01 - Specifications (8).pdf

City of Dallas

Request for Qualifications (RFQ) Project Title: Martin Luther King, Jr. Community Campus

Redevelopment Buyer Solicitation Number: BHZ26-00031290 http://www.dallascitynews.net/

Scope of Work

I. Introduction, Purpose and Intent

The City of Dallas (“City”) is soliciting qualification proposals in response to this Request for Qualifications (“RFQ”) from qualified nonprofit and for-profit consultant and design teams (“Applicant”). Applicants shall be Texas registered businesses or have authorization to work in Texas. This project will provide master planning services to the City of Dallas (City) Office of Housing & Community Empowerment (OHCE) to redesign the 10.5 acre Martin Luther King, Jr.

Community Campus at 2922 Martin Luther King Jr. Boulevard OHCE seeks a qualified consultant team to create a comprehensive master plan and multidisciplinary design concepts for a reimagined, community-centered campus through a one-year professional services contract, with one optional one-year renewal exercisable at the City’s sole discretion. On March 27, 2024, by Resolution No. 24-762, the City Council approved the funding through a Congressional Project Grant for this initiative.

The selected team will collaborate with OHCE and the Reimagine MLK stakeholder committee to assess program needs and design flexible interior and exterior spaces. The master plan should consider rehabilitation or reconstruction of the existing community center and align with library, recreation, and park improvement plans, along with adding affordable housing opportunities.

As a campus named in honor of Dr. Martin Luther King, Jr., the redevelopment plan should reflect the area’s history, community identity, and longstanding role in serving residents of many backgrounds. The process should be informed by residents, campus users, community partners, and service providers to ensure the future MLK Campus is welcoming, accessible, and responsive to community needs. The future MLK Campus will be a central hub and gathering point for the community, with the hope that maximizing the potential of the site and variety of new programming will draw people from all parts of Dallas.

Awards will be funded on a cost reimbursement basis. Applicants must provide satisfactory evidence and a documented history of their ability to manage and coordinate the functions listed in this solicitation.

II. Background

The MLK Campus serves more than 300,000 residents annually and functions as a vital hub within a historically under-resourced community. Despite its role as an anchor institution, the MLK Campus faces several long‑standing physical, programmatic, and operational challenges that the master plan must directly address:

• Aging infrastructure and outdated building systems across multiple facilities

• Inefficient and inflexible interior layouts that limit service delivery

• Increasing community demand for programs that exceed the capacity of current spaces

• Fragmented service locations that reduce coordination between departments and providers

• Limited storage, technology, and multi‑purpose space

• Accessibility barriers and outdated ADA compliance elements

• Need for additional services such as affordable housing, expanded library functions, senior programming, and improved recreation facilities.

The master plan should propose design solutions that resolve these conditions and support long‑term improvements for residents, staff, and partner organizations.

South Dallas continues to experience significant disparities related to housing stability, health outcomes, digital access, and economic opportunity. Redevelopment of the MLK Campus presents an opportunity to align public investment with these pressing needs. Integrating affordable housing onto the campus would provide stability for families, seniors, and vulnerable residents in an area with persistent housing shortages.

Aligning library services with those in OHCE can expand digital literacy, learning spaces, and youth and adult education resources. Enhancing health and wellness programming, including bolstering behavioral health and preventive care services, and expanded community health partnerships—would directly address documented gaps in health access. Maintaining and expanding dedicated senior services would support a growing aging population through social engagement, wellness programming, and supportive service coordination.

Although the MLK Campus provides essential services to more than 300,000 residents annually, the facilities no longer meet modern service, accessibility, technology, or community needs. Many buildings are aging, inflexible, and misaligned with current program demand, and expanding services—such as childcare, health, behavioral health, senior support, recreation, library functions, and affordable housing—cannot be accommodated within the existing campus design.

Reimagining the MLK Campus as a modern, multiuse campus with collocated housing, library, recreation, health services and promotion, childcare, social services programming and senior services will strengthen its role as a multigenerational resource and a catalyst for neighborhood revitalization. This transformation aligns with Dr. King’s legacy of opportunity, and community empowerment and reflects the City of Dallas’s commitment to investing in holistic, people-centered infrastructure. Through comprehensive master planning and design, the City seeks to create a forward-looking campus that supports long-term health, safety, stability, and opportunity for South Dallas residents.

