Template Number: OPS-PUB-113.PUR Version Number: 2026.03.01

City of Dallas

Request for Competitive Sealed Proposal (RFCSP)

Temporary Stagehand and Tech Labor

BYZ26-00030828

Solicitation Contact:

Alina Nair 214-670-0722 alina.nair@dallas.gov

Date Issued: 7/23/2026

Pre- Proposal Conference Date & Time:

8/4/2026 10:00 AM

Microsoft Teams Meeting:

https://teams.microsoft.com/meet/2 90059184179394?p=esp3Clf7ucHKS m7H4r

Question Due Date & Time:

8/7/2026 12:00 PM

Submission Due Date & Time:

8/28/2026 1:00 PM

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Bid Documents & Information

1.3 Pre-Bid Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

2. Scope of Work

2.1 Overview

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

3. Submittal Requirements file:///C:/Users/melony.hilson/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/WWDZD7HC/alina.nair@dallas.gov https://teams.microsoft.com/meet/290059184179394?p=esp3Clf7ucHKSm7H4r https://teams.microsoft.com/meet/290059184179394?p=esp3Clf7ucHKSm7H4r https://teams.microsoft.com/meet/290059184179394?p=esp3Clf7ucHKSm7H4r

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3.1 Minimum Qualifications of Choose an item.s

3.2 Bid Submission Documents

3.3 Development Costs

3.4 Cooperative Purchasing

4. Evaluation & Award process

4.2 Review for Responsiveness

4.3 Rejection or Acceptance of Bids

4.4 Late, Modified, or Withdrawn Bids

4.5 Disqualification of Bidders

5. Contract Administration

5.1 Pricing

5.2 Records & Audits

5.3 Default by Contractor

5.4 Assignment of Contract

5.5 Termination

5.6 Performance Measures & Contract Management

5.7 Invoicing

6. Compliance & Regulatory Requirements

6.1 Indemnity

6.2 Conflict of Interest

6.3 Certificate of Interested Parties (Form 1295)

6.4 Permits Required by Law

6.5 Confidentiality

7. Miscellaneous

8. Attachments

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1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting Proposals to establish a five-year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement, with three one-year renewal options for temporary stagehand and tech labor to be utilized by the Office of Arts and Culture. An ID/IQ contract is established when quantities and/or delivery schedules cannot be determined. Services will be ordered on an as-needed basis during the term of this contract.

1.2 Proposal Documents & Information

All Proposal documents can be obtained through the City’s solicitation portal at www.dallascityhall.bonfirehub.com. For technical assistance visit https://dallascityhall.bonfirehub.com/portal/support or contact support at support@gobonfirehub.com or 1-844-226-3862.

Proposers may view all supporting documents, pre-Proposal meeting details, site visit details (if applicable), and submit their questions on Bonfire. Proposers should complete all required documents and upload those documents listed in the Required Information section in Bonfire.

1.3 Pre-Proposal Meeting

During the solicitation process, Proposers are required to limit their communication regarding this project to the Procurement Specialist assigned to this solicitation. A pre- Proposal meeting will be held by the City where Proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-proposal meeting will be the only time when proposers and requesting department(s) will communicate directly, all subsequent communication must be directed to the assigned Procurement Specialist. All prospective Proposers are encouraged to attend.

1.4 Questions & Communications

All questions shall be submitted electronically through the City’s solicitation portal; the City will respond to all questions by way of an addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication. It is the Proposer’s responsibility to obtain clarification on any information contained in this solicitation.

1.5 Unauthorized Communications

The period of time from the solicitation’s release until Council award is known as the Cone of Silence. During the Cone of Silence, Proposers shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

No officer, employee, agent, or representative of the Proposer shall have any contact or communication, with any member of the City Council, City staff, or City consultants, or directly or indirectly seek to influence any City Council member, City staff, or City http://www.dallascityhall.bonfirehub.com/ https://dallascityhall.bonfirehub.com/portal/support mailto:support@gobonfirehub.com

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1.6 Addenda

The City will post an Addendum on Bonfire with responses to all questions received before the deadline. Interpretations, corrections, or changes to the solicitation made in any other manner are not binding upon the City, and Proposers shall not rely upon such interpretations, corrections, or changes.

Proposers shall acknowledge all Addenda issued and are encouraged to check the City’s solicitation portal frequently for any updates.

1.7 Solicitation Timeline

The Tentative Schedule of events is listed on the City’s solicitation portal for each specific solicitation. However, the City reserves the right to change those dates when necessary.

1.8 Cancellation

The City has sole discretion and reserves the right to cancel this RFCSP, or to reject any or all Proposals received prior to the award.

