HomeMy WebLinkAboutAgenda_PAREB_07.08.2021Notice of Meeting for the
P arks and Recreation Adv isory Board
of the City of Georgetown
July 8, 2021 at 6:00 P M
at 1101 N. College Street, Georgetown, T X 78626
T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable
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Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay
Texas at 711.
The P ar ks and R ec re ation Advisor y B oar d is now mee ting in pe rson. A
quor um of the P ar ks and R ec re ation Advisor y B oar d will be in atte ndanc e at
the P ar ks and R ec re ation Administr ation B uilding at 1101 N . C ollege
Str ee t. It is possible that one or more boar d membe rs may atte nd via vide o
Confe re nc e using the Zoom clie nt.
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c ontac t J ill K ellum at jill.ke llum@geor getown.or g or at 512-930-8481 or
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Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose
authorized by the O pen Meetings Act, Texas G overnment C ode 551.)
A C all to O rder - Katherine Kainer, P arks and R ec reation Advisory Board C hair
B R oll C all - Katherine Kainer, P arks and R ecreation Advis ory Board C hair
C P arks and R ec reation staff member introduc tion and presentation - Kimberly G arrett, P arks and
R ec reation Direc tor
D Update from the F riends of G eorgetown P arks and R ecreation - P eter Bahrs, P arks and R ec reation
Advis ory Boardmember Liais on
E C apital P rojec t Updates - Kimberly G arrett, P arks and R ecreation Director
F Direc tor R eport - Kimberly G arrett, P arks and R ecreation Director
L egislativ e Regular Agenda
G C ons ideration and possible action to recommend approval of tree pruning and removal service contrac ts
with Legacy Arbor C are of C edar P ark, T X and Tree Amigos , LLC of C edar P ark, T X in a total annual
amount not to exc eed $300,000. – Jamie Beran, P arks S uperintendent
Page 2 of 50
H C ons ideration and possible action to recommend approval of a Buy Board purchas e of a pavilion through
the P laywell G roup, Inc . of Boerne, Texas in the amount of $51,874.71 to be cons tructed at G arey P ark. -
Dave Melaas , P arks and R ecreation P roject Manager
I C ons ideration and possible action to recommend approval of a Buy Board c ontract for cons truction of a
pavilion through P layworks, Inc . of Boerne, Texas in the amount of $78,873.34, to be c onstruc ted at
G arey P ark. - Dave Melass, P arks and R ec reation P rojec t Manager
J C ons ideration and possible action to approve minutes from the June 10, 2021 meeting - Jill Kellum,
Adminis trative S upervis or
Adjournment
Adjourn - Katherine Kainer, P arks and R ec reation Advisory Board C hair
Ce rtificate of Posting
I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of
Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily
acc es s ible to the general public as required by law, on the _____ day of _________________, 2021, at
__________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said
meeting.
__________________________________
R obyn Dens more, C ity S ec retary
Page 3 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
C apital P roject Updates - Kimberly G arrett, P arks and R ec reation Direc tor
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
Eric Nuner, As s is tant Director of P arks and R ecreation
AT TAC H ME N T S:
Description Type
Project updates Backup Material
Page 4 of 50
Parks and Recreation
Capital Improvement Projects – July 8, 2021
ADA Trail Reconstruction – Bids were received for the ADA Trail Reconstruction on February 23rd. Six
contractors submitted bids for the project. Pre-construction meeting is scheduled for June 30 to go over
project details. The project will begin by July 1st and is scheduled for completion by the end of
September. The project scope will replace non-compliant sections of trail from Chandler Park to just
west of the Interstate 35 bridge.
Heritage Gardens (Community Garden) – Final drawings were submitted to Planning for approval.
Comments from Planning indicated that the site plan and elements of the design had triggered the
Unified Development Code and additional requirements beyond the original scope of the project, to
include sidewalks. Staff are working with planning to revise the current site plan and develop a phased
approach to redevelopment of the park.
University Park – Staff has begun the planning process for redevelopment of University Park to include
playground replacement, landscape improvements and additional site amenities. A survey was sent to
neighborhood residents and is currently being reviewed by staff. A neighborhood public meeting will be
scheduled to discuss the survey results in July. No change.
Park ADA Modifications – Staff bid four park projects listed in the ADA Transition Plan. Summercrest,
Old Town, Edwards and Bark Park will be receiving updates to provide ADA accessibility. The project will
start in July.
Page 5 of 50
Wolf Crossing Trail – 90% drawings have been submitted to park staff for review. The project will be
presented to Planning for P&Z approval and permitting. Parks staff and consultants are working out final
easement agreements with landowners for trail right of way. Bid schedules have not been determined
to date. No change.
Parks, Recreation and Open Space Master Update – The Master Plan kick off meeting was held on April
20th. There are 5 Stakeholder Meetings scheduled between May 12 -19. A virtual public project kick-off
meeting was held on May 24. GreenPlay has developed a community needs assessment survey that will
be mailed to 4000 random residents. There will also be an open link for anyone who does not receive a
paper copy.
Page 6 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
Director R eport - Kimberly G arrett, P arks and R ec reation Direc tor
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
NA
S UB MIT T E D B Y:
Kimberly G arrett, P arks and R ec reation Direc tor
Page 7 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to rec ommend approval of tree pruning and removal s ervic e c ontracts
with Legac y Arbor C are of C edar P ark, T X and Tree Amigos, LLC of C edar P ark, T X in a total annual
amount not to exceed $300,000. – Jamie Beran, P arks S uperintendent
IT E M S UMMARY:
P arks and R ecreation currently bids eac h tree pruning and removal projec t individually as a need arises.
T his is an ineffic ient proc es s that may c ause project delays , impact tree health, and impact public s afety.
P arks and R ecreation public ly bid an annual tree pruning and removal s ervic e c ontract in F ebruary 2021 to
addres s these is s ues. T he invitation to bid s pecified an award to one primary contrac tor and one
s econdary contrac tor bas ed on the bes t value for the c ity following evaluation criteria c ontained in the bid.
C ompetitive s ealed bids were opened on F riday, Marc h 5, 2021. Two c ontractors were selec ted bas ed on
a best value criterion.
T he c ontracts will provide effic ient pruning and removal of hazardous trees or limbs in C ity parks .
Additional services that may be utilized in this agreement include ins ect and disease treatments for trees,
s oil aeration, root excavation, deep root fertilization, air spading and arboris t cons ult services. T he
contrac ts will allow the C ity to have two contrac tors available for tree work as it arises. Both contrac tors
are c urrently providing quality services to the C ity of G eorgetown. T hese annual s ervic e c ontracts will
allow for greater flexibility in completing larger sc ale and emergenc y projects . Additionally, these
contrac tors are c ertified arboris ts through the International S ociety of Arboriculture (I S A).
S taff recommends the approval of c ontracts with Legacy Arbor C are and Tree Amigos for tree pruning
and removal s ervic es in an amount not to exc eed $300,000 annually. T he initial term of the contrac ts will
expire on S eptember 30, 2021, with the option for three additional one-year renewals .
F IN AN C IAL IMPAC T:
F unds are budgeted in 228, C C 0211, Tree and S hrub R emoval S ervic es
S UB MIT T E D B Y:
Eric Nuner, P arks and R ec reation As s is tant Director
AT TAC H ME N T S:
Description Type
ITB Backup Material
Scoring Summary Cover Memo
Page 8 of 50
TREE PRUNING AND
REMOVAL SERVICES
ITB No. 202129
Due: February 26, 2021
2PM
INVITATION TO BID
COMMODITIES
CITY OF GEORGETOWN
300-1 Industrial Ave PO Box 409
Georgetown, TX 78626 Georgetown, TX 78627
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TABLE OF CONTENTS
INTRODUCTION ..................................................................................................... 3
DEFINITIONS ....................................................................................................................................... 3
NOTICE TO BIDDERS .......................................................................................................................... 4
STANDARD TERMS and CONDITIONS .................................................................................................... 6
SPECIAL TERMS and CONDITIONS ....................................................................................................... 20
SPECIFICATIONS .................................................................................................................................. 22
CERTIFICATION and ACKNOWLEDGMENT ........................................................................................... 25
CERTIFICATION of TGC 2270 ............................................................................................................... 26
QUOTATION FORM........................................................................................................ ATTACHMENT A
BIDDER REFERENCE SHEET ............................................................................................ ATTACHMENT B
BIDDER QUESTIONNAIRE ............................................................................................... ATTACHMENT C
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Contract No. 21-0060-GS Page | 3
INTRODUCTION
Bids are solicited for Tree Pruning and Removing Services with the following definitions, term and
conditions of bidding. Upon City’s acceptance of a Bid and issuance of a Purchase Order or Notice
to Proceed, this Invitation to Bid shall be incorporated into the agreement between the Parties.”
The Successful Bidder must meet all requirements of the Invitation to Bid, maintain proper licensing,
and comply with all federal, state, and local laws and mandates relative to the services specified in
this Bid.
DEFINITIONS
The following definitions shall be used to identify terms throughout this invitation to bid:
A.AGREEMENT/CONTRACT
A mutually binding legal document obligating the Bidder to furnish the goods or equipment
specified within this solicitation and obligating the City to pay for the goods or equipment as
specified. This may be an authorized purchase order.
B. BID/RESPONSE/OFFER/QUOTATION
A complete, properly signed and submitted response to this solicitation that, if accepted, would
bind the Bidder to perform the resulting contract.
C.BIDDER
The entity or individual who is identified throughout the solicitation that they consider
themselves qualified to provide the goods or equipment specified herein, and are interested in
making an offer to provide the goods or equipment to the City.
D.CITY
The City of Georgetown, located in Williamson County, Texas.
E.CITY COUNCIL – The governing body of the City of Georgetown, Texas given the authority to
exercise such powers and jurisdiction of all City business as conferred by the City Charter and
State Constitution and Laws.
F.E-BID SYSTEM
The City’s electronic bidding system. This is a web-based system that provides all solicitation
documents electronically to potential Bidders and allows interested Bidders to submit Bids in
response to advertisement for invitation. The term “e-bid” and/or “electronic bid” means the
Bidders’ electronic bid submitted to the City by way of the E-bid system. The terms “electronic
bid” or “e-bid” are used inter-changeably to describe the above invitation for bid process to
submit an authorized bid to the City in response to an Invitation to Bid.
G.GOODS
Materials, supplies, commodities and/or equipment.
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H. PIGGYBACK CONTRACT
A contract or agreement that has been competitively bid in accordance with State of Texas
statutes, rules, policies and procedures and has been extended for the use of state and local
agencies that have entered (or will) into an Interlocal Agreement with the City.
