01 - Specification Fire Extinguisher and Spinkler System Maintenance and Repairs.pdf

City of Dallas

Request for Bid (RFB)

Specification Fire Extinguisher and Sprinkler System Maintenance and Repairs

BT26-00030640

Solicitation Contact:

Matthew Moore 214.243.2130 Matthew.Moore@dallas.gov

Date Issued:

8/6/2026

Pre- bid Conferenc e Date & Time:

8/19/2026 2:00 PM

Microsoft Teams Meeting:

https://teams.microsoft .com/meet/229006665 412449?p=kI07XKcblQJ TOSI4Ef

Question Due Date & Time:

8/23/2026 11:30 PM

Submissio n Due Date & Time:

9/4/2026 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

https://teams.microsoft.com/meet/229006665412449?p=kI07XKcblQJTOSI4Ef https://teams.microsoft.com/meet/229006665412449?p=kI07XKcblQJTOSI4Ef https://teams.microsoft.com/meet/229006665412449?p=kI07XKcblQJTOSI4Ef https://teams.microsoft.com/meet/229006665412449?p=kI07XKcblQJTOSI4Ef

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

3. Submittal Requirements

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4.4 Late, Modified, or Withdrawn Bids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

1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting bids to establish a three (3) year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for the inspection, maintenance, parts replacements and repair of fire extinguishers and sprinkler systems to be utilized by the Citywide use.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 Bid Documents & Information

All bid 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.

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

1.3 Pre-Bid Meeting

During the solicitation process, Bidders are required to limit their communication regarding this project to the Procurement Specialist assigned to this solicitation. A pre-bid meeting will be held by the City where Bidders will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-bid meeting will be the only time when Bidders and requesting department(s) will communicate directly, all subsequent communication must be directed to the assigned Procurement Specialist. All prospective Bidders 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 Bidder’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, Bidders shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

http://www.dallascityhall.bonfirehub.com/ https://dallascityhall.bonfirehub.com/portal/support mailto:support@gobonfirehub.com

No officer, employee, agent, or representative of the Bidder 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 consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Bidder being disqualified from the procurement process.

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 Bidders shall not rely upon such interpretations, corrections, or changes.

Bidders 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 RFB, or to reject any or all bids received prior to the award.

1.9 General Terms & Conditions

1.9.1 Experience and Qualification Requirements

A. Bids will only be considered from vendors who have been established in the business of inspecting, maintaining, and repairing fire extinguishers and sprinkler systems for two

(2) or more years.

B. Bidder shall provide three (3) verifiable references evidencing proof of two (2) or more years of business experience. References shall include the company name, address, phone number, email address and contact name of a person who can and will discuss the nature of the bidder’s work for their firm.

C. All bidders shall comply with Section 1991 UFC; Section 10.505 or any subsequent replacement.

D. Bidder, and any personnel performing services for bidder, must have a current Certificate of Registration issued by the Texas State Fire Marshall. Bidder shall include a copy of their current registration with their bid.

E. Bidder must have certified technicians in all of the following types of fire equipment evidenced by submission of manufacturers’ letters of authorization with bid.

1. Fire Sprinkler Systems (Wet-pipe, Dry-pipe and Pre-action): Grinnell, CSC, Reliable, Viking, Star

2. Backflow prevention assemblies in accordance with current NFPA 13,

16.2.5 standards.

F. All services shall be performed by certified technicians who are qualified through factory or other training to work on the specific make and models of equipment listed herein and are directly employed and supervised by the contractor. It is the responsibility of the Contractor to ensure all employees are appropriately licensed prior to services being performed.

G. Apprentice employees may only perform services when accompanied by, and under the direct supervision of a licensed employee.

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

1.10 Bid Security

To be considered responsive, bids must be submitted electronically through the City’s solicitation portal by the due date and time indicated in the solicitation. All Bidders must scan and upload a copy of their $100.00 bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their bid. Original document(s) for the bid security shall be required from the recommended vendor(s) to be delivered to the City’s Purchasing Agent upon request.

The bid security for recommended Bidders will be retained until contract execution. If the awarded Bidder fails to execute and deliver the contract within ten (10) days after the notice of award, the City may annul the notice of award and shall be entitled to make claim against the bid security. The bid security of recommended Bidders will be retained until the contract is awarded and the contract becomes effective, or all bids are rejected, whereupon bid security furnished by all recommended Bidders will be returned.

