01 - Specifications Solar Power Equipment Maintenance and Repair.pdf

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

City of Dallas

Request for Bid (RFB)

Solar Equipment Operations Maintenance and Repairs

BT26-00030442

Solicitation Contact:

Matthew Moore 214.243.2130 Matthew.Moore@dallas.gov

Date Issued: 6.18.26

Pre- bid Conference Date & Time:

6.30.26

2:00 PM CST

Microsoft Teams Meeting:

https://teams.microsoft .com/meet/284582150 296170?p=z65UuijCYq DU9TbiLB

Question Due Date & Time:

7.5.26

11:30 PM CST

Submission Due Date & Time:

7.17.26

1:00 PM CST

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

1.10 Bid Security

1.11 Local Preference

2. Scope of Work

2.1 Overview

2.2 Specifications

https://teams.microsoft.com/meet/284582150296170?p=z65UuijCYqDU9TbiLB https://teams.microsoft.com/meet/284582150296170?p=z65UuijCYqDU9TbiLB https://teams.microsoft.com/meet/284582150296170?p=z65UuijCYqDU9TbiLB https://teams.microsoft.com/meet/284582150296170?p=z65UuijCYqDU9TbiLB

Click or tap here to enter text. 2 of 23

2.3 Communication Requirements

2.4 Commencement Date

3. Submittal Requirements

3.1 Minimum Qualifications of Bidders

3.2 Bid Submission Documents

3.3 Development Costs

3.4 Cooperative Purchasing

4. Evaluation & Award process

4.1 Award Method

4.3 Review for Responsiveness

4.4 Rejection or Acceptance of Bids

4.5 Late, Modified, or Withdrawn Bids

4.6 Disqualification of Bidders

5. Contract Administration

5.1 Contract Term

5.2 Delivery Orders

5.3 Contract Type

5.4 Contract Amount

5.5 Firm Pricing

5.6 Records & Audits

5.7 Default by Contractor

5.8 Assignment of Contract

5.9 Termination

5.10 Performance Measures & Contract Management

5.11 Invoicing

6. Compliance & Regulatory Requirements

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

6.2 Equal Employment Opportunity/Nondiscrimination

6.3 Indemnity

6.4 Conflict of Interest

6.5 Certificate of Interested Parties (Form 1295)

6.6 Permits Required by Law

6.7 Confidentiality

6.8 Wage Floor Rate Requirement

Click or tap here to enter text. 3 of 23

6.9 Wage Floor Reporting Requirement

6.10 Wage Floor Compliance Requirement

7. Miscellaneous

8. Attachments

Click or tap here to enter text. 4 of 23

1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting bids to establish a three year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for comprehensive operations, maintenance, and repair services of solar panels and equipment to be utilized by the Department of Facilities Management.An ID/IQ contract is established when quantities and/or delivery schedules cannot be determined. Services will be ordered on an as-needed basis during the term of this contract.

1.2 Bid Documents & Information

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

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

1.3 Pre-Bid Meeting

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

All prospective Bidders are encouraged to attend.

1.4 Questions & Communications

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

1.5 Unauthorized Communications

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

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

Click or tap here to enter text. 5 of 23 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 provide the services described in this solicitation in accordance with the general conditions and specifications.

1.10 Bid Security

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

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

1.11 Local Preference

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

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

Click or tap here to enter text. 6 of 23

& 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 Facilities Management Department (FRM) is requesting bids from qualified firms to provide comprehensive operations and maintenance (O&M) services for City-owned facilities with solar PV systems. FRM is seeking to establish a three (3) year Indefinite Delivery/Indefinite Quantity (ID/IQ) O&M service contract with a licensed, certified, solar photovoltaic (PV) power system Contractor to assess, inspect, test, clean, monitor, perform vegetation management, provide labor and materials to perform maintenance on the City’s existing and future solar PV and battery energy storage systems. The selected contractor will be responsible for ensuring the optimal performance and longevity of these renewable energy systems through routine inspections, maintenance, and timely repairs. This initiative aims to enhance the efficiency of the city's energy infrastructure, promote sustainability, and ensure compliance with safety and regulatory standards.

2.2 Specifications

Scope of O&M services include but are not limited to assess, inspect, test, clean, monitoring, vegetation management, provide labor and materials to perform maintenance on the City’s existing and future solar PV and battery energy storage systems. The selected contractor will ensure the safe, reliable, and efficient performance of all systems.

The City currently has eleven (11) existing solar PV systems in place at eleven (11) City facilities which are listed below. The City is planning to add solar PV and battery energy storage systems to additional City facilities in the near future and, as the systems come online, they will be added to the current contract to provide services in addition to the locations listed below.

