Template Number: OPS-PUB-114.PUR Version Number: 2026.03.01

City of Dallas

Request for Proposal (RFP)

On-Call Airport Planning Services

BXZ26-00030683

Solicitation Contact:

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

Date Issued: 7/9/2026

Pre-solicitation Conference Date & Time:

7/22/2026 2:00 PM

Microsoft Teams Meeting:

https://teams.microsoft.com/l/meet up-join/19%3ameeting_OTQ3NTJkNzktN DlmMS00OTQyLTlkNzQtODI2ODZhM 2Y5Yzlk%40thread.v2/0?context=%7 b%22Tid%22%3a%222935709e-c10c-4809-a302- 852d369f8700%22%2c%22Oid%22 %3a%22597ee2d7-90cf-413d-959d- 8c7baf0c8fb3%22%7d

Question Due Date & Time: 7/29/2026 10:00 AM

Submission Due Date & Time: 8/7/2026 1:00 PM

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Proposal Documents & Information

1.3 Pre-Solicitation Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

2. Scope of Work

2.1 Overview

2.2 Specifications

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2.3 Communication Requirements

2.4 Commencement Date

2.5 Performance Measures

2.6 Service Completion Schedule

2.7 Service Warranty

2.8 Contract Transition

2.9 Insurance Requirements

3. Submittal Requirements

3.1 Minimum Qualifications of Proposers

3.2 Proposal Submittal Requirements

3.3 Proposal Submission Documents

3.4 Development Costs

3.5 Cooperative Purchasing

4. Evaluation & Award process

4.1 Evaluation Criteria

4.2 Award Method

4.3 Opening of Proposals

4.4 Review for Responsiveness

4.5 Evaluation of Proposals

4.6 Selection for Negotiation

4.7 Negotiation Process

4.8 Reservation of Rights

4.9 Rejection or Acceptance of Proposals

4.10 Late, Modified, or Withdrawn Proposals

4.11 Disqualification of Proposers

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

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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

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

7. Miscellaneous

8. Attachments

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1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting proposals from qualified firms to provide on-call airport planning and advisory services for the Department of Aviation (DOA). The selected consultant will serve as a strategic partner to the DOA, supporting both long-range planning and near-term implementation across all airport’s functional areas and locations.

Proposal Documents & Information

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

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

1.2 Pre-Solicitation Meeting

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

1.3 Questions & Communications

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

1.4 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, Proposers shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

No officer, employee, agent, or representative of the Proposer shall have any contact or communication, with any member of the City Council, City staff, or City consultants, or directly or indirectly seek to influence any City Council member, City staff, or City consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Proposer being disqualified from the procurement process.

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

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

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

1.6 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 RFP, or to reject any or all proposals received prior to the award.

1.8 General Terms & Conditions

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

2. SCOPE OF WORK

2.1 Overview

This contract will support department-wide planning, environmental compliance, infrastructure development, and operational initiatives across all DOA facilities, including but not limited to the Love Field Expansion Airport Program (LEAP) and other systemwide initiatives across Dallas Love Field, Dallas Executive Airport, and the Vertiport.

LEAP PROGRAM OVERVIEW

The Department of Aviation is advancing multiple capital and planning initiatives across its system, including Dallas Love Field, Dallas Executive Airport, and the Vertiport. The Love Field Expansion Airport Program (LEAP) is a major multi-year construction initiative encompassing 14 major infrastructure and additional enabling, relocation, and repurposing projects across terminal, airside, landside, and support facility domains (see Exhibit 1).