I. PURCHASE ORDER
A purchase order records the financial obligation of the City to pay for goods or services properly
received; therefore, a purchase order is also required for all contracts with an expenditure of
funds entered into by the City Manager or City Council.
J. SOLICITATION/INVITATION TO BID
This Solicitation document issued by the City containing terms, conditions and specifications for
the goods or equipment to be procured.
K. VENDOR
Person or business enterprise providing goods, equipment or services to the City as fulfillment
of obligations arising from an agreement or purchase order.
NOTICE TO BIDDERS
A. NOTICE
All Bids are due on or before 2:00 p.m. on February 26, 2021. Solicitations are posted and
available to download from the City of Georgetown’s On-Line Bidding System at
https://gtowntx.ionwave.net/CurrentSourcingEvents.aspx.
Bidders may receive notice of Bids from the City of Georgetown from a variety of channels.
Approved methods of dissemination include: City of Georgetown website or the City of
Georgetown Purchasing Office. The receipt of solicitations through any other means may result
in the receipt of incomplete specifications or addenda which could ultimately render your Bid
non-compliant. City of Georgetown accepts no responsibility for the receipt or notification of
solicitations through any other source.
B. RECEIPT OF BIDS
1. Electronic Sealed Bids. Electronic Bids shall be submitted through the City’s web site at:
https://georgetown.ionwave.net/Login.aspx. All interested Bidders are required to register
as a “Bidder” on the City’s E-bid System at the above web address and clicking on “Bidder
Registration”. Registration provides automatic access to the solicitation and its documents
(specifications, attachments, exhibits), and for any changes to the solicitation including
change(s) to the submission time and date.
Electronic Bids shall be uploaded in the E-bid system and submitted electronically through
this system to the City of Georgetown, Purchasing Manager, 300-1 Industrial Ave.,
Georgetown, TX 78626.
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Electronic Bids must be received prior to the time and date specified in the City’s E-bid
System. The mere fact that the Bid was dispatched will not be considered; the Bidder must
ensure that the Bid was properly uploaded in the System. The time Bids are received shall be
determined by the electronic clock in the City’s E-bid System.
2. Hard Copy Bids. City prefers electronic submissions, however, Sealed Bids submitted to the
City by hard copy (non-electronic) will also be accepted on or before the time and date
designated above and at addresses listed below.
Hard-Copy Bid submissions shall be clearly marked with the ITB number and Title and
addressed to the City of Georgetown – Purchasing Department. Bids shall be delivered
using one of the following:
Hand-deliver to: Mail to: Ship to (FedEx, UPS, DHL, etc.):
300-1 Industrial Ave. PO Box 409 300-1 Industrial Ave.
Georgetown, TX 78626 Georgetown, TX 78627 Georgetown, TX 78626
Bid(s) must be received by the City’s Purchasing Department prior to the time and date
specified. The mere fact that the Bid was dispatched will not be considered; the Bidder must
insure that the Bid is actually delivered. The time Bids are received shall be determined by
the time clock stamp in the City’s Purchasing Department.
All properly submitted “Sealed” (non-electronic) Bids will be opened and publicly read aloud into
the public record at 300-1 Industrial Ave, Georgetown, Texas 78627.
C. QUESTIONS and INQUIRIES
Questions and inquiries about this Solicitation shall be submitted electronically via the City’s E-
bid system in writing to the following individual:
Nicole Abrego
Senior Buyer
The deadline for written electronic questions is Friday, February 19, 2021 at @ 5:00 p.m.
D. SCHEDULE OF IMPORTANT DATES
The tentative schedule for this Solicitation is as follows:
Release ITB to Bidders February 9, 2021
Advertisement Dates February 14 and 21, 2021
Deadline for Questions and Inquiries February 19, 2021 5PM
ITB Due Date February 26, 2021, 2PM
Earliest Award by City April 2021
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STANDARD TERMS and CONDITIONS
A. ACCEPTANCE
Upon acceptance and approval by the City Council, or their designee, this bid effects a working
contract between the City and the successful Bidder. A City of Georgetown Purchase Order is
required prior to the delivery of any goods or services provided to the City.
B. ABSENCE of PURCHASE ORDER or AGREEMENT
The City is not responsible for delivery of any commodities or equipment without a proper
Purchase Order.
C. ADDENDA
If it becomes necessary to revise any part of this bid, prior to the due date and time, a written
addendum will be provided to all Bidders. The City is not bound by any oral representations,
clarifications, or changes made in the written specification by the City’s employees, unless such
clarification of change is provided to Bidders in written addendum form from the Purchasing
Department.
Addenda will be transmitted by electronic means to all registered Bidders in the City’s E-bid
system that are known to have downloaded a copy of the bid documents and specifications from
the City’s E-bid system. However, it shall be the sole responsibility of the Bidder to verify issuance
of any addenda and to check all avenues of document availability prior to the opening date and
time. Bidder shall provide written acknowledgment of all addenda.
D. ADVERTISING and PUBLICITY
The successful Bidder shall not advertise or otherwise publicize, without the City’s prior written
consent, the fact that the City has entered into the Agreement, except to the extent required by
applicable law.
E. ASSIGNMENTS
The Agreement shall be binding upon and inure to the benefit of the City and the Vendor, and
their respective successors and assignees, provided however, that no right or interest in the
Agreement shall be assigned and no obligation shall be delegated by the Vendor without the
prior written consent of the City. Any attempted assignment or delegation by the Vendor shall
be void unless made in conformity with this Paragraph. The Agreement is not intended to confer
any rights or benefits on any person, firm or entity not a party hereto; it being the intention of
the parties that there be no third party beneficiaries to the Agreement.
F. AWARD of CONTRACT
The award of a contract will be made to the Bidder providing the best value to the City. Best
value criteria to be considered for award follows:
• conformity to specifications;
• purchase price, including payment discount terms;
• the reputation of the Bidder and of the Bidder’s goods or services;
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• the quality of the Bidders’s goods or services;
• the extent to which the goods or services meet the City's needs;
• the Bidder’s past relationship with the City;
• the impact on the ability of the City to comply with laws and rules relating to contracting with
historically underutilized businesses and nonprofit organizations employing persons with
disabilities;
• scheduled pick-up terms;
• payment terms;
• availability of materials, including but not limited to location and times of pick-up or delivery.
Although the cost of products to be provided is an essential part of the Bid, the City is not
obligated to award a contract on the sole basis of cost.
G. BUSINESS PRACTICES
Minority business enterprises and/or historically underutilized businesses will be afforded full
opportunity to submit bids in response to this invitation and will not be discriminated against
on the grounds of race, color, religion, sex, national origin or any of the legally recognized
suspect classification, in consideration for an award.
H. CANCELLATION or TERMINATION
1. Termination For Cause:
In the event of default by the Vendor, the City shall have the right to terminate the
Agreement for cause, by written notice effective ten (10) calendar days, unless otherwise
specified, after the date of such notice, unless the Vendor, within such ten (10) day period
cures such default, or provides evidence sufficient to prove to the City’s satisfaction that such
default does not, in fact, exist. In addition to any other remedies available under law or in
equity, the City shall be entitled to recover all actual damages, costs, losses and expenses
incurred by the City as a result of the Vendor’s default, including without limitation, cost of
cover, reasonable attorneys’ fees, court costs and prejudgment and post-judgment interest
at the maximum lawful rate. Additionally, in the event of default by the Vendor, the City may
remove the Vendor from the City’s Bidder List and any Offer submitted by the Vendor may
be disqualified for up to three (3) years. All rights and remedies under the Agreement are
cumulative and not exclusive of any other right or remedy provided by law.
2. Termination Without Cause:
The City shall have the right to terminate the Agreement, in whole or in part, without cause
any time upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of
termination, the Vendor shall promptly cease all further work pursuant to the Agreement,
with such exceptions, if any, specified in the notice of termination. The City shall pay the
Vendor, to the extent of funds appropriated or otherwise legally available for such purposes,
for all goods delivered and obligations incurred prior to the date of termination in accordance
with the terms hereof.
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3. Non-Appropriation:
The resulting Agreement is a commitment of the City’s current revenues only. It is
understood and agreed that the City shall have the right to terminate the Agreement if, for
any reason, funds are not appropriated to continue this Agreement.
4. Cancellation:
The City reserves the right to cancel the Agreement for default for all or any part of the
delivered portion of the deliverables if the Vendor breaches any term hereof including
warranties, or becomes insolvent or commits acts of bankruptcy. Such right of cancellation
is in addition to and not in lieu of any remedies which the City may have in law or in equity.
I. CERTIFICATION
This Solicitation includes a certification page. Bidder must:
1. Furnish complete name, mailing address, telephone number and email of the individual duly
authorized to execute contractual documents on behalf of the Bidder.
2. Furnish name of individual(s), along with respective telephone numbers and email addresses,
who will be responsible for answering all questions.
3. Certify that they have not conspired with any other potential Bidders in any manner to
attempt to control competitive pricing.
4. Certify that they are duly qualified, capable and otherwise bondable business entity not in
receivership or contemplating same, and has not filed bankruptcy.
J. CLAIMS
If a claim, demand, suit or other action is asserted against the Vendor which arises under or
concerns the Agreement, or which could have a material adverse effect on the Vendor’s ability
to perform thereunder, the Vendor shall give written notice to the City within ten (10) calendar
days after receipt of notice by the Vendor. Such notice to the City shall state the date of
notification of any such claim, demand, suit or other action; the names and address of the
claimant(s); the basis thereof; and the name of each person against whom such claim is asserted.
Such notice shall be delivered to the Purchasing Department as set forth below and to the City
Attorney at PO Box 409, Georgetown, TX 78627.
K. CODES, PERMITS, LICENSES
Vendor shall comply with all federal, state and local standards, codes and ordinances, as well as
other authorities that have jurisdiction pertaining to equipment and materials used and their
application. None of the terms or provisions of the specification shall be construed as waiving
any rules, regulations or requirements of these authorities. Vendor shall be responsible for
obtaining all necessary permits, certificates and/or licenses to fulfill contractual obligations to
the City.
L. COLLUSION
Advanced disclosures of any information to any particular Bidder which gives that particular
Bidder any advantage over any other interested Bidder in advance of the opening of bids,
whether in response to advertising or an informal request for bids, made or permitted by a
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member of the governing body or an employee or representative thereof, will cause to void all
responses to that particular bid solicitation or request.
M. COMMUNICATION
To ensure the proper and fair evaluation of this bid, the City prohibits ex parte communication
(e.g., unsolicited) initiated by the Bidder to the City Official or Employee evaluating or considering
the Responses prior to the time an award has been made. Communication between Bidders 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 Solicitation.