Site Details Name Address Estimated

Electric Load

Installed

Dallas Fire Station #27 8401 Douglas Ave, Dallas, TX 75225

20.58kW 2013

Dallas Fire Station #6 2301 Pennsylvania Ave, Dallas, TX 75215

26kW 2015

Kiest Park Recreation Center 3081 S Hampton Rd, Dallas, TX 75224

90.27kW 2016

Click or tap here to enter text. 7 of 23

North Central Police Station 6969 McCallum Blvd, Dallas, TX 75252

100.1kW 2016

North East Police Station 9915 Northwest Hwy, Dallas, TX 75238

100.1kW 2016

South East Police Station 725 N Jim Miller Rd, Dallas, TX 75217

81.9kW 2016

Vickery Meadow Branch Library 8333 Park Ln, Dallas, TX 75231

51kW 2020

Fretz Park Recreation Center 6950 Belt Line Rd, Dallas, TX 75254

119kW 2023

Pleasant Oaks Recreation Center

8701 Greenmound Ave, Dallas, TX 75227

155kW 2023

Dallas West Branch Library 2332 Singleton Blvd, Dallas, TX 75212

148kW 2023

Dallas Fire Station #58 114 W Hobson Ave, Dallas, TX 75224

18.04kW 2023

The selected provider shall deliver all necessary and recommended preventative, scheduled and unscheduled maintenance and repair services for all the solar installations for the duration of the contract term.

The scope of work for O&M services include, but are not limited to the following tasks listed below;

1) Ongoing O&M Services (Annual preventive maintenance plan) I. Upon execution of the contract, the Contractor is obligated to provide the services described herein and include the following components listed below but not limited to:

• Solar Modules

• Solar Racking Systems

• Power Conditioning: Inverters/ Transformers1

• Balance of System Components including auxiliary power, cabling, conduits, enclosures, wiring

• All associated instrumentation, electrical protection equipment, surge protection equipment, and wiring

• Data Acquisition System (DAS) hardware and wiring

• DAS software/platform license agreement

• Inventory of Spare Parts (where applicable)

• Battery energy storage system (where applicable)

• Manufacturer Equipment Warranties and Warranty Claims

• Disposing of solar panels following regulations under the Resource Conservation and Recovery

Act (RCRA) to ensure the panels are safely recycled or disposed

II. One annual inspection (as described below), preferably conducted in the spring, which includes preventative maintenance tasks, including but not limited to:

• Thermal images of all equipment, as well as PV arrays to look for damaged electrical components Combiner Boxes Central Inverters String Inverters DC & AC Disconnects AC Combiner Panel Transformers

Click or tap here to enter text. 8 of 23

Main Service Board Weather Station (if applicable) Data Acquisition System (if applicable) Battery Energy Storage System (if applicable)

• Array Balance System Array visual inspection-wire management, connector tightness, and insulation inspection Array ground/racking debris removal and vegetation inspection Verify grounding Inspect system and site drainage

• Inverter Inspection Inverter filter cleaning Inverter pad cleaning Inspect for corrosion, labelling and basic condition of housing Verify functionality of display and operation of PV system Inspect base of inverter and conduit entry points Clean inverter interior and inspect for moisture intrusion Check string fuse functionality Check ground straps and ensure all grounds are intact and tight to the enclosure Clean heat sink and filters (replace filters if necessary) Torque AC and DC conductors connections to manufacturers specifications IR scan all string terminations

• PV panel inspection Check for broken or damaged panels Inspect 100% of glass side for cleanliness and obvious defects Inspect 100% of back-sheet a J-Boxes Inspect 100% of module clamps for looseness

• PV panel cleaning Washing the panels as per manufacturer guidelines

• Inspection of all electrical equipment for water ingress, rust, or structural damage Combiner Boxes Central Inverters String Inverters DC & AC Disconnects AC Combiner Panel Transformers Main Service Board Weather Station (if applicable) Data Acquisition System (if applicable) Battery Energy Storage System (if applicable)

• Inspection and Voltage & Current testing Voltage test of strings Inverters DC current testing Open circuit voltage testing Visual inspection of mechanical components

Click or tap here to enter text. 9 of 23

• Mounting systems

• Visual inspections of AC & DC electrical components Including conductors Conduit Connectors Enclosures Disconnects Switch gear

• Routine monitoring system maintenance and data integrity check, as required Inspect cabinet for labelling, corrosion, moisture intrusion and basic conditions of housing Ensure all conductors and wires are routed in a neat and clean manner Torque data terminations to manufacturers specifications Clean reference cell and/or pyranometer (Replace desiccant) Verify functionality of all DAS Components