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Exhibit 1 – Preferred Development Plan

Key Focus Areas

• Concourse expansion and modernization

• New terminal headhouse development

• Expanded parking facilities

• Enhanced access roadways and curbside infrastructure

• Relocation and consolidation of key support facilities

• Development of rental car facilities

Representative Projects

• Terminal Redevelopment: Head House, Concourse, Central Utility Plant

• Airside Improvements: Terminal Apron, Remain Overnight (RON) Apron

• Landside Enhancements: Entrance Roadway Intersection, Curb Front and Terminal Roadways, Garage D, Remote Parking, Consolidated Rental Car (CONRAC) Facility

• Support Facilities Relocation: General Use Buildings, Triturator, Central Receiving and

Distribution Center, and Airfield Maintenance Facilities

Additional Considerations

• LEAP includes numerous enabling projects requiring relocation, pre-construction, construction, repurposing, commissioning, and closeout.

• Certain landside developments such as Consolidated Rental Car (CONRAC) Facility have yet to be finalized and may be considered for alternative delivery (such as public-private partnership).

Planning services under this contract will also include support for enabling projects, facility relocation initiatives, and repurposing existing facilities required to advance airport development. These efforts will focus on maintaining operational continuity, identifying

Click or tap here to enter text. 7 of 22 efficient sequencing and phasing strategies, and ensuring that interim and permanent facility solutions align with long-term airport planning objectives. The consultant will evaluate alternatives, define implementation approaches, and coordinate closely with the Chief Development Officer and Program Management team to integrate these activities into the overall delivery of airport improvements.

2.2 Specifications

Airport System & Master Planning

• Airport Master Plan updates and refinements

• Strategic planning and long-range development scenarios

• Facility planning and space programming

• Capacity and demand forecasting

• Integration of airport-wide development initiatives

• Systemwide airport planning, including coordination of roles, capacity, and development of strategies across Dallas Love Field, Dallas Executive Airport, and the Vertiport.

Capital Program & Project Planning

• Project Definition Documents (PDDs)

• Advanced Planning Documents (APDs)

• Feasibility studies and alternatives analysis

• Cost estimating and implementation planning

• Coordination with capital programs, including LEAP and future initiatives

FAA Environmental (NEPA) Services

Provide environmental planning and compliance in accordance with Federal Aviation Administration requirements:

• Preparation of CATEX, EA, and EIS documentation

• NEPA strategy development

• Environmental documentation and agency coordination

• Public involvement and stakeholder engagement

• Air quality and conformity analysis and determination

• Coordinate with the Chief Development Officer, LEAP Program Management team, and consultants to align environmental approvals with project schedules and delivery.

State and Federal Regulatory Coordination

Coordinate with applicable agencies, including:

• Texas Commission on Environmental Quality

• Texas Department of Transportation

• Regional and local planning entities

• Federal Aviation Administration

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Provide permitting support, environmental coordination, and regulatory compliance strategy to support project delivery.

Ensure all regulatory activities are integrated with program schedules and construction timelines.

Facility Planning (Airport-Wide)

• Enabling and relocation and siting of airport facilities

• Repurposing and adaptive reuse of existing facilities

• Terminal and concourse planning

• Airfield support infrastructure planning

• Coordination with utility master planning consultant

• Planning support for general aviation and emerging aviation facilities, including Dallas Executive

Airport and Vertiport infrastructure

Landside Planning & Transportation

• Traffic impact analysis and modeling

• Roadway and curbside planning

• Parking and ground transportation planning

• Coordination with City and regional transportation agencies

• Passenger experience and circulation improvements

• Autonomous vehicle feasibility and planning

• Land use planning

• Consolidated rental car facilities

• Advanced air mobility and vertiport planning, including integration with existing airport and regional transportation networks

Airside Planning

• Apron, gate, taxilane, and runway planning

• Aircraft circulation and operational efficiency

• Safety and separation analyses

• Support for FAA Part 77 airspace coordination

• Air traffic control tower siting and feasibility studies

• Planning considerations for diverse aircraft types and operations across commercial service, general aviation, and emerging aviation platforms

Operational Planning

• Construction phasing and operational planning

• Emergency and contingency planning support

• Airfield and terminal operations coordination

• Minimization of operational disruption

Stakeholder & Agency Coordination

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• Coordination with airlines, tenants, general aviation users, and stakeholders across all DOA facilities

• Facilitation of workshops and working groups

• Support public outreach, stakeholder engagement, and strategic communications activities, including development of presentations, informational materials, public meeting support, and messaging related to airport planning and development initiatives.

