door glass;

6.2.1.2. Window pane glass;

6.2.1.3. Mirrors;

6.2.1.4. Glass Trophy Cases;

6.2.1.5. Glass Shelves; and

6.2.1.6. Glass Table Tops.

6.3. The District will safely cover or secure the area by placing barricade material (chains, locks, plywood, etc.) at the site prior to the Contractor arriving.

6.4. The Contractor will remove and safely store any barricade materials (chains, locks and plywood) covering or securing the damaged area to a location designated by the District.

6.5. Once the job is complete, the Contractor must call the Maintenance Department at 512-464-8340 as soon as the District’s barricade materials can be picked up.

7. GENERAL REQUIREMENTS.

7.1. For the purpose of the contract, the District Representative shall be the individual assigned by the District to manage the project of question. The District Representative may be one individual from one department assigned to the contract for the full term, or different individuals from more than one department for a specific project.

7.2. The Contractor must comply with all National, State and Local codes and pay all applicable cost, fees and permits.

7.3. Notwithstanding the requirements of this Contract, if RRISD determines that repairs or services have to be performed which RRISD determines are outside of or exceed the scope of services included herein, RRISD reserves the right to procure such repairs or services through a separate process.

7.4. The Contractor may be required to visit the premises where work is to be performed prior to work authorization, as it is the Contractor’s responsibility to identify all costs associated with a particular project.

7.5. Prices must include all transportation costs. The District will not pay for mileage.

7.6. Time begins when Contractor has reached the designated job site. The District will not pay travel time to and from job site.

7.7. If the Contractor must leave the job site to pick-up materials, they must check in with the District Project

Manager, record time properly, and have the time signed off by the District Project Manager in order to be paid the hourly rate for the time. The District will not pay for this travel time without the District Project Manager’s approval or time spent not on task.

7.8. Upon completion of work Contractor shall clear the job site of any all debris.

7.9. Trash receptacles located on the District’s property shall not be used to dispose of the refuse or any other materials. If Contractor is found to be using District trash receptacles, Contractor will be charged the current contracted price to have the receptacle emptied.

8. LABOR FORCE (workmanship and installation).

8.1. Glazier – Minimum five (5) years’ experience required.

8.2. Only thoroughly trained and experienced workmen completely familiar with the items required or with the manufacturer’s recommended methods of installations shall be used. In acceptance or rejection of work performed, no allowance will be made for the lack of skill on the part of the worker(s).

8.3. The Contractor may use in-house or sub-contracted employees but all work will be performed by skilled workman competent in providing the services indicated within this RFP under the supervision of the Contractor.

8.4. The District reserves the right to specify precisely the level of skilled labor to be utilized.

8.4.1. The Contractor may provide a higher level trained laborer than what is required for a lower level job if that is the only person available. The Contractor may only charge for the labor level necessary to complete the job.

8.5. If subcontractors are utilized, the subcontractors will be directed and supervised by the Contractor. RRISD reserves the first right of refusal where subcontractors are not performing in accordance with the requirements of this contract.

8.6. The Contractor shall have sufficient resources to be able to work multiple jobs at the same time. The job foreman and project manager or project lead must be fluent in English and be present on the job site during all work.

8.7. All work is to be done in a neat and orderly manner, in accordance with industry standards and/or required code.

8.8. The Contractor, in the event of damage, shall immediately make all repairs and replacements necessary to the approval of RRISD, with no additional cost to the District.

8.9. If repairs are required, the Contractor must be capable of completing all repairs to a safe and fully operational condition.

9. MATERIALS AND EQUIPMENT.

9.1. If an item is needed for repair and the item is not available locally, the District may authorize overnight shipping costs to ensure quick delivery and reduce down time. Contractor must provide an itemized invoice or bill of lading with actual shipping costs in order for the District to pay.

9.2. The District reserves the right to specify precisely the types of materials to be utilized. Substitution shall have approval of the District Representative.

9.3. Where details or specific installation specifications are not included, the Contractor shall follow the approved manufacturer’s recommendations.