Project Governance and Decision-Making

The Office of Housing and Community Empowerment (OHCE) shall serve as the lead department and Contract Administrator for this project and will provide overall project management, contract administration, coordination, and oversight throughout the duration of the agreement. OHCE will be the consultant's primary point of contact and will be responsible for coordinating reviews, consolidating comments, approving deliverables, and authorizing progression between project phases.

Given the multidisciplinary nature of the MLK Community Campus, the consultant shall coordinate with multiple City departments throughout the planning process, including but not limited to:

• Office of Housing and Community Empowerment (OHCE)

• Office of Economic Development (OED)

• Office of Bond and Construction Management (OBCM)

• Dallas Public Library

• Park & Recreation Department

• Planning & Development Department

• Other City departments and partner agencies as identified by the City.

The consultant shall also coordinate with the Reimagine MLK Stakeholder Committee, campus tenants, community organizations, neighborhood representatives, service providers, and other stakeholders designated by the City. The Stakeholder Committee shall serve in an advisory capacity by providing community input, identifying priorities, reviewing planning concepts, and assisting with public engagement activities. Recommendations from the Stakeholder Committee are advisory only and shall not constitute final approval of project deliverables.

The consultant shall present all major project milestones, planning alternatives, and the recommended preferred concept to OHCE for review and comment. OHCE will coordinate interdepartmental review and provide consolidated direction to the consultant. Advancement between project phases shall occur only after written authorization from the City.

The City of Dallas reserves the sole authority to determine acceptance of interim deliverables, select the preferred master plan concept, approve the final Master Plan, and authorize any subsequent phases of work. Nothing contained in this RFQ shall be construed as delegating final decision-making authority to any advisory committee, stakeholder group, or individual department other than the City.

III. Location

Martin Luther King, Jr. Community Campus (MLK Campus), located at 2922 Martin Luther King Jr. Boulevard in South Dallas/Fair Park, is one of the City of Dallas’s oldest and most significant community-serving campuses. First authorized by the Dallas City Council in 1967 and opened to the public in 1971, the campus was renamed in honor of Dr. King in 1975. Today, the 10.5-acre site includes five primary buildings that house an array of educational, social service, health, recreational, and childcare programs operated by the City of Dallas and partner agencies which include:

Building A: Administration Building

• Current tenants: Carter’s House, Dallas Black Chamber of Commerce, Dallas Civil Rights Museum, Empowering the Masses, Family Care Connection, Miles of Freedom, Fresh Start Housing Assistance, First Choice Social Services, and MLK Fresh Produce Distribution Center, and South Dallas Community Court.

Building B: Foremost Family Health Center

• Current tenants: Foremost Family Health Center, Dallas WIC Program (Women, Infants, and Children)

Building C: MLK Branch Library

Building D: MLK ChildCare Group Childcare Center

Building E: MLK Recreation Center

IV. Qualification & Proposal Meeting Schedule, Questions, and Inquiries

During the solicitation process Respondents are required to limit their communication regarding this project to the Buyer referenced herein. A qualifications and preproposal meeting will be held by the City whereby the Respondents will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The qualifications and preproposal meeting will be the only time when Respondents and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be addressed to the assigned Buyer. Respondents may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically, the City will respond to all questions by way of 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.

V. Qualifications and Proposal Submittal Requirements https://dallascityhall.bonfirehub.com/login

Applicants must submit a clear, concise, and thorough proposal that demonstrates the ability to deliver a community‑informed vision for a centralized, multi‑use campus that responds to resident needs and maximizes coordination of services. Proposals must highlight relevant experience, including in‑house staff expertise and delivery of regional or local community spaces that incorporate affordable housing. Applicants must also provide a list of contractors, subcontractors, and consultants who will assist with the work.

All submissions must include the Applicant’s name, legal registration, mailing address, telephone number, designated contact person, and email address. Proposals must be thorough yet concise.