Unless otherwise specified, all requests for clarification or questions regarding a Solicitation must
be directed to the City of Georgetown Purchasing Office, Attn.: Purchasing Manager, PO Box
409, 300-1 Industrial Avenue, Georgetown, TX 78627, 512-930-3647, FAX: 512-930-9027,
purchasing@georgetown.org.
N. CONFIDENTIALITY
In order to provide the deliverables to the City, Vendor may require access to certain of the City’s
and/or its licensors’ confidential information (including, but not limited to, inventions, employee
information, trade secrets, confidential know-how, confidential business information and other
information which the City or its licensors consider confidential)(collectively, “Confidential
Information”). Vendor acknowledges and agrees that the Confidential Information is the
valuable property of the City and/or its licensors, and any unauthorized use, disclosure,
dissemination or other release of the Confidential Information will substantially injure the City
and/or its licensors. The Vendor (including its employees, subcontractors, agents or
representatives) agrees that it will maintain the Confidential Information in strict confidence and
shall not disclose, disseminate, copy, divulge, recreate or otherwise use the Confidential
Information without the prior written consent of the City, or in a manner not expressly permitted
under this Agreement, unless the Confidential Information is required to be disclosed by law or
as a result of an order of any court or other governmental authority with proper jurisdiction,
provided the Vendor promptly notifies the City prior to disclosing such information so as to
permit the City reasonable time to seek an appropriate protective order. The Vendor agrees to
use protective measures no less stringent than the Vendor uses within its own business to
protect its own most valuable information, which protective measures shall under all
circumstances be at least reasonable measures to ensure the continued confidentiality of the
Confidential Information.
O. DEFAULT
Vendor shall be in default under the Agreement if the Vendor (a) fails to fully, timely and faithfully
perform any of its material obligations under the Agreement, (b) fails to fully, timely and
faithfully perform any of its material obligations under any purchasing agreement Vendor has
with the City, (c) fails to timely pay any fees or taxes owed to the City, (d) becomes insolvent or
seeks relief under the bankruptcy laws of the United States (if allowed under federal law), or (e)
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makes a material misrepresentation in Bidder’s bid, or in any report or deliverable required to
be submitted by Vendor to the City.
A Vendor who abandons or defaults the work on the Agreement and causes the City to purchase
the goods or services elsewhere may be charged the difference in cost of the goods or service if
any and may not be considered in the re-advertisement of the solicitation and may be rejected
as not being a responsible Bidder and not considered in future Solicitations for the same type of
purchase unless the specifications are significantly modified.
P. DELAYS
The City may delay scheduled delivery or other due dates by written notice to the Vendor if the
City deems it is in its best interest. If such delay causes an increase in the cost of the work under
the Agreement, the City and the Vendor shall negotiate an equitable adjustment for costs
incurred by the Vendor in the Agreement price and execute an amendment to the Agreement.
The Vendor must assert its right to an adjustment within ten (10) calendar days from the date of
receipt of the notice of delay. Failure to agree on any adjusted price shall be handled under the
Dispute Resolution Process specified herein. However, nothing in this provision shall excuse the
Vendor from delaying the delivery as notified.
Q. DISCLOSURE OF CONFLICT OF INTEREST
Effective January 1, 2006, Chapter 176 of the Texas Local Government Code (House Bill 914)
requires that any Bidder or person considering doing business with a local government entity
disclose the Bidder or person's affiliation or business relationship that might cause a conflict of
interest with a local government entity. The Conflict of Interest Questionnaire form is available
from the Texas Ethics Commission at www.ethics.state.tx.us. Any completed Conflict of Interest
Questionnaires shall be submitted to the City.
Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest may
automatically result in the disqualification of the Bidder's offer.
R. DISCLOSURE OF INTERESTED PARTIES
Contracting hereunder may require compliance with §2252.908 Texas Government
Code/Disclosure of Interested Parties for contracts that (1) require an action or vote by the City
Council before the contract may be signed; or (2) has a value of at least $1 million. The law
provides that a governmental entity may not enter into certain contracts with a business entity
unless the business entity submits a disclosure of interested parties to the governmental entity
at the time the business entity submits the signed contract to the governmental entity or state
agency.
The process as implemented by the Texas Ethics Commission (“TEC”) is as follows:
1. The disclosure of interested parties must be performed using the Texas Ethics
Commission’s electronic filing application listing each interested party of which the
business entity is aware on Form 1295, obtaining a certification of filing number for this
form from the TEC, and printing a copy of it to submit to the City.
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2. The copy of Form 1295 submitted to the City must contain the unique certification number
from the TEC. The form must be filed with the City pursuant to §2252.908 Texas
Government Code, “at the time the business entity submits the signed contract” to the City.
The City, in turn, will acknowlege a copy of the disclosure form to the TEC not later than the 30th
day after the date the City receives the disclosure of interested parties from the business entity.
S. DISCLOSURE OF PENDING LITIGATION:
Each Bidder shall include in its response a complete disclosure of any material civil or criminal
litigation or pending investigation which involves the Bidder or in which the Bidder has been
judged guilty.
T. DISPUTE RESOLUTION
If either the Vendor or the City has a claim, dispute or other matter in question for breach of
duty, obligations, services rendered or any warranty that arises under this Agreement, the
parties shall first attempt to resolve the matter through this dispute resolution process. The
disputing party shall notify the other party in writing as soon as practicable after discovering the
claim, dispute or breach. The notice shall state the nature of the dispute and list the party’s
specific reasons for such dispute. Within ten (10) business days of receipt of the notice, both
parties shall make a good faith effort, in person or through generally accepted means, to resolve
any claim, dispute, breach or other matter in question that may arise out of, or in connection
with, this Agreement. If the parties fail to resolve the dispute within sixty (60) days of the date
of receipt of the notice of the dispute (the “Notice”), then the parties may submit the matter to
non-binding mediation upon written consent of authorized representatives of both parties. If the
parties fail to resolve the dispute through mediation within one hundred twenty (120) days of
the Notice, then either party shall have the right to exercise any and all remedies available under
law regarding the dispute.
U. EFFECTIVE DATE and TERM
This Bid shall be effective upon Acceptance and issuance of a City Purchase Order, and shall
continue in effect until all obligations are performed in accordance with the terms and conditions
herein.
V. EXCEPTIONS
Any deviations from terms, conditions or specifications contained herein must be clearly
indicated in the Response to this Solicitation in writing at or before the due date and time. Any
deviations or exceptions are subject to review by the City and may deem the Response
disqualified or non-responsive. If no exceptions are stated, it will be understood that all standard
terms and conditions and specific requirements will be complied with, without exception.
W. FORCE MAJEURE
Neither party shall be liable for any default or delay in the performance of its obligations under
this Agreement if, while and to the extent such default or delay is caused by acts of God, fire,
riots, civil commotion, labor disruptions, sabotage, sovereign conduct, or any other cause
beyond the reasonable control of the party. In the event of default or delay in performance due
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to any of the foregoing causes, then the time for completion of the services will be extended;
provided, however, in such an event, a conference will be held within three (3) business days to
establish a mutually agreeable period of time reasonably necessary to overcome the effect of
such failure to perform.
X. FORMS
All Responses must be submitted on the form(s) as required by the City, and accompanied by all
required attachments.
Y. FRAUD
Fraudulent statements by the Bidder on any bid or in any report or deliverable required to be
submitted by the Vendor to the City shall be grounds for termination of the Agreement for cause
by the City and may result in legal action.
Z. GRATUITIES
The City may, by written notice to the Vendor, cancel the Agreement without liability if it is
determined by the City that gratuities were offered or given by the Vendor or any agent or
representative of the Vendor to any officer or employee of the City with the intent of securing
the Agreement or securing favorable treatment with respect to awarding or amending or the
making of any determinations with respect to performance of the Agreement. In the event the
Agreement is cancelled by the City pursuant to this Section, the City shall be entitled, in addition
to any other rights and remedies, to recover the benefits or payments to the Vendor as a result
of the gratuities.
AA. INDEPENDENT CONTRACTOR
Nothing in this bid is intended to be construed as creating an employer/employee relationship,
a partnership or joint venture between the parties. The Vendor’s services shall be those of an
independent contractor. The Vendor agrees and understands that the Agreement does not grant
any rights or privileges established for employees of the City. Vendor shall not be within
protection or coverage of the City’s Worker Compensation Insurance, Health Insurance, Liability
Insurance or any other insurance that the City, from time to time, may have in force.
BB. INDEMNITY
VENDOR SHALL DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY, ITS OFFICERS, AGENTS,
SERVANTS AND EMPLOYEES FROM AND AGAINST ANY AND ALL SUITS, ACTIONS, LEGAL
PROCEEDINGS, CAUSES OF ACTION, CLAIMS, DEMANDS, DAMAGES, JUDGMENTS, LOSSES, LIENS,
COSTS, EXPENSES, ATTORNEYS’ FEES AND ANY AND ALL OTHER COSTS, FEES AND/OR CLAIMS OF
ANY KIND OR DESCRIPTION ARISING OUT OF, IN CONNECTION WITH OR RESULTING FROM THE
AGREEMENT OR THE GOODS OR SERVICES PROVIDED UNDER THE AGREEMENT.
CC. INFRINGEMENT
Vendor represents and warrants to the City that: (a) Vendor shall provide the City good and
indefeasible title to the deliverables and (b) the deliverables supplied by the Vendor in
accordance with the specifications of the Agreement shall not infringe, directly or contributory,
any patent, trademark, copyright, trade secret or any other intellectual property right of any kind
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of any third party; that no claims have been made by an person or entity with respect to the
ownership or operation of the deliverables and the Vendor does not know of any basis for any
such claims. Vendor shall, at its sole expense, defend, indemnify and hold the City harmless from
and against all liability, damages and costs (including court costs and reasonable fees of attorneys
and other professionals) arising out of or resulting from: (a) any claim that the City’s exercise
anywhere in the world of the rights associated with the City’s ownership, and if applicable,
license rights, and its use of the deliverable infringes the intellectual property rights of any third
party; or (b) Vendor’s breach of any of the Vendor’s representations or warranties stated in this
Agreement. In the event of any such claim, the City shall immediately be notified of the claim
and have the right to monitor such claim or, at its option, engage its own separate counsel to act
as co-counsel on the City’s behalf. Further, Vendor agrees that the City’s specifications regarding
the deliverables shall in no way diminish Vendor’s warranties or obligations under this Paragraph.
DD. INSURANCE REQUIREMENTS
Upon request, Vendor shall provide a copy of its insurance policies to the City.
