PD 1.0 IFB 27-007 CDBG Home Repairs Solicitation Requirements.pdf

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

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

INVITATION FOR BID (IFB)

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)

HOME REPAIRS

SOLICITATION NUMBER 27-007

OCTOBER 2026

http://www.roundrocktexas.gov/

City of Round Rock Community Development Block Grant (CDBG) Home Repairs

IFB 27-007

Commodity Code: 909-62 October 2026

COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) HOME REPAIRS

PART I

GENERAL REQUIREMENTS

1. INTRODUCTION: The City of Round Rock, hereinafter “the City,” seeks bids from firms experienced in home repair to provide all materials, labor, and services to residential homes in accordance with the Federal Community Development Block Grant (CDBG) Program.

The City of Round Rock Home Repair Program is a Community Development Block Grant (CDBG) program, funded by the U.S. Department of Housing and Urban Development (HUD). The primary program objectives are to make health and safety-related repairs to owner-occupied homes, with priority given to very low-income applicants, income-eligible elderly individuals, and individuals with disabilities.

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

Description Index

Part I – General Requirements Page(s) 2-6

Part II – Definitions, Standard Terms and Conditions, and Insurance Requirements Page 7

Part III – Supplemental Terms and Conditions Page(s)8-9

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

Attachment A – Reference Sheet Separate Attachment

Attachment B – Subcontractor Information Form Separate Attachment

Attachment C – Bid Sheet Separate Attachment

Attachment D – Prevailing Wage Rates Separate Attachment

Attachment E - Location #1 Separate Attachment

Attachment F- Location #2 Separate Attachment

Attachment G -Location #3 Separate Attachment

Attachment H – Location #4 Separate Attachment

Attachment I - Debarment Certification Separate Attachment

Attachment J - W-9 Form 2024 Separate Attachment

Attachment K - Conflict of Interest Affidavit and Info Separate Attachment

Attachment L - Equal Employment Certification Separate Attachment

Attachment M - Clean Air and Water Certification Separate Attachment

Attachment N - Certification of Non-Lobbying Separate Attachment

Attachment O - Non-Collusion Affidavit Separate Attachment

Attachment P - MBE WBE Information and Worksheet Separate Attachment

Attachment Q - Section 3 FAQ and Certification Separate Attachment

Attachment R- Insurance Instructions Separate Attachment

IFB 27-007

Commodity Code: 909-62

Cont’d

Attachment S – CDBG Federal Requirements Separate Attachment

Attachment T – SAM Registration Separate Attachment

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

EVENT DATE

Solicitation released Wednesday, 9/16/2026 8:00 AM CST

Mandatory Pre-Bid meeting/site visit Tuesday, 9/29/2026 9:00 AM CST

Deadline for submission of questions Friday, 10/02/2026 5:00 PM CST

City responses to questions or addenda Approx Wednesday 10/07/2026 5:00 PM CST

Deadline for submission of responses Friday 10/16/2026 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: Bidders 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-bid meeting/site visit, and inspection will be conducted to fully acquaint Bidders 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-bid meeting / site visit is mandatory.

i. Bidders shall sign-in at the pre-bid meeting to document their attendance.

ii. Immediately following the pre-bid meeting, a site visit tour will be conducted to enable Bidders to determine labor, equipment, supplies and materials necessary to perform the services specified herein.

iii. Bidders shall sign-in at each site the attend, to document their attendance.

iv. The City reserves the right to determine a response “not available for award” if the Bidder fails to attend the mandatory pre-bid meeting and site visit tour which shall initially begin at:

Round Rock Heritage Ctr 910 Heritage Ctr Cir Round Rock, Texas 78664

B. Bidders will be responsible for their own transportation for the site visit tour.

C. Bidders are strongly encouraged to bring a copy of the solicitation document with them to the pre-proposal meeting / site meeting/site visit.

