7-PD 1.0 IFB 26-013 Chairs for Police Department..pdf

City of Round Rock, Texas

Purchasing Division 221 East Main Street

Round Rock, Texas 78664-5299 www.roundrocktexas.gov

INVITATION FOR BID (IFB)

CHAIRS FOR POLICE DEPARTMENT

SOLICITATION NUMBER 26-013

April 2026 http://www.roundrocktexas.gov/

City of Round Rock Chairs for Police Department

IFB 26-013

Commodity Code: 425-58 April 2026

CHAIRS FOR POLICE DEPARTMENT

PART I

GENERAL REQUIREMENTS

1. PURPOSE: The City of Round Rock seeks proposals from firms with experience providing durable office chairs for use in the Police Department.

2. SOLICITATION PACKET: This solicitation packet is comprised of the following-

3. SCHEDULE OF EVENTS: It is the City’s intention to follow the solicitation timeline below.

EVENT DATE

Solicitation released April 29, 2026 @ 4:00 PM, CST Deadline for questions and submission of Buyer Approved Equal May 11, 2026 @ 5:00 PM, CST

City responses to questions or addendums Approximately, May 15 , 2026 @ 5:00 PM, CST

Deadline for submission of responses May 22, 2026 @ 3:00 PM, CST

All questions regarding the solicitation shall be submitted through Bonfire by 5:00 PM, CST on the due date noted above. A copy of all questions submitted and the City’s response to the questions shall be posted on the City’s webpage in the form of an addendum at:

https://roundrocktexas.bonfirehub.com

The City reserves the right to modify these dates. Notice of date change will be posted to the City’s website:

https://roundrocktexas.bonfirehub.com

4. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City’s website at https://roundrocktexas.bonfirehub.com for any updates pertaining to the solicitation described herein. Various updates may include addendums, cancellations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website.

5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due date noted in PART I, Section 3 – Schedule of Events. The Offeror shall respond via the City’s electronic bidding platform, Bonfire: https://roundrocktexas.bonfirehub.com

A. This request for proposal IFB does not commit the City to contract for any supply or service.

Description Index

Part I – General Requirements Page(s) 1-5

Part II – Definitions, Standard Terms and Conditions, and Insurance Requirements Page 6

Part III – Supplemental Terms and Conditions Page(s) 7-8

Part IV – Scope of Work/Specifications Page(s) 9-10

Attachment A – Proposal Submittal Form Separate Attachment

Attachment B – Reference Sheet Separate Attachment

Attachment C – Bid Sheet Separate Attachment

Attachment D - Subcontracting Separate Attachment https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/

IFB 26-013

Commodity Code: 425-58 April 2026

B. No paper or submittals outside of Bonfire will be accepted by the City.

C. Responses cannot be altered or amended after digital opening.

D. No response can be withdrawn after opening without written approval from the City for an acceptable reason.

E. The City will not be bound by any oral statement or offer made contrary to the written specifications.

F. Samples and/or copies shall be provided at the Respondent’s expense and shall become the property of the City.

6. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.

Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent shall:

A. Be firms, corporations, individuals, or partnerships normally engaged in providing office chairs as specified herein and have adequate organization, facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to the City.

B. 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 IFB process.

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://www.roundrocktexas.gov/city-departments/finance/purchasing/

7. RESPONSE REQUIREMENTS: The Respondent, by electronically submitting their Offer, acknowledges that he/she is an authorized representative of the Vendor, 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. The Respondent shall include the following information with their bid response:

Attachment A – Proposal Submittal Form

Attachment B – Reference Sheet

Attachment C – Bid Sheet

Attachment D – Subcontracting

Acknowledged Addenda (if applicable)

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.

https://www.roundrocktexas.gov/city-departments/finance/purchasing/

IFB 26-013

Commodity Code: 425-58

9. 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/filinginfo/1295/

10. 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.