Applicants must submit all required documents through the City’s solicitation Portal. The complete application must be received electronically by 1:00 PM CST on the scheduled close date.

Applications received late or substantially incomplete will be rejected and will not be considered.

A Table of Contents with page numbers must be included. All pages must be sequentially numbered and include the Applicant’s name at the top of each page. Proposals must follow the structure below and include the required sections in order.

The full proposal must be submitted as one PDF whenever possible. If file size prevents this, documents may be submitted as separate PDFs clearly labeled according to naming conventions.

The primary proposal and the fee proposal must be submitted as two separate files in accordance with the instructions below.

Proposals must contain the following sections (or tabs), presented in the order listed:

Section/Tab 1 – Lead Firm Information & Letter of Interest

• Name of firm, mailing address, website, primary contact, telephone number, and email address

• Background information and any additional relevant materials

• Explanation of unique qualifications and interest in the project •Description of engagement experience with diverse user groups and community committees •Description of approach to unforeseen project challenges and maintaining project objectives

• Statement regarding delivering durable, long‑lifecycle design solutions

Section/Tab 2 – Relevant Experience and Project Management Capabilities

• Description of the Applicant’s experience and capabilities in developing and managing work plans for projects similar to the Scope of Work

• Examples of the Applicant’s experience managing project schedules and completing similar projects within established schedules

• Description of the Applicant’s experience managing project schedules, budgets, and project resources on similar projects

• Description of the Applicant’s experience conducting stakeholder and community engagement for similar projects.

• Description of the Applicant’s experience managing related contract administration requirements

• Proof of Applicant’s financial capability

Section/Tab 3 – Design Team, Positions, Staffing, and Experience

• Organizational hierarchy

• Organizational /Company documents

• Project Manager, Project Designer(s), and key staff with roles and responsibilities by phase

• Identification of staff assigned for the duration of the project

• Identification of individual responsible for project leadership and contract management

• List of subconsultants with roles and responsibilities

• Resumes of professional, technical, and administrative staff

• Description of staff qualifications and hiring plans for vacant positions

• Identification of required licenses or permits for project staff or the agency

• Past project examples for lead firm (limit: 3) and subconsultants (limit: 2)

• Project descriptions, client contacts, cost, completion dates, role of proposed team, and sample images

Section/Tab 4 – Required Documentation

• Professional Licenses, Certifications, and Registrations for key personnel

• Firm Accreditations, Qualifications, and Professional Standing

• Other required attachments as applicable

VI. Scope of Work

The scope includes multidisciplinary planning, community engagement, programming, concept development, feasibility analysis, and coordination with internal City departments and community stakeholders. The City is seeking firms or teams with demonstrated experience in community-driven planning, mixed-use and civic campus design, affordable housing strategy, public facility programming, and inclusive engagement. The selected firm or team shall evaluate site opportunities at a conceptual level. The work will be completed through the phases outlined below and shall include, at a minimum, the elements described.

Phase 1: Project Initiation and Management

• Kickoff meeting with OHCE and City departments

• Establish project schedule, milestones, and communication protocols

• Develop structure for coordination with city staff, community stakeholders, and service agencies

• Establishment of communication protocols, reporting structure, and documentation standards

• Project management plan outlining team roles and responsibilities

Required Deliverables:

• Project Management, Interdepartmental Coordination, and Internal Engagement Plan and Timeline

Phase 2: Community and Stakeholder Engagement

• Create a community engagement strategy including meetings, focus groups, surveys, and campus-user input

• Coordinate with partner agencies, campus tenants, advisory boards, and the Reimagine MLK Committee to define what community engagement should accomplish

• Document feedback and describe how community input informs master plan options

Required Deliverables:

• Community and Stakeholder Engagement Plan and Timeline

• Community Engagement Documentation and Findings

• Description of how findings will be incorporated into site planning

Phase 3: Existing Conditions Assessment

• Review existing site surveys, GIS files, land-use data, zoning, and facility information provided by the City

• Review existing building assessments (structural, mechanical, electrical, plumbing, ADA compliance) of the Community Center as provided by the City