1.9 General Terms & Conditions

Proposers must review the General Terms & Conditions (Attachment A) prior to submitting a Proposal. By submitting a Proposal, Proposers agree to provide the services described in this solicitation in accordance with the general conditions and specifications.

2. SCOPE OF WORK

Estimated Quantities The quantity listed on the bid sheet is the City's best estimates. Actual quantities can be more or less than the listed amount during the contract term. The City will not be responsible for any anticipated profit or losses, by any Proposer, based on these estimated quantities.

Nor is there a set amount of service orders to be placed monthly. The Office of Arts and Culture will place their service orders as needed. Therefore, some months may have a lot of service orders and some months may have none. Payment to the successful Proposer will be based on actual services Work Practices

2.1 Overview

A. For the consideration agreed below to be paid to Contractor by City, Contractor shall provide, as needed and when authorized, employees of Contractor to provide temporary labor services for stagehand, tech, and setup labor positions to be used for concerts, theatrical performances, and events presented by or at City of Dallas Office of Arts and Culture venues, including, but not limited to, the Bath House Cultural Center, Oak Cliff Cultural Center, Latino Cultural Center, South Dallas Cultural Center, Majestic Theatre, and Moody Performance Hall, in the City and County of Dallas, Texas (the "Services").

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The services are to be performed in a good and workmanlike manner and shall conform in every respect to the following:

2.2 Specifications

1. Personnel will be expected to adhere to standards of behavior that reflect favorably on themselves, their employer, and the City of Dallas.

2. When required to interact with a client or patron, Contractor's employees shall without exception respond in a professional, courteous, and helpful manner.

3. Contractor's employees shall at no time solicit or accept any autographs, gifts, promotional items, gratuities, food and beverages, or other compensation from a patron or client.

4 Contractor's employees shall not speak to any media source or outlet as an official representative of the Office of Arts and Culture (OAC), its OAC Venues / Centers or the City of Dallas. All information or conversations which may have been heard or read in or around any City facility shall be treated as confidential information and shall not be repeated.

5. The City will designate an area in each facility as a break or rest area for all contractors' employees. All employees shall remain in this area except when in the actual performance of their assigned duties. Employers are prohibited from smoking, consuming alcoholic beverages, or using controlled substances or any other illegal substance on city property.

6. Personnel will always be expected to display a professional appearance including, but not limited to, appropriate grooming and clean working attire.

7. Personnel will comply with set standards interpretations will be referred to the Facility Manager.

8. Personnel will not bring handguns (with or without a Handgun License) or other weapons into the workplace.

Quality of Service

1. The Facility Managers shall have the right to reject the character of service and require that undesirable practices be discontinued or remedied. Failure of the Contractor to take appropriate action within 48 hours after written notification from the Facility Manager may result in the cancellation of the contract.

2. The Contractor shall constantly endeavor to provide the highest quality service attainable while performing the contract. All work shall be in a professional and workmanlike manner and in accordance with all federal, state, and municipal laws, ordinances, rules, and regulations.

Work Requirements

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1. Recording Presence: All Contractor Personnel must report time on a daily time sheet as approved by Facility Manager, at a location designated by the Facility Manager, when reporting for duty and when leaving as directed by the building operations manager.

Contract personnel must sign and date time sheet upon completion of work period. An individual who reports time for another individual will be deemed by the City as unsuitable for further work. Repeated offenses may lead to termination of the contract.

2. Standard of Conduct: The Contractor shall be responsible for maintaining satisfactory standards of employees' competency, conduct appearance, integrity, and shall be responsible for taking such disciplinary action including termination, as may be necessary. The City of Dallas has the right to reject any personnel deemed to be unsuitable.

3. Property: The Contractor will be solely responsible for, through replacement or reimbursement, ensuring that his Contractor employees do not damage or confiscate City or client property.

Standards of Dress, Equipment Use, Protection of Property

1. Dress: All contractors' employees will wear suitable clothing appropriate for their work assignments at the OAC Venues / Centers. All clothing shall fit the employee properly and be worn in the prescribed manner.

2. Grooming: All contractors' employees will maintain proper grooming and hygiene standards while on their work assignments at the OAC Venues / Centers.

3. Personnel reporting to work dressed inappropriately will not be permitted to work and should be replaced within 2 hours.

4. Equipment use/Property: Upon termination of the contract, the Contractor shall render an accounting of all such property which has come into it's possession under this contract. Any property furnished by the Office of Arts and Culture to fulfill contracted requirements which is lost or damaged, resulting from improper use or negligence by Contractors' employees, will be subject to invoice deduction

Safeguarding Property: The Contractor shall take all reasonable precautions, as directed by the Facility Manager or in the absence of such direction in accordance with sound industrial practices, to safeguard and protect City property.

