7-PD 1.0 RFP 26-003 Vehicle Wrap Services.pdf

City of Round Rock, Texas Purchasing Division 221 East Main Street

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

REQUEST FOR PROPOSAL (RFP)

VEHICLE GRAPHICS AND WRAP SERVICES

SOLICITATION NUMBER 26-003

JANUARY 2026

http://www.roundrocktexas.gov/

City of Round Rock Vehicle Graphics and Wrap Services RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

VEHICLE GRAPHICS AND WRAP SERVICES

PART I

GENERAL REQUIREMENTS

1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after “the City” seeks a bid from firms experienced in turnkey vehicle graphic design, installation, and removal services.

The City’s fleet currently consists of more than 600 vehicles including trucks, SUVs, and Crown Victorias.

Vinyl decals and printed graphics manufactured in accordance with the included specification and scope of work are designed to identify police emergency and city vehicles placed in service. Decals and graphics are installed in a specific pattern to exhibit uniformity across a range of vehicles and over a length of years that the vehicles will be in service. In addition, the City sometimes requires decal removal.

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 January 28, 2026

Mandatory Pre-Proposal meeting February 11, 2026, 10:00 AM, CST

Deadline for submission of questions February 20,2026 @ 5:00 PM, CST

City responses to questions or addendums Approximately: February 23, 2026 @ 5:00

PM, CST

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

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

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

Description Index

Part I – General Requirements Page(s) 2-4

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

Part III – Supplemental Terms and Conditions Page(s) 6-8

Part IV – Scope of Work Page(s) 9-11

Part V – Proposal Preparation Instructions and Evaluation Factors Page(s) 12-14

Attachment A- Proposal Submittal Form Separate Attachment

Attachment B – Reference Sheet Separate Attachment

Attachment C – Cost Proposal Sheet Separate Attachment

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

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

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

5. MANDATORY PRE-PROPOSAL MEETING, SITE VISIT, AND/OR INSPECTION: A pre-proposal meeting/site visit, and inspection will be conducted to fully acquaint Respondents with the facilities, difficulties and/or restrictions inherent in the services specified. The pre-proposal meeting/site visit will be conducted on the date specified in PART I, Section 3- Schedule of Events.

A. Attendance at the pre-proposal meeting/site visit is mandatory. Respondents shall sign-in at the pre-proposal meeting to document their attendance. The City reserves the right to determine a response “not available for award” if the Respondent fails to attend the mandatory pre-proposal meeting and site visit tour which shall be held at:

City Hall Council Chambers 221 East Main Street Round Rock, Texas 78664

B. Respondents are strongly encouraged to bring a copy of the solicitation document with them to the pre-proposal meeting.

C. It is the responsibility of the Respondent to examine each facility and determine quantity and amounts, take precise measurements, and determine material requirements, equipment requirements, labor requirements, and other solicitation-related details during said site visits.

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

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

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

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

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

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

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

G. Late responses will not be considered.

7. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the successful offeror to complete a Form 1295 “Certificate of Interested Parties” that is signed for a contract award requiring council authorization. The “Certificate of Interested Parties” form must be completed on the Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to final contract execution. Link to Texas Ethics Commission Webpage:

https://www.ethics.state.tx.us/filinginfo/1295/

8. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the City of Round Rock prohibits ex parte communication (e.g., unsolicited) initiated by the Offeror to the City Official, Employee, City Consultant, or Evaluation Team member evaluating or considering the offers prior to the time an award decision has been confirmed. Communication between an Offeror and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the offending Offeror from consideration of award in evaluation or any future bid.

9. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock (“City”), in consultation with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/ https://www.ethics.state.tx.us/filinginfo/1295/

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026 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 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.

mailto:protest@roundrocktexas.gov

RFP No. 26-003 Commodity Code 928-57, 255-26 January 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/

RFP No. 26-003 Commodity Code 928-57, 255-26 January 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 for sixty (60) months.

B. Upon expiration of the contract term, the Contractor agrees to hold over under the terms and conditions of this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to 120 days.

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

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

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

B. In order to confirm financial stability, the City may choose to review audited financial statements at any time throughout the RFP evaluation process. Upon request, the Respondent shall provide two years audited financial statements, including any notes or supplemental schedules within 2 business days of the original request.