• Conduct additional building assessments if necessary to conclude funding eligibility (see Section II for included/excluded buildings)

• Determine utility and infrastructure capacity, and evaluate traffic, parking, and multimodal access analysis, including pedestrian, bicycle, and transit

• Summarize key physical and operational constraints

Required Deliverable:

• Existing Conditions Summary (integrated into the master plan)

Phase 4: Space Programming and Needs Analysis

• Identify program needs for all major campus functions: community center, library, recreation, childcare, senior services, health services, and social service partners

• Conduct adjacency and functional relationships analysis

• Determine required space types, square footage, and flexibility needs

Required Deliverable:

• Program Space and Needs Assessment for All Campus Components

Phase 5: Master Planning and Concept Development

• Develop multiple conceptual master plan options illustrating site layout, building relationships, open space, parking, circulation, and service integration

• Prepare high-level massing studies and diagrams.

• Incorporate accessibility, sustainability, mobility, and resiliency strategies.

• Phasing options for construction while maintaining operations (if needed)

Required Deliverables:

• Multiple Conceptual Options and Planning Diagrams

• Digital Files in Standard Formats (PDF, Word, Excel)

Phase 6: Cost and Feasibility Analysis

• Provide cost estimates for each master plan concept, using funding eligibility guidelines and departmental responsibilities

• Life cycle cost considerations Analyze phasing scenarios and feasibility constraints Evaluate operational and capital impacts of each option

• Financial feasibility for affordable housing (possible coordination with housing partners)

Required Deliverable:

• Cost and Feasibility Analyses for Each Concept

Phase 7: Preferred Concept Refinement

• Refine preferred concept based on stakeholder input, cost guidance, and departmental review.

• Architectural concept development (preliminary floor plans, elevations)

• Public realm design (open spaces, landscaping, pedestrian areas)

• Mobility and accessibility strategies

• Updated cost estimate and schedule

Required Deliverables:

• Refined Preferred Concept with Layout, Massing, and Phasing Recommendations

• Comprehensive Master Plan for the MLK Campus (final consolidated document)

Optional/Additional Services

• Branding and identity development for the facility

• Grant support or documentation for funding applications

• Real estate and development advisory services

• Construction documents and administration (if future phases are anticipated)

City Will Provide

• Electronic files of the most current GIS mappings of the area and site survey information.

• Approval and notice to proceed after each phase listed in the scope.

VII. Project Goals

• Provide amenities for all ages, backgrounds, and abilities with design that respond to unique needs of the community, city, and site context.

• Optimization of space utilized for community programs and services.

• Produces durable spaces adaptable for future needs, changing community and technological advancement.

• Design is welcoming/inviting, has identity, encourages connections, and benefits public health.

• Ensure the campus is accessible and aligned with applicable ADA requirements and universal design principles.

• Include an affordable housing component for targeted demographic

See Appendix 1 for a full list of final master plan deliverables.

See Appendix 2 for affordable housing planning expectations.

See Appendix 3 for environmental and regulatory review considerations

VIII. Source of Funds

The City anticipates that funding may be available for Master Plan Services through appropriated federal, City, and other authorized resources designated for planning, predevelopment analysis, community facility redevelopment, or related activities. All funding is subject to applicable funding requirements, City Council approval, and annual budget appropriation.

Potential funding sources may include, but are not limited to:

• Federal funding, including Congressional appropriations and/or Community Development Block Grant (CDBG) planning and administration funds, as permitted under applicable grant agreements.

• General Fund or Capital Program allocations designated for community planning, feasibility studies, or long-range facilities planning.

• General Obligation Bond Program funding, including the Planning/Design category, if applicable to the community center redevelopment scope.

• Other City-authorized planning or predevelopment funds, including philanthropic or intergovernmental grants administered by the City.

Funding identified in this section is provided for informational purposes only and does not constitute a commitment of funds or a guarantee that funds will be available for any resulting services.

This RFQ is being issued solely to obtain Statements of Qualifications (SOQ) and identify qualified firms or teams for potential shortlisting. The City will not award a contract or commit funding based solely on this RFQ. Applicants should not construe selection or shortlisting under this RFQ as a contract award, notice to proceed, or authorization to perform services.