6. Use of Office of Arts and Culture Property: The Office of Arts and Culture property shall be used only for official City business in the performance of this contract.

Contractor's Employees

1. General: To be eligible to perform under this contract, Contractor's employees must meet the requirements listed below:

a. The ability to meet and deal (engage) with the general public.

b. The ability to understand and apply various rules and regulations

c. The ability to maintain poise and self-control under pressure

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d. Must be capable of communicating in English or have a bi-lingual supervisor provided at no additional cost to the City.

e. All Contractors' employees shall be a minimum of 18 years of age

2. Each employee shall be a citizen of the United States of America, or an alien who has been lawfully admitted to the United States.

3. Health Requirements: The Contractor shall ensure that all employees assigned are well proportioned in height and weight, and in good general health, without physical defects or abnormalities which would interfere with the performance of duties. They shall be free from any communicable disease.

4. Suitability Determination: All Contractors' employees shall be the subject of a suitability determination by the Facility Manager. The term suitability, as used herein means a determination by Facility Manager that the employee meets the City's requirements for employment regarding reliability, integrity, personal & work habits, and/or other pertinent factors.

a. The City shall reserve the right to require an employee be drug or alcohol tested at the expense of the Contractor if the contract administrator deems that such a test is necessary. A refusal of an employee to submit to drug testing will be just-cause to remove the employee from the facilities.

b. The City shall reserve the right to request background history records on any employee if requested by the contract administrator or Facility Manager.

c. Unless specifically authorized by the City, employees will not be allowed to perform their assigned duties under this contract until a favorable suitability determination has been made. However, the granting of a temporary authorization by the City to allow an employee to perform under the contract, pending completion of the suitability determination shall in no way preclude or bar the withdrawal of termination of such action by the city.

d. For clarification, a determination of unsuitability may be made from, but not limited to, incidents involving the most immediately identifiable types of misconduct or delinquency as set forth below:

5. Neglect of duty, including sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during official time, and refusing to render assistance or cooperation in upholding the integrity of the service at the worksite.

6. Falsification or unlawful concealment, removal, mutilation or destruction of any official documents or records or concealment of material facts by willful omissions from official documents or records.

7. Disorderly conduct, use of abusive or offense language, quarreling, intimidation by words or actions or fighting as well as participation in disruptive activities which interfere with the normal and efficient operations of the facility.

8. Theft, vandalism, immoral conduct, or any other criminal actions.

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9. Selling, consuming, or being under the influence of intoxicants, drugs or substances which produce similar effects.

10. Unethical or improper use of official authority or credentials.

11. Unauthorized use of communications equipment or City property.

12. Possession of weapons

13. Violations of security procedures or regulations

14. Recurring tardiness or absenteeism.

15. Discussing, relaying, or passing any information to the news media that is directly or indirectly heard or read while in City facilities.

16. Removal from Duty: if the Facility Manager or his designee observes, or verifies a report of, disqualifying information on a contract's employee as a result of a suitability check, he shall request the Contractor to immediately remove that employee from duty. The Contractor must comply with all such requests. When an employee is removed under these circumstances, the Contractor shall complete any required reports. Contractor's employees must be disqualified from duty for violation of Contractor's work rules, a copy of which must be submitted with proposal and be approved by the Facility Manager. ln the event a Contractor's employee is removed from duty the awarded contractor will supply a replacement employee within 2 hours of notice from the City.

Stagehand Labor Definitions

Group I:

"Setup Labor”

Workers who are qualified and competent to load and unload production vehicles, handle expensive, delicate equipment, and assemble risers or other simple staging but are not required to be as skilled as Stagehands, Riggers, or Department Heads as defined in this document.

Special Conditions and Qualifications

Workers are to have experience in theatrical and event setup and be able to lift 75 lbs.

Workers must provide their own gloves or be provided gloves by the contractor. lf workers who do not speak English are provided, the contractor must provide, at no additional cost to the City, a supervisor who speaks both English and the worker's language. Group I workers can be asked to complete other tasks outside of their requested call assignments.

Supervision

The Contractor's workers will be under the supervision of City Facility Management as well as Contractor supplied supervision as approved by City Facility Management.

Proposers must quote firm prices per hour for Straight Time and Overtime rates.

Straight

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Pricing

Time rates are to be considered the first eight (8) hours per day of an event ("call").