EE. INTERLOCAL AGREEMENT
Other governmental entities may be extended the opportunity to purchase from Solicitations
awarded by the City, with the consent and agreement of the successful Bidder(s) and the City.
Such consent and agreement shall be conclusively inferred from lack of exception to this clause
in Bidder’s Response. However, all parties indicate their understanding and all parties hereby
expressly agree that the City is not an agent of, partner to or representative of those outside
agencies or entities and that the City is not obligated or liable for any action or debts that arise
out of such independently negotiated piggyback procurements.
FF. INTERPRETATION
The Agreement is intended by both parties as the final, complete and exclusive statement of the
terms of their Agreement. No course of prior dealing between the parties or course of
performance or usage of the trade shall be relevant to supplement or explain any term used in
the Agreement. Although the Agreement may have been substantially drafted by one party, it is
the intent of the parties that all provisions be construed in a manner fair to both parties, reading
no provision more strictly against one party of the other. Whenever a term defined by the
Uniform Commercial Code (the “UCC”), as enacted by the State of Texas, is used in the
Agreement, the UCC definition shall control unless otherwise defined in the Agreement.
GG. INVALIDITY
The invalidity, illegality or unenforceability of any provision of this Agreement shall in no way
affect the validity or enforceability of any other portion or provision of the Agreement. Any void
provision shall be deemed severed from the Agreement and the balance of the Agreement shall
be construed and enforced as if the Agreement did not contain the particular portion or provision
held to be void. The parties further agree to reform the Agreement to replace the stricken
provision with a valid provision that comes as close as possible to the intent of the stricken
provision. The provisions of this section shall not prevent the entire Agreement from being void
should a provision which is the essence of the Agreement be determined to be void.
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HH. LIABILITY
Vendor shall be liable for all damages incurred while in the performance of the Agreement.
Vendor assumes full responsibility for the terms contained herein and hereby releases,
relinquishes, and discharges the City, its officers, agents and employees from all claims, demands
and causes of action of any nature including the cost of defense thereof, for any injury to,
including death of, any person whether that person be a third party, supplier or an employee of
either of the parties hereto, and any loss of or damage to property, whether the same be that of
either of the parties, caused by or alleged to have been caused by, arising out of or in connection
with the issuance of the Agreement or Purchase Order to the Vendor and the negligence of the
Vendor, whether or not said claims, demands and causes of action in whole or in part are covered
by insurance. Certificates of insurance may be required for, but not limited to, Commercial
General Liability, Business Auto Liability, Workers Compensation and Professional Liability
Insurance.
II. LIENS
Vendor shall defend, indemnify and hold the City harmless from and against any and all liens and
encumbrances for all goods and equipment provided under this Agreement. At the City’s
request, the Vendor or its subcontractors shall provide a proper release of all liens or satisfactory
evidence of freedom from liens shall be delivered to the City.
JJ. LOCAL BUSINESS PRESENCE
The City seeks opportunities for businesses in the Georgetown City limits to participate on City
contracts. Bidder shall specify if the Bidder or Subcontractor(s) proposed are local businesses in
the City of Georgetown, Texas. Section 271.9051 of the Texas Local Government Code authorizes
a municipality in certain instances to consider a Bidder’s location in the determination of a bid
awarded if the lowest bid received is from a business outside the municipality and contracting
with a local Bidder would provide the best combination of price and other economic benefits to
the municipality. The City reserves the right to request a Bidder to complete a claim form and
provide information and supporting documentation for review and consideration of local
preference.
KK. MANAGEMENT
Should there be a change in ownership or management, the Agreement may be canceled unless
a mutual Agreement is reached with the new owner to continue the Agreement with its present
terms, conditions and pricing. The Agreement is nontransferable or assignable either party.
LL. NOTICES
Unless otherwise specified, all notices, requests or other communications required or
appropriate to be given under the Agreement shall be in writing and deemed delivered three (3)
business days after postmarked if sent by US Postal Service Certified or Registered Mail, Return
Receipt Requested. Notices delivered by other means shall be deemed delivered upon receipt
by the addressee. Routine communications may be made by first class mail, fax, or other
commercially accepted means. Notices to the Vendor shall be sent to the address specified in
the Vendor’s bid or at such other address as a party may notify the other in writing. Notices to
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the City shall be addressed to: City of Georgetown, Purchasing Office, PO Box 409, Georgetown,
TX 78627 and marked to the attention of the Purchasing Manager.
MM. OVERCHARGES
Vendor hereby assigns to the City any and all claims for overcharges associated with this
Agreement which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq.,
and/or which arise under the antitrust laws of the State of Texas, Business and Commerce Code
Ann., Section 15.01, et seq.
NN. PAYMENT TERMS
1. Tax Exempt Status:
The City is exempt from all federal excise, state and local taxes unless otherwise stated in this
document. The City claims exemption from all sales and/or use taxes under Texas Tax Code
§151.309, as amended. Texas Limited Sales Tax Exemption Certificates are furnished upon
request. Vendor will not charge for such taxes. If billed, the City will not remit payment until
a corrected invoice is received.
2. Invoicing Requirements:
Unless otherwise specified, all invoices shall be submitted to City of Georgetown, Accounts
Payable, PO Box 409, Georgetown, TX 78627, or emailed directly to Accounts Payable at
AP@georgetown.org and issued as required by the Purchase Order or Agreement. Each
invoice must reference the unique Purchase Order number, and include the Vendor’s
complete name and remit to address. If applicable, transportation and delivery charges must
be itemized on the each invoice. A copy of the bill of lading and the freight waybill must be
submitted with the invoice if applicable.
3. Payments by Electronic Funds Transfer:
In an effort to expedite Vendor payments and improve efficiency by eliminating paper checks,
the City of Georgetown’s preferred method is to send payments electronically via Automated
Clearing House (ACH). If you would like to receive payments electronically, you may request
an ACH Form from Accounts Payable at AP@Georgetown.org
4. Payment Terms:
All payments will be processed in accordance with Texas Prompt Payment Act, Texas
Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after
acceptance of goods, supplies, materials, equipment or the day of performance of services
was completed, or the day of receipt of a correct invoice for goods, supplies, materials,
equipment or services, whichever is later. The Vendor may charge a late fee (fee shall not be
greater than that permitted under the Texas Prompt Payment Act) for payments not made
in accordance with this prompt payment policy; however, the policy does not apply to
payments made by the City in the event: (a) there is a bona fide dispute between the City
and Vendor concerning the goods, supplies, materials, equipment delivered, or the services
performed, that causes the payment to be late; (b) the terms of a federal agreement, grant,
regulation or statute prevents the City from making a timely payment with Federal funds; (c)
there is a bona fide dispute between the Vendor and a subcontractor and its suppliers
concerning goods, supplies, material or equipment delivered, which caused the payment to
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be late; or (d) the invoice is not mailed to the City in strict accordance with instructions on
the Purchase Order or Agreement, or other such contractual agreement.
5. Right To Audit:
The Vendor agrees that the representatives of the City shall have access to, and the rights to
audit, examine, or reproduce, any and all records of the Vendor related to the performance
under this Agreement. The Vendor shall retain all such records for a period of four (4) years
after final payment on this Agreement or until all audit and litigation matters that the City
has brought to the attention of the Vendor are resolved, whichever is longer. The Vendor
agrees to refund to the City any overpayments disclosed by any such audit.
6. Firm Pricing:
The price shall remain firm for the duration of the Agreement and resulting Purchase Order,
or any extension periods. No separate line item charges shall be permitted for either bidding
or invoice purposes, which shall include equipment rental, demurrage, fuel surcharges,
delivery charges, and costs associated with obtaining permits or any other extraneous
charges. Vendor further certifies that the prices in the bid have been arrived at independently
without consultation, communication, or agreement for the purpose of restricting
competition, as to any matter relating to such fees with any other firm or with any
competitor.
7. Price Warranty:
The Bidder warrants the prices quoted are not materially higher than the Bidders current
prices on orders by others for like deliverables under similar terms of purchase. In addition
to any other remedy available, the City may deduct from any amounts owed to the Vendor,
or otherwise recover, any amounts paid for items materially in excess of the Vendor’s current
prices on orders by others for like deliverables under similar terms of purchase.
OO. PERSONAL INTEREST
No officer, employee, independent consultant or elected official of the City who is involved in
the development, evaluation or decision-making process of this Solicitation shall have a financial
interest, direct or indirect, in the resulting Agreement. Any willful violation of this Paragraph
shall constitute impropriety in office, and any officer or employee guilty thereof shall be subject
to disciplinary action up to and including dismissal. In the event a member of the governing body
or an appointed board or commission of the City belongs to a cooperative association, the City
may purchase equipment or supplies for the association only if no member of the governing
body, board or commission will receive pecuniary benefit from the purchase, other than as
reflected as in increase in dividends distributed generally to members of the association. Any
violation of this provision with the knowledge, expressed or implied, by the Vendor shall render
the Agreement voidable by the City. Nevertheless, the City may obtain the equipment or service
if a conflict of interest affidavit is filed and the Council member recuses his/herself if allowed by
law.
PP. PRIORITY OF DOCUMENTS
In the event there are inconsistencies between the general provisions and special (or other)
terms and conditions contained herein, the latter will take precedence.
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QQ. PROHIBITED FIRMS
The City of Georgetown prohibits conducting business with Firms under the following conditions:
1. Bidders who have failed to comply with their state contracts and have been debarred from
doing business with the State of Texas.
2. Bidders contracting for goods and services that fail to provide written verification that Bidder
does not currently boycott Israel and will not boycott Israel during the term of the agreement,
unless otherwise excepted.
a. Bidder does not boycott Israel; and
b. Bidder will not boycott Israel during the term of the agreement.
3. Bidder that fail to certify that Bidder is not engaged in business with Iran, Sudan, or a foreign
terrorist organization.
RR. PROTEST PROCEDURES
1. Bidders are advised that protests of specifications, terms, conditions or any other aspect of
this solicitation, must be made prior to the bid due date. Protest of specifications and
solicitation terms and conditions made after the due date and time will not be considered by
the Purchasing Agent.
2. Protest of award must be made immediately, and in no event later than five (5) days after
the aggrieved party knows, or should have known, the facts giving rise thereto. All protests
must include the following information:
• The name, address and telephone number of the protestor.
• The signature of the protestor or protestor’s representative.
• The solicitation or contract number.
• A detailed statement of the legal and/or factual ground of the protest.
• The form of relief/result requested.
Protests shall be emailed or mailed to the Purchasing Department, P.O. Box 409, Georgetown,
TX 78627, Attention: Purchasing Manager. Award will be made in the best interest of the City.