11. 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@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 https://www.ethics.state.tx.us/filinginfo/1295/ mailto:protest@roundrocktexas.gov

IFB 26-013

Commodity Code: 425-58 April 2026 inform you and other interested parties of the determination. The City will prepare updated solicitation documents and will re-solicit.

ii. Determine that no violation of rules or statutes has occurred and inform you and other interested parties of the decision by letter. The reasons for the determination will be presented in the letter.

iii. Determine that a violation of rules and statutes has occurred after the award of the contract and inform you and other interested parties of the determination. However, the awarded contract will not be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City staff.

iv. A determination will usually be made within fifteen (15) business days after receipt of the formal protest.

v. Any written decisions by the Purchasing Manager shall be the final administrative action for the City.

All documentation pertaining to a protest will be kept on file at the City and are subject to open records requests.

IFB 26-013

Commodity Code: 425-58 April 2026

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/ https://www.roundrocktexas.gov/city-departments/purchasing/ https://www.roundrocktexas.gov/city-departments/purchasing/

IFB 26-013

Commodity Code: 425-58 April 2026

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 until acceptance of specified items.

B. 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.

2. SUBCONTRACTORS: If Subcontractors are used the Respondent is required to complete and submit with their proposal response Attachment B: Subcontractor Information Form. The Contractor shall be fully responsible to the City for all acts and omissions of the Subcontractors just as the Contractor is responsible for the Contractors own acts and omissions. The Contractor shall:

A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with the provisions, specifications, and terms of the Contract.

B. Require that all Subcontractors obtain and maintain, throughout the term of their agreement, primary insurance in the type and amounts specified for the Contractor, with the City being named as an additional insured; and

C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the Contractor is required to indemnify the City.

D. Awarded Contractor is required to submit a list of all subcontractors for approval by the City prior to use of any subcontractors throughout the term of the contract

3. SAFETY: The City reserves the right to remove any employee from City property for violation of federal, state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent shall:

A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State and City safety and occupational health standards and other applicable federal, state, and local health, safety, and environmental laws ordinances, rules, and regulations in the performance of these services.

B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. In case of conflict, the most stringent safety requirement shall govern.

C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions, judgments, fines penalties and liability of every kind arising from the breach of the Contractor’s obligations under this paragraph.

4. WORKFORCE: Successful Respondent shall:

A. Ensure Respondent’s employees perform the services in a timely, professional, and efficient manner.

B. Ensure Respondent’s employees, while working on City property, wear a company uniform that clearly identifies them as the Respondent’s employee.

C. Employ all personnel for work in accordance with the requirements set forth by the United States

Department of Labor. The City reserves the right to verify citizenship or right to work in the United States.

5. 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.

IFB 26-013

Commodity Code: 425-58

6. ACCEPTANCE/INSPECTION: Acceptance/Inspection should not take more than five (5) working days. The Contractor will be notified within the time frame if the services delivered are not in full compliance with the specifications. In the event the services are not performed to the satisfaction of the City the Contractor shall agree to reperform services to specification at no additional cost to the City. If any agreement or purchase order is cancelled for non-acceptance, the needed services may be purchased elsewhere.

7. MATERIALS SPECIFICATIONS/DESCRIPTIVE LITERATURE:

A. If a solicitation refers to a Qualified Products List (QPL), Standard Products List (SPL) or a manufacturer’s name and product, any Offeror offering products not referenced in the solicitation must submit as part of their Offer materials specifications/descriptive literature for the non-referenced product. Materials specifications/descriptive literature must be identified to show the item(s) in the Offer to which it applies.

B. Materials specifications/descriptive literature are defined as product manufacturer’s catalog pages, “cut sheets” applicable tests results, or related detailed documents that specify material construction, performance parameters, and any industrial standards that are applicable such as ANSI, ASTM, ASME, SAE, NFPA, NBS, EIA, ESL, and NSA. The submitted materials specifications/descriptive literature must include the manufacturer’s name and product number of the product being offered.

C. The failure of the materials specifications/descriptive literature to show that the product offered conforms to the requirements of the Solicitation shall result in rejection of the Offer.

D. Failure to submit the materials specifications/descriptive literature as part of the Offer may subject the Offer to disqualification from consideration for award.

8. 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.

9. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split award, primary and secondary award, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff recommendation of award has been made. The award announcement will be posted to the City’s website at https://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award and the agreement has been executed.

10. POINT OF CONTACT / DESIGNATED REPRESENTATIVE:

A. Contractor’s point of contact: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified point of contact upon award of the contract to include contact information. The City’s designated representative shall be notified by the Respondent immediately should the point of contact change.

B. The City’s designated representative: The City’s designated representative shall be:

Danny Dizalio Superintendent, Facility Maintenance General Services Phone: 512-671-2781 E-mail: ddzialo@roundrocktexas.gov

C. Do not contact the individual listed above with questions or comments regarding this solicitation during the solicitation.

https://roundrocktexas.bonfirehub.com/portal

IFB 26-013

Commodity Code: 425-58 April 2026

PART IV

SPECIFICATIONS

1. PURPOSE AND BACKGROUND: The City of Round Rock’s Police Department employs more than three hundred full-time personnel who rely on durable, high-quality office chairs to support daily operations. Due to the extended and demanding nature of police shift work, seating must withstand continuous use while providing long-term ergonomic support. The purpose of this solicitation is to procure office chairs that meet the durability, comfort, and performance needs of the City’s Police Department staff.

2. SHIPPING AND DELIVERY: All Shipments and deliveries shall be FOB (Freight on Board) destination.

A. Products shall not be shipped without prior approval from the City’s authorized representative(s).

B. Products shall not ship without a City issued purchase order number

D. All products shall be shipped complete unless arrangements for partial shipments are made in advance.

E. Goods shall be received between the hours of 9:00 am to 5:00 pm Monday through Friday.

F. All goods shall be received and signed for by the City’s authorized representative upon delivery.

G. Contract shall be responsible for unloading, liftgate service, and placement of products.

3. MATERIAL SPECIFICATIONS:

A. All products shall be in new condition and free from any defects or damage.

B. All chairs shall be consistent with the requirements listed on Attachment C: Bid Sheet located in this solicitation’s public files section in Bonfire.

4. BUYERS APPROVED EQUAL: Buyers approved equal of the requested products may be considered.

A. Any manufacturer, brand, or model number referenced in this solicitation is intended to establish a standard of quality, performance, and design. Offerors may propose products that are determined by the City representative(s) to be equal to the specified items in this solicitation, provided that the products meet all material requirements.

B. Only those products formally approved in writing by the City representative(s) prior to bid submission will be considered pre-approved equals.

C. Buyers approved equal submission date can be found under Schedule of Events.

5. SERVICE REQUIREMENTS: The Contractor shall-

A. Perform services at the following location:

Police Department 2701 North Mays Street Round Rock, Texas 78665

B. Fully assemble chairs on-site unless otherwise approved.

C. Dispose of all boxes, pallets, and packing materials.

6. CONTRACTOR RESPONSIBILITIES: The Contractor shall-

A. Observe all signage while on City property.

B. Notify the City’s authorized representative two hours prior to delivery.

C. Check in at the police department reception desk upon arrival to specified location.

D. Be responsible for assembly of all products

E. All goods shall be warranted against defects in material and workmanship for a period of not less than 12 months beginning with the date of installation of part as evidenced by the City’s work order. If the manufacturer’s standard warranty exceeds 12 months, then the manufacturer’s standard warranty shall be in effect. The Contractor shall furnish a copy of the manufacturer’s warranty at time of delivery.

IFB 26-013

Commodity Code: 425-58 April 2026

F. Assign a point of contact(s) for correspondence and delegation.

G. Reference City purchase order number on all documentation.

4. CITY RESPONSIBILITIES: The City will-

A. Provide the Respondent with complete and accurate information regarding orders placed by the General Services Department.

B. Provide contract with City issued purchase order documentation.

C. Ensure the delivery area is accessible and reasonably free of safety hazards.

D. Provide access to facilities where deliveries and shipments are required.

E. Inspect work performed to ensure compliance with the scope of work.

F. Provide contract with City issued purchase order documentation.

G. Review all invoices, bills of lading, proof of delivery for accuracy.