Digital Integration & Data Support

• Coordination with digital transformation and BIM initiatives

• Data integration and planning support tools

• GIS and spatial planning coordination

Implementation & Program Support

• Development of implementation strategies

• Risk identification and mitigation

• Schedule alignment with program delivery

• Coordination with Program Management and design teams

On-Call Advisory Services

• Rapid-response planning analyses

• Executive briefings and memoranda

• City Council and leadership presentations

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 two business days. The awarded contractor shall respond to phone calls and emails from the City within one business day of receipt.

2.4 Commencement Date

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

2.5 Performance Measures

The City may evaluate consultant performance based on responsiveness, schedule adherence, quality and accuracy of deliverables, budget control, task order management, communication, stakeholder coordination, technical competency, and the usefulness of recommendations in supporting Department of Aviation decision-making. Performance may be reviewed at the completion of each task order and may be considered in future task authorizations, contract renewals, or other City procurement decisions.

2.6 Service Completion Schedule

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Services shall be performed on an as-needed basis through written task authorizations issued by the City. Each task authorization shall include a mutually agreed scope, schedule, deliverables, fee, and completion date. No work shall begin until the task authorization has been approved in writing by the City.

2.7 Service Warranty

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

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

2.8 Contract Transition

The Consultant shall coordinate with the Department to ensure a smooth transition into services, including review of existing planning documents, coordination with relevant stakeholders, and establishment of communication procedures to support continuity of services.

2.9 Insurance Requirements

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

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Proposers

Proposals will only be considered from Proposers who have been established in the business of providing FAA airport master planning and NEPA, large, complex airport capital programs, coordination with federal state, and local agencies, constrained, operational airport construction environments, multi-airport system planning and/or support of diverse airport types for a minimum of 10 years. If requested, Proposers shall provide a minimum of three sources of reference and/or other documentation demonstrating minimum qualifications. proposals shall be accepted from authorized providers for the requested Services. If during the term of the agreement the awarded vendor loses authorization the City reserves the right to obtain the Services from another source.

3.2 Proposal Submittal Requirements

Proposal will be structured and formatted as follows.

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The proposal shall consist of the following three (3) parts:

Part A: Administrative Requirements

The proposer is required to complete all proposal submission documents as outlined in Section 3.3. The proposer may not delete, alter, supplement, or substitute any portion of the printed content on these forms.

Part B: Written Proposal

The written proposal consists of the following and not more than 35 pages:

- Cover Letter o The Cover Letter shall include the RFP title, proposer’s authorized representative’s name and title, alternate representative’s name and title, official company address, email address and telephone number for both the authorized and alternate representative. Proposer shall acknowledge receipt of all addenda in their cover letter. Failure to acknowledge receipt and include all requested information listed above may render the proposal non-responsive and be rejected. The Cover Letter is not included in the 35-page count limitation, however, cannot be more than one (1) page.

- Table of Contents o Each proposer shall include a Table of Contents listing the various sections included in the Proposal in the same order as listed. The Table of Contents is not included in the 35-page count limitation.

- Executive Summary o Proposers shall include an Executive Summary that demonstrates important features, qualifications, and understanding of goals, scope, and complexity. The Executive Summary shall also include a brief description of how the proposer will meet the minimum qualifications criteria set forth in the RFP and are best qualified to meet the challenges associated with the scope of work. The Executive Summary is included in the 35-page count limitation and cannot be more than three (3) pages.

- Section 1 – Firm’s Experience and Qualifications o Please detail your firm's recent experience with Planning services, specifically for work performed at active commercial airports or within pubic agency programs.

