9-PD 1.0 RFP Pavement Marking Services and Related Products.pdf

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

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

REQUEST FOR PROPOSAL (RFP)

PAVEMENT MARKING SERVICES AND RELATED

PRODUCTS

SOLICITATION NUMBER 25-028

JULY 2025

http://www.roundrocktexas.gov/

City of Round Rock Pavement Marking Services and Related Products RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025

PAVEMENT MARKING SERVICES, AND RELATED PRODUCTS

PART I

GENERAL REQUIREMENTS

1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after “the City” seeks proposals from firms with expertise in applying and removing reflective thermoplastic, pavement paint markings, curb painting, and related services.

As part of the City’s ongoing public works and transportation maintenance programs, the City is committed to maintaining safe and functional roadway infrastructure to support the ever-growing needs of its residents, businesses, and visitors.

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 July 16, 2025

Optional Pre Proposal Meeting July 25, 2025 @ 9:00 AM, CST

Deadline for submission of questions August 1, 2025 @ 5:00 PM, CST

City responses to questions or addendums Approx. August 5, 2025 @ 5:00 PM, CST

Deadline for submission of responses August 22, 2025 @ 3:00 PM, CST

Description Index

Part I – General Requirements Page(s) 2-5

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

Part III – Supplemental Terms and Conditions Page(s) 7-9

Part IV – Scope of Work Page(s) 10-11

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 – Subcontractor Information Form Separate Attachment

Attachment D – Cost Proposal Sheet Separate Attachment

Attachment E – Insurance Instructions Separate Attachment

Attachment F- Prevailing Wage Rates Separate Attachment

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025

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

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. OPTIONAL PRE-PROPOSAL MEETING,: An optional pre-proposal meeting will be conducted to fully acquaint Respondents with the scope of work, and difficulties or restrictions inherent in the specified services.

The pre-proposal meeting will be conducted online via Microsoft Teams on the date specified in PART I, Section 3- Schedule of Events. Please find the link below for your usage.

A. Respondents are strongly encouraged to familiarize themselves with the solicitation document.

Pre-Bid Meeting- RFP PAVEMENT MARKING AND RELATED SERVICES 25-028 | Meeting-Join | Microsoft Teams

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/whatsnew/elf_info_form1295.htm https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/portal https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmU2Nzg2NWQtMTljNi00ZjAyLWFiOGQtNmY5MWRmMzBkMTZm%40thread.v2/0?context=%7b%22Tid%22%3a%22a33c69e4-0e38-4e23-b638-0d6dd8fd2445%22%2c%22Oid%22%3a%22bed1f798-8f55-4e19-a7b2-9cec38b5b37c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmU2Nzg2NWQtMTljNi00ZjAyLWFiOGQtNmY5MWRmMzBkMTZm%40thread.v2/0?context=%7b%22Tid%22%3a%22a33c69e4-0e38-4e23-b638-0d6dd8fd2445%22%2c%22Oid%22%3a%22bed1f798-8f55-4e19-a7b2-9cec38b5b37c%22%7d https://roundrocktexas.bonfirehub.com/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

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 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.

mailto:protest@roundrocktexas.gov

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025 v.

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.

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

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. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025

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 pavement marking, services, and related products as specified herein and have adequate organization, facilities, equipment, financial capability, and personnel to ensure prompt and efficient service to the City.

B. 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.

C. 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.

3. SUBCONTRACTORS: If Subcontractors will be used the Respondent is required to complete and submit with their proposal response Attachment C: 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.

4. PREVAILING WAGE: Pursuant to Chapter 2258 of the Texas Government Code, a worker employed on a public work project by a city must be paid: (1) not less than the general prevailing wage rate of per diem wages for work of a similar character in the locality in which the work is performed; and (2) not less than the general prevailing rate of per diem wages for legal holiday and overtime work. In accordance with Chapter 2258.022, the City adopted through Resolution No. R-2016-3760 the wage rates set forth by the Texas Workforce Commission for the Austin-Round Rock Area as the general prevailing wage rate for the City’s public works contracts. A contractor or subcontractor who is awarded a contract by the City shall pay not less than the rates set forth in Attachment F and comply with all applicable sections of Chapter 2258.

Attachment F – Prevailing Rates are posted in Solicitation Documents for RFP 25-028 Pavement Marking and Related Products on the City of Round Rock Bonfire website at:

https://roundrocktexas.bonfirehub.com https://roundrocktexas.bonfirehub.com/

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

5. 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.

6. 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.

7. 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.

8. PRICE INCREASE: Contract prices for Pavement Marking and Related Products 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 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.

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

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025 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.

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

11. 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.

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://roundrocktexas.bonfirehub.com once City Council has approved the recommendation of award and the agreement has been executed.

13. 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:

Matt Fitzgerald Transportation Superintendent Public Works Phone: 512-341-3186 E-mail: mattfitzgerald@roundrocktexas.gov

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

14. 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.