If the City proceeds with a subsequent procurement process, only firms shortlisted through this RFQ may be invited to participate in the subsequent RFP process. Any contract for Master Plan Services would be subject to the requirements of the subsequent procurement, City approval, contract execution, and the availability and appropriation of funds.

The City may use applicable funding for eligible planning activities, which may include needs assessments, building assessments, environmental review tasks, conceptual design, community engagement, programming analysis, cost modeling, and other master planning services identified in the resulting solicitation and contract.

Funding sources and amounts may change based on the availability and eligibility of funds, applicable grant requirements, City Council action, and annual budget appropriations. The City makes no representation or guarantee that any particular funding source or amount will be available for the services contemplated by this RFQ.

Applicants are not required to provide matching funds unless explicitly stated elsewhere in this

RFQ.

IX. Communication

Written correspondence from the City of Dallas shall be answered within twenty-four (24) hours.

The Applicant shall respond to phone calls and emails from the city within (4) hours of receipt, during regular business hours.

X. Commencement Date

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

XI. Invoicing Requirements

The City shall pay invoices within 30 calendar days, provided the invoice is correct, complete, and reflects only work or deliverables that have been performed and accepted by the City. The 30 day payment period begins when the City receives an accurate invoice that corresponds to services actually delivered. If an invoice is incorrect, incomplete, submitted to the wrong address, or does not reflect work completed, the City will request a corrected invoice, and the 30 day period will begin upon the City’s receipt of the corrected invoice. Incorrect or incomplete invoices will delay payment processing, and repeated failure to follow invoicing procedures may result in contract compliance issues or cancellation.

Invoices shall be submitted monthly, unless both parties agree to an alternative milestone based payment schedule. Each invoice must include, at a minimum:

• Name and address of the City department receiving services

• Contact information for the City staff who placed the order (name, phone number, department)

• Date of service

• Detailed description of each service performed

• Itemized price of goods/services, with each charge separately stated and explained

• Total cost of goods/services

• Clear linkage between billed work and the phase of the Scope of Work as outlined in the consultant’s Work Plan

• Itemized staff expenses or administrative costs

• Supporting documentation for each cost (e.g., vendor invoices, receipts, timesheets, proof of payment for reimbursable expenses)

Submitting invoices without required information may delay payment. All work described in the invoice must be delivered in compliance with the contract.

The consultant is responsible for ensuring all invoice documentation is accurate, complete, and supported by appropriate records. All billed costs must directly correspond to verified work completed during the billing period, and the consultant must maintain organized, accurate, and audit ready financial records for all invoiced activities. Records shall be made available to the City upon request throughout the contract term.

XII. Ownership

All records, equipment, revenue, work product, and/or intellectual property produced through this contract becomes property of the City to use as its own property without restrictions.

XIII. Evaluation Criterion

A. Firm Experience and Qualifications – 30 points

• Evaluates the qualifications and experience of the Lead Firm, including experience with projects of similar size, scope, complexity, and nature.

• Evaluates the qualifications and experience of the Project Manager, Project

Designer(s), technical experts, administrative support, and subconsultants.

• Considers the organizational structure, staffing resources, and experience of the proposed team in performing similar services.

• Evaluates professional licenses, certifications, registrations, firm accreditations, and other qualifications relevant to the services.

B. Project Team Qualifications and Experience – 30 points

• Evaluates the relevance and quality of the Applicant’s past project experience, including the Lead Firm’s and subconsultants’ experience on similar projects.

• Considers the Applicant’s demonstrated experience with planning, design, community engagement, and related services applicable to the Scope of Work.

• Evaluates experience working with diverse user groups, community committees, and other stakeholders on similar projects.

• Considers the Applicant’s demonstrated experience addressing unforeseen project challenges while maintaining project objectives.

• Evaluates the relevance of the proposed team’s roles and experience on submitted past projects.

C. Relevant Project Experience and Past Performance – 25 points

• Evaluates the Applicant’s demonstrated experience managing projects of similar size, scope, complexity, and nature.

• Considers experience managing project schedules, budgets, deliverables, resources, and contract administration requirements.

