01- Specifications (2).pdf

Template Number: OPS-PUB-112.PUR Version Number: 2026.03.01

City of Dallas

Request for Bid (RFB)

Sand Trap, Grease Trap, Septic Tank, Storm Vault & Interceptor Cleaning and Disposal Services.

BX26-00030801

Solicitation Contact:

Ike Umeh 214-671-9829 Ikechi.umeh@dallas.gov

Date Issued: 07/16/26

Pre- bid Conference Date & Time:

07/28/26 @ 11:00 AM

Optional Pre-bid Conference Location:

CR Love Field Terminal 1 L2149 - 2nd Floor Conference Room

Microsoft Teams Meeting:

https://teams.microsoft.co m/l/meetup-join/19%3ameeting_NzhmM zc4NjctYTNhYi00YzhlLThiYjkt NzY5MTg2ZTRlNGQx%40thr ead.v2/0?context=%7b%22T id%22%3a%222935709e-c10c-4809-a302- 852d369f8700%22%2c%22 Oid%22%3a%22597ee2d7- 90cf-413d-959d- 8c7baf0c8fb3%22%7d

Question Due Date & Time:

08/04/26 @ 10:00 AM

Submission Due Date & Time:

08/14/26 @ 01:00 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

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1.9 General Terms & Conditions

1.10 Bid Security

1.11 Local Preference

2. Scope of Work

2.1 Overview

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

3. Submittal Requirements

3.1 Minimum Qualifications of Bidders

3.2 Bid Submission Documents

3.3 Development Costs

3.4 Cooperative Purchasing

4. Evaluation & Award process

4.1 Award Method

4.3 Review for Responsiveness

4.4 Rejection or Acceptance of Bids

4.5 Late, Modified, or Withdrawn Bids

4.6 Disqualification of Bidders

5. Contract Administration

5.1 Contract Term

5.2 Delivery Orders

5.3 Contract Type

5.4 Contract Amount

5.5 Firm Pricing

5.6 Records & Audits

5.7 Default by Contractor

5.8 Assignment of Contract

5.9 Termination

5.10 Performance Measures & Contract Management

5.11 Invoicing

6. Compliance & Regulatory Requirements

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

6.2 Equal Employment Opportunity/Nondiscrimination

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6.3 Indemnity

6.4 Conflict of Interest

6.5 Certificate of Interested Parties (Form 1295)

6.6 Permits Required by Law

6.7 Confidentiality

6.8 Wage Floor Rate Requirement

6.9 Wage Floor Reporting Requirement

6.10 Wage Floor Compliance Requirement

7. Miscellaneous

8. Attachments

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1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting bids to establish a 60 month Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for the cleaning of City sand traps, grease traps, septic tanks, storm vaults and interceptors with proper disposal. The successful bidder is responsible for the removal of and disposal of waste at a fully licensed facility.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.

The City of Dallas is responsible for code enforcement of waste collection and disposal services.

The successful bidder must be able to respond to the City’s needs in a timely manner to fulfill the needs of the City and ensure compliance to all City, State and Federal laws.

The Bid Sheet Attached is a list of known locations requiring services. The list is intended to be a guideline for bidding purposes; other locations may be added or deleted as required.

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. Following the meeting, Bidders are encouraged to participate in an optional site visit to familiarize themselves with the project site and existing conditions. The site visit is for informational purposes only and is not mandatory for bid submission.

Site Visit Location: 8008 Cedar Springs Road, Dallas, TX 75235.

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

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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.

1.4 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.

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.

1.5 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.

1.6 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.

1.7 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.

1.8 General Terms & Conditions

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.

1.9 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

Click or tap here to enter text. 6 of 27 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.

1.10 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:

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

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

1.10.3 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

Provide comprehensive cleaning, pumping, waste removal, transportation, and disposal services for City of Dallas sand traps, grease traps, septic tanks, storm vaults, lift stations, and interceptors under a 60-month ID/IQ contract. Services will be performed on a scheduled, as-needed, and emergency basis, including 24/7/365 response capability.

The contractor shall furnish all labor, equipment, vehicles, permits, supervision, and disposal services necessary to completely remove sludge, grease, sediment, liquids, and other waste materials from City facilities. All collected waste must be transported and disposed of at fully licensed facilities in accordance with all applicable City, State, and Federal regulations.

The contractor must maintain sufficient modern equipment, required permits, and qualified personnel to meet service demands, including emergency response within 2–4 hours and non-emergency response within 48 hours. Work shall be coordinated with designated City department contacts and scheduled to minimize operational disruptions.

