Template Number: OPS-PUB-111.PUR Version Number: 2026.03.01

City of Dallas

Request for Bid (RFB)

Gymnasium Floor Maintenance and Repair

BH26-00030454

Solicitation Contact:

Henrietta Spaulding 214-671-9643 Henrietta.spaulding @dallas.gov

Date Issued: 6/18/2026

Pre- Bid Conference Date & Time:

7/1/2026 10:00 AM

Microsoft Teams Meeting:

https://teams.micro soft.com/meet/2572 73492413827?p=fJe mYybuxf4OAQaYgK

Question Due Date & Time:

7/13/2026 2:00 PM

Submission Due Date & Time:

7/31/2026 1:00 PM

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Bid Documents & Information

1.3 Pre-Bid Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

2. Scope of Work

2.1 Overview

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

3. Submittal Requirements

3.1 Minimum Qualifications of Choose an item.s

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3.2 Bid Submission Documents

3.3 Development Costs

3.4 Cooperative Purchasing

4. Evaluation & Award process

4.2 Review for Responsiveness

4.3 Rejection or Acceptance of Bids

4.4 Late, Modified, or Withdrawn Bids

4.5 Disqualification of Bidders

5. Contract Administration

5.1 Pricing

5.2 Records & Audits

5.3 Default by Contractor

5.4 Assignment of Contract

5.5 Termination

5.6 Performance Measures & Contract Management

5.7 Invoicing

6. Compliance & Regulatory Requirements

6.1 Indemnity

6.2 Conflict of Interest

6.3 Certificate of Interested Parties (Form 1295)

6.4 Permits Required by Law

6.5 Confidentiality

7. Miscellaneous

8. Attachments

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1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (City) is soliciting bids to establish a sixty (60) month Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for the maintenance of gymnasium floors at various recreation centers located throughout the City of Dallas (City).

An ID/IQ agreement is established when quantities of services and/or delivery schedules cannot be determined. Goods and services under this agreement will be ordered on an as-needed basis for the term of the agreement. This service will assist the City in its facility-specific condition monitoring, predictive, and preventative maintenance programs.

1.2 Bid Documents & Information

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

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

1.3 Pre-Bid Meeting

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

All prospective Bidders are encouraged to attend.

1.4 Questions & Communications

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

1.5 Unauthorized Communications

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

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

BH26-00030454 4 of 20 directly or indirectly seek to influence any City Council member, City staff, or City consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Bidder being disqualified from the procurement process.

1.6 Addenda

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

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

1.7 Solicitation Timeline

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

1.8 Cancellation

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

1.9 General Terms & Conditions

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

1.10 Bid Security

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

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

1.11 Local Preference

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

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

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

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

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

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

2. SCOPE OF WORK

2.1 Overview

The City of Dallas (City) is soliciting bids to establish a sixty (60) month Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for the maintenance of gymnasium floors at various recreation centers located throughout the City of Dallas

2.2 Specifications

Furnish all necessary labor, expertise, equipment and materials for gym floor refinishing and maintenance work. All work shall comply with the Environmental Protection Agency (EPA) Volatile Organic Compound (VOC) emissions standards. Most of the floors are maple;

however, there are a couple of gym floors that are bamboo as reflected on the bid sheet.

Maintenance and repairs of all flooring shall comply with the most current Maple Flooring Manufacturer Association (MFMA) standards. MFMA guidelines shall rule in case of any discrepancies between these specifications and the MFMA guidelines.

GROUP 1 – Complete Resurfacing (CR)

Provide complete resurfacing of existing floors to meet MFMA industry standards. (approx.

9,000 sq. ft /gymnasium unless otherwise specified).

General Requirements

1. All reasonable care shall be taken to protect surrounding areas/surfaces from dust and related contamination.

2. All reasonable care shall also be taken to minimize disturbances during operating hours.

3. Upon receipt of order to proceed, Supplier shall coordinate work schedule with City’s Representative. Supplier shall provide City’s Representative with insight as to the expected level of dust, air contamination resulting from VOC emissions, etc. so suitable scheduling and adequate accommodations may be made for the protection of the public.

4. All sealing, painting and finishing products shall be solvent based, and shall be compatible.

5. A water-based sealer only be used vs an oil-based sealer to reduce the overall impacts on operations.

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Preparation

1. Remove all layers of finish and game lines down to raw wood.

2. Repair/replace any split boards or seriously damaged areas of the surface or subfloor.

3. Replace flooring that cannot be repaired. Replace wood or bamboo planks with identical (same material, cut, and size as original flooring). The cost to replace flooring shall be included in the prices bid for each job.