SS. PUBLIC INFORMATION
All Responses are subject to release as public information unless the Response or specific parts
of the Response can be shown to be exempt from disclosure under the Texas Public Information
Act. Bidders are advised to consult with their legal counsel regarding disclosure issues and take
the appropriate precautions to safeguard trade secrets or any other proprietary information. The
City assumes no obligation or responsibility for asserting legal arguments on behalf of potential
Bidders.
If a Bidder believes that a Response or parts of a Response are confidential, then the Bidder shall
so specify. The Bidder shall stamp in bold red letters the term "CONFIDENTIAL" on that part of
the Response, which the Bidder believes to be confidential. Vague and general claims as to
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confidentiality shall not be accepted. All Responses and parts of Responses that are not marked
as confidential will be automatically considered public information.
TT. REIMBURSEMENTS
There is no expressed or implied obligation for the City of Georgetown to reimburse responding
firms for any expenses incurred in preparing bids in response to this Invitation to Bid and the City
will not reimburse responding firms for these expenses, nor will the City pay any subsequent
costs associated with the provision of additional information or presentation, or to procure a
contract for these goods or services.
UU. RESERVATIONS
The City reserves the right to request clarification or additional information specific to any
response after all Responses have been received and the Solicitation due date has passed.
Additionally, the City reserves the right to accept or reject all or part of any Response, waive any
formalities or technical inconsistencies, delete any requirement or specification from the
Solicitation, or terminate the Solicitation when deemed to be in City’s best interest.
VV. RESPONSES BECOME PROPERTY OF THE CITY:
Submissions received in response to a Solicitation become the sole property of the City.
WW. RIGHT TO ASSURANCES
In the event the City, in good faith, has reason to question the intent of the Vendor to perform,
the City may demand written assurances of the intent to perform. In the event no written
assurance is given within the time specified, the City may treat this failure as an anticipatory
repudiation of the Agreement.
XX. SEVERABILITY
The invalidity or unenforceability of any provision herein shall not affect the validity or
enforceability of any other provision.
YY. SURVIVABILITY OF OBLIGATIONS
All provisions of the Agreement that impose continuing obligations on the parties, including but
not limited to the warranty, indemnity and confidentiality obligations of the parties, shall survive
the expiration or termination of the Agreement.
ZZ. TAX EXEMPT
Bidders bid prices must be net, exclusive of taxes. The City is exempt from State Retail Tax and
Federal Excise Tax.
AAA. VENDOR’S OBLIGATION:
Vendor shall fully and timely provide all deliverables described in this Solicitation, Vendor’s bid
must be in strict accordance with the terms, covenants and conditions of the Agreement and all
applicable federal, state and local laws, rules and regulations.
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BBB. VENUE
This Agreement is made under and shall be governed by the laws of the State of Texas, including
when applicable, the UCC as adopted in Texas, VTCA, Business & Commerce Code, Chapter 1,
excluding any rule or principle that would refer to and apply the substantive law of another state
or jurisdiction. This Agreement is fully performable in Georgetown, Texas, and the venue for any
action related to this Agreement shall be Georgetown, Texas. All issues arising from this
Agreement shall be resolved in the courts of Williamson County, Texas and the parties agree to
submit to the exclusive personal jurisdiction of such courts. The foregoing, however, shall not
be construed or interpreted to limit or restrict the right or the ability of the City to seek and
secure injunctive relief from any competent authority as contemplated herein and does not
waive the City’s defense of sovereign immunity.
CCC. WAIVER
No claim or right arising out of a breach of the Agreement can be discharged in whole or in part
by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported
by consideration and is in writing signed by the aggrieved party. No waiver by either the Vendor
or the City of any one or more events of default by the other party shall operate as, or be
construed to be, a permanent waiver of any rights or obligations under the Agreement, or an
express or implied acceptance of any other existing or future default(s), whether of similar or
different character.
DDD. WITHDRAWAL by CITY
The City makes no guarantees or representations that any award will be made and reserves the
right to cancel this solicitation for any reason, including:
• Reject any and all bids received as a result of this ITB.
• Waive or decline to waive any informality and any irregularities in any bid or
responses received.
• Withhold the award of contract(s).
• Select Bidder(s) that provide the best value to the City.
• Terminate the RFP process.
EEE. WITHDRAWAL by BIDDER
Bidder may request withdrawal of a sealed Bid prior to the scheduled opening time, provided
the request for withdrawal is submitted to the City in writing.
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SPECIAL TERMS AND CONDITIONS
A. TERM OF AGREEMENT
1. Original Term:
The initial term of the agreement shall become effective from date of acceptance and
approval by the City of Georgetown. and shall remain in full force and effect with firm fixed
prices through September 30, 2021.
2. Renewal Term:
Upon completion of the term of the original agreement and upon mutual agreement of both
parties, the original agreement may be renewed for up to three (3) additional one (1) year
periods. The renewal will be under the same terms and conditions as the original agreement;
provided, however, that the unit prices proposed under the original agreement may, by
mutual consent, be increased pursuant to any escalation/de-escalation provisions provided
herein. In the event a new agreement cannot be executed at the anniversary date of the
original term or any renewal term, the agreement may be renewed month-to-month until a
new agreement is executed.
B. ESCALATION/DE-ESCALATION
The unit prices of all items purchased under an estimated annual requirements contract is firm
for the first annual period of the contract. If the option to renew for additional one-year term(s)
is exercised by the City, the City may allow a unit price adjustment at the time of renewal. The
Vendor may request unit price adjustments when correlated with the Consumer Price Index
specified herein. The price index shall be the specified index as published by the Bureau of Labor
Statistics, Washington, DC 20212. The baseline index shall be the index announced for the
month in which Bid opened. Unit prices may be adjusted for each renewal period in accordance
with the changes in the index. The allowable percent change shall be calculated by subtracting
the baseline index from the index announced for the month in which the renewal option is
exercised (or the most current month published by the Bureau of Labor Statistics) and dividing
the result by the baseline index. The allowable percent change shall be rounded to the nearest
one-hundredth of one percent and the maximum unit price adjustments permitted will be no
more than five (5) % increase per renewal period; however, the City reserves the right to limit
the unit price increases at any renewal period. The Vendor may offer price decreases in excess
of the allowable percent change.
Vendor(s) are required to give a thirty (30) day written notice requesting the increase. Increases
will be effective on the start date of the renewal term.
C. ACCEPTANCE/INSPECTION
Acceptance inspection should not take more than five (5) working days. The awarded Bidder 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
vendor shall agree to reperform services to specification at no additional cost to the City. If any
Page 28 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 21
agreement or purchase order is cancelled for non-acceptance, the City shall have the right to
contract with another vendor to perform the work and Vendor hereby waives any right to
payment or compensation for the unaccepted work.
D. 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:
Be firms, corporations, individuals or partnerships normally engaged in providing Tree Pruning
and Removal Services as specified herein and have adequate organization, facilities, equipment,
financial capability, and personnel to ensure prompt and efficient service to the City;
The selected contractor shall provide all labor, tools, safety equipment, supplies and materials
required to satisfactorily perform the services as specified herein and own or acquire at no cost
to the City all construction aids, appliances, and equipment Bidder deems necessary and
maintain sole responsibility for the maintenance and repair of Bidders’s vehicles, equipment,
tools and all associated costs. The City shall not be responsible for any Bidder’s tools, equipment
or materials lost or damaged during the performance of the services specified herein;
Commercial Business location from which work crews are dispatched is required to be in
Williamson or surrounding counties (Travis, Burnet, Milam, Lee, Bastrop or Bell County). Bidders
domiciled outside the Williamson or surrounding county area will not be included for
consideration in this procurement process.
E. PERFORMANCE REVIEW
The City reserves the right to review the awarded Bidders’ performance anytime during the
contract term.
F. POINT OF CONTACT / DESIGNATED REPRESENTATIVE
1. 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 Bidder immediately should the point of contact change.
2. The City’s designated representative: The City’s designated representative shall be:
Heather Brewer McFarling
Parks & Recreation Department
Phone: (512) 930-9113
E-mail: heather.brewer@georgetown.org
G. PRICING
The Bidder 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
Page 29 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 22
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.
H. 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:
1. 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;
2. 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;
3. 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 Successful
Bidders’ obligations under this paragraph.
I. SUBCONTRACTORS
Bidder shall not subcontract or otherwise engage subcontractors to perform required services
with the exception of stump grinding. The City seeks to do business directly with a company
experienced in commercial tree pruning and removal services.
J. WORKFORCE Successful Bidder shall:
1. Ensure Bidder ’s employees perform the services in a timely, professional and efficient
manner;
2. Ensure Bidder’s employees, while working on City property, wear a company uniform that
clearly identifies them as the Bidder’s employee;
3. 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.
SPECIFICATIONS
A. PURPOSE
The purpose of this contract is to provide tree pruning and removal services city-wide on an as
needed basis. All services shall be provided in accordance with the terms and conditions of the
final contract.The City intends to award one primary contract and one secondary contract based
on the Best Value for the City following evaluation criteria contained in this bid. The City may
contact the Primary Contractor and/or Secondary Contractor to request a quote by project. The
City anticipates making a total contract award in an amount not-to-exceed $300,000.00 per year.
Page 30 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 23
B. BACKGROUND
A service contract for tree pruning and removal services is needed to provide tree pruning,
removing of dead limbs, removing dead trees and hazardous tree removal adjacent to homes,
roadways, medians, parks, sidewalks and other structures designated by the City. Additional
services that may be ordered from this agreement include: stump grinding, insect and disease
treatment for trees, soil aeration, root excavation, deep root fertilization, air spading and arborist
consulting services.
C. TASKS/REQUIREMENTS
The City will order tree pruning and removal services as needed. Services shall be provided by
the Contractor following standards below:
1. Service Order Requirements
1.1 The City will notify the Contractor of service requirements in advance by email or
phone. The contractor shall confirm receipt of work order within 24 hours of
notification. If emergency the Contractor shall respond to the order request within 2
hours of notification.
1.2 The Contractor shall coordinate the work with the City’s Urban Forester arrange to
walk the site in advance.
1.3 The list of trees, diameter, ID number and work needed will be provided by the City
in advance. Unauthorized tree work is not allowed under the terms of this contract.
1.4 The Contractor shall provide a written quote of work to be done and shall not proceed
with work until written City authorization is received.
1.5 Regular Business Hours shall be Monday-Friday 8:00 AM – 5:00 PM (except City
Holidays). All work is to performed during regular business hours unless authorized in
advance by the City.