Services include documentation of all collections through signed trip tickets, service confirmations, disposal records, and monthly reporting to support invoice reconciliation and regulatory compliance. The overall objective is to provide reliable, timely, and compliant

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2.2 Specifications

EQUIPMENT:

The successful Bidder is expected to have ample modern equipment that will be used to readily fulfill this agreement. Equipment shall meet required safety regulations, including limits for noise control established by the Federal Government.

PERMIT:

The successful bidder shall hold a valid permit for the collection and disposal of waste materials throughout the term of the contract. Failure of the successful bidder to meet any of the conditions of this bid shall cause revocation of this agreement and the permit issued him.

CONTRACTOR RESPONSIBILITIES

CLEANING REQUIREMENT:

Grease traps and sand traps shall be cleaned in such a manner that the volume of waste removed equals the nominal volume capacity of the trap each time it is cleaned.

Aviation: The vendor shall coordinate and schedule all cleaning services by submitting requests via email to the designated Department point of contact.

Sanitation: The vendor shall coordinate and schedule all services to be provided during operating hours.

The successful bidder is expected to clean any and all traps removing sludge and water.

Proof of a trap being cleaned completely will be made by either of two methods:

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1. A City employee shall visually check for any remaining liquid in the trap, or

2. The vendor shall provide a pole for a City employee to “stick” the traps to determine if any liquid remains in the trap.

Note: Lift stations will require grease and other waste removal.

SERVICE TYPE REQUIREMENT:

The successful bidder is expected to provide the following types of service levels as defined.

1. “Scheduled” servicer is defined as normal routine cleaning set on a regular schedule of monthly, quarterly, or annually.

2. “As Needed” service is defined as within 48 hours of notification call but not regularly scheduled. Same bid prices shall apply to both “Scheduled” and “As Needed”.

3. “Emergency” service is defined as same day service within 2 - 4 hours of notification call, including after normal business hours of 8:00 a.m. - 5:00 p.m. Monday thru Friday or weekends/holidays.

Locations may require scheduling before or after normal business hours to avoid operational conflicts. Contractor must be able to provide service 24 hours per day, 365 days per year.

TRIP & COLLECTION DOCUMENTATION:

A “trip ticket” generated by the successful bidder indicating number of gallons collected for each load is to be signed by, and a copy left with City personnel and email confirmation to the Departments Point of contact before leaving the collection site. These tickets will be used in reconciling invoices for correct charges.

The successful bidder will be required to submit on a monthly basis, photocopies of all trip tickets for City facilities services, complete with clear and accurate name and addresses of the facility services as shown on City records.

Service Completion Schedule Service schedules will vary as needed by each City Department but will be frequent enough to meet the minimum legal requirements for each type of sand trap, grease trap, septic tank, storm vault and interceptor.

Sanitation: The Department of Sanitation Services requires scheduled services on a quarterly basis at four of its sites.

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CURRENT LOCATIONS

The locations listed represent the best estimate by the City. The Director of each serviced City department or his/her designee may decrease the locations and/or type of services during the term of the contract. Additional services of the same type may be extended to other City locations at the same hourly rate proposed, if mutually agreed upon by the awarded supplier and the Director of the serviced City department or his/her designee.

Building Services Department

Grease Traps

1. Fire Station #2, 4211 Northaven, 50 gallons, semi-annually

2. Fire Station #7, 6010 Davenport, 50 gallons, semi-annually

3. Fire Station #12, 7520 Wheatland, 50 gallons, semi-annually

4. Fire Station #20, 12727 Montford, 1000 gallons, semi-annually

5. Fire Station #26, 3303 Sheldon, 1000 gallons, semi-annually

6. City Hall, 1500 Marilla, 100 gallons, semi-annually

7. Dallas Museum, 1717 Harwood, 1000 gallons, semi-annually

8. Martin Luther King Recreation Center, 50 gallons, semi-annually

9. Martin Luther King Child Care Center, 1000 gallons, semi-annually

10. Science Place 1, 1318 Second Avenue, 200 gallons, semi-annually

11. Garden Center, 3601 Martin Luther King Boulevard, 50 gallons, semi-annually

12. West Dallas Clinic, 2828 Fish Trap, 1000 gallons, semi-annually

Septic Tanks

1. Sunset Restroom, 830 E. Lawther, 1000 gallons, annually

2. Flag Pole Restroom, 8015 Duran Point, 1000 gallons, annually

3. Bethrum Restroom, 811 E. Lawther, 1000 gallons, annually

4. White Rock Service Center, 836 E. Lawther, 1000 gallons, annually

5. Bachman Restroom, 3669 Northwest Hwy, 1000 gallons, annually

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6. Mountain Creek Regional Office, 3012 S. Hampton, 1000 gallons, annually