Overtime rates are to be considered everything else or between the hours of 12:00am and 8:00am. Unless dismissed for cause, workers will receive a minimum of four (4) hours pay per individual day of a call. Labor rates must meet or exceed federal and/or City of Dallas minimum wage rates.

Availability

Quantities listed are the City's best estimate and may or may not be the actual needs during the contract. The awarded vendor must be able to provide up to twenty (20) Group I workers upon forty-eight (48) hour notification. On multiple-day calls, the Contractor must make every effort to repeat the same crew on the next day unless previous arrangements have been made with City Facility Managers. All workers should have a reliable means of transportation.

Group II:

"Stagehand, Board Op, Spotlight Op, Wardrobe/Wigs, Steward, and Forklift Op"

Stagehand-

A person who is qualified and competent at performing the following tasks:

1. Hanging and focusing lighting instruments of the type used in cultural arts facilities such as those operated by the City of Dallas, Office of Arts and Culture.

2. Setting up and operating audio equipment used for theatrical and music performances and special events in cultural arts facilities such as those operated by the City of Dallas, Office of Arts and Culture.

3. Setting up and operating video equipment of the type used in cultural arts facilities such as those operated by the City of Dallas, Office of Arts and Culture

4. Staging (both permanent and portable) equipment.

5. Operating aerial lifts and scissor lifts in a safe manner

6. Properly lifting equipment for loading and unloading trucks

7. Stagehands should have solid backgrounds as carpenters, audio technicians, video technicians, or electricians.

8. Stagehands will not be departmentalized (e.9., if assigned to an electric position they may be asked to complete work assigned to a carpenter or some other position).

9. Stagehands will be required to assist with the loading/unloading of vehicles and with moving equipment from loading areas to staging areas.

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Board Op-

A person who is qualified and competent at performing the following tasks

1. Must meet all qualifications of a “Stagehand”.

2. Must be fully capable, confident, and competent in the setup, programming, and show operation of an electronic control board for lighting, audio, and/or video.

3. Must be able to communicate in an effective manner with City Facility Management and their clients to accomplish artistic goals of show.

4. Board Ops will not be departmentalized (e.9., if assigned in a board op position, they may be asked to complete work assigned to a carpenter or some other position).

Board Ops will be required to assist with the loading/unloading of vehicles and with moving equipment from loading areas to staging areas.

Spotlight Op-

A person who is qualified and competent at preforming the following tasks:

1. Must meet all qualifications of a "Stagehand”.

2. Must be fully versed in operating follow spot fixtures of the type used in cultural arts facilities/venues such as those operated by the City of Dallas, Office of Arts and Culture.

3. Must be fully versed in the terminology used to communicate directions to spotlight operators during shows.

4. Spot Ops will not be departmentalized (e.9. if assigned in a spot op position they may be asked to complete work assigned to a carpenter or some other position). Spot Ops will be required to assist with the loading/unloading of vehicles and with moving equipment from loading areas to staging areas.

Wardrobe/Wigs-

A person who is qualified and competent at performing the following tasks:

1. Altering or mending costumes.

2. Cleaning, ironing, and steaming costumes

3. Fitting costumes onto performers.

4. Assist with hairstyling, wig styling, and special effects make-up

5. Helping performers change costumes between scenes.

6. "Breaking down", laundering, and storing costumes at end of show run.

7. Will be departmentalized and not asked to perform work outside of Wardrobe/ Wigs.

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Steward-

A person who is qualified and competent at performing the following tasks:

1. Must meet all qualifications of a “Stagehand”.

2. Keeping an accurate log of all workers on the call and the hours worked by all workers.

3. Communicating with the City Facility Management any persons absent from the call and will make arrangements with the Contractor for replacements.

4. ln addition to steward responsibilities, they will be expected to work alongside other stagehands when requested.

5. Stewards will be required to assist with the loading/unloading of vehicles and with moving equipment from loading areas to staging areas. A "non-working" steward may be requested by City Facility Managers to supervise a large number of workers.

Forklift Operator-

When requested, Contractor must be able to supply workers that are certified and competent in the operation of forklifts used in the loading/unloading of vehicles and for stacking/ unstacking cases, truss, equipment, etc.

Special Conditions and Qualifications

Stagehands, Board Ops, Spotlight Ops, Wardrobe/Wigs, and Stewards must have a minimum of three years' experience and must provide their own hand tools and safety equipment. If workers who do not speak English are provided, the contractor must provide, at no additional cost to the City, a supervisor who speaks both English and the worker's language.

Group ll Stewards must speak and understand English.

Group ll Stagehands, Board Ops, Spotlight Ops, and Stewards can be asked to complete other tasks outside of their requested call assignments.