C. The Respondent shall include in the proposal a list of all litigation the company or its principals have been involved in within the last three (3) years.

D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the United States, or not having a home office inside the United States will not be included for consideration in this RFP process.

E. Must be located within 60 miles of the City's Fleet Vehicles Services location at:

901 Luther Peterson Place Round Rock, TX 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 vehicle graphics and wrap 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 Contractor’s 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. 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.

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

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.

7. PRICE INCREASE: Contract prices for vehicle graphics and wrap 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 may the increase exceed 10% for any single line item unless otherwise approved by the City.

A. Consumer Price Index (CPI): Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index (CPI-U) for all Urban Consumers. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year six-month average (January through June OR July through December), and each (January through June OR July through December) six-month average thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of Labor Statistics, Consumer Price Index website: http://www.bls.gov/cpi

B. Procedure to Request Increase:

i. Email the written price increase request to purchasing@roundrocktexas.gov with the rate detail comparison, a comprehensive calculation, and any supporting documentation to the designated City Contract Specialist a minimum of 45 days prior to the annual Contract anniversary date. The detailed written calculation will be verified and confirmed. All written requests for increases must include the City of Round Rock contract number, solicitation reference information and contact information for the authorized representative requesting the increase.

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 Vendor or cancel the agreement or purchase order if an agreement cannot be reached on the value of the increase.

8. 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.

9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor’s performance anytime during the contract term.

10. 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 (or Proposed Buyer’s Approved Equal) product. Materials specifications/descriptive literature must be identified to show the item(s) in the Offer to which they apply.

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.

http://www.bls.gov/cpi mailto:purchasing@roundrocktexas.gov

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

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. 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.

12. POINT OF CONTACT / DESIGNATED REPRESENTATIVE:

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

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

Richard Bolton General Services- Fleet Division Phone: +1 (512) 218-7082 E-mail: rbolton@roundrocktexas.gov

Do not contact the individual listed above with questions or comments during the course of the solicitation.

13. INTERLOCAL PURCHASING AGREEMENTS:

A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the

Interlocal Cooperation Act, Chapter 791 of the Texas Government Code.

B. The Contractor may offer the same price and terms and conditions to other eligible agencies that have an interlocal agreement with the City.

C. The City does not accept any responsibility or liability for the purchases by other government agencies through an interlocal cooperative agreement.

mailto:rbolton@roundrocktexas.gov

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

PART IV

SCOPE OF WORK

1. PURPOSE: The purpose of this contract is to obtain vehicle graphic design, vinyl decal installation, and decal removal services.

The City’s fleet currently consists of more than 600 vehicles including trucks, and SUVs. Vinyl decals and printed graphics manufactured in accordance with the included specification and scope of work are designed to identify police emergency and city vehicles placed in service. Decals and graphics are installed in a specific pattern to exhibit uniformity across a range of vehicles and over a length of years that the vehicles will be in service. In addition, the City sometimes requires decal removal.

2. GRAPHIC DESIGN REQUIREMENTS:

A. REPRODUCTION AND DELIVERY: The Contractor shall-

i. Obtain Ford and Chevrolet vehicle manufacturer templates to modify for use on City vehicles.

ii. Design must match existing graphics for PD and City vehicles. Current design will be on display at the pre-bid meeting.

iii. No alterations of design will be accepted without the express written permission of the City.

iv. Images can be provided from current inventory of vehicles for material sizing to be matched by contractor. This will include all sides of the vehicles as well has the hood and roof of vehicle.

v. Fonts shall match existing design.

B. OWNERSHIP AND USE OF DELIVERABLES:

i. The ownership and use of the deliverables and all rights therein, including, without limitation, copyrights, belong to and shall be the sole and exclusive property of the City.

ii. As to any deliverables containing copyrighted subject matter, the Contractor agrees that upon their creation, such deliverables shall be considered work made for hire by the Contractor for the City and the City shall own all copyrights of and to such deliverables.

iii. Contractor shall supply the city with electronic, readable, transferable copies of all graphic files, including dimensions for the original, functional artwork, upon request and without hesitation or modification.