Proposers shall list a minimum of two but not more than five of its most recent contracts with large public agencies (including airports) with similar scopes of work.

o Additionally, provide your experience in the following areas:

Staffing size and current workload Staff’s area of expertise Experience with public section projects Experience with aviation projects Consultant’s history of meeting project deadlines Consultant’s history of meeting budget requirements o For each contact, provide the following information:

Name of project, project location, owners contract number

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Name, address, telephone number of clients/representatives Description of work or services provided Dates contract assigned, completed, or terminated Dates of work performed Total dollar amount of contract Scheduling and cost overruns o For each project example given, describe your experience for the following:

Working as an integrated team with public/government staff and other consulting firms Management of staffing resources Implementing innovative strategies to deliver projects from initiation to closeout Meeting deadlines and budget targets Identifying risk to management

- Section 2 – Team Identification o The proposer shall include an organizational chart that highlights the key personnel that would be involved in planning services. For personnel included in the organizational chart, please include certificates, licenses, and resumes.

- Section 3 – Approach and Methodology o Proposers shall summarize their understanding of the scope of services to be provided as detailed in this RFP and the firm’s proposed approach and plan for accomplishing the services. Outline the firm’s plans to provide staff as needed and how staff would be managed to ensure they meet DOA’s needs and expectations throughout the contract lifecycle.

- Section 4 – Specialized Capabilities o Proposers shall present their experience and capabilities in providing department-wide planning, environmental compliance, infrastructure development, and operational initiatives across airport facilities.

Part C: Appendix of Staff Qualifications (not counted in maximum page count)

For each of the positions listed in the team identification section, please include certificates, licenses, and resumes.

Proposal Format Requirements

- Minimum font size: 12-point

- Cover letter: maximum of one (1) page

- Executive summary: maximum of three (3) pages

- Sections 1, 2, 3 and 4 combined: maximum of 32 pages

- Total page limit for proposal: 35 pages*

*Note: Required attachments, the cover letter, table of contents, and certificates/licenses/résumés are not included in the 35-page limit. Executive summary is to be included in the 35-page limit.

No photos, images, or other graphics should be included in the entire proposal, except for the firm’s organizational chart.

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3.3 Proposal Submission Documents

Proposers must include the following documents in their submission:

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

CIQ

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

3.4 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 proposals simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

3.5 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. Proposers shall indicate in their proposal whether they agree to extend the terms, conditions, specifications, and pricing of its agreement with the City to other governmental entities. All purchases by other governmental entities shall be billed directly to that governmental entity and paid by that governmental entity. The City shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own materials/services as needed.

4. EVALUATION & AWARD PROCESS

4.1 Evaluation Criteria

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

• Firm’s experience and Qualifications 15 Points o Evaluation of the firm's experience providing airport planning, environmental, regulatory, stakeholder engagement, and strategic advisory services for airports and large-scale infrastructure programs.

• Team Identification and Organization 25 Points o Evaluation of the proposed team structure, qualifications, availability, and ability to provide the multidisciplinary expertise required to support planning, environmental, stakeholder engagement, and communications activities across the Department of Aviation system. Consideration will be given to the qualifications and relevant experience of key personnel and subconsultants.

• Approach and Methodologies 30 Points o Evaluation of the firm's understanding of the Department's planning objectives and the effectiveness of its proposed approach to preparation of master plans, project planning, and forecasting. Additionally, consultants should also be capable of developing project definition and documents, preparation of environmental analysis, project visualizations, transportation planning and analysis, stakeholder coordination, public outreach, communications, quality management, risk mitigation, responsiveness to on-call assignments, GIS integration, airside and landside planning, public-private partnership advisory, advanced air mobility and vertiport planning, rental car, and concessions planning

• Specialized Capabilities 10 Points o Evaluation of the firm's specialized expertise in airport planning, NEPA and environmental compliance, airside and landside planning, transportation planning, facility relocation planning, GIS and data analytics, advanced air mobility and vertiport planning, public-private partnership advisory services, and public engagement and communications support.