• Evaluates demonstrated experience coordinating multiple project phases, disciplines, staff, and subconsultants.

• Considers experience managing reimbursable contracts and related administrative requirements.

• Evaluates the Applicant’s demonstrated experience delivering quality, durable, and long-lifecycle design solutions.

D. Community & Stakeholder Engagement – 15 points

• Demonstrated experience engaging community members, stakeholders, advisory groups, and other relevant user groups on projects of similar size, scope, and complexity.

• Demonstrated experience developing and implementing community and stakeholder engagement processes for similar projects.

• Demonstrated experience incorporating community and stakeholder input into planning and design processes.

• Demonstrated experience establishing mechanisms for documenting, communicating, and responding to stakeholder feedback.

• Track record of successful community and stakeholder engagement on relevant past projects.

XIV. Performance Measures and Contract Management

The City of Dallas will monitor the selected consultant’s performance throughout the contract to ensure timely, high‑quality delivery of all services and deliverables required in the Scope of Work.

Performance will be evaluated based on adherence to the approved project schedule, completeness and accuracy of deliverables, responsiveness to City communications, and the consultant’s ability to manage project phases, stakeholder engagement, and team coordination effectively. Timely milestone completion and consistent progress toward the final master plan will be key measures of success.

The consultant must submit all required reports and invoices accurately and on schedule, maintain organized and audit‑ready records, and ensure that all billed work corresponds directly to completed and accepted deliverables. The City may require corrective actions if deficiencies arise and may use interviews, progress reviews, and documented evaluations to verify performance.

Continued failure to meet expectations may result in delays in payment, withholding of funds, or termination of the contract.

XV. Special Requirements

The selected consultant shall comply with all applicable federal, state, and local laws, regulations, ordinances, and administrative requirements governing the performance of work under this RFQ.

This includes compliance with the Texas Government Code, Chapter 552 (Texas Public Information Act), as interpreted by judicial rulings and opinions of the Texas Attorney General, and with all procurement, documentation, and reporting requirements required by the City of Dallas. The consultant must promptly provide contracting information requested by the City and ensure that all documents submitted are clearly marked if they contain proprietary or confidential information, understanding that such markings do not guarantee non-disclosure under public information laws.

The consultant must comply with all federal, state, and local statutory requirements, including— but not limited to—any laws governing professional licensure, environmental review (if applicable), ADA and accessibility standards, and internal control and record-retention requirements. The consultant must maintain audit-ready records for all work performed and make those records available to the City or federal oversight entities upon request. The City reserves the right, in its sole discretion, to amend the contract at any time to incorporate changes necessary for compliance with updated federal or state regulations. Failure to meet legal or regulatory requirements may result in corrective action, withholding of payment, suspension of work, or termination of the contract.

XVI. Attachments

Applicants must submit all of the following required documents through the City’s Bonfire Portal to be considered complete:

• Attachment B - Proposal Scoring Form

• Attachment C - Responsiveness Checklist

• Attachment D - Suspension Debarment Form o No contract will be awarded to entities that are or have been suspended, debarred, proposed for debarment, or otherwise prohibited from participation in federal awards. The city will verify the status of the organization prior to an award.

XVII. Audit Requirements

The City will require fiscal records, financial reports, and supporting documentation to verify compliance with all contract terms and to ensure proper use of funds. These records must be made available for review or audit by authorized oversight bodies, including HUD, City Auditors, and the federal Office of Inspector General, as applicable. Records associated with this federally funded planning effort must comply with requirements under 2 CFR Part 200, including the maintenance of adequate financial management systems, internal controls, documentation standards, and record retention requirements. Records must remain audit ready at all times throughout the life of the project.

Because this RFQ incorporates federal planning resources, all financial and programmatic records related to the project must be retained for the period required by federal regulations, typically five years after closeout, or longer if required by City policy. The consultant shall comply with City monitoring procedures, including submission of monthly invoices and any required reporting to support federal compliance. City monitoring activities may include record reviews, periodic performance evaluations, and requests for additional documentation. Failure to comply with financial or documentation requirements may result in corrective actions, delays in payment, or other remedies permitted under the contract.