• Routine system maintenance to include correction of loose electrical connections, ground connections Other minor maintenance repair work Inspect combiner boxes Tighten connections Site drainage inspection Ground system testing Sensor calibration / replacement Coordinate the warranty repair, service, or replacement of defective equipment with the respective manufacturer under applicable warranties Cycle all movable parts in AC/DC disconnect & Panel Boards Torque all conductor connections to manufacturers specifications IR scan all string terminations

III. Corrective maintenance tasks including but not limited to:

Panel & Inverter troubleshooting and warranty management String and Connector repairs Panel & Inverter Repairs and Replacements Panel manufacturer defect identification and tracking Monitoring troubleshooting and repair Fuse replacements Breaker tightening and replacement Transformer Oil Sampling Ground fault identification System wide IV Curve testing Aerial or customized IR thermal imaging Power Quality Analysis

IV. Battery Energy Storage System Maintenance (where applicable)

• Detailed description of the existing battery systems

Click or tap here to enter text. 10 of 23

• Detailed description on status of warranty information (active/expired) for various components of the system

• Summary of findings for each site. Table including findings and action items based off of system assessment and recommended repairs and cost

• A visual inspection should be done to assess the general condition of the system’s batteries

• Check for electrolyte leaks, cracks, or signs of corrosion at the connections

V. Reporting

• Contractor to maintain a digital database (“Maintenance Log”) of all records needed to verify compliance with this agreement, including but not limited to invoices, warranty information, contracts, and service records, which shall be made available to the City via readily accessible online platform (e.g., OneDrive, MS.Excel?.Smartsheet, Dropbox, OneDrive, etc).

• Contractor to provide annual report within 30 days of each annual inspection.

• Report should include details of preventive maintenance work, such as parts replaced, meter readings, thermal images, in-scope maintenance and any out-of-scope maintenance under the current contract, panel cleaning, and system testing results. Include nonconformance reports to identify potential short-term and long-term safe operation or power production issues. Report should detail line-item activity and include notes where necessary Inspection reports should include the following but not limited to.

Checklists Include inverter annual preventative maintenance checklist as per manufacturers guidelines Include solar panel annual preventative maintenance checklist as per manufacturers guidelines Include battery energy storage system annual preventative maintenance checklist as per manufacturers guidelines Include checklists for all other maintenance and inspections activities as outlined in the

Annual preventive maintenance inspection plan Images (* Label each photo) Images of any issues found during inspections requiring corrective action Follow-up images of the corrective issue should be provided once corrective action is completed Thermal images of switchgear, disconnects, inverter cabinet, and combiner boxes Thermal images of modules with anomalies Report completed or recommended actions for any thermal images showing anomalies Panel cleaners while they are working Arrays after they are clean

Event log Submit updated complete event log to include all maintenance, outages, or other events from system start-up to present. Log should detail event description, reason, and length of time of the event.

Performance issues Report any recommended future unscheduled maintenance for performance, safety, or site issues.

Click or tap here to enter text. 11 of 23

Report all maintenance requirements and cost that are outside of normal maintenance to the City for approval under terms of the current contract.

2) Repair Work Contractor shall provide on-call repair services within 24 hours of receiving notice from the City for any repair work. Contractor should provide a detailed assessment report to the City within 5 days of the site visit. The reports should outline the recommended repairs with labor cost and material costs including individual proposal number for the City’s review and approval before proceeding.

Upon completion of the repair work, Contractor should provide a final report to the City within 5 days and should detail, the date, time, photos and the location of the repair, along with a summary of the work performed.

I. OPERATING HOURS

Standard.operating.hours¿.The Standard operating hours for the City of Dallas are 7:00 a.m. – 5:00 p.m. Monday through Friday.

After.hours¿.After hour rates will be paid starting five (5) minutes after the close of the City’s standard time of operation, weekends and holidays. In the event the contractor is requested to assist the City with a job during the standard time of operation and the job is not completed by the end of that work day, the pay rate will remain at normal business hours and will not.go into after hour /overtime.

Emergency―Holiday¿.Emergency calls that occur during standard operating hours, night (after business hours, from 5:01 p.m. to 6:59 a.m.), weekends or holidays, will require the awarded contractor(s) to respond (be on-site) within one (1) hour after receiving request for services. An email will be submitted to the contractor by an authorized FRM Representative to serve as a notice to proceed until a valid delivery order (DO) can be processed the next business day. Proposer must have the ability to respond within the requested time frame.

Travel Time: Pricing for all services shall include the travel time to and from the jobsite, separate charges for travel time will not be paid.