4. Sand the floor using a heavy-duty type drum sander with grades of sandpaper (coarse, medium and fine) consistent with the floor conditions until a smooth and uniform surface has been reached. Remove all layers of finish and game lines down to raw wood.

5. Areas next to walls or obstructions where drum sanders cannot reach shall be prepared using an edger.

6. Final sanding shall be accomplished by using a buffer. First cut with 80 grit “screen back” going across grain then cut with 100 grit “screen back” going with the grain.

7. Thoroughly clean entire floor. Brush sweep and vacuum the floor until the surface and cracks are free of sanding dust.

8. Inspect the entire floor area to ensure the surface is smooth, even, free of sander chatter marks, swirls and gouges.

Sealing

1. Immediately before applying the first coat of finish, floors should be thoroughly cleaned and free of saw dust, giving heightened attention to edges and corners. Dust around the stage, pipes, window ledges, bleachers, and any other areas where dust can collect to be sure that no dust will fall into the seal or finish once they are applied.

2. Using a clean lamb’s wool applicator, apply a liberal and uniform coat of the penetrating sealer, Hillyard 350 VOC Wood Seal, or approved equal with at least the minimum coverage per the manufacturer instructions. Allow to dry completely.

3. Buff with screen back disk, pad or as recommended by manufacturer and thoroughly clean.

4. Apply the second coat of penetrating sealer in the same manner as the first. Allow to dry completely.

5. Entire surface should then be lightly machine disked with #100 or 120 grit-screen back under a buffing or polishing pad

6. Thoroughly Clean, Vacuum and tack rag in preparation for court layout and painting.

Court Lining

1. Provide up to a maximum number of 5 sets of games lines per court.

2. City Representative will provide Supplier with Game line/logo layout drawing indicating court(s), colors and location prior to issuance of order to proceed.

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3. Use Hillyard Gym Line Paints, or approved equal, for marking game lines, keys, and borders

4. Apply game markings, in accordance with manufacturer’s recommendations, using paint that is compatible with the chosen sealer and finish.

5. Mask and paint game lines with proper colors according to the drawings and with the aid of precision taping machines or striping tools (when using tape, pull it up as soon as the paint begins to dry or set).

6. Fabricate and paint new logos as furnished by City Representative - format: AI/.EPS: File must be layered for each color with bleed lines, and to size.

7. After the game markings have thoroughly dried, lightly abrade using steel wool or pad recommended by the finish manufacturer.

8. Clean the floor surface.

Finishing

During finishing and drying time, the floor surface must be free of dust and dirt. Avoid air currents that carry dust and dirt. Indoor temperatures and all sealers, paint, and finishes should be approximately 65-degree Fahrenheit or higher during application. Allow adequate ventilation for proper drying. Maintain normal humidity conditions inside the facility to avoid blistering, flaking and abnormally long drying and cure times.

1. Immediately before applying the first coat of finish, floors should be thoroughly cleaned and free of saw dust, giving particular attention to edges and corners. Dust around the stage, pipes, window ledges, bleachers, and any other areas where dust can collect to be sure that no dust will fall into the seal or finish once they are applied.

2. Apply an even coat of finish in accordance with your finish manufacturers’ instructions.

For Gym floors, use Hillyard 350 VOC Gym Finish, or approved equal.

3. Allow to dry completely.

4. Lightly abrade with #2 steel wool or screen to break the surface tension for bonding with the next coat. NOTE: Do not use steel wool if applying a water-based urethane finish product.

5. Vacuum, then double tack-rag the floor.

6. Subsequent coats should be applied in accordance with the finish manufacturers’ specifications. Do not abrade the final coat of finish. A total of three coats should be applied.

7. After applying the final coat do not use the floor until finish manufacturers’ recommended cure time has lapsed. Avoid heavy traffic on the floor surface for at least one week.

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GROUP 2 - Annual Maintenance (AM)

Perform screening and refinishing of the flooring. (approx. 9,000 sq. ft, unless otherwise specified).

General Requirements

1. All reasonable care shall be taken to protect surrounding areas/surfaces from dust and related contamination. All reasonable care shall also be taken to minimize disturbances during operating hours.