XVIII. Documents Submitted with solicitation response or upon Request

1. Business Information Form (OPS-02)

2. Conflict of Interest Policy and Questionnaire (OPS-07 and State Form CIQ)

3. Statement of Insurability and Quote (OPS-04)

4. Local Participation & Workforce Impact Form (BEH-FRM-604.SAW)

5. Attachment B - Proposal Scoring Form

6. Attachment C - Responsiveness Checklist

7. Attachment D - Suspension Debarment Form

8. Any other City documents as required

XVIII. Opening of Request for Qualifications (RFQ)

The City will open proposals during the bid reading. Proposer names will be publicly read at the bid reading which take place at 2:00 p.m. on Fridays and can be viewed on the City’s website.

It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

XIX. Review of Solicitation Response

1. The City will review and evaluate the RFQ submitted to determine if submitted response demonstrates the required experience and qualifications to fulfill the obligations of the services identified in this RFQ. Vendor presentations are anticipated on a date to be determined (TBD).

Respondents will be notified by the buyer as to the location and times of presentations.

2. The City may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the Respondent’s submittal. The City may also seek clarification from the referenced Respondents about any financial and experience issues.

3. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

XX. Insurance Requirements

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

XXI. Discussion with Reasonably Qualified Respondents

1. The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award during the RFP stage.

2. After the most highly qualified firm(s) has been identified during the RFP stage, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, the City will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and the City execute a completed contract, or the City determines that no acceptable alternative proposal exists.

3. The City reserves the right to reject any or all submittals received or to award, without discussions or clarifications, a contract on the basis of initial proposals received. Therefore, each submittal should contain the firms’ best terms from a technical standpoint. Also, only respondents submitting a proposal will be notified of relevant communications after the RFQ closing.

XXII. Rejection or Acceptance of Submittals

1. This RFQ does not commit the City to award any Contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any submittal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFQ.

2. The City reserves the right to reject any or all SOQs, to waive technicalities or minor irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any firm responding to this RFQ.

XXIII. Late and Withdrawn Responses

Solicitation responses are required to be submitted electronically using the City’s procurement website https://dallascityhall.bonfirehub.com/login. The system will not accept submittals after the due date and time and hard copy submittals are not permissible.

XXIV. Confidentiality https://dallascityhall.bonfirehub.com/login

Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Request for Qualifications 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 solicitation response 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 solicitation response “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 solicitation response, the Respondent 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.

XXV. Disqualification of Respondents

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

• Reason to believe collusion exists among the Respondents

• The Respondent is involved in any litigation against the City of Dallas

• The Respondent is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas

XXVI. 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.

XXVII. Records and Audit

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 by this Contract. These records shall be retained for a minimum of two 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.

XXVIII. Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of 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.

XXIX. Default by Contractor

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

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

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

• Contractor shall fail to perform, keep or observe any term, provision or covenant of the

Contract; or

• Contractor fails to properly and timely pay Contractor personnel, suppliers or other contractors and the failure impacts the City or its Facility 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 in such notice, the City may immediately cancel the Contract. At the direction 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: 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.

XXX. Termination

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

XXXI. Miscellaneous

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

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

3. Proposers shall thoroughly familiarize themselves with the provisions of these Specifications and the Facilities.

4. The City reserves the right to reject all Proposals and to waive any minor irregularities.

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.

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. 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.

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.

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.

10.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.

XXXII. Conflict of Interest

CHARTER XXII Sec. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER

PROHIBITED

(a) 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 thereby 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.

(b) 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.

(c) 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.

(d) 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.

(e) 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) 11HAPTER

XXII.1

XXXIII. 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.

XXXIV. Wage Floor Rate Requirement

1. 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.

2. 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. Contractors 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.

3. 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.

4. 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. A General Services Contract for purposes of the Resolution does not include (i) a contract between the City and another governmental entity or public utility, (ii) a contract subject to federal or state laws or regulations that would preclude the application of the application of the wage floor, (iii) or a contract with all services under the contract performed outside of the City of Dallas.

• "Subcontractor" means any Person or business that has…