PD 1.0 RFP 26-018 Concrete Excavation Svcs.pdf

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

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

REQUEST FOR PROPOSAL (RFP)

CONCRETE AND EXCAVATION SERVICES

SOLICITATION NUMBER 26-018

SEPTEMBER 2026

http://www.roundrocktexas.gov/

City of Round Rock Concrete and Excavation Services RFP No. 26-018 Commodity Code: 906-19/913-61/913-62

SEPTEMBER 2026

CONCRETE AND EXCAVATION SERVICES

PART I

GENERAL REQUIREMENTS

1. PURPOSE AND BACKGROUND: The City of Round Rock, hereinafter “the City,” seeks proposals from firms experienced in excavation, maintenance, repair, renovations, installation, and alteration of concrete.

The City has approximately 1,000,000 square feet of maintained property and occupies approximately 56 facilities. The buildings consist of both commercial and residential-type structures.

Facilities maintained vary and can include, but are not limited to, office buildings, police departments, fire stations, park facilities, and parking garages. City buildings may need maintenance, repair, and renovations for concrete and excavation of various scopes and sizes throughout the term of the contract. The City intends to award to the top two vendors. The total contract value shall not exceed $300,000 per fiscal year for the term of the contract(s).

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

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) 9-13

Part V – Proposal Preparation Instructions and Evaluation Factors Page(s) 14-16

Attachment A- Proposal Submittal Form Separate Attachment

Attachment B – Reference Sheet Separate Attachment

Attachment C – Prevailing Wage Rate Separate Attachment

Attachment D – Cost Proposal Sheet Separate Attachment

Attachment E – Subcontractor Information Form Separate Attachment

Attachment F – Sample Work Order Form Separate Attachment

Attachment G- Sample Invoice Separate Attachment

Attachment H- City Insurance Instructions Separate Attachment

Attachment I- City’s Terms and Conditions Separate Attachment

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

EVENT DATE

Solicitation released September 16, 2026

Deadline for submission of questions September 30, 2026 @ 5:00 PM, CST

City responses to questions or addendums October 5, 2026 @ 5:00 PM, CST

Deadline for submission of responses October 16, 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

3. 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.

4. 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.

5. 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/

6. 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.

7. 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 https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/portal https://roundrocktexas.bonfirehub.com/ https://www.ethics.state.tx.us/filinginfo/1295/

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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

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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/

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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 the 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 resolicit 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 the award. The Respondent shall:

A. Be firms, corporations, individuals, or partnerships normally engaged in providing concrete and excavation 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 of 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. Have, at minimum, five (5) years' commercial experience.

F. Must have a physical business location within Travis or Williamson County, Texas.

3. SUBCONTRACTORS: If Subcontractors will be used, the Respondent is required to complete and submit with their proposal response Attachment B: Subcontractor Information Form. The Contractor shall be fully responsible to the City for all acts and omissions of the Subcontractors, just as the Contractor is responsible for the 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 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 C and comply with all applicable sections of Chapter 2258.

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:

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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 employees.

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 the 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.

Prices for materials will be on a cost-plus basis. The percentage (%) markup shall not be greater than XX%.

Invoices for work performed shall require a copy of a supplies receipt to be included. Failure to provide the contracted cost-plus percentage (%) on an invoice may result in payment at cost.

8. PRICE INCREASE: Contract prices for concrete and excavation 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 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. AACCEPTANCE/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.

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

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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:

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

C. Do not contact the individual listed above with questions or comments 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.

https://roundrocktexas.bonfirehub.com/portal mailto:ddzialo@roundrocktexas.gov

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PART IV

SCOPE OF WORK

1. PURPOSE: The City of Round Rock, hereinafter “the City,” seeks proposals from firms experienced in excavation, maintenance, repair, renovations, installation, and alteration of concrete.

2. CONTRACTOR REQUIREMENTS: The Contractor shall

A. Provide on-site services, including all materials and labor necessary to perform maintenance, repair, renovations, installation, or alteration for various City-owned or occupied locations on an as-needed basis for concrete and excavation work. Services shall consist of repairs and new projects.

B. Services performed shall require prior authorization from the City's Building Construction (BC) Department. Only services meeting the herein-mentioned specifications of new construction or matching of existing conditions on workmanship will be accepted.

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 due to termination, the City's designated representative shall be notified by the Contractor immediately at the time of the change.

C. NO substitutions of key personnel shall be permitted without written approval of the authorized City's designated representative.

D. 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.

E. The City shall also be provided with a secondary designated contact person to communicate with if the primary contact is unavailable.

4. RESPONSE TIME: Response times shall be as follows:

Non-Emergency Service Calls: “Non-emergency services” are defined as requests for repairs that, if the issue is not resolved in a reasonable amount of time, will stop normal operations. The Contractor shall:

A. Respond and provide a written estimate for non-emergency service calls within two (2) days and B. begin work within five (5) days of the original request provided a PO is issued to the Contractor.

C. Services will be performed during normal operation hours which are 7:00AM-6:00PM.

D. Contractor is expected to follow all noise ordinances set forth by the City.

5. REGULAR AND OVERTIME WORK HOURS:

A. Regular business hours are from 7:00AM to 6:00PM.

B. Weekends may be permitted on an as needed basis. Services provided on weekends will not be considered overtime hours unless the Contractor’s personnel have exceeded 40 hours in the current week.

C. Overtime pay is only permitted in instances where the City deems the work to be necessary and prior written approval is given in advance of the work performed.

D. Approved overtime work performed in excess of regular work hours shall be based on the rate of regular labor not to exceed one and one half (1 ½) times the fixed hourly rate for the tradesman performing the service.

E. Respondent shall submit a total hourly and overtime rate price for labor that includes, but not be limited to, all costs for labor, overhead charges, travel, and payroll expenses.

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6. WORKMANSHIP: Work under the resulting contract will be defined on a per job basis. Quality work is expected of the Contractor and completed work must be signed off and approved by the City of Round Rock’s authorized point of contact. All materials furnished in carrying out this agreement shall be of the appropriate character and quality as required by the project specifications, scope, and/or existing conditions. Where no standard is specified, Contractor shall perform equal or better to the level of finish for the currently existing conditions and be compliant with all applicable code requirements.

A. All materials used in any project shall be new unless pre-approved by the City's designated representative.

B. At the conclusion of each project the Contractor shall demonstrate to the City's designated representative that the work is fully operational and in compliance with project specifications, scope, existing conditions, and/or codes.

C. The Contractor shall at all times keep the adjacent areas of the work site free from construction debris and the accumulation of any waste materials.

D. Should the Contractor neglect or refuse to remove such unsatisfactory work or materials within 48 hours of notice by the City, or if they fail to make satisfactory progress in doing so, the City may remove materials or complete work at the Contractor's expense. Such expense shall be deducted from any monies due or shall become due to the City by the Contractor under the agreement.

7. PERMITS/INSPECTIONS: If the project requires permitting and inspections the Contractor shall:

A. Assist City of Round Rock (CORR) representative with any information requested if a project permit is required.

B. Schedule all inspections as required/requested by building inspections at the following website:

https://etrakit.roundrocktexas.gov/etrakit/

C. Notify the CORR representative prior to requesting an inspection to do a pre-inspection walk.

D. Notify the CORR representative once an inspection has been requested and provide an estimated date and the time the inspection will take place.

E. Notify the CORR representative of the results of inspections.

F. If any item does not pass inspection, it is the Contractor’s responsibility to correct the item at no additional cost to the City.

8. TESTING SERVICES: When required by the project scope, plans, specifications, or City representative, the Contractor shall:

A. Provide applicable concrete and soil testing.

i. Concrete testing may include slump, temperature, air content, and compressive strength

ii. Soil testing may include moisture, density/compaction, and verification of fill or base materials

iii. Test results shall be provided to the City. Required testing shall be identified in the project estimate prior to work beginning unless otherwise directed by the City

9. EXCAVATION SERVICES: The following contains the minimum requirements and experience for excavation services required by the City. The Contractor shall:

A. Have experience with excavation and compaction in various soil types and be able to interpret and comply with geotechnical reports if necessary.

B. Review all geological surveys performed by the City prior to the beginning of excavation. If no survey has once completed, the Contractor shall review with the City if one is required before the start of excavations.

C. Have all required equipment necessary to perform excavations.

D. Operators of large and/or heavy equipment shall be fully qualified, licensed, and certified as required by OSHA, industry standards, state, and federal laws.

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E. Be responsible for exporting existing soils and import new soils as required based on each job’s unique requirements.

F. Provide all trucking tickets for importing and exporting soils. The Contractor is allowed up to a maximum of 15% markup for trucking tickets.

10. DEMOLITION SERVICES: If demolition services are required the contractor shall:

A. Saw cut existing concrete as required to create clean lines for any necessary repairs or removal.

B. Be responsible for haul-off of all debris.

C. Use Epoxy dowel into existing concrete when making repairs.

D. Ensure all drawings/plans are accurate before demolition starts.

E. Take necessary precautions to preserve all existing trees, plants, and shrubs.

F. Not remove trees and plants for construction right-of-way unless approval is granted by the City

POC and only if justifiable and necessary.

G. Maintain the streets and roads free from dust, mud, excess earth, or debris which constitutes a nuisance or danger to the public using the thoroughfare, or the occupants of adjacent properties as applicable.

H. Care shall be taken to prevent spillage on streets and roads over which hauling is done.

and any such spillage or debris deposited on streets, due to the contractors’ operations, shall be immediately removed.

11. CONCRETE FORMING/PLACING/FINISHING REQUIREMENTS: The following contains the minimum requirements and experience for concrete installation, repair, and finishing services required by the City.

The Contractor shall-

A. Ensure that all personnel are skilled and qualified to perform the services as requested.

B. Have a working knowledge of commercial concrete installation, repair, and finishing work.

C. Be able to properly lay out corners for slabs, verify elevations, and install forms based on that work.

D. Have experience with tying and installation of rebar per drawings or directive and supply shop drawings if required.

E. Be able to finish concrete to a level that meets industry standard specifications or match existing concrete if working on a repair.

F. Have a working knowledge of all tools and equipment applicable to the concrete trade, supply G. Contractor-owned tools, and have extensive knowledge of building materials.

H. Be able to work unsupervised and run their own crew.

I. Be familiar and comply with all City Design and Construction Standards found on our website at https://www.roundrocktexas.gov/city-departments/transportation/traffic-operations/design-andconstruction-standards/

12. ESTIMATES: Contractor shall provide a written "Not to Exceed" estimate on all projects at no charge to the City upon request. It is the Contractor's responsibility to ensure that all information is complete to provide an accurate estimate. The City will not incur charges from the Contractor until the Contractor arrives on site and begins work. In certain circumstances a sample of materials to be used in a project may be requested by the City's designated representative for approval before work commences.

Each written estimate shall include the following information:

A. Department name and location of the project B. Contractor's designated contact name and telephone number C. Breakdown of labor costs (number of workers, hours worked, hourly rate); also include Supervisor D. hours and rate if applicable

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E. Materials (detailed description, quantity, unit price, and extended price amounts) F. Cost of equipment rented to complete project G. Total cost (labor and materials) H. Description specifying work to be done I. Time projected to complete the project J. See Attachment F- Sample Work Order

13. INVOICE REQUIREMENTS: Each project shall be invoiced separately; the Contractor shall include detailed information on each invoice:

A. The total hours worked and hourly rate for labor. Labor hours shall include costs of labor, overhead charges, travel, payroll expenses and Supervisor total hours and rate if applicable.

B. Supplies and materials: The cost of supplies and materials shall be listed separately from labor. A maximum percentage markup, as indicated in the cost proposal sheet, will be allowed for material.

C. Invoices shall have attached a copy of paid materials receipt from the supplier.

D. See Attachment G- Sample Invoice

14. WARRANTY: Successful Respondent shall provide at minimum a one (1) year warranty on all workmanship and parts including but not limited to manufacturer's warranty, workmanship defects, and installation. All warranty work shall be completed within five (5) working days from notice of defect.