II. Cleanliness of Work Area

a. The contractor shall, to the greatest extent feasible, maintain each job-site location and/or City facility area of service in a manner appealing to the eye and acceptable to the public at large.

The Contractor shall always keep work areas in a clean and orderly condition to ensure there is no property damage and to prevent complaints. All trash, waste, debris, excess, excavated soil and/or materials, etc. shall be removed from the site immediately upon completion of services.

Trash includes any material foreign to its location and not intentionally placed there, such as construction material, liquid waste of any kind, bottles, paper, equipment packages/wrappers, etc. All public streets used by the Contractor in hauling excavated or waste materials shall be kept clean of fallen matters and/or waste material. The neighborhood streets used by the

Click or tap here to enter text. 12 of 23

Contractor, subcontractors of the Contractor, suppliers, etc., shall not be unnecessarily blocked, damaged, or left with unsightly objects, materials, rubbish, waste or refuse.

b. The contractor shall correct any/all incomplete and/or unacceptable work immediately upon notification but no later than twenty-four (24) hours upon receiving notification of unsatisfactory service(s). The contractor shall repair any/all damage caused by services, directly or indirectly, on behalf of the contractor that is the subject of this solicitation. The contractor shall be held responsible for any/all material and/or property damage caused by misuse of equipment, neglect, abuse, and unqualified and/or unlicensed personnel performing services at City facility jobsites/property at any time.

c. The contractor shall maintain continuous supervision of their equipment. Under no circumstances will the contractor be allowed to leave any/all equipment, items, supplies, materials, products, chemicals, machines or plants unattended while the contractor is completing services in the scope of work that is the subject of this solicitation.

d. The City of Dallas reserves the right to send a representative to accompany any of contractor's employees while on the property at any time. The contractor shall execute all work in strict accordance with all local, state, and national codes, ordinances and regulations governing the work involved.

III. Safety Precautions

a. The Contractor shall conduct their operations in strict accordance with all applicable Federal, State, OSHA and Local safety codes and statues, and shall be fully responsible and obligated to maintain procedures for safety of the public as well as all Contractor’s work personnel, and equipment involved in a service request. All services being performed within the scope of work that is the subject of this solicitation shall be performed in such a manner as to provide maximum safety to the public and to employees performing work.

b. The best available safety devices shall be used to protect the areas occupied by any persons. Such devices shall be frequently tested to assure their functional capability. The awarded vendor shall follow accepted industry standards and guidelines for proper gear, equipment, and safety tools that may be used and/or worn by all personnel at all City facility job sites at all times.

c. The Contractor shall provide employees and personnel providing services within the scope of work that is the subject of this solicitation appropriate personal protective equipment (“PPE”) consistent with industry standard practices.

d. All hazardous conditions within the physical boundaries of any of the areas maintained by contractor while performing services within the scope of work that are the subject of this solicitation shall be reported to the City facility representative located on the current job-site and the City of Dallas Contract Administrator immediately upon discovery.

e. The City of Dallas reserves the right to send a representative to accompany any of contractor's employees while on the property at any time. The City Contract Administrator or authorized FRM representative shall at their discretion have the right to order the suspension services, inspections and/or operations whenever, in their prudent professional judgment, present or impending weather conditions, environmental hazards and/or other harmful conditions are such that the operations cannot be carried out in a safe and effective manner.

f. No separate compensation shall be paid to the contractor for the installation, set-up and/or display of any warning devices, barricades, lights, signs or any other precautionary measures required by law or otherwise for protection of persons or property. The contractor shall have the responsibility to provide and maintain all warning devices and take all precautionary measures required by law or otherwise to protect individuals, personnel, property, the environment, and the public at large during operations.

g. Any responsive facility representative, contract administrator, authorized City of Dallas designated

Click or tap here to enter text. 13 of 23 safety coordinator reserves the right to issue a restraint or cease order to the contractor and/or those acting on behalf of the contractor when unsafe or harmful acts are observed or reported relative to the performance of all services under this agreement and/or when the contractor is observed to be actively ignoring and/or not complying with safety requirements.

2.3 Communication Requirements

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

2.4 Commencement Date

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

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Bidders

Bids will be considered only from bidders who have been established in business of providing the requested services and products for five (5) years or more. Contractor must have experience in industrial, municipal, and commercial solar O&M services. The documentation of these qualifications must be provided and should include these items:

• Submit Texas Electrical Contractor license to perform solar O&M services

• Submit the names(s) and professional licensures & certifications with submission to identify the employee(s) of whom may conduct services within the scope of work that is the subject of this solicitation. Licenses & certifications may include, but are not limited to:

o Texas-licensed electricians o North American Board of Certified Energy Practitioners (NABCEP) certification o Any other applicable licenses & certifications, permits, certifications, endorsements, qualifications, accreditations.