1.6 Emergency Services may be required. In the event of an emergency, trees damaged
by storms or other unplanned events the Contractor may be requested to perform
emergency tree services as directed by the City’s Urban Forester.
1.7 Each Contractor work crew shall be comprised of three (3) trained staff and a under
the direction of a certified arborist.
2. Tree Work Requirements
2.1 All pruning work shall be done per ANSI A300 Standards for Tree Care Operations-
Tree, Shrub, and Other Woody Plant Maintenance-Standard Practices
2.2 All pruning work shall comply with city ordinances regarding heritage trees and right
of way permits.
2.3 Crown cleaning. Includes the removal of dead, dying, diseased, weakly attached or
low-vigor branches as well as some water sprouts from tree’s crown.
2.4 Minimum size of branches to be removed will be 1- inch in diameter.
2.5 Tree work, removal shall be done per City’s Urban Forester or designee. The
contractor is responsible for securing any permits needed to perform work.
Page 31 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 24
2.6 All pruning cuts on all oak trees shall be painted immediately with pruning paint for
oak wilt prevention.
2.7 All pruning tools used for pruning oak trees shall be sterilized before and between
pruning on individual oak trees for oak wilt prevention.
2.8 All pruning work shall be directly supervised by a Certified Arborist provided by the
contractor.
2.9 The Contractor shall be responsible for damage to trees during work. The Contractor
shall replace damaged trees at the appraisal value as determined by the City’s Urban
Forester.
2.10 The quality of work shall be subject to the inspection and acceptance of the City’s
Urban Forester or her designee, in accordance with the provisions of Section C of the
Special Terms and Conditions attached to this Invitation to Bid.
3. Worksite Safety and Cleanup
3.1 While performing tree work the Contractor shall take all appropriate safety
precautions including the placement of safety cones and other barriers as needed to
secure the work area.
3.2 In locations where ordinary felling operations might cause damage to the property,
the trees shall be suitably dismembered and felled using recognized forestry rigging
practices as stated in the latest ANSI and OSHA work-site safety regulations.
3.3 The Contractor shall be responsible for removing all tree limbs and debris from the
work area. All tree limbs and debris shall be disposed of in an appropriate manner
approved by the City’s Urban Forester. The work site shall be left in a clean, safe
condition. Cost of damage caused by the Contractor to any property serviced under
the agreement shall be the sole responsibility of the Contractor.
4. Other Services
4.1 Other services may be required under this agreement and shall be quoted separately
upon request from the City.
4.2 Stump grinding. All stumps shall be sprayed with herbicide to help prevent regrowth.
Texas Department of Agriculture (TDA) commercial pesticide applicator license
required for spraying. The Contactor shall be responsible for locating all underground
utilities such as electrical water, gas and cable before starting work.
4.3 Tree insect and disease treatment including but are not limited to: Caterpillars,
Mildew, Aphids, Pecan Web Worms. All chemicals and treatment methods to be
approved by the City’s Urban Forester in advance. TDA certification required. No
subcontracting allowed.
4.4 Soil aeration, root excavation, deep root fertilization and air spading services shall be
provided upon request by City’s Urban Forester.
4.5 Certified Arborist consulting services shall be available on a as needed basis.
EVALUATION AND AWARD OF CONTRACT
Page 32 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 25
The City has attempted to provide a comprehensive statement of requirements through this ITB for
the work contemplated. Written bids must present Bidder's qualifications and understanding of the
work to be performed. Bidders are asked to address each evaluation criteria and to be specific in
presenting their qualifications. Bids must be as thorough and detailed as possible so that the City
may properly evaluate capabilities to provide the requested services.
By submission of a bid, Bidder acknowledges acceptance of the evaluation process, the evaluation
criteria, scope of work, approach and methodology, and all other terms and conditions set forth in
this ITB. Further, Bidders acknowledge that subjective judgements must be made by the City during
this process.
The evaluation process may include, but is not limited to the following steps. Steps may be omitted
or reordered depending on the proposal evaluation requirements. For example, Best and Final Offers
may be required prior to Interviews and/or Presentations.
A. BEST VALUE EVALUATION
The City has established specific, weighted criteria for selection. This section presents the evaluation
criteria, description, and relative weight assigned to each (100 points maximum). The City will
evaluate each Proposer’s responses to the requirements contained in this ITB.
1. The purchase price, including payment discount terms;
2. The reputation of the bidder and of the bidder’s goods or services;
3. The quality of the bidder's goods or services;
4. The extent to which the goods or services meet the City's needs;
5. The firm's past relationship with the City;
6. The total long-term cost to the City to acquire the firm's goods or services; and
7. Any revelvant criteria specifically listed in the solicitation
Although the cost of products to be provided is an essential part of the Bid, the City is not obligated
to award a contract on the sole basis of cost. Evaluations for cost will be based on a comprehensive
review of the entire bid to ensure that bid pricing aligns with the commodities to be purchased
B. EVALUATION FACTORS
• Cost – 60 points – Attachment A – Quotation Form
• Response to Attachment C – Bidder Questionanaire – 40 Points
o Vehicle and Equipment List – 10 points
o Company Experience – 15 points
o Individual Work Experience and Qualifications – 15 points
QUOTATION FORM
A. QUOTATION FORM
Attachment A – Quotation Form is posted in the soliciaton Documents for ITB 202129 – Tree
Pruning and Removal Services in an Excel format on the City of Georgetown’s bidding website at:
https://gtowntx.ionwave.net/CurrentSourcingEvents.aspx
Page 33 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 26
1. In order to be considered responsive Attachment A- Quotation Form must be completed,
signed by an authorized representative and returned by the deadline for submission of
response indicated in Notice to Bidder section D – Schedule of Events.
2. The Bidder, by submitting and signing Attachment A – Quotation Form, acknowledges that
he/she 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.
B. REFERENCES
Bidder must include a minimum of three (3) references for projects similar in size and scope. Use
Attachment B to complete the references.
C. UNIT PRICES
Prices should be itemized. Unit prices shall be set to no more than four (4) decimal places. The
City reserves the right to award by item or by extended totals. If there are discrepancies between
unit prices and extension, the unit price will prevail.
D. VALIDITY OF PRICING
Pricing will be considered firm for acceptance for a minimum of 90 days after the due date unless
otherwise specified in the Solicitation. The validity period may be extended beyond that date on
agreement of parties.
Page 34 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 27
CERTIFICATION and ACKNOWLEDGMENT
The undersigned affirms that they are duly authorized to submit this Bid, that this Bid has not been prepared
in collusion with any other Bidder, and that the contents of this Bid have not been communicated to any other
Bidder prior to the official opening. Further, Bidder certifies that it is not engaged in business with Iran, Sudan,
or a foreign terrorist organization. .
Signed By: _________________________________ Title:
Typed Name: _______________________ Company Name:
Phone No.: ______________________________ Fax No.:
Email:
Bid Address:
P.O. Box or Street City State Zip
Order Address:
P.O. Box or Street City State Zip
Remit Address:
P.O. Box or Street City State Zip
Federal Tax ID No.: _____________________________
DUNS No.:____________________________________ Date:
FOR CITY USE ONLY
Approved By: Date:
City Attorney, City of Georgetown
Approved By: Date:
Mayor, City of Georgetown
Attested By: Date:
City Secretary, City of Georgetown
Page 35 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 28
CERTIFICATION REQUIRED BY TEXAS GOVERNMENT CODE CHAPTER 2270
The undersigned acknowledges that if Firm is a “Company”, as that term is defined in Texas Government Code
Section 808.001 and is not a sole proprietorship, then Firm certifies that it: (a) does not boycott Israel currently
and will not boycott Israel during the term of this agreement; or (b) meets the requirements of an exception
listed below.
This form is required to be attached to contracts for goods and services between the City and a Company with
10 or more full-time employees, when the contract has a value of $100,000 or more that is paid wholly or
partly from City funds.
For purposes of this form, the terms “Company” and “boycott Israel” have the meanings assigned by Texas
Government Code Section 808.001, except that Texas Government Code Section 2271.001(2) excludes sole
proprietorships from this definition of “Company”.
Signed By: _________________________________ Title:
Typed Name: ___________________________ Company Name: __________________________
Date:
_____________________________________________________________________________________
COMPLETE THIS SECTION ONLY IF YOU BELIEVE YOU ARE NOT REQUIRED TO PROVIDE THE WRITTEN
CERTIFICATION LISTED ABOVE FOR THE REASONS CITED BELOW.
Firm is not required to provide the certification listed above because:
( ) My Firm is not a for-profit “Company” as defined above, pursuant to Texas Government Code
Sections 808.001 and 2271.001(2).
( ) My Firm has less than 10 full-time employees.
( ) This is not a contract for goods and services to be provided to the City.
Page 36 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 29
ATTACHMENT B
BIDDERS REFERENCES SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION PACKAGE:
SOLICITATION NUMBER:___________
BIDDER’S NAME______________________________________ DATE:____________________
Provide the name, address, telephone number and E-MAIL of at least three (3) valid Municipal, Government
agencies or firms of comparable size that have utilized services that are similar in type and capacity within the
last two (2) years. City of Georgetown references are not applicable. References may be checked prior to
award. If references cannot be confirmed or if any negative responses are received it may result in the
disqualification of submittal.
1. Company’s Name ____________________________________________________________
Name of Contact _______________________________________________________
Title of Contact _______________________________________________________
E-Mail Address _______________________________________________________
Present Address _______________________________________________________
City, State Zip Code _______________________________________________________
Telephone Number (____)__________________ Fax Number: (____)_______________
2. Company’s Name ____________________________________________________________
Name of Contact _______________________________________________________
Title of Contact _______________________________________________________
E-Mail Address _______________________________________________________
Present Address _______________________________________________________
City, State Zip Code _______________________________________________________
Telephone Number (____)__________________ Fax Number: (____)_______________
3. Company’s Name ____________________________________________________________
Name of Contact _______________________________________________________
Title of Contact _______________________________________________________
E-Mail Address _______________________________________________________
Present Address _______________________________________________________
City, State Zip Code _______________________________________________________
Telephone Number (____)__________________ Fax Number: (____)_______________
Page 37 of 50
ITB No. 202129 – Tree Prunning and Removal Services
Contract No. 21-0060-GS Page | 30
ATTACHMENT C
BIDDERS QUESTIONNAIRE – 40 points
Name of Business:
HQ Business Address
Physical Address of Serving Branch:
(if different address from HQ)
1. EQUIPMENT LIST: Attach a separate sheet of paper that lists and describes the type and
quantity of vehicles and equipment owned by your company that will be used to support this
contract. Describe vehicles and equipment used for general tree work, stump grinding, tree
inspects and disease treatment soil aeration, root excavation or similar - 10 Points
2. Number of full time employees that are eligible to work on City of Georgetown projects:
3. How many years has your company been in tree pruning and removal?
4. EXPERIENCE: Attach separate sheets of paper that describe relevant company experience
and individual experience/qualifications for the personnel who will be actively engaged in
the performance of this contract.