3. WRAP MATERIAL SPECIFICATIONS:

A. The material for the vehicle graphics shall be 3M or Avery digital wrap media, including Avery SW900/SW950, 3M 1080/2080, or equivalent, and reflective material may be required for certain projects.

Any perforated vinyl shall be Inkjet Window Film Material CLEAR FOCUS -8 mil - white/black perforated composite PVC with clear removable acrylic pressure-sensitive adhesive and a solid release liner with a 65/35 vinyl to air ratio, 1.5mm hole size, and a 2-3-year outdoor durability. If alternative materials are suggested the specification of new material shall be sent to the City’s Point of Contact for approval prior to work beginning. Please indicate these alternatives on Attachment A- Bid Sheet- UPDATED.

B. Transfer tape materials shall be a paper medium tack suitable for wet or dry applications (TransferRite 582U or equivalent).

C. Print inks for “Print and Cut” graphic decals will be any acceptable product as specified for the vinyl material to be printed on.

4. SERVICE REQUIREMENTS: The Contractor shall-

A. Observe the location of decal and material placement. Materials shall be placed on the following areas:

i. Front of vehicle location will be the hood and windshield from edge to edge

ii. Rear of vehicle location will be the lift gate or tailgate to include rear glass front edge to edge and top to bottom.

iii. Sides of vehicle location will be from the front fender, where it meets the hood, to the rear fender, where it meets the tailgate, and from the bottom edge of the vehicle to the top edge of the doors.

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

iv. The roof of the vehicle is from the top edge of the doors on the right side to the top edge of the doors on the left side, and from the top edge of the windshield to the top edge of the lift gate on an SUV or the top edge of the rear glass on all other vehicles.

v. All police vehicles will require application to the front, rear, sides, and the roof. Other city vehicles may require some or all of the locations listed above.

B. Ensure materials are applied with no scratches, tears, bubbles, or other visible defects.

C. Ensure materials are installed per manufacturer instructions using best shop practices.

D. Ensure materials perform correctly by exhibiting proper adhesion to the surfaces they are applied to.

E. Ensure print and cut graphic decals will retain their colors and shape throughout the duration of the decal material’s outdoor durability.

F. New Vehicles: The timeline for new vehicles will be no more than 10 business days to complete. The scheduling for the application of graphics is coordinated through the City Representative.

G. Damaged Vehicles and Material Reinstallation:

i. The timeline for rewrapping/reinstallation of materials on repaired vehicles shall be no more than 5 business days.

ii. Vehicles are assigned to individual officers and must be “road-ready” as soon as possible after repair.

iii. The complete wrap/installation of the damaged area shall be provided on an as-needed basis in accordance with a prorated value of the type of vehicle listed in Section I on the bid sheet and the associated labor costs under Section II as described below:

a) Front of vehicle 20%

b) Passenger Side of vehicle 25%

c) Driver Side of vehicle 25%

d) Roof 15%

e) Rear 15%

OR

As mutually agreed upon by the City Representative and the awarded Contractor at a prorated portion to equal an appropriate estimate for labor and material.

I. Material Removal- If the City requests the removal of decal or wrap material, then all reasonable precautions must be taken by the Contractor to avoid damage to the vehicle. If the Contractor deems the material too difficult to remove or expects that material removal will damage the vehicle, they must consult with the City’s Point of Contact prior to the start of the project. Additionally, any vehicle that has had graphic material on it for more than eight years should be discussed with the Point of Contact about possible damages and how to address the removal of the material.

5. REPAIR SERVICES: The contractor shall Perform small repair services at the following location:

City of Round Rock Vehicle Maintenance 901 Luther Peterson Place Round Rock, Texas 78664

A. Have all equipment necessary to perform services at the location listed above.

6. Pickup and Delivery of City Vehicles: The Contractor shall provide pickup and delivery services for the

City’s regular vehicles as needed by the City.

A. The City requires the Contractor to arrange for pickup of the vehicle(s) requested for repair.

B. The City’s pickup and delivery location is:

City of Round Rock Vehicle Maintenance 901 Luther Peterson Place Round Rock, Texas 78664

C. Pick up and drop off vehicles shall occur during normal business operating hours of 8:00 am - 5:00 pm.

This will not include holidays or weekends.