• At no cost to the City, respondents shall provide three (3) verifiable references evidencing proof business experience servicing jobs similar to the scope of work herein. References shall include the company name, address, phone number, description of services rendered, and contact name of a person who can and will discuss the nature of the contractor’s work for their entity and if the respondent has the ability to begin; perform the project on schedule; has a history of quality workmanship; has the ability and the necessary resources (management, equipment, vehicles and manpower) to perform the job. Only one (1) of the required references can be from the City of Dallas.

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 https://www.google.com/search?rlz=1C2GCGD_enUS1149US1149&sca_esv=9bd0e26604fdbc2f&q=NABCEP+certification&sa=X&ved=2ahUKEwin8Jb_-oORAxVYm2oFHYVEPOYQgK4QegQIBRAC&biw=1280&bih=631&dpr=1.5&mstk=AUtExfAiNby2CFyHpCyg3jVUP-kTOc53xnzDNJzjb3yHE0Rhmr6ZruqKrX5LqwoBM3VpWlHbT7T2GLqv8xZfKqOAaZsN7PzsJqSRPsI0rki-WWl5wOKEGHUxgoxbosqXHB3byjs&csui=3

Click or tap here to enter text. 14 of 23

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 in its entirety, but the City reserves the right to award in the method that is most advantageous to the City.

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

4.2 Opening of Bids

The City will open bids during the bid reading. bid readings take place at 2:00 PM on Fridays and can be viewed on the City’s website https://dallascityhall.com/government/Pages/Live.aspx. Any bid tabulation(s) posted after https://dallascityhall.com/government/Pages/Live.aspx

Click or tap here to enter text. 15 of 23 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.

5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of three years, with the option to extend if needed. The City reserves the right not to offer an extension.

5.2 Delivery Orders

Click or tap here to enter text. 16 of 23

Delivery Orders may be issued at any time during the term of the agreement. Each Delivery order will constitute an individual order for goods or services under the terms and conditions of this agreement. Delivery Orders issued prior to the expiration of the agreement shall remain subject to, and governed by, this agreement until completion or termination of the specific order.

5.3 Contract Type

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

The purpose of this Contract is to establish firm pricing; and the estimated quantities are not a guarantee; the quantities ordered may be more or less than estimated. The estimated quantities are based upon historical usage and anticipated needs. Delivery Orders will be issued on an as needed basis according to annual budget appropriations.

5.4 Contract Amount

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

5.5 Firm Pricing

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

5.6 Records & Audits

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

5.7 Default by Contractor

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

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

Click or tap here to enter text. 17 of 23

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

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

5.7.4 Contractor fails to properly and timely pay Contractor personnel, supplies or other contractors and the failure impacts the City in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified of such notice, the City may immediately cancel the Contract. At the discretion of the Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract. The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract. No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

5.8 Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract or any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

5.9 Termination

The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods delivered and accepted prior to the effective date of such termination.

5.10 Performance Measures & Contract Management

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 contractor shall maintain specific performance measures to ensure service quality, including a site availability key performance indicator of at least 90 percent annual inverter/system uptime where economically feasible and established mean time to repair targets by severity tier. Regular performance assessments will be conducted, with documented digital checklists, thermal scans, and maintenance logs required for compliance verification. Reports detailing performance metrics, corrective actions, and any identified deficiencies must be submitted annually within 30 days of the inspection.

Click or tap here to enter text. 18 of 23

Additionally, all work areas must be maintained in a clean and orderly condition, with immediate rectification of any unsatisfactory work or property damage.

5.11 Invoicing

For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

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

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

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

5.11.3 Date of order of goods

5.11.4 Detailed description of goods

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

5.11.6 Total cost of goods

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

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

6. COMPLIANCE & REGULATORY REQUIREMENTS

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

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

6.1.1 The SBE participation goal for this contract is 6.73%.

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.”

Click or tap here to enter text. 19 of 23

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

6.3 Indemnity

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

6.4 Conflict of Interest

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

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

Click or tap here to enter text. 20 of 23

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

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

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

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

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

Nos. 2 and 9) 11H

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

Click or tap here to enter text. 21 of 23 confidential during the solicitation process and prior to award. Respondents who include information in a bid that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the bid “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a bid, the Bidder shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

6.8 Wage Floor Rate Requirement

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

Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts greater than $50,000 shall be effective immediately on all new contracts awarded after November 10, 2015. Contractor’s bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract.