014-2026RFP SAFEKEEPING & CUSTODIAL SERVICES FOR CITY OF SPRINGFIELD POLICE & FIRE RETIREMENT FUND.PDF

RFP #014-2026

Revised: BC: 11/21/2024 Reviewed by Law: 03/06/2024

RETURN THIS PAGE

CITY OF SPRINGFIELD, MISSOURI

DIVISION OF PURCHASES

REQUEST FOR PROPOSAL #014-2026

TITLE-SIGNATURE PAGE

The City of Springfield will accept electronically submitted proposals through its’ e-bidding service provider, DemandStar, from qualified persons or firms interested in providing the following:

SAFEKEEPING AND CUSTODIAL SERVICES

FOR CITY OF SPRINGFIELD POLICE OFFICERS’ AND FIRE FIGHTERS’ RETIREMENT FUND

PROPOSALS MUST BE UPLOADED INTO THE DEMANDSTAR E-BIDDING SYSTEM PRIOR TO 3:00 P.M. (CT) ON WEDNESDAY, OCTOBER 15, 2025. Proposals will be opened by the Buyer listed above. Proposals will be read aloud publicly at the specified solicitation opening date and time via teleconference. To participate, dial (605) 313-5650, then enter access code 651222.

• Proposals shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to legally bind the company. Offeror must complete, execute, and submit all Pages identified with “RETURN THIS PAGE” of this RFP document to be deemed responsive and considered for award. Failure to do so shall render your proposal non-responsive.

• Proposals received after the opening date and time shall not be considered.

• The attached Terms and Conditions shall become part of any contract resulting from this proposal.

• The cutoff for any questions pertaining to this RFP is September 25, 2025, at 12:00 P.M. (CT). Any questions shall be submitted in writing to the buyer identified above.

• HAND DELIVERED, FAXED, OR EMAILED BIDS WILL NOT BE ACCEPTED.

The undersigned certifies that they have the authority to bind the Offeror in a contract to supply the service or commodity in accordance with all terms and conditions contained herein. Please type or print the information below.

Offerors are REQUIRED to complete, sign, and return this form with their submittal.

NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter number.

Company Name Authorized Person (Print)

Address Signature

City/State/Zip Title

Telephone # Fax # Date Tax ID #

Email

State of Missouri Charter Number or Exemption Number

Denise Neuleib, Buyer Date Issued: September 12, 2025 City of Springfield Buyer’s Email: dneuleib@springfieldmo.gov Division of Purchases Telephone Number: 417-864-1624 218 E. Central Springfield, MO 65802

LEGAL NOTICE:

REQUEST FOR PROPOSAL #014-2026

The City of Springfield will electronically accept submitted proposals through its’ e-bidding service provider, DemandStar, from qualified persons or firms interested in providing the following: Safekeeping and Custodial Services for City of Springfield Police Officers’ and Fire Fighters’ Retirement Fund.

VENDOR NOTE 1: To register with DemandStar go to: https://www.demandstar.com/registration

VENDOR NOTE 2: For information on how to navigate DemandStar go to: http://network.demandstar.com/wp-content/uploads/2021/01/DemandStar-Supplier-User-Guide.pdf

VENDOR NOTE 3: If you have issues registering or uploading a bid, please contact DemandStar toll-free at (866) 273-1863. DemandStar office hours are 8:00 A.M. to 7:00 P.M. Central Time, Monday through Friday. You can also contact the Division of Purchases at (417) 864-1620 or the Buyer stated on the Title-Signature Page of this solicitation document between the hours of 8:00 A.M. to 5:00 P.M.

Central Time, Monday through Friday.

It is strongly recommended that Offerors register with DemandStar as soon as possible to ensure your ability to provide a response to this solicitation by the due date and time. If you have any issues with DemandStar, setup, or navigation, call (206) 940-0305.

Proposals must be received electronically in the City’s e-bidding service provider DemandStar by 3:00 P.M. (CT) on WEDNESDAY, OCTOBER 15, 2025. Proposals will be read aloud publicly at the specified bid opening date and time via teleconference. To participate, dial (605) 313-5650, then enter access code 651222.

Proposal documents and any addendums are available via the following methods:

1. By accessing the City’s e-bidding service, DemandStar:

https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029

2. By accessing the Division of Purchases’ webpage: https://www.springfieldmo.gov/bids.aspx

For any contract for services greater than $5,000, the successful Offeror shall comply with § 285.530, RSMo., as amended, and (1) provide by sworn affidavit affirmation that it does not knowingly employ any person who is an unauthorized alien and (2) provide documentation affirming its enrollment and participation in a federal work authorization program with respect to the employees working in connection with this contract. The required documentation affirming enrollment must be from the federal work authorization program provider. A letter from the Service Provider reciting compliance is not sufficient. A signed and notarized Work Authorization Affidavit and the Electronic Signature Page from the E-Verify program shall be provided prior to the issuance of a contract.