Supervision

The Contractor's workers will be under the supervision of City Facility Management as well as Contractor supplied supervision as approved by City Facility Management.

Replacements

Any worker supplied under this agreement who proves to be unsatisfactory to the City Facility Management may be replaced for any reason. Any worker who is replaced will be paid for actual time worked. Contractor must supply a replacement worker within two hours of notification.

Pricing

Proposers must quote firm prices per hour for Straight Time and Overtime rates. Straight Time rates are to be considered the first eight (8) hours per day

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Availability

Quantities listed on the bid sheet are the City's best estimate and may vary during the contract.

Contractor must be able to furnish up to Thirty (30) Group ll workers (Stagehands, Board Ops, Spotlight Ops, Wardrobe/Wigs, and/or Stewards) within forty-eight (48) hours' notice.

On multiple-day calls, the Contractor must make every effort to repeat the same workers on the next day unless previous arrangements have been made with City Facility Managers. All workers should have a reliable means of transportation.

Group III:

"Rigger”

Rigger-

A person who is qualified and competent at performing the following tasks:

1. Able to safely lift 75lbs

2. Maintaining full knowledge of the use and ability to tie knots commonly used in theatrical and arena rigging (e.9., bowline, clove hitch, etc.)

3. Hanging anything overhead (e.9., motors, scenery, etc.) from any point on a high or a low load-bearing beam to hit any marked location on the floor so that lighting, sound, video, and/or scenery equipment can be hung in its proper locations.

4. Knowing the proper location and procedure to place a point and the load limits associated with that point.

5. Choosing the proper method and calculations necessary to hang the object being flown or supported.

6. Assembling and installing rigging equipment (e.9., motors, cables, slings, ropes, and/or pulleys to lift, lower, move and/or position heavy objects (e.9., lighting, sound, video, and/or scenery equipment)

7. Maintaining full knowledge of and the safe use of motor control equipment (e.g'pickles', pendants, motor distros, etc.)

8. Comfortable working at heights and climbing ladders.

9. Operating aerial lifts and scissors lifts in a safe manner.

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10. Inspecting, maintaining, and repairing rigging equipment

11. Assuring that safety requirements are always met.

12. Supplying their own tools and personal safety equipment

13. Riggers will not be required to work in other departments or to assist with load-in or load-out.

Special Conditions and Qualifications

Riggers must have a minimum of three years of experience and must provide their own hand tools, ropes, safety equipment, etc. Riggers must be able to speak and understand English. It is preferred Riggers be Entertainment Technician Certification Program (ETCP) certified, but not required.

Supervision

The Contractor's workers will be under the supervision of City Facility Management as well as Contractor supplied supervision as approved by City Facility Management.

Replacements

Any worker supplied under this agreement who proves to be unsatisfactory to the City may be replaced for any reason. Any worker who is replaced will be paid for actual time worked. Contractor must supply a replacement worker within two hours of notification.

Pricing

Proposers must quote firm prices per hour for Straight Time and Overtime rates. Straight time rates are to be considered the first eight hours per day of an event ("call"). Overtime rates are to be considered everything else or between the hours of 12:00am and 8:00am. Unless dismissed for cause, workers will receive a minimum of four hours pay per individual day of a call.

Labor rates must meet or exceed federal and/or City of Dallas wage floor minimum wage rates.

Availability

Quantities listed on the bid sheet are the City's best estimate and may vary during the contract. Contractor must be able to furnish up to Six (6) Riggers within forty-eight (48) hours notice. On multiple-day calls, the Contractor must make every effort to repeat the same workers on the next day unless previous arrangements have been made with City Facility Managers. All workers should have a reliable means of transportation.

Group IV:

"Department Head"

Deportment Head-

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A person who meets the following qualifications

1. Meets all qualifications of a "Stagehand”.

2. Department Heads shall have at least four years of experience working in their field of expertise (e.9., lighting, audio, carpentry, video, etc.)

3. Shall be familiar with the use of equipment and with current industry standards within their department.

4. Be able to supervise workers and work directly with City Facility Management, tour, user, or client supervisors within their department.

5. Must be fully capable, confident, and competent in the setup, programming, and show operation of an electronic control board for lighting, audio, and/or video if such equipment is used within their department.

6. Department Heads will work alongside other stagehands in addition to supervising them.

Determination of Department Heads

Department Heads will be vetted and approved at the sole discretion of City Facility Managers. The same approved worker must be provided for each Department Head position at each venue for all calls unless previous arrangements have been made with City Facility Managers. All workers should have a reliable means of transportation.

Supervision

The Contractor's workers will be under the supervision of City Facility Management as well as Contractor supplied supervision as approved by Facility Management.