• Company work experience: Describe recent company work experience (2 years or less)
for at least two (2) commercial contracts for tree pruning and removal services as well as
stump grinding, insect and disease treatment, soil aeration, root excavation, deep root
fertilization, air spading and arborist consultation services. - 15 Points
• Individual Work Experience and Qualifications- Include the resume of the owner,
certified arborist and lead personnel as well as supporting documentation as
applicable; such as certifications, licenses and years of experience. – 15 Points
Number of Employees:
Number of years in the commercial Tree
Pruning and Removal Service:
Page 38 of 50
Supplier Scoring Summary 202129 Addendum 1 - Tree Pruning and Removal Services
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100 60 40
Legacy Arbor Care 1 99.3 60 39
Tree Amigos LLC 2 85.0 45 40
Certified Arbor Care Inc 3 84.0 50 34
Bartlett Tree Experts 4 77.3 39 38
BrightView Landscape Services 5 75.3 44 31
Unity Contractor Services, Inc.6 71.0 41 30
82.0 46.5 35.5
Page 39 of 50
202129 Addendum 1 - Tree Pruning and Removal Services
Page 40 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to rec ommend approval of a Buy Board purc hase of a pavilion through
the P laywell G roup, Inc. of Boerne, Texas in the amount of $51,874.71 to be c onstruc ted at G arey P ark. -
Dave Melaas, P arks and R ec reation P rojec t Manager
IT E M S UMMARY:
S inc e its opening in 2019, G arey P ark continues to grow as a popular rec reational destination for
G eorgetown res idents and those of surrounding areas. T he P lay R anc h continues to s ee growth in the
number of visitors that us e the park. P avilion use continues with facility res ervations being months in
advance.
T he c onstruc tion of this pavilion will provide an additional source of group rental spac e, additional
programming opportunity and additional revenue.
F IN AN C IAL IMPAC T:
F unds for the addition of this pavilion at the G arey P ark P lay R anch are budgeted in the P arks C I P F und
120, C C 0211.
S UB MIT T E D B Y:
Eric Nuner, As s is tant P arks and R ecreation Director
AT TAC H ME N T S:
Description Type
Bid Backup Material
Page 41 of 50
The PlayWell Group, Inc.
Toll Free: (800)726-1816 Fax: (505) 296-8900
TEXAS CORPORATE OFFICE, SALES OFFICE & PROCESSING CENTER
203A State Highway 46 East
Boerne, TX 78006
Colorado Sales Office
11757 W. Ken Caryl Ave. Suite #F-231
Littleton, CO 80127
Arkansas Sales Office
6929 JFK Blvd., Suite 20-16
N. Little Rock, AR 76116
Oklahoma Sales Office
5030 North May, Suite 129
Oklahoma City, OK 73112
New Mexico Sales Office
9430 San Mateo Blvd NE Unit G
Albuquerque, NM 87113
TERMS AND CONDITIONS
INVOICE TERMS
Tax funded and bonded projects only, Net 30 days. All other entities required 50% down and balance Net 30. All past due amounts will
be subject to a finance charge in accordance with the Texas Prompt Payment Act, Chapter 2251, Texas Government Code.
Delay of Installation (if applicable): If the Customer delays the installation, the stored product will be invoiced with a term of
Net 30.
OPEN ACCOUNT
Credit terms are available to municipalities, government agencies, school syste ms, bonded contractors, and businesses (with prior
approved credit). To establish credit your organization must have a satisfactory rating with Dun & Bradstreet and provide three credit
references. To establish credit, your initial order must total at least $10,000.00. 50% deposit is required on all orders from non-tax
funded entities. Prepayment may be required for any order at The PlayWell Group, Inc. sole discretion.
METHODS OF PAYMENTS
MasterCard, Visa, American Express, money order, checks. Sorry no C.O.D. orders.
FEDERAL/STATE GOVERNMENT AND CO-OP’S CONTRACT
Available for Federal/State Government, Co-Op’s and agency accounts on many items. Call your Sales Consultant for information.
SALES TAX
Will be added to the invoice, except when a tax-exempt/resale certificate is furnished, or your entity qualifies in your state as tax
exempt.
FREIGHT CHARGES/DELIVERY TERMS
All shipments are F.O.B factory, except where specifically stated otherwise. Del ivery of materials is up to eight weeks from the order
date, plus a few days for transit, unless otherwise noted. Every effort is made to comply with scheduled shipping dates: however, The
PlayWell Group, Inc. is not liable for any loss or damage arising out of delay in delivery of any of its product s due to causes beyond
the control of the Company.
DAMAGE/SHORTAGE CLAIMS
All claims for concealed loss or damage to product must be noted on the Bill of Lading or delivery ticket and reported immedi ately to
our Customer Service Department. All claims for product damage and shortage via common carrier must be promptly made by
consignee (customer) direct to The PlayWell Group’s Customer Service Department. When reporting damage, be sure to hold all
containers and packing materials for inspection (claims should be filed within 15 days of receipt of shipment).
RETURNS/CANCELLATIONS
No merchandise is to be returned without first obtaining written authorization from The PlayWell Group, Inc. Please provide i nvoice
number, date and reason for your return. Any authorized merchandise must be carefully packed and in saleable condition to be
accepted for return. A 25% (of list price) re-stocking charge plus freight to and from the manufacturer applies on all returned
merchandise when error is not the fault of The PlayWell Group. All returned merchandise must be shipped insured and freight
prepaid. Orders cancelled prior to shipment wil l be charged 10% of list price. Once the material has been installed, no refund will be
granted.
FREIGHT CARRIER INFORMATION
All freight is shipped unassembled via common carrier. Made via common carrier to the end user, the customer is responsible for
unloading all deliveries.
COLOR CHOICES
Be sure to specify color selections when ordering. Please sign attached Color Selection Fo rm (if applicable).
INSTALLATION
Installation/Prices are not included on this Quotation. A separate installation quotation must be included with your order i f installation
is required.
PLAYGROUND SURFACING WARNING
All play equipment must be installed over impact absorbing surface. Go to www.cpsc.gov for more information.
PRODUCT WILL BE ORDERED IMMEDIATELY UPON RECEIPT OF WRITTEN APPROVALS. Please
email or fax all pages.
Sales Quote #: ______________________________ Purchase Order #: ___________________________
Signature: __________________________________Date: ______________________________________
Page 42 of 50
QUOTATION
5/25/2021QUOTE #17082
BILL TO:
City of Georgetown
Accounts Payable
PO Box 409
Georgetown, TX 78627
SHIP TO:
City of Georgetown-Garey Park
TA Masonry-Theodore Alvarado
6450 RM 2243
Georgetown, TX 78628
CUST. PO #TERMS
NET 30
QUOTE EXPIRATION
6/24/2021
SALES REP
CES
COUNTY
WILLIAMSON
Phone: (512) 930-3646 Phone: (512) 633-5431
ITEM DESCRIPTION LIST PRICEQTY DISC. PRICE TOTAL
BUY #592-19 BUYBOARD CONTRACT #592-19 EXPIRES 09/30/2021 0.001 0.00 0.00
ICON
RG30x50-10MP-4 RECTANGULAR GABLE 30'X50'-STEEL (8) COLUMN
DESIGN-24 GA PRE CUT MULTI RIB METAL ROOF
PANEL(RIBS AT 12" CENTERS)-4:12 ROOF SLOPE-10'
EAVE HEIGHT-CUSTOM GABLE END
ORNAMENTATION-(6) ELECTRICAL CUTOUTS-ANCHOR
BOLTS & TEMPLATES INCLUDED-ECOAT/POWDER
COAT-STAMPED ENGINEER DRAWINGS AND PIER
DESIGN INCLUDED
51566.671 48,988.34 48,988.34
SHIP-ICON SHIPPING & HANDLING
ICON SHELTER SYSTEMS, INC. - Deliveries require
special or additional care or attention. If Playworks is not
contracted for installation, product must be off loaded by
customer, fork lift required. Please refer to the WARNING
LABEL upon delivery.
2886.371 2,886.37 2,886.37
Signature _____________________________________
QUOTE VALID FOR 30 DAYS. Product will be ordered upon receipt of written
approvals and/or deposit. Please email or fax all pages.
PLEASE REMIT YOUR DEPOSIT TO:
THE PLAYWELL GROUP, INC.
203A STATE HIGHWAY 46 EAST
BOERNE, TX 78006
Date __________________ TOTAL $51,874.71
SUBTOTAL $51,874.71
SALES TAX (0.0%)$0.00
Page 43 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to rec ommend approval of a Buy Board contrac t for c onstruc tion of a
pavilion through P layworks , Inc. of Boerne, Texas in the amount of $78,873.34, to be cons tructed at
G arey P ark. - Dave Melas s , P arks and R ecreation P roject Manager
IT E M S UMMARY:
S inc e its opening in 2019, G arey P ark continues to grow as a popular rec reational destination for
G eorgetown res idents and those of surrounding areas. T he P lay R anc h continues to s ee growth in the
number of visitors that us e the park. P avilion use continues with facility res ervations being months in
advance.
T he c onstruc tion of this pavilion will provide an additional source of group rental spac e, additional
programming opportunities and additional revenue.
F IN AN C IAL IMPAC T:
F unds for the addition of this pavilion at the G arey P ark P lay R anch are budgeted in the P arks C I P F und
120, C C 0211.
S UB MIT T E D B Y:
Eric Nuner, As s is tant P arks and R ecreation Director
AT TAC H ME N T S:
Description Type
Bid Backup Material
Page 44 of 50
PlayWorks, Inc.
Toll Free: (800)726-1816 Fax: (505) 296-8900
TEXAS CORPORATE OFFICE, SALES OFFICE & PROCESSING CENTER
203A State Highway 46 East
Boerne, TX 78006
Colorado Sales Office
11757 W. Ken Caryl Ave. Suite #F-231
Littleton, CO 80127
Arkansas Sales Office
6929 JFK Blvd., Suite 20-16
N. Little Rock, AR 76116
Oklahoma Sales Office
5030 North May, Suite 129
Oklahoma City, OK 73112
New Mexico Sales Office
9430 San Mateo Blvd NE Unit G
Albuquerque, NM 87113
TERMS AND CONDITIONS
INVOICE TERMS
Tax funded and bonded projects only Net 30 days. Finance charge of 1.5% per month or maximum
allowable by law will be added to past due balance. All other entities requ ired 50% down and balance
due upon completion.