1.11 Local Preference

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

Additional information on Local Preference can be found in Attachment A: General Terms

& Conditions, 19. Local Preference. A local firm whose bid is within the following percentages may be considered for award over the lowest bidder:

1.11.1 Three percent (3%) of the lowest bid for a contract valued at greater than $500,000 for goods.

1.11.2 Five percent (5%) of the lowest bid for a contract valued at less than $500,000 for goods or services.

1.11.3 Five percent (5%) of the lowest bid for a contract valued at less than $100,000 for construction services.

2. SCOPE OF WORK

2.1 Overview

Inspection, maintenance, parts replacements and repair of fire extinguishers and sprinkler systems

2.2 Specifications

A. Group 1 – Fire Extinguishers, Inspections, and Recharging

1. Inspection, Repair, Recharging and Hydrostatic Testing must be in accordance with the most current edition of the National Fire Protection Association (NFPA) standard covering Fire Extinguisher Equipment, and in accordance with current OSHA regulations.

2. Maintenance Inspection is to be performed annually or semi-annually based on each user department’s requirements and should reveal the need for hydrostatic testing, sixth year maintenance, and repair or recharge of the extinguishers.

• Following maintenance, the vendor will securely attach a tag to each extinguisher that indicates the services performed. The successful bidder will be provided the locations of the extinguishers/systems by the requesting departments for maintenance inspection.

3. Extinguishers shall be recharged in accordance with the manufacturer’s specifications.

• In the recharging process, the successful bidder shall clean the extinguisher, check the cylinder and valve for leaks; make necessary adjustments to prevent leakage & ensure proper operation, and recharge with appropriate extinguisher agent and expelling agent when required.

• Carbon-dioxide cartridges shall be recharged in accordance with manufacturer’s specifications with moisture-free carbon-dioxide to the exact weight stamped on the cylinder.

• Identical types of recharged cartridges may be exchanged in lieu of recharging.

4. Hydrostatic testing is to be performed in accordance with Chapter 5 of the most current National Fire Protection Pamphlet 10.

5. A test record in the form of a suitable metallic label (or equally durable material) is to be affixed by a heatless method to the shell of all extinguishers that have passed a hydrostatic test. This label should include the following:

• The month and year the hydrostatic test was performed,

• The test pressure used, and

• The name or initials of the person performing the test. Test data should not be stamped on the extinguisher shell with a hammer except for ICC or BTC cylinders.

6. If the maintenance inspection of an extinguisher discloses the need for repairs, such repairs are subject to the following provisions:

• If the vendor finds that repairs or services other than those ordered are necessary, the vendor shall contact the user department for approval prior to performing these repairs or services. The date and name of the person authorizing the repairs must be recorded on the work order and/or job ticket, and on the invoice; and

• Replacement parts shall be new and equal to or exceed the quality of the original part. All such parts shall have a minimum 90-day warranty.

7. All cylinders requiring re-painting shall be stripped of all old finish, treated or coated to resist normal atmospheric corrosion, and painted in the standard red gloss paint used for extinguishers.

• Labels should be covered with masking tape before painting.

• If a label is no longer legible, the unit may be replaced rather than repainted

BASED ON EACH USER DEPARTMENT’S PREFERENCE.

8. Sixth year maintenance of extinguishers is to be performed in accordance with Chapter 4 (4.1.4) of the most current National Fire Protection Pamphlet 10.

9. Inspection, repair, recharging and testing of HALON systems and ECARO HFC 125 systems shall be provided in accordance with the most current edition of the NFPA standard covering fire extinguisher equipment, NFPA pamphlet 12A and 12B, and the current OSHA regulations.

• HALON systems are to be inspected annually and ECARO HFC 125 systems semi-annually to reveal any need for repair or recharge.

Following maintenance of the system, the vendor will attach a tag that indicates the date, type of service(s) performed, and name or initials of person performing the service(s).

• HALON and ECARO HFC 125 system testing include weighing HALON or associated cylinders with discharge control valve, operating controlling heads, and conducting actuating test of the system. All testing is to be performed in accordance with the most current NFPA pamphlets 12A and 12B.