D. Under no circumstance are police vehicles to be driven to the facility by non-police personnel; they will be delivered with a cover that says out of service for repairs. This cover will be on the vehicle at

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026 all times except when facility is working on that vehicle.

E. The City must be contacted promptly upon completion of work so that the vehicle can be placed back in service.

7. Facility Requirements: The Contractor shall- A. Have a facility large enough to accommodate the Contractor’s current workload as well as the additional workload resulting from award of this contract.

B. Provide daily, year-round service regardless of weather conditions.

C. 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.

D. 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

5. WARRANTY: All goods shall be warranted against defects in material and workmanship for a period of no less than 12 months beginning with the date of installation of the part as evidenced by the City’s work order. If the manufacturer’s standard warranty exceeds twelve months, then the manufacturer’s standard warranty shall be in effect. The successful Contractor shall furnish a copy of the manufacturer’s warranty at time of delivery.

6. CONTRACTOR RESPONSIBILITIES: The Contractor shall- A. Coordinate scheduling with the City.

B. Check in with the reception desk upon arrival on site.

C. Confirm graphics and locations of graphics on vehicles with City prior to installation.

D. Provide the City with an estimate for departmental approval prior to work commencement. Work on any vehicle may not begin until the estimate is accepted and a Purchase Order is issued by the City.

E. All materials and labor must be listed on the estimate so the City can confirm contract pricing is being observed.

7. CITY RESPONSIBILITIES: The City will-

A. Coordinate scheduling with the Contractor.

B. Provide a shaded vehicle bay in which the Contractor can perform necessary services. This bay is a permanent enclosed building with door access on two sides. The bay is not temperature-controlled but does have heating in the winter and is open to the rest of the shop.

C. Ensure the vehicle has been in the shaded bay for a minimum of 30 minutes prior to scheduled work.

D. Provide electrical outlets used to complete tasks if necessary.

E. Provide the Contractor with a Purchase Order prior to work commencement.

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

PART V

PROPOSAL PREPARATION INSTRUCTIONS

AND EVALUATION FACTORS

1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty (120) calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the proposal.

2. PROPOSAL RESPONSE: Responses shall be clear and concise while appropriately responding to the evaluation criteria listed below in Section 3. In order to do business with the City of Round Rock you must be registered with the City’s Vendor Database. To register, go to:

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

Proposal Submittal Instructions: The Respondent shall include all of the following documents in their response-o Attachment A- Proposal Submittal Form o Attachment B- Reference Sheet o Attachment C- Cost Proposal Sheet o Acknowledged Addenda (if applicable) o Segment requirements listed below.

o A statement of your compliance with all applicable rules and regulations of Federal, State and Local governing entities.

o List of Exceptions (if any)- Be advised that exceptions to any portion of the Solicitation may jeopardize acceptance of the Proposal by the City. Exceptions to this solicitation if any, shall be submitted on a separate sheet labeled “Exceptions” with the Respondent’s proposal.

3. EVALUATION CRITERIA:

A. Segment 1 – Respondent’s Solution, Approach, & Timeline

i. System Concept and Solution: Define in detail your understanding of the requirement presented in the Scope of Work of this request for proposal and your system solution. Provide all details as required in the Scope of Work and any additional information you deem necessary to evaluate your proposal.

ii. Program Approach and Timeline: Describe your technical plan for accomplishing the required work and the estimated timeline for the project. Specifically indicate:

1) Provides a logical, thorough workflow from design to installation to post-installation care.

2) Identify potential challenges (color matching, surface preparation, scheduling, fleet variations) and explain how they will mitigate these.

3) Describe surface prep, cleaning, lamination, curing times, and environmental controls.

4) Provide a quality-control plan for inspections, defect handling, and rework.

5) Explain how they ensure color consistency and branding accuracy across the fleet.

6) Provide a realistic and efficient project timeline.

7) Demonstrate capacity to handle multiple vehicles or urgent requests.