7. Mountain Creek Service Center, 3436 Mountain Creek Parkway, 1000 gallons, annually

8. Lake Ray Hubbard Restroom, I/30 Dal-Rock, 1000 gallons, annually

9. McCommas Landfill, 5100 Youngblood, 1000 gallons, annually

10. Police Pistol Range, 3200 Mountain Creek, 1000 gallons, annually

Sand Traps

1. Degoyler Estate, 8525 Garland Road, 1000 gallons, annually

2. Municipal Building, 2014 Main Street, 1000 gallons, annually

3. City Hall, 1500 Marilla, 1000 gallons, annually

4. Central Library, 1515 Young Street, 1000 gallons, annually

5. Thanksgiving Square, 1627 Pacific, 1000 gallons, annually

6. Animal Control, 8414 Forney Road, 1000 gallons, annually

7. Meyerson Center, 2301 Flora Street, 1000 gallons, annually

Equipment and Fleet Management

1. Central Service Center, 3110 Dawson St, 500 gallons, five times a year.

2. Northwest Service Center, 9809 Harry Hines Blvd., 3x1000 gallons, five times a year.

3. Northeast Service Center, 8935 Adlora Ln, 3x1000 gallons, five times a year.

4. Southwest Service Center, 2411 Valleria St, 3x1000 gallons, five times a year.

5. Southeast Service Center, 2761 Municipal, 3x1000 gallons, five times a year.

6. North Central Service Center, 6969 McCallum, Dallas, 3x1000, five times a year.

7. DFR Maintenance Facility, 500 Dolphin Road, 3X1000 gallons, two times

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8. Fire Station #3, 500 N. Malcolm X Blvd., as needed.

9. Fire Station #18, 660 N. Griffin Blvd., as needed.

10. Fire Station #45, 716 W. Commerce St., as needed.

11. Fire Station #4, 816 S. Akard St., as needed.

12. Fire Station #6, 2301 Pennsylvania Ave., as needed.

13. Fire Station #24, 2426 Elsie Faye Heggins St., as needed.

14. Fire Station #22, 12200 Coit Rd., as needed.

15. Fire Station #56, 7040 Belt Line Rd., as needed.

16. Fire Station #13, 6902 Frankford Rd., as needed.

17. Fire Station #10, 4451 Frankford Rd., as needed.

18. Fire Station #7, 6010 Davenport Rd., as needed.

19. Fire Station #20, 12727 Montfort Dr., as needed.

20. Fire Station #41, 5920 Royal Ln., as needed.

21. Fire Station #11, 3828 Cedar Springs Rd., as needed.

22. Fire Station #8, 1904 N. Garrett Ave., as needed.

23. Fire Station #17, 6045 Belmont Ave., as needed.

24. Fire Station #55, 6600 Trammel Dr., as needed.

25. Fire Station #19, 5600 East Grand Ave., as needed.

26. Fire Station #44, 2025 Lagow St., as needed.

27. Fire Station #37, 6780 Greenville Ave., as needed.

28. Fire Station #28, 8701 Greenville Ave., as needed.

29. Fire Station #29, 9830 Shadow Way, as needed.

30. Fire Station #57, 10801 Audelia Rd., as needed.

31. Fire Station #48, 10480 E. Northwest Hwy., as needed.

32. Fire Station #39, 2850 Ruidosa, as needed.

33. Fire Station# 31, 9365 Garland Rd., as needed.

34. Fire Station #1, 1901 Irving Blvd., as needed.

35. Fire Station #47, 7161 Envoy Court, as needed.

36. Fire Station #16, 2616 Chalk Hill Rd., as needed.

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37. Fire Station #50, 841 S. Walton Walker Blvd., as needed.