OPEN ACCOUNT
Credit terms are available to municipalities, government agencies, school systems , bonded contractors, and
businesses (with prior approved credit). To establish credit your organization must have a satisfactory rating with
Dun & Bradstreet and provide three credit references. To establish credit, your initial order must total at least
$10,000.00. 50% deposit is required on all orders from non-tax funded entities. Prepayment may be required for any
order at PlayWorks, Inc. sole discretion.
METHODS OF PAYMENTS
MasterCard, Visa, American Express, money order, checks. Sorry no C.O.D. orders.
CO-OP CONTRACT’S
Available for Co-Op’s and agency accounts on many items.
PLAYGROUND SURFACING WARNING
All play equipment must be installed over impact absorbing surface. Go to www.cpsc.gov for more information.
ROCK CLAUSE
PlayWorks, Inc. reserves the right to charge for additional manpower and equipment rental if subcontractors
encounter rock that cannot be penetrated to drill installation holes with a mechanical auger. Every effort will be made
prior to installation to determine if additional rock charges may be required. PlayWell’s Sales Associate will notify
you and meet with you at the work site to review the conditions requiring additional charges.
SITE ACCESS
First off, you’ll need a level site to make it free of an y obstacles that might encroach upon the required fall zone for
your design. Dig-Tess (1(800) Dig-Tess) will call all the possible utility companies that may have underground cables
or piping running beneath the play area to mark where their runs might be . The site for equipment to be installed
must be accessible by heavy machinery (trucks, trailers, and Bobcats). In the event this equipment is used at your
site, please note there may be signs of access afterwards. PlayWorks, Inc. subcontractors will tr y to keep this to a
minimum.
WEATHER DELAY
Unusual weather patterns, heavy rain, lightning or thunder conditions, and flooding “acts of God” or natural disaster,
wherein the project site is determined to be unworkable. The installation of your equipment will be delayed.
INSTALLATION WILL BE ORDERED IMMEDIATELY UPON RECEIPT OF WRITTEN
APPROVALS. Please email or fax all pages.
Installation Quote #: _________________________ Purchase Order #: ________________________________
Signature: _________________________________ Date: ___________________________________________
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INSTALLATION QUOTE
6/2/2021
QUOTE #
7343
BILL TO:
City of Georgetown
Accounts Payable
PO Box 409
Georgetown, TX 78627
INSTALLATION SITE:
City of Georgetown-Garey Park
Dave Melaas
6450 RM 2243
Georgetown, TX 78628
CUST. PO#TERMS
NET 30
QUOTE EXPIRATION
7/2/2021
SALES REP
CES
COUNTY
WILLIAMSON
Phone: (512) 930-3646 Phone: (512) 930-3595
ITEM DESCRIPTION QTY LIST PRICE TOTAL
BUY #592-19 BUYBOARD CONTRACT #592-19 EXPIRES 09/30/2021 1 0.00 0.00
INSTALLED BY TA MASONRY
INSTALL-TA MASON... RECEIVING-UNLOADING-INSTALLATION OF 30'X50' ICON
ON PIERS PER ICON SPEC
1 26,322.58 26,322.58
INSTALL-TA MASON...4" CONCRETE SLAB WITH SALT FINISH-12" PERIMETER
BEAM WITH #4 REBAR AND #3 REBAR GRID
1 23,032.26 23,032.26
INSTALL-TA MASON... 2'X2' STONE COLUMNS W BOTTOM AND TOP LUEDERS
STONE PER DETAIL
8 3,016.13 24,129.04
INSTALL-TA MASON...SOIL HAUL OFF 1 1,645.16 1,645.16
INS & BOND INSURANCE AND BONDING 1 3,744.30 3,744.30
Signature _____________________________________
QUOTE VALID FOR 30 DAYS. Install will be ordered upon receipt of written
approvals and/or deposit.
PLEASE REMIT PAYMENT TO:
PLAYWORKS, INC.
203A STATE HIGHWAY 46 EAST
BOERNE, TX 78006
Date __________________
TOTAL $78,873.34
Page 46 of 50
City of Georgetown, Texas
Parks and Rec Advisory Board
July 8, 2021
S UB J E C T:
C onsideration and pos s ible ac tion to approve minutes from the June 10, 2021 meeting - Jill Kellum,
Administrative S upervisor
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
N/A
S UB MIT T E D B Y:
Jill Kellum, Adminis trative S upervis or
AT TAC H ME N T S:
Description Type
Minutes Backup Material
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Minutes of the Meeting of the
Parks and Recreation Advisory Board
City of Georgetown, Texas
June 10, 2021
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any
purpose authorized by the Open Meetings Act, Texas Government Code 551.)
A Call to Order - Katherine Kainer, Parks and Recreation Advisory Board Chair
Katherine Kainer called the meeting to order at 6:00 pm.
B Roll Call - Katherine Kainer, Parks and Recreation Advisory Board Chair
Boardmembers present: Katherine Kainer, Jolene Melancon, Peter Bahrs, Lindsay Cooper,
Chad Holz, Brazos Fielder
Boardmembers absent: Jack Flatau
Staff present: Kimberly Garrett, Eric Nuner, Sharie Palmer, Jill Kellum
C Parks and Recreation staff member introduction and presentation - Kimberly Garrett,
Parks and Recreation Director
Kimberly Garret introduced Sharie Palmer, Recreation Specialist. Sharie Palmer gave
information about her job assignments with the City of Georgetown and explained her Certified
Parks and Recreation Professional certification. She stated she has a good workplace culture
and enjoys everyone she works with. Peter Bahrs stated they do a great job at the front desk at
the Recreation Center.
D Update from the Friends of Georgetown Parks and Recreation - Peter Bahrs, Parks and
Recreation Advisory Boardmember Liaison
Peter Bahrs stated the Friends group did meet and for the Georgetown Swims program they are
looking for staffing at the pools. Kimberly Garrett stated their main objective is to give free
swim lessons. She stated we are low staffed and that makes it difficult to host those classes.
They use volunteers to manage the kids that come. Peter Bahrs stated there were 3
assistanceships given for memberships to the recreation center. Kimberly Garrett stated they
provide scholarships for different programs and the Friends of Georgetown Parks and
Recreation does require a small payment from the people. It helps with accountability and
them utilizing the services. Peter Bahrs stated that Kimberly Garrett gave an update on the city
and there was also a discussion on the Family Costume Ball, which is scheduled October 30,
2021, 7 p.m. – 9 p.m. at the Community Center. This is a fundraiser for the organization.
E Capital Project Updates - Eric Nuner, Assistant Director of Parks and Recreation
Eric Nuner stated the ADA trail reconstruction passed with council on the 8th. Construction will
start in July, and it will be intermittent and may have intermittent closures. Chad Holz asked
about the construction under IH35 and the trail rerouting and when that will be complete. Eric
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Nuner stated staff has not had a meeting with TXDOT recently and that needs to be scheduled.
On Heritage Gardens the site plan is being reviewed by the planning department. Staff has
received the survey results for University Park and a meeting will be scheduled with the
citizens to review the results. The Park ADA Modifications have been delayed because of rain.
Lindsay Cooper asked what the modifications were, and Eric Nuner reviewed those. There is
no change on the Wolf Crossing Trail and Brazos Fielder asked when the Wolf Crossing project
would start. Eric Nuner stated the construction documents are in the permitting process and
the permits have gone to TCEQ. It would go to bid in the Fall and construction would start in
January and possibly will be open summer 2022. Peter Bahrs asked if there were 2 access points
and Eric Nuner showed on the map the connections. There is a park just to the east of Goodwill
and the connection will be made there.
F Director Report - Kimberly Garrett, Parks and Recreation Director
Kimberly Garrett stated there is one correction on the report. She stated they were in council on
April 8th and not March 11th. She stated in the CIP presentation, that City Council suggested
moving up the southeast park to next year to secure land. She briefly talked about the Trail
Foundation and developing some mountain bike trails. On the masterplan, she thanked
everyone for participating in May. Kimberly Garrett said the consultant is very pleased with
the amount of participation so far. Jolene Melancon asked if once everything is in if there will
be a broader range of items, other than pickle ball. Kimberly Garrett stated the consultants are
used to that. She stated the survey is ready and they are sending out 4000 surveys. Kimberly
Garrett stated there are a lot more items on the survey and pickleball is a trend in the industry
right now. There will be a findings meeting the end of August. Kimberly Garrett stated
summer programming has kicked off. The splash pool is opened as well as programs and
camps. Jolene Melancon asked about mountain biking at Garey Park. Kimberly Garrett
explained that in the Garey Park masterplan it is specific to horse trails and not to have
mountain bikes. Kimberly Garrett stated she has discussed this with Greenplay on the
masterplan, and they are exploring possibilities. Brazos Fielder gave additional information
about the Trail Foundation and collaboration with other entities in Georgetown. Peter Bahrs
asked if the horses that come to Garey Park are tracked. Eric Nuner stated they are, and the
numbers are growing since the agility equipment has been added. He stated they are seeing a
lot of new users.
Legislative Regular Agenda
G Consideration and possible action to recommend approval of a five (5) year extension
with PerfectMind, Inc. for parks and recreation management software in an amount not to
exceed $184,185. - Eric Nuner, Assistant Parks and Recreation Director
Eric Nuner stated we have had PerfectMind for 5 years and it is time to renew, and we have a
price for the next 5 years. We also have the opportunity to extend another 2 years.
Page 49 of 50
Motion made by Lindsay Cooper second by Chad Holz to recommend approval of a five (5)
year extension with PerfectMind, Inc. for parks and recreation management software in an
amount not to exceed $184,185. Approved: 6-0-1
H Consideration and possible action to approve minutes from the May 13, 2021 meeting
- Jill Kellum, Administrative Supervisor
Correct the minutes that show Chad Holz was present; he arrived a few minutes late to the
meeting.
Motion made by Chad Holz, second by Lindsay Cooper to approve minutes from the May 13,
2021 meeting. Approved: 6-0-1
Adjournment
Adjourn - Katherine Kainer, Parks and Recreation Advisory Board Chair
Motion made by Katherine Kainer, second by Brazos Fielder to adjourn the June 10, 2021
meeting. Approved: 6-0-1
Meeting adjourned at 7:21 pm.
_____________________________________
Katherine Kainer, Board Chair
____________________________________
Lindsay Cooper, Secretary
______________________________________
Jill Kellum, Board Liaison
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