2. Upon receipt of order to proceed, Supplier shall coordinate work schedule with City’s Representative. Supplier shall provide City’s Representative with insight as to the expected level of dust, air contamination resulting from VOC emissions, etc. so suitable scheduling and adequate accommodations may be made for the protection of the public.

Screen and Refinish

1. Thoroughly clean entire floor with properly treated dust mop; make sure floor is free of soil, polishes, waxes, and oily residues.

2. Fiber screen-disc entire floor with a fine-grit screen back or steel wool to abrade the top layer of old finish. Use dust containment precautions and dust masks when dry abrading floor. NOTE: Do not use steel wool if applying a water-based urethane product.

3. Vacuum and tack entire floor.

4. Touch-up any game-line paint or markings, if necessary, and lightly abrade those areas when dry.

5. Tack rag the entire surface until it is thoroughly clean, paying attention to edges and corners.

6. Immediately before applying the coat of finish, floors should be thoroughly cleaned and free of saw dust, giving particular attention to edges and corners. Dust around the stage, pipes, window ledges, bleachers, and any other areas where dust can collect to be sure that no dust will fall into the seal or finish once they are applied.

7. Floor temperature should be between 60o-95oF, adequate ventilation should be maintained and direct drafts on the floor should be avoided. Apply one (1) even coat of finish. For Gym floors, use Hillyard 350 VOC Gym Finish, or approved equal in accordance with the finish manufacturer’s instructions, and National Wood Flooring Association (NWFA) standards.

8. Turn exhaust system on for two to four hours after application. Allow to thoroughly dry.

9. After applying an even coat of finish, do not use the floor until finish manufacturers’ recommended cure time has lapsed. Avoid heavy traffic on the floor surface for at least one week.

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The City will monitor the Contract and measure supplier performance on a per job basis until the expiration of the contract.

Performance measures will include:

a. On time delivery of product and/or service (delivery, service and installation timeline).

b. Supplier Invoicing (should be timely and accurately detail service rendered with the associated cost).

c. Quality of goods or services (gym floor installation, maintenance and repair performed in a skillful and workmanlike manner, work conforms to the requirements of the specifications, etc.).

d. Quality of customer service (are issues being resolved expeditiously by supplier, returns calls, etc.).

e. Non-conformance issues regarding this RFB will be documented and investigated by the City.

f. Upon investigation, the Supplier will be given an opportunity to provide and implement corrective action to remedy the non-conformance.

g. The City will determine the length of time within which the corrective action is to take place. Once the corrective action is complete, the City will verify that said action has been implemented and performed satisfactorily.

Product Delivery, Storage and Handling

1. Deliver. Deliver materials to City site in manufacturer's original, unopened containers with labels indicating brand names, colors and patterns, and quality designations legible and intact.

2. Close containers after use.

3. Safely. Safely store and protect accepted materials in accordance with manufacturer's directions and recommendations.

Workmanship

1. All work under this contract shall be performed in a skillful and workmanlike manner. The City may, in writing, require the Supplier to remove from the work any employee the City deems incompetent, careless, or otherwise objectionable.

2. The Supplier shall promptly correct work rejected by City or failing to conform to the requirements of the contract documents, whether discovered before or after substantial completion and whether or not fabricated, installed or completed. Costs of correcting such rejected work shall be at the Supplier’s expense.

3. Supplier shall schedule a walkthrough with the City Representative upon job completion at each facility and acquire written acceptance of work at that time.

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Safety

Supplier is responsible for making sure that all conditions are safe for City staff, the public, and workers. Any precautionary measures such as the use of warning signs, barricades, etc., that might be necessary shall be at the expense of the Supplier and provided for in the quoted price.

Safety measures shall include, but are not limited to:

- Respirators are recommended during the application of solvent-based products.

- Ensuring there is adequate ventilation (but no draft directly on the floor) during the application.

- Turning on the exhaust system two to four hours after each application.

- Closing floor to all traffic for seventy-two (72) hours.

Clean-Up

The Supplier is responsible for keeping the job site clean at all times. Also, after the job is completed, Supplier is responsible for removing all tools, equipment, excess material and debris from the site and leaving the area in a clean condition that meets the approval of the City. All waste/refuse materials shall be removed from City property and properly disposed

of. Disposal at City property, other than landfill, is prohibited.

Damages to City Property

Awarded vendor shall provide protection and exercise care not to damage gym walls and flooring. The awarded vendor will be financially responsible for any damages made to the equipment, facilities or floors while the products are being installed at the City sites.