9.4. The District will not pay for the purchase or rental of equipment normally provided by tradesmen in Glass Installation Service and Repair. However, if a particular service or repair requires a specialty tool that is not considered standard equipment for a contractor, the Contractor may rent the specialty tool, but must provide a copy of the rental agreement with the invoice in order to be reimbursed. Contractor may not add a mark-up cost to rental invoices.

9.5. The District will pay for any permits required to complete a project. Contractor must provide a copy of the permit receipt with the invoice in order to be reimbursed.

9.6. Warranty. Equipment or parts will be warranted by the Contractor for a period equal to or greater than the manufacturer’s standard warranty. If no manufacturer’s warranty is given, a minimum one-year warranty from date of substantial completion and acceptance by District - not the purchase date - must be provided.

10. ACCESS TO DISTRICT FACILITIES.

10.1. If determined by the District as appropriate for the services being rendered, the Contractor may be issued pass keys and identification badges for access to District facilities by the District Representative.

10.2. If issued, the Contractor shall be fully responsible for the security of the key(s) and/or badge(s). If either is lost, the Contractor shall be liable for any cost associated with the replace of the lost items and the security of the District’s facilities.

10.3. Records of entry onto a campus are required.

10.4. During normal business hours, the Contractor shall always sign in the log sheet when they arrive on site and sign out when they leave.

10.5. After hours, the Contractor shall always swipe their pass key (if issued) when they enter the building even in instances where a door is unlocked.

11. ESTIMATE OF WORK TO BE PERFORMED.

11.1. The District reserves the right to request a not-to-exceed work estimate for anticipated labor and materials cost to the District for a specific job prior to work authorization.

11.2. The District reserves the right to insure that the materials estimate provided are at the best available price of those products and to reject any estimate of materials it deems excessive. If an agreeable price for materials cannot be negotiated, the District may purchase those materials from another source.

12. SCHEDULING OF WORK.

12.1. The Contractor shall carefully lay out all work in advance so as to minimize disruption to area requiring attention.

12.2. All work shall be scheduled as to be safe for both students, District staff and Contractor employees and shall not interfere with classes or meetings in any way unless approved by the District Representative due to special need or an emergency situation.

12.2.1. Upon award, the Contractor shall provide the District Representative with the telephone number(s) of the person or persons to be called in case of an emergency.

12.2.2. Emergency. Maximum four (4) hours after contact from District Representative.

12.2.3. Normal. Maximum two (2) days after contact from District Representative or receipt of order;

whichever is received by the Contractor first.

12.3. Overtime Labor Rate charges must be approved by District Representative prior to work being performed and/or scheduled.

12.4. For jobs exceeding thirty (30) days, the Contractor shall provide thirty (30) day progress reports indicating current status of project to include verification of work schedule and percentage of project completion.

13. DELIVERY AND STORAGE OF MATERIALS.

13.1. The District expressly reserves all rights under law, including, but not limited to the Uniform Commercial Code, to inspect the Deliverables at delivery before accepting them, and to reject defective or non-conforming Deliverables.

13.2. The Contractor shall retain all portable and detachable parts or portions of installation until final completion of work. These parts shall be delivered to the RRISD District’s Representative or designated District site and acknowledged as itemized receipts to obtain request for final payment.

13.3. The Contractor shall use all means necessary to protect the work and materials before, during and after installation and to protect the work and materials of all other surroundings.

13.4. The Contractor shall store and protect materials and equipment in accordance with the manufacturer’s recommendations.

14. FINAL INSPECTION AND PAYMENT.

14.1. Inspection.

14.1.1. The Contractor shall demonstrate work completed meets the requirements of RRISD.

14.1.2. The District Representative shall give final approval to all work performed.

14.1.3. The Contractor will email all or fax all inspection reports or other applicable documents to the District

Representative for processing.

14.2. Payment.

14.2.1. The Contractor shall provide an invoice showing labor hours performed by labor description, and the actual invoices for all materials purchased before payment will be issued.

14.2.2. The District will pay the Contractor's actual cost plus the contracted markup for materials.

14.2.3. Contractor must provide a copy of the permit receipt with the invoice in order to be reimbursed.

14.2.4. All items purchased (i.e. tools) and billed to the District will remain the property of the District.

CONTRACT REQUIREMENTS