Replacements

Any worker supplied under this agreement who proves to be unsatisfactory to the City may be replaced for any reason. Any worker who is replaced will be paid for actual time worked. Contractor must supply a replacement worker within two hours of notification.

Pricing

Proposers must quote firm prices per hour for Straight Time and Overtime rates. Straight Time rates are to be considered the first eight (8) hours per day of an event ("call").

Overtime rates are to be considered everything else or between the hours of 12:00am and 8:00am. Unless dismissed for cause, workers will receive a minimum of four (4) hours pay per individual day of a call. Labor rates must meet or exceed federal and/or City of Dallas minimum wage rates.

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2.3 Communication Requirements

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the City. The awarded contractor shall respond to phone calls and emails from the City within (4) hours of receipt. Other written correspondence (letters by common carrier) by the City must be answered within three (3) business days.

2.4 Commencement Date

The commencement date of this contract shall be upon Council approval and contract execution.

2.5 Performance Measures

1. Consistently meets criteria provided in the “Stagehand Labor Definitions” Section

2. Maintain an on-call replacement process for no shows our callouts

3. Compliance with facility safety and emergency protocols

4. Professional customer service and communication with minimal complaints regarding crew performance.

5. Timely submission of invoices and resolution of invoicing discrepancies

2.6 Service Warranty

All services provided under this contract shall be warranted to be free from poor workmanship, planning and materials, which affect the integrity of the service. The warranty shall be for the customary warranty period. The warranty will begin with the City’s acceptance of the service provided.

If the service fails and is believed to be the awarded Contractor’s responsibility, the City of Dallas shall give a written notice for additional service. The Contractor shall make corrections at the Contractor’s expense in a manner mutually agreed upon by the City and the Contractor. The warranty period will start over upon the City’s final acceptance.

2.7 Contract Transition

The successful contractor at City’s request shall cooperate with the City and any successor contractor to ensure an orderly transition of services upon expiration or termination of this Agreement. Cooperation may include ensuring event staffing plans and event operational information are communicated appropriately for the successful execution of events.

Cooperation may also include transfer of records, return of City property and other reasonable actions necessary to maintain continuity of operations and minimize disruption to event and facility activities.

2.8 Insurance Requirements

The successful contractor will be required to purchase, within fifteen (15) days of the award, and maintain during the term of the contract, insurance as described in Attachment B, and agrees to the indemnification agreement therein.

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2.9 Bonding Requirements

The successful contractor will also be required to provide the required performance and payment bonds as described in Attachment C.

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Proposers

Proposals will only be considered from Proposers who have been established in the business of providing temporary stagehand and tech labor to performing arts centers, arenas, conventions centers, or similar venues for a minimum of five (5) years.

Proposal Submittal Requirements

Proposal will be structured and formatted as follows.

If requested, Proposers shall provide a minimum of three (3) current letters of reference and/or other documentation demonstrating minimum qualifications. Proposals shall be accepted from authorized providers for the requested Services. If during the term of the agreement the awarded vendor loses authorization the City reserves the right to obtain the Services from another source.

3.2 Proposal Submission Documents

Proposers must include the following documents in their submission:

Form Name Form Number Business Information Form OPS-02 Conflict of Interest Policy & Questionnaire OPS-07 and State Form

CIQ

Local Preference Affidavit OPS-31 Living Wage Affidavit OPS-3 SBE Affidavit BEH-FRM-602.SAW Local Participation & Workforce Impact Form BEH-FRM-604.SAW SBE Utilization Plan & Commitment to Local Economic Impact BEH-FRM-605.SAW Engagement Score & Past Commitment Form BEH-FRM-606.SAW SBE Good Faith Effort Documentation Form (if applicable) BEH-FRM-607.SAW Prime Self-Performance Declaration (if applicable) BEH-FRM-609.SAW Subcontractor Intent Form BEH-FRM-610.SAW Any other City Documents as Required

3.3 Development Costs

Neither the City of Dallas or its representatives shall be liable for any expenses incurred in connection with preparing a response to this solicitation. Respondents are encouraged to

Click or tap here to enter text. 17 of 27 prepare their Proposals simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

3.4 Cooperative Purchasing

The City has interlocal agreements with many other governmental agencies that provide for the use of the City’s contracts, so long as the vendors agree to extend the same terms, conditions, and pricing to other entities. Proposers shall indicate in their Proposal whether they agree to extend the terms, conditions, specifications, and pricing of its agreement with the City to other governmental entities. All purchases by other governmental entities shall be billed directly to that governmental entity and paid by that governmental entity. The City shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own materials/services as needed.