38. Fire Station #26, 3303 Sheldon Ave., as needed.

39. Fire Station #36, 3241 N. Hampton Rd., as needed.

40. Fire Station #23, 1660 Corinth Street Rd., as needed.

41. Fire Station #38, 2839 Wilhurt Ave, as needed.

42. Fire Station #54, 6238 Bonnie View Rd., as needed.

43. Fire Station #25, 2112 56th St., as needed.

44. Fire Station #46, 331 E. Camp Wisdom Rd., as needed.

45. Fire Station #40, 2440 Kirnwood Dr., as needed.

46. Fire Station #15, 111 E. 8th St., as needed.

47. Fire Station #14, 1005 W. 12th St., as needed.

48. Fire Station #52, 2504 Cockrell Hill Rd., as needed.

49. Fire Station #12, 7520 Wheatland Rd., as needed.

50. Fire Station #49, 4901 S. Hampton Rd., as needed.

51. Fire Station #33, 754 W. Illinois Ave., as needed.

52. Fire Station #27, 8401 Douglas Ave., as needed.

53. Fire Station #2, 4211 Northaven Rd., as needed.

54. Fire Station #30, 11381 Zodiac Ln., as needed.

55. Fire Station #35, 3839 Walnut Hill Ln., as needed.

56. Fire Station #43, 2844 Lombardy Ln., as needed.

57. Fire Station #21, 3210 Love Field Dr., as needed.

58. Fire Station #42, 3333 W. Mockingbird Ln., as needed.

59. Fire Station #53, 1407 John West Rd., as needed.

60. Fire Station #32, 4262 N. Jim Miller Rd., as needed.

61. Fire Station #5, 2039 N. St. Augustine Dr., as needed.

62. Fire Station #51, 200 S. St. Augustine Dr., as needed.

63. Fire Station #9, 2002 Cool Mist Ln., as needed.

64. Fire Station #34, 1234 Carbona Dr., as needed.

Storm Water Interceptors, Grit Traps and Sand Traps

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1. Northwest Service Center, 9809 Harry Hines Blvd, 23,000 gallons, as needed.

2. Dallas Love Field, 8008 Herb Kelleher Way, 23,700 gallons, as needed.

3. Northeast Service Center, 8935 Adlora Ln, 9,500 gallons, as needed.

4. Central Service Center, 3202 Canton St, 4,900 gallons, as needed.

5. Police Auto Pound, 1955 Vilbig Rd, 5,500 gallons, as needed.

6. DFR Training Academy, 5000 Dolphin rd, 30,000 gallons, as needed.

7. Dallas Zoo, 650 S. R.L. Thornton Fwy, 20,600 gallons, as needed.

8. Hensley Field, 501 E. Leatherneck, 4,800 gallons, as needed.

9. Southwest Service Center, 2411 Valleria Dr, 4,500 gallons, as needed.

10. Executive Airport, 5303 Challenger Dr, 6,600 gallons, as needed.

11. Southeast Service Center, 2761 Municipal, 15,600 gallons, as needed.

12. North Central PD, 6969 McCallum Blvd, 2,000 gallons, as needed.

Carwash/Wash Bay Sand Traps

1. Northwest Service Center, 9809 Harry Hines Blvd, 4,500 gallons, as needed.

2. Northeast Service Center, 8935 Adlora Ln, 1,000 gallons, as needed.

3. Central Service Center, 3202 Canton St, 3,000 gallons, as needed.

4. Southeast Service Center, 2761 Municipal, 3,000 gallons, as needed.

5. Southwest Service Center, 2411 Valleria Dr, 5,000 gallons, as needed.

6. North Central PD, 6969 McCallum Blvd, 1,000 gallons, as needed.

7. Southeast PD, 725 N. Jim Miller Rd, 1,000 gallons, as needed.

8. South Central PD, 1999 E. Camp Wisdom Rd, 1,000 gallons, as needed.

9. DFR Training Academy, 5000 Dolphin Rd, 3,000 gallons , as needed.

Fair Park

1. Coliseum, 1440 Coliseum Dr., 750 gallons, annually

2. Automobile Building, 1010 First Avenue, 750 gallons, annually

3. Grand Place, 1221 First Avenue, (2) 25 gallons, annually

4. Cotton Bowl Plaza, 3700 Midway, 1500 gallons, annually

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5. Cattle Barn #1, 1411 Washington, 1000 gallons, annually