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

o Evaluation points shall be awarded as follows:

SBE Utilization – up to 8 points

• Proposed SBE Commitment

• First-time Contracting

Local Economic Impact – up to 6 points

• Local Workforce

• Local Supply Chain Usage

• Local Community Investment

Engagement Score – up to 6 points

• Past Subcontractor Utilization

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• Documented Engagement Efforts

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

Rating Percentage of Available Points

Excellent 90% - 100%

Good 70% - 89%

Fair 50% - 69%

Poor 0% - 49%

4.2 Award Method

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

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

4.3 Opening of Proposals

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

4.4 Review for Responsiveness

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

4.5 Evaluation of Proposals

Proposals determined to be responsive and responsible will be evaluated in accordance with criteria stated in this RFP. Proposers considered reasonably qualified under these https://dallascityhall.com/government/Pages/Live.aspx

Click or tap here to enter text. 16 of 22 criteria may be invited to participate in discussions, interviews, or presentations to further clarify their submissions.

4.6 Selection for Negotiation

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

4.7 Negotiation Process

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

4.8 Reservation of Rights

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

4.9 Rejection or Acceptance of Proposals

This solicitation does not commit the City to award a Contract. The City reserves the right to reject any and all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the interest of the City. The City shall not be liable for any costs incurred by any company responding to this solicitation. If applicable, the City requires the recommended Proposer to sign the necessary Contract documents prepared by the City Attorney’s Office. If applicable, a sample Contract is included as an attachment. Proposers must take exception to any term of the Contract to which it will not agree in its proposal.

4.10 Late, Modified, or Withdrawn Proposals

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

4.11 Disqualification of Proposers

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

4.11.1 Reason to believe collusion exists among the Proposers.

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

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

5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of five (5) years , with two 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 Not to Exceed Consulting 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. Delivery Orders will be issued on an as-needed basis according to annual budget appropriations, and total payments will not exceed the authorized Contract Amount.

5.4 Contract Amount

The Contractor will base its proposal amount on the estimated quantities identified in the Pricing 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 Pricing 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

Click or tap here to enter text. 18 of 22 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 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

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

5.11 Invoicing

For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. 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 Proposer who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

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6.2 Equal Employment Opportunity/Nondiscrimination

The selected Proposer 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.

6.3 Indemnity

The selected Proposer 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 Proposer’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 Proposer, 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 Proposer 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.

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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

6.5 Certificate of Interested Parties (Form 1295)

All Proposers 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 Proposer 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 https://www.ethics.state.tx.us/filinginfo/1295/

Click or tap here to enter text. 22 of 22 trade secret or confidential in a proposal, the Proposer 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.

7. MISCELLANEOUS

7.1 After executing the Contract, no consideration will be given to any claim of misunderstanding.

7.2 Proposers shall submit with the Bid, the required Contractor’s qualification statement with supporting information as stated herein along with all other supporting documentation requested.

7.3 Proposers shall thoroughly familiarize themselves with the provisions of these Specifications.

7.4 The City reserves the right to reject all proposals and to waive any minor irregularities.

7.5 A proposal may be disqualified if the corporation or individual Proposer is in arrears or in default to the City for delinquent taxes or assessments or on any debt or Contract, whether as defaulter or bondsman; or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, Proposers may be disqualified for poor prior performance on similar Contracts with other entities.

7.6 The Contract with the Contractor will be drawn by the City and may contain such other provisions as are deemed necessary to protect the interests of the City.

7.7 The Contractor agrees to abide by the rules and regulations as prescribed herein. The Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

7.8 If either party hereto is prevented from completing its obligations under the Contract by act of God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof.

7.9 The section headings in these Specifications are for convenience in reference and are not intended to define or limit the scope of any of the conditions, terms or provisions of these specifications. Should any question arise as to the proper interpretation of the terms and conditions of these specifications, the decision of the City Attorney or his authorized representative shall be final.

7.10

8. ATTACHMENTS

A. General Terms and Conditions B. Insurance Requirements