8) Respondent shall submit a portfolio of designs and applications created by your company and examples of installation work performed. Items of work that are similar to the City’s needs should be a part of the portfolio https://www.roundrocktexas.gov/city-departments/finance/purchasing/

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

B. Segment 2 – Company Work Experience and Personnel

i. Business Organization: State full name and address of your organization and identify parent company if you are a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the State in which incorporated or licensed to operate.

ii. Project Management Structure: Provide a general explanation and chart which specifies project leadership and reporting responsibilities; and interface the team with City project management and team personnel.

iii. Prior Experience: State the number of years the Respondent company has been providing the services requested in the solicitation. Describe only relevant municipal, governmental, corporate, and individual experience for the company and personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Do not include experience prior to 2014. Supply the project title, year, and reference name, title, present address, and phone number of principal persons for whom prior projects were accomplished.

iv. Personnel: Include names, qualifications, and resumes of all personnel who will be assigned to the account. State the primary work assigned to each person and the percentage of time each person will devote to this work. Identify key persons by name and title.

v. Contractors’ past performance with the City may be evaluated.

B. Segment 3 – Cost Proposal: Information described in the following subsections is required from each Proposer. Your method of costing may or may not be used but should be described. A firm fixed price or not-to-exceed Contract is contemplated.

i. Manpower. Itemize to show the following for each category of personnel with separate hourly rate.

1) Estimated hours for each category of personnel.

2) Rate applied for each category of personnel

ii. Itemized Cost of Supplies and Materials

iii. Total (not to exceed) Cost

4. EVALUATION SCORING: The intent of the City is to award to one Respondent in accordance with the evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best meets the requirements and provides the best overall value to the City.

A. Evaluation Criteria: Weights:

• Respondent’s Solution, Approach, & Timeline (Segment 1) 35 pts

• Company Work Experience and Personnel (Segment 2) 35 pts

• Cost Proposal (Segment 3) 30 pts

Maximum Weight: 100 pts

B. An evaluation committee will be established to evaluate the proposal. The committee will include employees of the City and may include other impartial individuals who are not City employees. The evaluation committee will determine if discussions and/or Best and Final Offers (BAFO) are necessary.

Award of a contract may be made without discussions or BAFO, if in the best interest of the City. The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal response. The City may, at its discretion, require respondents to provide oral presentations of their proposals. The City reserves the right to rescore an offer based on the provided demonstrations. A request for a BAFO is at the sole discretion of the City and will be requested in writing. The evaluation committee will evaluate the finalists and make a recommendation for award.

C. The City reserves the right to reject any or all proposals submitted, or to award to the respondent who in the City’s opinion, offers the best value to the City. The City also reserves the right to cancel the RFP process and pursue alternate methods for providing the requirements.

D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any proposal.

RFP No. 26-003 Commodity Code 928-57, 255-26 January 2026

E. The City reserves the right to waive any minor technicality, irregularities, or informalities noted in the submission process. Submission of proposal confers no legal rights upon any Respondent.

F. The City reserves the right to request further documentation or information and to discuss proposal response with any Respondent in order to answer questions or to clarify any aspects of the proposal.

G. The City may develop a “short list” of qualified proposal and may determine that the Respondent(s) should submit a Best and Final Offer (BAFO). Each “short listed” Respondent will be given a reasonable opportunity for discussion and revision of their proposal.

5. AGREEMENT NEGOTIATIONS AND AWARD PROCESS:

A. A proposal presented in response to this RFP is subject to negotiation concerning any issues deemed relevant by the City. The City reserves the right to negotiate any issue with any party. Any unsolicited communication by the Respondent to a City official, undesignated employee, or an evaluation team member evaluating or considering the offers may be grounds for disqualifying the offending Offeror from consideration of award.

B. Submission of proposal indicates the Respondent’s acceptance of the evaluation process and recognition that the City may make subjective judgments in evaluating the proposal to determine the best value for the City.

C. If negotiations are successful, the City and Respondent may enter into an agreement. If negotiations are unsuccessful, the City may formally end negotiations with that Respondent.

D. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most advantageous, or to waive any irregularities or informalities in the submittal received.

E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a City of Round Rock contract is required prior to starting work and processing any payments to the Contractor.

6. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but not be limited to the following:

A. The method to provide a smooth and orderly transition of services performed from the current Contractor.

B. Provide City contact(s) information for implementation of the Agreement.

C. Identify specific milestones, goals, and strategies to meet objectives.