6. Cattle Barn #2, 1505 Washington, 1000 gallons, annually

7. Old Mill Inn, 3760 Grand Avenue, 1500 gallons, annually

8. Centennial Building, 3929 Grand Avenue, 50 gallons, annually

9. Cotton Bowl New Concessions, 3750 Midway Place, (6) 100 gallons, annually

Park and Recreations Department

1. Park Equipment Services, 5620 Parkdale, (2) 1000 gallons, as needed Recreation Centers

1. Fretz Recreation, 6950 Beltline., 250 gallons, quarterly

2. Janie C. Turner, 6424 Elam., 250 gallons, quarterly

3. Jacee-Zaragoza, 3114 Clymer., 250 gallons, quarterly

4. J. J. Craft, 4500 Spring., 250 gallons, quarterly

5. Klebery riley, 1515 Edd., 250 gallons, quarterly

6. Martin Luther King, 2922 MLK., 250 gallons, quarterly

7. Nash Davis., 3710 N. Hampton., 250 gallons, quarterly

8. Timberglen., 3810 Timberglen Rd., 250 gallons, quarterly

9. Willie B. Johnson., 12225 Willowdell Dr., 250 gallons, quarterly

Septic Tanks

1. Fair Park, Tower Building, 3809 Grand Avenue, 750 gallons, annually

2. Beckley Saner Recreation Center, 114 W. Hobson, (3) 250 gallons, quarterly

3. Crawford Service Recreation Center, 8740 Elam Rd., (3) 250 gallons, as needed

Recreation Centers

1. Crawford Service Center, 8740 Elam Rd., (3) 250 gallons, as needed

2. Beckley Saner Recreation, 114 W. Hobson, (3) 250 gallons, as needed

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Golf Courses

1. Cedar Crest Golf Course, 1800 Southernland Ave., (1) 100 gallons, annual service

2. Tenison Golf Course, 3501 Samuel Blvd., (1) 100 gallons, annual service

Sanitation Services Department

Sand Traps/Grit Traps

1. Southwest Transfer Station, 4610 S. Westmoreland, (1) 1,000 gallons, five (5) times a year (quarterly plus one (1) emergency)

2. Bachman Transfer Station, 9500 Harry Hines Boulevard, (3) 1,000 gallons, five (5) times a year (quarterly plus one (1) emergency)

3. Fair Oaks Transfer Station, 7677 Fair Oaks, (1) 1,000 gallons, five (5) times a year (quarterly plus one (1) emergency)

4. McCommas Bluff Landfill, 5555Youngblood Road, Building 4 (2) 500 gallons

5. McCommas Bluff Landfill, 5555 Youngblood Road, Building 3 (2) 500 gallons

6. McCommas Bluff Landfill, 5555 Youngblood Road, Fuel Island (2) 1500 gallons

7. The pump schedule for Northwest Service Center, 9809 Harry Hines Blvd., 3x1000 gallons, five times a year. Collection’s Fleet washing schedule with two districts out this location, the drains back up frequently

Aviation Department

1. West Concourse, 8008 Cedar Springs Rd, 7,000 gallons,

2. Center Concourse, 8008 Cedar Springs Rd, 4,000 gallons

3. Center Concourse, 8008 Cedar Springs Rd, 1250 gallons

4. Center Concourse, 8008 Cedar Springs Rd, 7,000 gallons

5. Center Concourse, 8008 Cedar Springs Rd, 3,000 gallons

6. Center Concourse, 8008 Cedar Springs Rd, 13,000 gallons

7. Center Concourse, 8008 Cedar Springs Rd, 9,000 gallons

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8. Center Concourse, 8008 Cedar Springs Rd, 14,000 gallons

9. Center Concourse, 8008 Cedar Springs Rd, 13,000 gallons

10. Center Concourse, 8008 Cedar Springs Rd, 3,000 gallons

11. Center Concourse, 8008 Cedar Springs Rd, 8,000 gallons

12. East Concourse, 8008 Cedar Springs Rd, 7,000 gallons

13. East Concourse, 8008 Cedar Springs Rd, 4,000 gallons

14. East Concourse, 8008 Cedar Springs Rd, 4,000 gallons

15. Terminal, 8008 Cedar Springs Rd, 1,250 gallons

16. Terminal, 8008 Cedar Springs Rd, 7,000 gallons

17. Center Concourse, 8008 Cedar Springs Rd, 1,1,250

1. Oil Water Separator, SRE Bldg. 3387 Hawes St, 3500 Gallons, once a month or as needed

2. Grit Trap, SRE Bldg. Wash Bay 3387 Hawes St, 500 gallons, once a month or as needed.

3. Oil Water Separator, AFM Wash Bay 5303 Challenger, 1500 gallons, once a month or as needed. (site visit)

Police Department

Jack Evans HQ, 1400 S. Lamar, 4000_ gallons, annually

DPD Quartermaster, 1600 S Lamar, 1000 gallons, annually

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 three (3) working days vendors shall have a company employee (not an answering service or

Click or tap here to enter text. 17 of 27 answering machine) answer the phone during normal business hours; or provide either a cell phone number or pager number. The awarded contractor shall respond to phone calls and emails from the City within two hours of receipt. The awarded vendor(s) shall be responsible for all correspondence with the City and shall not delegate communication responsibilities to anyone of impropriety in contact between the bidder, its agent, contractor, or consultant, of manufacturers.

2.4 Commencement Date

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

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 cleaning of City sand traps, grease traps, septic tanks, storm vaults and interceptors with proper disposal. The successful bidder is responsible for the removal of and disposal of waste at a fully licensed facility for a minimum of 5 years. If requested, Bidders shall provide a minimum of three (3) letters of reference and/or other documentation demonstrating minimum qualifications. bids 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 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 Development Costs

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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.

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. 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 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 Award Method

The City’s intent is to award this solicitation to the lowest responsible bidder 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 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.

4.2 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).

4.3 Review for Responsiveness

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.

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

Click or tap here to enter text. 19 of 27 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.

4.5 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.

4.6 Disqualification of Bidders

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

4.6.1 Reason to believe collusion exists among the Bidders.

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

4.6.3 The Bidder 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 one year renewal option.

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) service price 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. 20 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 for the initial contract term and for each renewal option. The total estimated contract amount is based on historical usage and anticipated needs. Payments will be issued based on actual need.

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.

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. 21 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.

Inspections:

A minimum of one unscheduled inspection will be performed monthly by each City Department receiving service to verify contracted work has been completed to the satisfaction of the Director.

For services performed by the Contractor, the City will pay the Contractor a fee based on the terms outlined for the Facility and the not to exceed amount authorized by the City Council and reflected in the Contract.

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

Click or tap here to enter text. 22 of 27 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:

5.11.1 Name and address of the department for which goods were provided

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

5.11.3 Date of order of goods

5.11.4 Detailed description of goods

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

5.11.6 Total cost of goods

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.

6. COMPLIANCE & REGULATORY REQUIREMENTS

6.1 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 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.

6.1.1 The SBE participation goal for this contract is XX.XX%.

6.1.2 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.”

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

6.2 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

Click or tap here to enter text. 23 of 27 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.

6.3 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.

6.4 Conflict of Interest

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

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.

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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

6.5 Certificate of Interested Parties (Form 1295)

All Bidders recommended by City staff for a contract pursuant to this solicitation will be required to comply with Section 2252.908 of the Texas Government Code. Each vendor shall complete Form 1295-Certificate of Interested Parties- for every contract for which they’re recommended. The Bidder will complete the form electronically at the Texas Ethics Commission website, https://www.ethics.state.tx.us/filinginfo/1295/, and submit a copy to the procurement specialist before the contract information will be sent to the City Attorney’s Office to draft the contract. Once the terms of the contract are fully negotiated; the recommended vendor has signed the contract indicating agreement with the terms of the contract; and the Form 1295 is on file at the Texas Ethics Commission website with a copy provided to the procurement specialist; the staff recommendation will be placed on a City Council agenda to award the contract.

6.6 Permits Required by Law

Contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

6.7 Confidentiality

Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. The City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by the City to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award. Respondents who include information in a bid that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the bid “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a bid, the Bidder shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

6.8 Wage Floor Rate Requirement

https://www.ethics.state.tx.us/filinginfo/1295/

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On November 10, 2015, the Dallas City Council passed Resolution 15-2141 which requires prime contractors, awarded general service contracts valued greater than $50,000, and first-tier subcontractors on the contract to pay their employees rendering services on the contract a wage floor of not less than $23.06 per hour.

Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts greater than $50,000 shall be effective immediately on all new contracts awarded after November 10, 2015. Contractor’s bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract. The City reserves the right to audit such contracts for compliance with the wage floor requirement as mandated by Resolution 15- 2141. This requirement does not apply to construction contracts in which prevailing wage of employees is governed by the Davis-Bacon Act as defined in the Texas Local Government Code 2258, purchase of goods, procurements made with grant funds or procurements made through cooperative and/or inter-local agreements.

The purpose of this policy is to promote an acceptable wage floor for working families in the City of Dallas, increase the level of service delivered to the City through specific contracts and reduce turnover in such contracts thus maintaining a continuous and consistent level of service for vested parties.

The City Manager shall use the following definitions to administer the benefactors of the “wage floor” for purposes of the referenced resolution:

• "City" means the City of Dallas, Texas.

• "General Services Contract" means any agreement between the City and any other

Person or business to provide general services through an awarded City contract valued greater than $50,000.