• Prior to recharging a HALON or ECARO HFC 125 system, the vendor shall clean and check the cylinder and valve for leaks, make necessary adjustments to prevent leakage and ensure proper operation.

• If the maintenance inspection of a HALON or ECARO HFC 125 system discloses the need for repairs, such repairs are subject to the following provisions:

o If the vendor finds that repairs or services other than those ordered are necessary, the vendor shall contact the user department for approval prior to performing these repairs or services. The date and name of the person authorizing the repairs must be recorded on the work order and/or job ticket, and on the invoice; and o Replacement parts shall be new and equal to or exceed the quality of the original part. All such parts shall have a minimum 90-day warranty. The ECARO HFC 125 system is specified for DWU Southside Wastewater Treatment Plant.

10. The successful vendor awarded Group 1 (Extinguisher Inspection & Recharging) must be familiar with FireMaster (Fire Control Panel Model KDR-

400) and not cause any downtime to the Datacenter operation during testing.

• If there is any doubt in testing the unit, the testing will be done at approximately 4 am on a Sunday morning (designated contact will schedule when necessary).

• Replace batteries as recommended by manufacturer.

11. The following federal specifications will be applicable to the quality of materials used by vendors in performing work authorized:

• Charge, fire extinguisher, antifreeze – Federal Specification-O-C- 24d(1), dated April 30, 1974,

• Charge, sodium bicarbonate – Federal Specifications-O-F-371a, dated October 31, 1996, and interim amendment 1, dated July 1, 1975, and

• Carbon dioxide grade B, non-medical – Federal Specification BE-C-

101B, dated April 15, 1971. Moisture content allowable under this specification is 0.092 milligram/liter or 0.005% H20 by weight.

B. Group 2 – Sprinkler System

1. Inspections, Trip Tests & Preventive Maintenance:

a) The contractor shall provide all labor, material and equipment necessary to inspect and test the sprinkler systems. All inspections and tests shall be performed in accordance with the requirements set forth in the most current NFPA 25 and by the Fire Marshall.

b) Contractor shall inspect all automatic sprinkler systems, wet and dry, as required under most current NFPA 25 and shall report all items in need of repair or replacement promptly to the City.

• Contractor will inspect each control valve in each system and return it to its normal position when not locked or supervised.

• Dry valves shall be trip tested once a year.

• Contractor shall conduct water flow tests at both ends of the system to confirm adequacy of the water supply.

• Contractor shall inspect coverage of system, condition of sprinkler heads, branch lines, risers, cross mains, and other segments of system involved.

• If any parts of the system are found to be defective or broken, they shall be replaced by the Contractor at that time. Contractor shall test all alarms in the facility each time an inspection is performed.

c) The results of the inspections must be reported within 48 hours on standardized inspection form and submit an inspection report with recommendations to the City resulting from each inspection performed.

2. Repairs:

a) The contractor shall prepare and submit to the City a written estimate of the labor hours and materials cost (based on the submitted bid) required to perform major repairs.

• Upon approval, the City will issue a Delivery Order which is the written authorization to proceed.

• If a lift is required to make the repair the lift rental shall be listed on the invoice, and the markup (if any) over the rate charged by the rental company shall be as quoted on the bid sheet of this contract. Furnish invoices from Rental Company upon request. If the contractor owns the lift then the prevailing rate charged by rental companies shall be used.

b) The City reserves the right to make or obtain other repair estimates in order to comply with state procurement laws regarding price reasonableness.

• If the contractor’s estimate is considered unreasonable, the contractor will be asked to review his/her estimate and re-submit.

If the revised estimate is still considered to be unreasonable, the City reserves the right to obtain the repairs form another source.

c) Any repair work performed by another source as provided above shall have a ninety (90) day warranty.

• Repairs by other sources do not limit or eliminate the responsibility of the contractor to provide inspection/tests services during the warranty period.

3. Reports:

A separate, written report shall be provided within 48 hours for each building following each inspection and/or test. The reports shall identify the system by building number and shall include the findings of each inspection and each test.

4. Inspection Tags:

a) Tags shall be located on each piece of equipment, affixed to either the valve or the gauge. Tags shall contain signatures and accurate inspection dates, and the information on the tags shall match the data contained in the inspection reports.

b) To that end, the report worksheet is to be completed, and the tag is to be documented immediately following the inspection and prior to moving to the next inspection area.