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

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

IFB 27-007

Commodity Code: 909-62

6. RESPONSE DUE DATE: Appropriately submitted responses are due on the due date noted in PART I, Section 3 – Schedule of Events. The Bidder shall respond via the City’s electronic bidding platform, Bonfire:

https://roundrocktexas.bonfirehub.com

A. This Invitation for Bid (IFB) 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 Bidder’s expense and shall become the property of the

City.

7. BIDDER QUALIFICATIONS: The City has established the following minimum qualifications. Bidders who do not meet the minimum qualifications will not be considered for award. The Bidder shall:

A. Be firms, corporations, individuals, or partnerships normally engaged in providing CDBG home repairs 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 IFB evaluation process. Upon request, the Bidder shall provide two years audited financial statements, including any notes or supplemental schedules within 2 business days of the original request.

C. Be domiciled in or have a home office within the central Texas area of Round Rock, Texas.

D. 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

8. RESPONSE REQUIREMENTS: The Bidder, 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 Bidder shall include the following information with their bid response:

• Attachment A – Reference Sheet

• Attachment B – Subcontractor Information Form

• Attachment C – Bid Sheet

• Acknowledged Addenda (if applicable)

• Acknowledgment that the Respondent is located within the central Texas area of Round Rock, Texas.

9. 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 Bidder and of Bidder’s goods and services.

C. Quality of the Bidder’s goods and services.

D. The extent to which the goods and services meet the City’s needs.

E. Bidder’s past performance with the City.

F. The total long-term cost to the City to acquire the Bidder’s goods or services.

G. Any relevant criteria specifically listed in the solicitation.

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

IFB 27-007

Commodity Code: 909-62

Bidders may be contacted for clarification of bid and/or to discuss details of the services they are offering.

10. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the successful bidder 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

11. EX PARTE COMMUNICATION: Please note that to ensure 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 bid 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.

12. 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 interest 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 Bid Due Date: If you are a prospective bidder for the award of a contract (“Bidder”) 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 bids in response to an IFB, 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 bid due date.

B. After Bid Due Date: If you submit a bid to the City and you believe that there has been a deficiency in the bid process or the award, you have the opportunity to protest the bid process or the recommended award as follows:

i. You must file a written notice with 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 bid 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 bid 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, phone number, and email address.

b. 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.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm mailto:protest@roundrocktexas.gov

IFB 27-007

Commodity Code: 909-62

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 documents and will re-solicit the bid.

ii. Determine that no violation of rules or statutes has occurred and inform you and other interested parties via letter - which will include the determining factors.

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 27-007

Commodity Code: 909-62

PART II

DEFINITIONS, STANDARD TERMS AND CONDITIONS

AND INSURANCE REQUIREMENTS

1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this Invitation for Bid (IFB), the Bidder 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 Bidder 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 27-007

Commodity Code: 909-62

PART III

SUPPLEMENTAL TERMS AND CONDITIONS

1. AGREEMENT TERM: The term of the Agreement shall begin from date of award and shall remain in full force until inspection and acceptance of the completed project.

2. SUBCONTRACTORS If subcontractors will be used, the Bidder 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 contractor’s 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 the 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. The 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. 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 D and comply with all applicable sections of Chapter 2258.

Attachment D – Prevailing Rates are posted in this Solicitation Document on the Bonfire Portal https://roundrocktexas.bonfirehub.com

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 Bidder 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 person 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 Bidder shall:

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

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

6. PRICING: The Bidder shall determine and submit a fixed cost for the work and shall include all of the following: 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.

https://roundrocktexas.bonfirehub.com/

IFB 27-007

Commodity Code: 909-62

7. 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 that the services are not performed to the City's satisfaction, the contractor shall agree to re-perform the services to specification at no additional cost to the City. If any agreement or purchase order is cancelled due to non-acceptance, the required services may be purchased elsewhere.

8. PERFORMANCE REVIEW: The City reserves the right to review the awarded contractors’ performance anytime during the contract term.

9. 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.