4. EVALUATION & AWARD PROCESS

4.1 Evaluation Criteria

An evaluation committee will evaluate aspects of the proposal based on the criteria outlined below.

• Experience and approach 55 Points o Experience Providing stagehand labor for performing arts centers, arenas, convention centers, or similar venues.

o Experience and qualifications of management personnel responsible for staffing and contract oversight.

o History of providing service for large multi-venue operations.

o Reference information on comparable contracts.

o Experience providing stagehand labor qualified to support a variety of event types including concerts, dance, theatrical productions, touring productions, corporate events, etc.

o Approach to provide multiple personnel for varying schedules including evenings, weekends, holidays, and short-notice requests.

o Approach to employee training, safety, and skill development.

o Approach to quality control and supervision.

• Cost: 20 Points o The proposer with the lowest bid per group receives the maximum points for the cost criterion.

o The remaining proposers receive a proportion of the maximum points based on their bid amount relative to the lowest bid.

• Local Preference 5 Points o The City’s Local Preference Program values the participation of companies who have their principal place of business in the City and who hire City residents.

o The information shall be submitted in the proposal. To receive the points a supplier must satisfy one of the following:

▪ Proof of principal place of business located in the City of Dallas, OR

▪ Proof of local workforce composition including:

• At least 100 full time employees who are Dallas residents: OR

• At least 20% of its total full-time employees who are Dallas residents;

OR

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▪ If available, participation in Workforce Development Program

• Developing Regional & Inclusive Vendor Enterprises (DRIVE) Plan…………………20 Points o It is the policy of the City of Dallas to involve certified small business enterprises (SBEs) to the greatest extent feasible in the City’s contracting opportunities. The City further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy for City of Dallas contracts.

o Evaluation points shall be awarded as follows:

▪ SBE Utilization – up to 8 points

• Proposed SBE Commitment

• First-time Contracting

▪ Local Economic Impact – up to 6 points

• Local Workforce

• Local Supply Chain Usage

• Local Community Investment

▪ Engagement Score – up to 6 points

• Past Subcontractor Utilization

• Documented Engagement Efforts

• Past Timely Payments to Subcontractors o As a prerequisite for City Council award, the contractor must demonstrate and document its good faith effort (GFE) to meet the established participation goal. Any apparent most advantageous proposer who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

o Assistance in preparing the DRIVE forms may be obtained by sending an email to businessenterprisehub@dallas.gov

4.2 Award Method

The City’s intent is to award this solicitation to the highest ranked proposer in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a submission is responsive. The City reserves the right to reject any and all Proposals and to waive any minor irregularities or discrepancies in any submission as may be in the best interest of the City. Late Proposal s will not be considered for award. An award will only be made to a Proposer that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

4.3 Opening of Proposals

The City will open Proposals during the bid reading. Proposal readings take place at 2:00 PM on Fridays and can be viewed on the City’s website https://dallascityhall.com/government/Pages/Live.aspx. Any Proposal tabulation(s) posted after the submission date will be considered draft until final approval of the award recommendation(s).

4.4 Review for Responsiveness

mailto:businessenterprisehub@dallas.gov https://dallascityhall.com/government/Pages/Live.aspx

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The City will review Proposals for compliance to determine whether they are responsive and responsible, and whether they meet the minimum requirements of this RFCSP. The City may conduct all necessary inquiries or investigations, including but not limited to contacting references, to verify the information submitted. Proposals that do not meet the minimum requirements may be deemed non-responsive and excluded from further evaluation.

4.5 Evaluation of Proposals

Proposals determined to be responsive and responsible will be evaluated in accordance with criteria stated in this RFCSP. Proposers considered reasonably qualified under these criteria may be invited to participate in discussions, interviews, or presentations to further clarify their submissions.

4.6 Best and Final Offers (BAFO)

If discussions or interviews are conducted, the City may request Best and Final Offers. Such requests will specify:

• That this is the opportunity to submit a Best and Final Offer;

• The date and time for submission;

• That modifications must be received by the deadline to be considered; and

• Any changes to the proposal requirements.

4.7 Selection for Negotiation

After evaluating proposals and any Best and Final Offers, the City may identify the proposer(s) whose submission is most advantageous, considering evaluation factors. The City may then begin negotiations with the highest-ranked proposer(s).

4.8 Negotiation Process

If negotiations with the highest-ranked proposer(s) are unsuccessful, the City may discontinue discussions and begin negotiations with the next highest-ranked proposer. This process may continue until a contract is executed or the City determines that no acceptable proposal exists.

4.9 Reservation of Rights

The City reserves the right to reject any or all proposals or to award a contract based solely on initial submissions, without discussion or clarifications. Each proposal should therefore reflect the proposer’s best terms from both a technical and pricing standpoint. Only proposers submitting a proposal will receive communications after the RFCSP submission due date.

4.10 Rejection or Acceptance of Proposals

This solicitation does not commit the City to award a Contract. The City reserves the right to reject any and all Proposals, to waive technicalities or irregularities, and to accept any Proposal it deems to be in the interest of the City. The City shall not be liable for any costs incurred by any company responding to this solicitation. If applicable, the City requires the

Click or tap here to enter text. 20 of 27 recommended Proposer to sign the necessary Contract documents prepared by the City Attorney’s Office. If applicable, a sample Contract is included as an attachment. Proposers must take exception to any term of the Contract to which it will not agree in its Proposal.

4.11 Late, Modified, or Withdrawn Proposals

Proposals are required to be submitted electronically using the City’s solicitation portal. The system will not accept submittals after the Submission Due Date and Time and hard copies are not permissible. Proposals may be modified at any time prior to the Submission Due Date and Time. If a Proposal is modified, it must be resubmitted by the Submission Due Date and Time to be responsive. Proposals may be withdrawn at any time prior to the Submission Due Date and Time. Withdrawn Proposals may be resubmitted prior to the Submission Due Date and Time. No Proposals may be modified or withdrawn after the Submission Due Date and Time without forfeiture of the Bid Security, if any.

4.12 Disqualification of Proposers

Proposers may be disqualified for, but not limited to, the following reasons:

4.12.1 Reason to believe collusion exists among the Proposers.

4.12.2 The Proposer is involved in any litigation against the City.

4.12.3 The Proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City.

5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of 5 years , with three one-year renewal options. Renewals require mutual agreement. If the Contractor declines, the City may extend the contract up to 180 days for re-solicitation. The City reserves the right not to offer an extension.

5.2 Delivery Orders

Delivery Orders may be issued at any time during the term of the agreement. Each Delivery order will constitute an individual order for goods or services under the terms and conditions of this agreement. Delivery Orders issued prior to the expiration of the agreement shall remain subject to, and governed by, this agreement until completion or termination of the specific order.

5.3 Contract Type

This Contract is a Indefinite Quantity (ID/IQ) master agreement contract. An official Delivery Order (DO) will be issued to the Contractor for each specific order. The Contractor shall not commence work until receipt of the DO; failure to do so could result in no payment. The purpose of this Contract is to establish firm pricing; and the estimated quantities are not a guarantee; the quantities ordered may be more or less than estimated. The estimated

Click or tap here to enter text. 21 of 27 quantities are based upon historical usage and anticipated needs. Delivery Orders will be issued on an as needed basis according to annual budget appropriations.

5.4 Contract Amount

The initial contract amount is estimated to be Click or tap here to enter text.for the initial contract term and Click or tap here to enter text.for each renewal option. The total estimated contract amount is Click or tap here to enter text.. Payments Choose an item.

The Contractor will base its Proposal amount on the estimated quantities identified in the Choose an item. Sheet, which will only be used for comparison and evaluation purposes.

The City will issue Delivery Orders based on needs and not in accordance with the estimated quantities contained in the Choose an item. Sheet. The Contractor’s pricing shall remain firm throughout the initial term of the Contract. Price adjustments will be considered at the time of renewal or hold over extension subject to Attachment A: General Terms & Conditions,

5. Adjustment Clause.

5.5 Firm Pricing

Pricing, including discounts/markups (+/-), shall be firm for the entire contract unless otherwise stated herein.

5.6 Records & Audits

The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized in this Contract. These records shall be retained for a minimum of two (2) years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

5.7 Default by Contractor

The following events shall be deemed to be events of default by Contractor under this Contract:

5.7.1 Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors;

5.7.2 Contractor attempts to assign the Contract without the prior written consent of the City;

5.7.3 Contractor shall fail to perform, keep or observe any term, provision or covenant of the Contract; or

5.7.4 Contractor fails to properly and timely pay Contractor personnel, supplies or other contractors and the failure impacts the City in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified of such notice, the City may immediately cancel the Contract. At the discretion of the Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract. The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost

Click or tap here to enter text. 22 of 27 anticipated profits if the City cancels or terminates the Contract. No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

5.8 Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract or any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

5.9 Termination

The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods delivered and accepted prior to the effective date of such termination.

5.10 Performance Measures & Contract Management

The City reserves the right to cancel this agreement at any time if service performance, timeliness, quality of work is determined to be unsatisfactory or inconsistent with contract requirements.

5.11 Invoicing

For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received.