5. Provide multi-copies of inspection/service report in accordance with applicable and most current National Fire Protection Agency (NFPA) standards. Provide copy of inspection report to City within 30 days of inspection.

6. Additional or emergency service work not otherwise outlined:

a) Shall be charged at labor rates plus materials (based on the submitted bid). Labor rates will begin from time of arrival at the job site, and no travel costs will be allowed under the terms of the contract.

b) The City will pay for actual hours worked in 15-minute increments after the first hour.

c) Written quote for repairs discovered during inspections shall be provided to the City within five (5) calendar days of completion of the inspection.

7. Departments upon request maintain right to have Contracted Sprinkler Repair

Personnel sign in/ and out, to track hours on site to determine billable labor charge.

8. Contracted Fire Sprinkler Inspector must remain on site upon declaring a system non-functional and notify the Facilities Management immediately via telephone for direction.

2.3 Communication Requirements

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the City. Written correspondence from the City shall be answered within twenty-four hours. The awarded contractor shall respond to phone calls and emails from the City within twenty-four hours of receipt.

a. In order to provide the customer service required for this service contract, bidders shall either have a company employee (not an answering service or answering machine) answer the phone during normal business hours or provide either a cell phone number or a pager number. Phone messages must be answered within two hours.

b. Contracted Fire Sprinkler Inspector must remain on site upon declaring a system non-functional and notify the Facilities Management immediately via telephone for direction

2.4 Commencement Date

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

2.5 Special Requirements

a. A list of licensed employees shall be provided to the City after recommendation of award, annually thereafter and upon request by the City.

b. The awarded bidder shall provide an annual schedule of inspections to the City on all system inspections as well as a minimum two (2) week notice via email before each inspection is performed.

c. All bidders shall comply with section 1991 ufc; section 10.505 or any subsequent replacement

d. Fire sprinkler work around dart rail will require the contractor to attend dart safety training, scheduling with dart for rail line shut down, and be performed per dart guidelines including but not limited to working nights, weekends, holiday’s, “etc.”.

e. Areas in and around the west end of the convention center, including the dart station, often require the removal and reinstallation of metal ceiling materials.

in the event these ceiling materials are damaged, they must be replaced. all labor and materials required to replace and /or reinstall are the responsibility of the contractor.

f. All reduced pressure zone and/or backflow prevention devices are to be considered part of the entire fire sprinkler system and are to be billed as such.

g. The successful vendor awarded group 1 (extinguisher inspection & recharging) must be familiar with fire master (fire control panel model kdr-400) and not cause any downtime to the datacenter operation during testing. if there is any doubt in testing the unit, the testing will be done at approximately 4 am on a Sunday morning (designated contact will schedule when necessary).

h. If any of the referenced publications and/or regulations & specifications have become or do become obsolete, the successful vendor will be bound by the replacement publication and/or regulation.

2.6 Service Completion Schedule

A. Work is to be performed between the hours of 8:00 am – 5:00 pm (Monday – Friday) unless otherwise required within these specifications or at the request of the user department.

B. All contracted work performed will be authorized by a Delivery Order prior to commencement. Contractor will contact designated City representative before arriving at job site and/or commencing work.

C. The awarded bidder shall provide an annual schedule of inspections to the City on all system inspections as well as a minimum two (2) weeks’ notice via email before each inspection is performed.

D. The successful vendor awarded Group 1 (Extinguisher Inspection & Recharging) must be familiar with FireMaster (Fire Control Panel Model KDR-400) and not cause any downtime to the Datacenter operation during testing. If there is any doubt in testing the unit, the testing will be done at approximately 4 am on a Sunday morning (designated contact will schedule when necessary).

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Bidders

Bidders will only be considered from Bidders who have been established in the business of providing the inspection, maintenance, parts replacements and repair of fire extinguishers and sprinkler systems for a minimum of two (2) years. If requested, Bidders shall provide a minimum of three (3) of reference and/or other documentation demonstrating minimum qualifications. bids shall be accepted from authorized distributors 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.

H. A list of licensed employees shall be provided to the City after recommendation of award, annually thereafter and upon request by the City.

I. The awarded bidder shall provide an annual schedule of inspections to the City on all system inspections as well as a minimum two (2) week notice via email before each inspection is performed.

J. All bidders shall comply with section 1991 ufc; section 10.505 or any subsequent replacement

K. Fire sprinkler work around dart rail will require the contractor to attend dart safety training, scheduling with dart for rail line shut down, and be performed per dart guidelines including but not limited to working nights, weekends, holiday’s, “etc.”.

L. Areas in and around the west end of the convention center, including the dart station, often require the removal and reinstallation of metal ceiling materials. in the event these ceiling materials are damaged, they must be replaced. all labor and materials required to replace and /or reinstall are the responsibility of the contractor.

M. All reduced pressure zone and/or backflow prevention devices are to be considered part of the entire fire sprinkler system and are to be billed as such.

N. The successful vendor awarded group 1 (extinguisher inspection & recharging) must be familiar with fire master (fire control panel model kdr-400) and not cause any downtime to the datacenter operation during testing. if there is any doubt in testing the unit, the testing will be done at approximately 4 am on a Sunday morning (designated contact will schedule when necessary).

O. If any of the referenced publications and/or regulations & specifications have become or do become obsolete, the successful vendor will be bound by the replacement publication and/or regulation.

P. Bidder, and any personnel performing services for bidder, must have a current

Certificate of Registration issued by the Texas State Fire Marshall. Bidder shall include a copy of their current registration with their bid.

Q. Bidder must have certified technicians in all of the following types of fire equipment evidenced by submission of manufacturers’ letters of authorization with bid.

1. Fire Sprinkler Systems (Wet-pipe, Dry-pipe and Pre-action): Grinnell, CSC, Reliable, Viking, Star

2. Backflow prevention assemblies in accordance with current NFPA 13,

16.2.5 standards.

R. All services shall be performed by certified technicians who are qualified through factory or other training to work on the specific make and models of equipment listed herein and are directly employed and supervised by the contractor. It is the responsibility of the Contractor to ensure all employees are appropriately licensed prior to services being performed.

S. Apprentice employees may only perform services when accompanied by, and under the direct supervision of a licensed employee.

3.2 Bid Submission Documents

Bidders 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 Bidder shall provide three (3) verifiable references evidencing proof of two (2) or more years of business experience that include the company name, address, phone number, email address and contact name of a person who can and will discuss the nature of the bidder’s work for their firm.

3.4 Bidders, and any personnel performing services on for the bidder, must have a current Certificate of Registration issued by the Texas State Fire Marshall. All bidders shall include a copy of their current registration with their bid.

3.5 Bidders must have certified technicians in all of the following types of fire equipment, as evidenced by submission of manufacturers’ letters of authorization with their bid.

3.6 Fire Sprinkler Systems (Wet-pipe, Dry-pipe and Pre-action): Grinnell, CSC, Reliable, Viking, Star

3.7 Backflow prevention assemblies in accordance with current NFPA 13, 16.2.5 standards.

4. 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 prepare their bids simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

5. 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. Bidders shall indicate in their bid 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 for 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.

6. EVALUATION & AWARD PROCESS

6.1 Award Method

The City’s intent is to award this solicitation to the lowest responsible bidder by group, 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 bids and to waive any minor irregularities or discrepancies in any submission as may be in the best interest of the City. Late bid s will not be considered for award. An award will only be made to a Bidder that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

6.2 Opening of Bids

The City will open bids during the bid reading. bid 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 bid tabulation(s) posted after the submission date will be considered draft until final approval of the award recommendation(s).

6.3 Review for Responsiveness

https://dallascityhall.com/government/Pages/Live.aspx

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

6.4 Rejection or Acceptance of Bids

This solicitation does not commit the City to award a Contract. The City reserves the right to reject any and all bids, to waive technicalities or irregularities, and to accept any bid 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 recommended Bidder to sign the necessary Contract documents prepared by the City Attorney’s Office. If applicable, a sample Contract is included as an attachment. Bidders must take exception to any term of the Contract to which it will not agree in its bid.

6.5 Late, Modified, or Withdrawn Bids

bids 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. bids may be modified at any time prior to the Submission Due Date and Time. If a bid is modified, it must be resubmitted by the Submission Due Date and Time to be responsive. bids may be withdrawn at any time prior to the Submission Due Date and Time. Withdrawn bids may be resubmitted prior to the Submission Due Date and Time.

No Bids may be modified or withdrawn after the Submission Due Date and Time without forfeiture of the Bid Security, if any.

6.6 Disqualification of Bidders

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

6.6.1 Reason to believe collusion exists among the Bidders.

6.6.2 The Bidder is involved in any litigation against the City.

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

7. CONTRACT ADMINISTRATION

7.1 Contract Term

The Contract or Agreement will be for an initial term of 3 years.

7.2 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.

7.3 Contract Type

This Contract is a Choose an item. 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 quantities are based upon historical usage and anticipated needs. Delivery Orders will be issued on an as needed basis according to annual budget appropriations.

7.4 Contract Amount

The Contractor will base its bid amount on the estimated quantities identified in the Bid 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 Bid 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.

7.5 Firm Pricing

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

7.6 Bid Pricing

A. Bid pricing shall be firm for the entire contract unless otherwise stated herein. The Contract shall commence on the date of award by the Dallas City Council and upon the execution of the Contract. Costs not included or calculated in the applicable unit prices as bid will not be paid by the City, regardless of the intentions of the bidder when the bid was submitted and regardless that those costs were actually incurred.

B. Provide the percentage discount (-) or markup (+) where indicated on the bid sheet.

To indicate a discount (-) insert a minus sign. The discount/markup shall remain firm for the term of the contract from the date of the award by council. Include all costs incurred, real and unforeseen, related to the manufacture, shipping, and delivery of the materials, including insurance, freight, and all direct costs.

C. Awardee shall provide the City with the most current manufacturers, vendor catalog or published price list(s). Awardee must be an authorized dealer/reseller/distributor for all the items they are providing and will be able to verify upon request. If no brand is specified, the City will accept any replacement that is considered equal in quality and pricing. The City will ultimately be the sole judge of the equivalent replacements.

D. Total Cost of Goods and/or Services

1. The actual quantities purchased can be more or less than the estimated expenditure during the contract term, depending on inventory levels and anticipated needs. The City will not be responsible for any anticipated profits or losses, by any bidder, based on this estimate.

2. Provide the percentage discount (-) or markup (+) where indicated on the bid sheet. To indicate a discount (-) insert a minus sign. The discount/markup shall remain firm for the term of the contract from the date of the award by council.

Include all costs incurred, real and unforeseen, related to the manufacture, shipping, and delivery of the materials, including insurance, freight, and all direct costs.

3. Awardee shall provide the City with the most current manufacturers, vendor catalog or published price list(s). Awardee must be an authorized dealer/reseller/distributor for all the items they are providing and will be able to verify upon request. If no brand is specified, Template Number: OPS-PUB-102.PUR Version Number: 2026.03.01 the City will accept any replacement that is considered equal in quality and pricing.

The City will ultimately be the sole judge of the equivalent replacements.

E.

7.7 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.

7.8 Default by Contractor

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

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

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

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

7.8.4 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 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.

7.9 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.

BT26-00030640 22 of 28

7.10 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.

7.11 Performance Measures & Contract Management

7.11.1.1 All contractors shall wear a company uniform or company identification badge while they are performing work.

7.11.1.2 Any damage to building and grounds directly related to work performed is the responsibility of contractor.

7.11.1.3 The awarded bidder shall provide an annual schedule of inspections to the

City on all system inspections as well as a minimum two (2) week notice via email before each inspection is performed.

7.11.1.4 A copy of all inspection test sheets will be provided to the designated City

Representative on the day of the inspection.

7.11.1.5 Discount/markup shall remain firm for the term of the contract from the date of the award by council.

7.11.1.6 Awardee shall provide the City with the most current manufacturers, vendor catalog or published price list(s). Awardee must be an authorized dealer/reseller/distributor for all the items they are providing and will be able to verify upon request. If no brand is specified, the City will accept any replacement that is considered equal in quality and pricing. The City will ultimately be the sole judge of the equivalent replacements.

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.

7.12 Invoicing and Location

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

BT26-00030640 23 of 28 received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

7.12.1 Name and address of the department for which goods were provided.

7.12.2 Contact information of City staff who placed order (name, phone number, department)

7.12.3 Date of order of goods

7.12.4 Detailed description of goods

7.12.5 Price of goods (charges for all goods covered by this contract are to be separately stated and explained

7.12.6 Total cost of goods

a) The actual quantities purchased can be more or less than the estimated expenditure during the contract term, depending on inventory levels and anticipated needs. The City will not be responsible for any anticipated profits or losses, by any bidder, based on this estimate.

b) Provide the percentage discount (-) or markup (+) where indicated on the bid sheet.