10. 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. Bidders will be notified when the city staff makes a recommendation for award. The award announcement will be posted to the City’s website at https://roundrocktexas.bonfirehub.com once the City Council has approved the award recommendation and the agreement has been executed.

11. POST AWARD MEETING: The City and successful Bidder(s) may have 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 contractor.

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

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

12. POINT OF CONTACT / DESIGNATED REPRESENTATIVE:

A. Contractor’s point of contact: To maintain consistent standards of quality work performed, the City shall be provided with a designated point of contact upon award of the contract to include contact details.

The City’s designated representative shall be notified by the Bidder immediately should the point of contact change.

B. The City’s designated representative:

Elizabeth Alvarado Coordinator - CDBG Community & Neighborhood Services Phone: 512-341-3328 E-mail: ealvarado@roundrocktexas.gov

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

mailto:ealvarado@roundrocktexas.gov

IFB 27-007

Commodity Code: 909-62

PART IV

SCOPE OF WORK

1. INTRODUCTION: The City of Round Rock seeks to contract with qualified contractor (“Contractor”) to provide all material, labor, and services to repair residential homes in accordance with the Federal Community Development Block Grant (CDBG) Program.

2. PURPOSE: This Invitation for Bid (“IFB”) outlines the required services for repairing the exterior and/or interior of residential structures as detailed in the attached bid sheet. The scope of work includes, but is not limited to, the repair or replacement of flooring, countertops, fixtures, sheetrock, HVAC systems, exterior components, roofing, tile, plumbing, and other residential structural elements. All completed repairs must comply with applicable federal, state, and local building codes. The maximum spend for each location is $25,000. If repair estimates exceed $25,000, the repairs will be organized and addressed based on priority.

3. CONTRACTOR RESPONSIBILITIES: The Contractor shall-

A. Provide all labor, supervision, tools, equipment, materials, and supplies necessary to perform and complete the specified repairs in accordance with applicable local, state, and federal requirements.

B. Coordinate with the City to develop a mutually agreeable project schedule for each home repair. Work shall be completed within the timeframe established by the City and consistent with CDBG program guidelines.

C. Provide the City with a list of key personnel and responsible representatives, including names, titles, business addresses, phone numbers, and email addresses. Any changes in key personnel shall be communicated to the City immediately.

D. Be responsible for the removal, protection, and reinstallation of any existing items necessary to perform the repair (e.g., removal and reinstallation of a toilet to access a bathtub). Contractor shall restore all disturbed areas to their original or better condition.

E. Leave any excess interior and exterior paint with the homeowner in sealed containers labeled with the paint color, brand, and location of use.

F. Provide information to the homeowner and the City on any discontinued, surplus, or “off-market” products that are new or like-new and comparable to the materials present in each home. Colors that differ from existing finishes or that are neutral tones shall be approved in writing by the homeowner prior to installation.

G. Upon completion of the repairs, remove and properly dispose of all waste, surplus materials, containers, and debris. The property shall be left clean, safe, and in an orderly state.

H. All repairs shall be completed to a “move-in ready” condition, clean, safe, functional, and compliant with applicable codes and CDBG Housing Quality Standards (HQS).

I. Comply with all applicable CDBG and HUD requirements, including but not limited to: Davis-Bacon and Related Acts (if applicable), Section 3, Equal Opportunity Employment, and Lead-Based Paint regulations (24 CFR Part 35).

4. CITY RESPONSIBILITIES: The City will-

A. Provide the Contractor with the addresses of the homes to be repaired after contract award.

B. Monitor and inspect the repairs for compliance with the approved scope of work, codes, and CDBG requirements.

C. Coordinate schedules and access to homes with the Contractor and homeowners.

D. Provide final approval of the completed repairs before payment is issued.

E. Provide lead-based paint testing reports for any structures built prior to 1978 where lead hazards have been identified. Contractor shall follow all applicable lead-safe work practices and regulations.