2.3 Communication Requirements

2.4 It is essential that the awarded Supplier respond quickly and clearly after receiving a telephone call or email from the City. Written correspondence from the City of Dallas shall be answered within twenty-four (24) hours. The awarded Supplier shall respond to phone calls and emails from the City within four (4) hours of receipt.

2.5 Commencement Date

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

2.6 Pricing

This agreement is all inclusive, and should include all costs incurred, real and unforeseen, related to the manufacturer, shipping, delivery, including insurance, and all other direct costs. Costs not included or calculated in the Bidder’s response will not be paid by the City, regardless of the intentions of the bidder when the bid was submitted and regardless of whether those costs were actually incurred.

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The City shall be responsible for applicable freight charges for returns. All other charges shall be incurred by the Contractor and no additional charges will be allowed. Shipping is FOB destination – Dallas.

2.7 Orders

All work orders must be completed at each facility within two (2) weeks after an order to proceed has been authorized at that facility.

2.8 Delivery Requirements

The awarded vendor must possess and maintain the capacity to provide the products necessary throughout the duration of this agreement. The awarded vendor must maintain adequate inventory to satisfy the account without delay in delivery times. The awarded vendor may be requested to provide samples to ensure goods meet specifications.

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 Bidders

Supplier shall have provided maple and bamboo floor maintenance and refinishing services on gymnasium floors similar in size and scope to that described herein for a minimum of five (5) years.

Supplier has financial capability to produce and execute the project within the specified time period.

Supplier has experienced staff with at least one (1) years-experience in floor maintenance and refinishing.

Supplier shall have the technical organization skills required for this project.

Supplier shall be a Maple Flooring Manufacturer Association (MFMA) Mill Accredited Installation Company.

Supplier’s installer and repair personnel shall be MFMA Accredited.

Supplier maintains an office with full-time employees in a commercial space.

Examination of Site (Site Visit)

Suppliers should shall visit the sites (gymnasiums) and are responsible for knowing the conditions affecting the work before submitting a bid. Failure to visit the sites shall not be

BH26-00030454 12 of 20 accepted as a valid reason for any changes. Facility addresses, and hours of operation are included in Attachment C.

3.2 Bid Submission Documents

Bidders must include the following documents in their submission:

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

CIQ

Local Preference Affidavit OPS-31 Living Wage Affidavit OPS-3 SBE Affidavit BEH-FRM-602.SAW Local Participation & Workforce Impact Form BEH-FRM-604.SAW SBE Utilization Plan & Commitment to Local Economic Impact

BEH-FRM-605.SAW

Engagement Score & Past Commitment Form BEH-FRM-606.SAW SBE Good Faith Effort Documentation Form (if applicable) BEH-FRM-607.SAW Prime Self-Performance Declaration (if applicable) BEH-FRM-609.SAW Subcontractor Intent Form BEH-FRM-610.SAW Any other City Documents as Required

3.3 Development Costs

Neither the City of Dallas or its representatives shall be liable for any expenses incurred in connection with preparing a response to this solicitation. Respondents are encouraged to prepare their Bids simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

3.4 Cooperative Purchasing

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

4. EVALUATION & AWARD PROCESS

4.1 Award Method

The City’s intent is to award this solicitation to the lowest responsible bidder by group, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a submission is responsive. The City reserves the right to reject any and all Bids and to waive any minor irregularities or

BH26-00030454 13 of 20 discrepancies in any submission as may be in the best interest of the City. Late Bid s will not be considered for award. An award will only be made to a Bidder that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

4.2 Opening of Bids

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

4.3 Review for Responsiveness

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

4.4 Rejection or Acceptance of Bids

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

4.5 Late, Modified, or Withdrawn Bids

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

4.6 Disqualification of Bidders

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

4.6.1 Reason to believe collusion exists among the Bidders.

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

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

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

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5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of (60) months , 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. Deliver materials to City site in manufacturer's original, unopened containers with labels indicating brand names, colors and patterns, and quality designations legible and intact. Close containers after use. Safely store and protect accepted materials in accordance with manufacturer's directions and recommendations.

5.3 Contract Type

This Contract is a Indefinite Quantity (ID/IQ) service price agreement contract. An official Delivery Order (DO) will be issued to the Contractor for each specific order. The Contractor shall not commence work until receipt of the DO; failure to do so could result in no payment.

The purpose of this Contract is to Choose an item. 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.