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36 August 2025

PART IV

SCOPE OF WORK

1. PURPOSE: The City seeks proposals from qualified Respondents to furnish all labor, materials, equipment, tools, transportation, and incidentals necessary for the performance of pavement marking services and related products on an as-needed basis, in accordance with the specifications outlined within the scope of work.

The City of Round Rock manages approximately 1,300 lane miles of roadways within its jurisdiction. The transportation division’s street maintenance program aims to preserve and improve the conditions of existing roadways by monitoring, repairing, and maintaining the state of its roadways and streets as needed.

2. MATERIAL SPECIFICATIONS: All materials, equipment, preparation, application and removal methods shall be in accordance with the latest revisions of the City of Round Rock’s Design and Construction Standards (DACS), Series 800 – Urban Transportation and the latest revisions of the Texas Manual on Uniform Traffic Control Devices (TXMUTCD).

A. City of Round Rock Transportation Department DACS available at: www.roundrocktexas.gov/wp-content/uploads/2014/12/Standard-Urban-Transportation-800.pdf

B. Texas Department of Transportation TXMUTCD is available at: Texas Manual on Uniform Traffic Control Devices (TMUTCD)

3. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed across the City, the City shall be provided with a designated and identified crew leader/point of contact upon award of the contract.

A. The City shall be provided with the designated person's name and telephone number.

B. This contact person shall remain the same throughout the term of the contract or upon termination of the contact person. If a change has been made in the contact person, 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.

4. 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.

http://www.roundrocktexas.gov/wp-content/uploads/2014/12/Standard-Urban-Transportation-800.pdf http://www.roundrocktexas.gov/wp-content/uploads/2014/12/Standard-Urban-Transportation-800.pdf https://www.txdot.gov/business/resources/traffic-design-standards/tmutcd.html https://www.txdot.gov/business/resources/traffic-design-standards/tmutcd.html

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

5. SERVICE REQUIREMENTS: The Contractor shall-

A. Use machine or hand application per the instruction of the City’s designated representative.

B. Use equipment licensed and inspected by the Texas Department of Transportation and comply with all applicable State, Federal, and OSHA regulations.

C. Only perform work within the City limits of Round Rock and only at the specified locations approved by the City’s designated representative through a written Notice to Proceed.

D. Conduct traffic control during projects for the duration of each job consistent with the provisions set forth in the “1980 Texas Manual on Uniform Traffic Control Devices for Streets and Highways” or the latest revisions thereof, issued under the authority of the “State of Texas Uniform Act Regulating Traffic on Highways”, codified as Article 6701d Vernon’s Civil Statues, pertinent sections being Section Nos. 24, 29, 30 and 31.

E. Complete all work within thirty (30) days from the scheduled start date.

F. Services shall include materials, equipment, construction methods, measurements, application and removal of markings of the specified types, colors, shapes, sizes, widths, and thickness shown on plans or as the City may require.

6. CONTRACTOR RESPONSIBILITIES: The Contractor shall-

A. Staff each job with sufficient personnel to ensure safe and timely completion of the work.

B. Coordinate with the City to develop a project schedule that is mutually agreeable to both parties.

C. Demonstrate to the City’s designated representative that all the work has been completed per the contract specifications and codes.

D. Comply with all applicable safety standards as outlined in the Texas Manual on Uniform Traffic Control

Devices (TXMUTCD).

E. Keep the adjacent areas of the work site free from rubbish and the accumulation of any waste materials and properly dispose of all rubbish and waste materials according to applicable federal, state, and local health, safety, and environmental laws, ordinances, rules and regulation .

7. CITY RESPONSIBILITIES: The City will-

A. Provide specific location information to perform the work.

B. Share applicable City plans with the Contractor for project reference.

C. Provide instruction on the type of application (machine or hand) for each job.

D. Provide access to any location that is not available to the public.

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

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://roundrocktxvendors.munisselfservice.com/Vendors/default.aspx

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- Subcontractor Information Form o Attachment D- Cost Proposal Sheet o Attachment E- Insurance Instructions o Attachment F- Prevailing Wage Rates 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 – 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. 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.

iii. 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.

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

https://roundrocktxvendors.munisselfservice.com/Vendors/default.aspx

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

B. Segment 2 – Cost Proposal: Proposer shall complete Attachment D: Cost Proposal Sheet. All lines must be quoted in order to be considered responsive. Alternative bids will not be considered. Unauthorized modifications to the bid sheet format will result in the rejection of the bid.

Section I: Thermoplastic Reflectorized Pavement Marking Application ( hand and machine application)

1. Complete lines 1-16

2. Each line requires an all-in price based on the respective unit of measurement

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:

• Company Work Experience and Personnel (Segment 1) 40 pts

• Cost Proposal (Segment 2) 60 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, elect to have respondents provide oral presentations of their proposal. The City reserves the right to rescore an offer based on 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.

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.

RFP No. 25-028 Commodity Code: 968-61, 912-76, 550-36

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.