15. CONTRACTOR’S RESPONSIBILITIES: The Contractor shall-

A. Schedule all requested maintenance in advance with the City’s point of contact.

B. The Contractor is responsible for any site visits to verify existing conditions prior to construction. If any discrepancies arise between existing conditions and the scope of work, the City’s designated person shall be notified. If the Contractor fails to notify the designated person, it is assumed the discrepancy is included in the agreed-upon scope.

C. Properly dispose of all construction and waste materials according to applicable federal, state, and local health, safety, and environmental laws, ordinances, rules, and regulations.

D. Visit and inspect work locations prior to the submittal of an estimate. Submittal of the project estimate is evidence that the Contractor has familiarized themselves with the nature and extent of the work and any local conditions that may, in any manner, affect the scope of the work to be done, pricing, and the equipment, materials, and labor required. Inspection must be scheduled by contacting the City’s designated representative. Any variations in scope or pricing will only be considered on a case-by-case basis and must be approved in writing by the City POC prior to beginning the work.

E. The Contractor shall have full knowledge of the scope of work and have ability to anticipate and plan for variations prior to the project start date.

F. Provide written work estimates to the City’s point of contact via email for each project in advance of beginning work. The estimate shall include labor, equipment, parts, and materials required to perform repairs. Work shall not be initiated without the City’s consent in the form of a formal PO number.

G. Make all arrangements for delivery, unloading, receiving, and storing concrete material and supplies for each project. The City will not assume any responsibility for these shipments.

H. Provide work reports- Contractor(s) shall complete and furnish a work report for each project. A copy of each work report shall be presented with time and material used to support the cost assessment on the final invoice. Reports shall include, at a minimum, the following information:

i. Location of the worksite,

ii. Date and time of arrival at worksite,

iii. Time spent for repair,

iv. Date and time work at location is completed, RFP No. 26-018 Commodity Code: 906-19/913-61/913-62

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v. Part(s) ordered, hourly labor rate with quantities, and equipment rented, if necessary,

vi. A detailed description of all the completed repair work certifying the item is in working order shall

v. be signed by the City's designated representative at the time the work is completed

vi. Be responsible for rental of any equipment that may be required to complete task. Contract shall

vii. be permitted to charge a Percent Markup over cost not to exceed 15% for rental equipment.

I. 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.

16. CITY’S RESPONSIBILITIES: The City will-

A. Provide the Contractor with a complete and accurate project overview with the request for an estimate.

B. Coordinate scheduling with Contractor.

C. Ensure work area is reasonably free of safety hazards.

D. Provide access to locations where services are required.

E. Provide local vehicle parking and access to the work areas. If suitable parking cannot be furnished by the

City, the Contractor shall arrange for off-site parking and transportation to/from the work site.

F. Provide reasonable access to standard power and water utilities as needed to complete the project.

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

H. Review all invoices to ensure accuracy.

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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 D- Cost Proposal Sheet (if applicable) o Attachment E- Subcontractor Form (if applicable) 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 required work and the estimated timeline for a project. Include such time-related displays, graphs, and charts as necessary to show tasks, sub-tasks, milestones, and decision points related to the Scope of Work and your plan for accomplishment. Specifically indicate:

a) Describe your construction management approach and ability to coordinate work with all City personnel and suppliers in order to meet the deadlines established in the submittal construction schedule

b) Describe your ability to complete the project within the schedule, taking into account existing commitments.

c) Describe your ability to identify and resolve potential issues, delays, etc.

d) Describe your back up/contingency plan for any unanticipated delays.

e) Describe your quality control program. Explain the methods used to ensure quality control during the construction phase of the project. Provide specific examples of how these techniques or procedures were used from any of three (3) projects listed in response to Tab 5 Prior Experience

f) Provide complete construction schedule assuming a notice to proceed will be provided within 30 days of bid opening (actual notice to proceed will be a different date). Schedule shall match the https://www.roundrocktexas.gov/city-departments/finance/purchasing/

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calendar days required to reach final completion for the project as provided in this agreement.

g) Describe the scheduling techniques, including any scheduling or project management software, you would employ on this project.

h) Include a description of your company’s safety program and provide a summary of your OSHA

200/300 logs for the last three years

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.

C. 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. Section I: Labor Costs

ii. Section II: Percentage Markups.

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 these 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, 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.

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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.

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.