To indicate a discount (-) insert a minus sign. The discount/markup shall remain firm for the term of the contract from the date of the award by council. Include all costs incurred, real and unforeseen, related to the manufacture, shipping, and delivery of the materials, including insurance, freight, and all direct costs.

c) Awardee shall provide the City with the most current manufactures; vendors catalog or published price list(s). Awardee must be an authorized dealer/reseller/distributor for all the items they are providing and will be able to verify upon request. If no brand is specified, the City will accept any replacement that is considered equal in quality and pricing. The City will ultimately be the sole judge of the equivalent replacement. The City will accept any replacement that is considered equal in quality and pricing. The City will ultimately be the sole judge of the equivalent replacements.

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment.

Vendors who fail to follow these instructions risk having the contract with the City cancelled.

All Reduced Pressure Zone and/or Backflow Prevention Devices are to be considered part of the entire fire sprinkler system and are to be billed as such.

8. COMPLIANCE & REGULATORY REQUIREMENTS

8.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

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

BT26-00030640 24 of 28 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.

8.1.1 The SBE participation goal for this contract is 8.14%.

8.1.2 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 Bidder 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.”

8.2 Equal Employment Opportunity/Nondiscrimination

The selected Bidder shall not discriminate against any employee or applicant for employment because of race, age, color, national origin, religion, marital status, sex, sexual orientation, military or veteran status, political opinions or affiliations, genetic characteristics, or disability, consistent with applicable laws. The selected bidder shall prohibit discrimination regarding, but not limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship. The selected bidder shall also comply with all applicable requirements of the Americans with Disabilities Act, 42 U.S.C.A. §§12301-12233, as amended. The selected bidder agrees to post in conspicuous places, available to employees and applicants, notices setting forth the provisions of this nondiscrimination clause.

8.3 Indemnity

The selected Bidder agrees to defend, indemnify and hold the City, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs, and expenses for personal injury (including death), property damage or other harm for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the selected Bidder’s breach of any of the terms or provisions of the contract, or by any other negligent or strictly liable act or omission of the selected Bidder, its officers, agents, employees, or subcontractors, in the performance of the contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence or fault of the City, its officers, agents, or employees and in the event of joint and concurrent negligence or fault of the selected Bidder and City, responsibility, and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without waiving any governmental immunity available to the City under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity.

8.4 Conflict of Interest

CHARTER XXII Sec. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER PROHIBITED

BT26-00030640 25 of 28

No city official or employee shall have any financial interest, direct or indirect, in any contract with the city, or be financially interested, directly or indirectly, in the sale to the city of any land, materials, supplies or services, except on behalf of the city as a city official or employee. Any violation of this section shall constitute malfeasance in office, and any city official or employee guilty thereof shall there by forfeit the city official’s or employee’s office or position with the city. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the city shall render the contract involved voidable by the city manager or the city council.

The alleged violations of this section shall be matters to be determined either by the trial board in the case of employees who have the right to appeal to the trial board, and by the city council in the case of other employees.

The prohibitions of this section shall not apply to the participation by city employees in federally funded housing programs, to the extent permitted by applicable federal or state law.

This section does not apply to an ownership interest in a mutual or common investment fund that holds securities or other assets unless the person owns more than 10 percent of the value of the fund.

This section does not apply to non-negotiated, form contracts for general city services or benefits if the city services or benefits are made available to the city official or employee on the same terms that they are made available to the general public. (f) This section does not apply to a nominee or member of a city board or commission, including a city appointee to the Dallas Area Rapid Transit Board. A nominee or member of a city board or commission, including a city appointee to the Dallas Area Rapid Transit Board, must comply with any applicable conflict of interest or ethics provisions in the state law and the Dallas City Code.

(Amend. of 8-12-89, Prop. No. 1; Amend. of 8-12-89, Prop. No. 15; Amend. of 11-4-14, Prop.

Nos. 2 and 9) 11H

8.5 Certificate of Interested Parties (Form 1295)

All…