The Contractor will base its Bid amount on the estimated quantities identified in the Bid Sheet, which will only be used for comparison and evaluation purposes. The City will issue Delivery Orders based on needs and not in accordance with the estimated quantities contained in the Bid Sheet. The Contractor’s pricing shall remain firm throughout the initial term of the Contract. Price adjustments will be considered at the time of renewal or hold over extension subject to Attachment A: General Terms & Conditions, 5. Adjustment Clause.

5.4 Firm Pricing

The subsequent service agreement will be for turn-key services. The bid prices shall include all charges that may be incurred in fulfilling the requirements of these services.

Unit Price” entered shall be a price per Job.

Prices submitted on the Bid Sheet shall be all inclusive, including all material, labor, tools, equipment and expertise. All Suppliers’ costs shall be incorporated into the “Unit Price”.

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Prices submitted in Group 1:

The “Unit Price” submitted shall include the cost to completely resurface flooring and replace any damaged flooring, in accordance with these specifications, at each facility listed on the bid sheet. No additional fees or incidentals will be paid to the Supplier outside of the submitted bid prices.

All damaged flooring shall be repaired or replaced during complete resurfacing.

Prices submitted in Group 2:

The “Unit Price” submitted shall include the cost to perform screening and refinishing of flooring, in accordance with these specifications, for any facility listed on the bid sheet.

5.5 Records & Audits

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

5.6 Default by Contractor

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

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

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

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

5.6.4 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.

5.7 Assignment of Contract

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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.

5.8 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.

5.9 Performance Measures & Contract Management

The City reserves the right to cancel this agreement at any time if service performance, timeliness, quality of work is determined to be unsatisfactory or inconsistent with contract requirements. The City will monitor the Contract and measure supplier performance on a per job basis until the expiration of the contract. Performance measures will include:

a. On time delivery of product and/or service (delivery, service and installation timeline).

b. Supplier Invoicing (should be timely and accurately detail service rendered with the associated cost).

c. Quality of goods or services (gym floor installation, maintenance and repair performed in a skillful and workmanlike manner, work conforms to the requirements of the specifications, etc.).

d. Quality of customer service (are issues being resolved expeditiously by supplier, returns calls, etc.).

e. Non-conformance issues regarding this RFB will be documented and investigated by the City.

f. Upon investigation, the Supplier will be given an opportunity to provide and implement corrective action to remedy the non-conformance.

g. The City will determine the length of time within which the corrective action is to take place. Once the corrective action is complete, the City will verify that said action has been implemented and performed satisfactorily.

5.10 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

BH26-00030454 17 of 20 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:

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

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

5.10.3 Date of order of goods

5.10.4 Detailed description of goods

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

5.10.6 Total cost of goods

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

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

6. COMPLIANCE & REGULATORY REQUIREMENTS

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

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

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

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

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

6.2 Equal Employment Opportunity/Nondiscrimination

The selected Bidder shall not discriminate against any employee or applicant for employment because of race, age, color, national origin, religion, marital status, sex, sexual orientation, military or veteran status, political opinions or affiliations, genetic characteristics, or disability, consistent with applicable laws. The selected bidder shall prohibit discrimination regarding, but not limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of

BH26-00030454 18 of 20 pay or other forms of compensation; and selection of training, including apprenticeship. The selected bidder shall also comply with all applicable requirements of the Americans with Disabilities Act, 42 U.S.C.A. §§12301-12233, as amended. The selected bidder agrees to post in conspicuous places, available to employees and applicants, notices setting forth the provisions of this nondiscrimination clause.

6.3 Indemnity

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

6.4 Conflict of Interest

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

No city official or employee shall have any financial interest, direct or indirect, in any contract with the city, or be financially interested, directly or indirectly, in the sale to the city of any land, materials, supplies or services, except on behalf of the city as a city official or employee. Any violation of this section shall constitute malfeasance in office, and any city official or employee guilty thereof shall 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.

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

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

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

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

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

Nos. 2 and 9) 11H

6.5 Certificate of Interested Parties (Form 1295)

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

6.6 Permits Required by Law

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

6.7 Confidentiality

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

7. MISCELLANEOUS

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

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

7.2 Bidders 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 Bidders shall thoroughly familiarize themselves with the provisions of these Specifications.

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

7.5 A Bid may be disqualified if the corporation or individual Bidder 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, Bidders 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.

8. ATTACHMENTS

A. General Terms and Conditions B. Insurance Requirements C. Facility Addresses & Hours of Operation