The City is committed to providing opportunities to DBE, MBE, and WBE prime, general, and subcontractors and encourages such business enterprises to submit responses.

https://www.demandstar.com/registration http://network.demandstar.com/wp-content/uploads/2021/01/DemandStar-Supplier-User-Guide.pdf http://network.demandstar.com/wp-content/uploads/2021/01/DemandStar-Supplier-User-Guide.pdf https://www.springfieldmo.gov/bids.aspx

TABLE OF CONTENTS

Cover Title-Signature Page Legal Notice Table of Contents

PART I

Description of Project and Services Required

1.0 Introduction

2.0 Scope of Services

3.0 Additional Agreements

4.0 Timeline for RFP Process and Project Completion

PART II

Standard Instructions to Offerors and Conditions of Request for Proposal

1.0 Preparation of Proposals

2.0 Submission of Proposals

3.0 Legal Name and Signature

4.0 Modifications, Corrections, or Withdrawal of Proposals

5.0 Clarification and Addenda

6.0 Responsive and Responsible Offeror

7.0 Reserved Rights

8.0 The Right to Audit

9.0 Right to Protest

10.0 Ethical Standards

11.0 Applicable Law

12.0 Jurisdiction

13.0 Collusion

14.0 Conflict

15.0 Debarment and Suspension Status

16.0 RFP Forms

17.0 Payment Terms

18.0 Regulations

19.0 Proposal Opening

20.0 Request for Additional Information

21.0 Contract Documents

22.0 Ownership of Documents

23.0 Confidentiality of Documents

24.0 Equal Opportunity Clause

25.0 Business License

26.0 Nonresident/Foreign Service Providers

27.0 Certificate of Compliance with Section 34.600 RSMo., et seq. (Anti-Discrimination Against Israel Act)

28.0 Local Preference

PART III

Format, Content, and Submission of Proposals

1.0 Forms and Attachments

2.0 Proposal Due Date

3.0 Addenda

4.0 Selection Process

5.0 Awards

6.0 Budgetary Constraints

7.0 Order of Precedence

8.0 Affidavit for Service Contracts

9.0 Open Competition

10.0 Additional Purchases by Other Public Entities

11.0 Work Authorization Affidavit and E-Verify

12.0 Insurance Requirements

13.0 Compliance

14.0 Sample Contract

15.0 Renewal Option

16.0 Questions Regarding Specifications or Proposal Process

17.0 Criteria for Award

Enclosure I, Proposal Ranking Score Sheet Enclosure II, Interview Ranking Score Sheet Enclosure III, Table of Contents for Submittal Form No. 1: Provider Profile Form No. 2: Key Outside Consultants Form No. 3: List of References and Experience Form No. 4: Personnel Qualifications Form No. 5: Project Approach Narrative Form No. 6A: Fee Schedule Form No. 7: Affidavit of Compliance Form No. 8: Certification Regarding Potential Conflicts of Interest Form No. 9: Certification of Compliance with Section 34.600 RSMo., et. seq. (Anti-Discrimination Against Israel Act) Form No. 10: Certification of Signature Authority Form Form No. 11: Statement of “No Proposal”

PART IV

Insurance Requirements

PART V

Standard Terms and Conditions

EXHIBITS

Exhibit 1: City of Springfield Police Officers’ and Fire Fighters’ Retirement Fund, Investment Policy Statement, January 2023 Exhibit 2: Asset Detail Fidelity International Exhibit 3: Asset Detail Black Russell Exhibit 4: City of Springfield Financial Report 2024

PART I

DESCRIPTION OF PROJECT AND SERVICES REQUIRED

1.0 INTRODUCTION/DESCRIPTION OF PROJECT/SERVICES:

The City of Springfield is seeking proposals from qualified firms/providers to provide custodial services for the safekeeping, delivery, securities valuation, transaction reporting and other services in connection with the City of Springfield Police Officers’ and Firefighters’ Retirement Fund.

(Plan) The custodian will provide full master custody services for all assets managed by the Plan’s investment managers. An initial (1) one-year contract is contemplated, providing for annual renewals solely at the option of the Plan for up to four (4) subsequent years.

1.1 Description of Operations or Background:

The City of Springfield Police Officers’ and Firefighters’ Retirement Fund is a defined benefit plan covering uniformed Police Officers and Firefighters hired prior to 2006. The Plan is closed. The Plan is governed by Springfield City ordinances and is administered by the Plan’s Board of Trustees. The Plan is not subject to the Employee Retirement Income Security Act of 1974

(ERISA).

Total assets of the Plan are approximately $750 million. The Plan currently utilizes the following investment managers:

Entrust Fund of Funds Comingled Prudential Real Estate Comingled Brandes International Equities Comingled Black Russell Domestic Equity Separate Account Fidelity International Non US Equity Separate Account Baird Core Plus Core Fixed Income Separate Account Acadian Emerging Markets Non US Equity Comingled Brandes Non- US Equity Comingled LGT Private Equity Comingled Loomis Sayles Core Core Fixed Income Comingled IR&M Core Bond Core Fixed Income Comingled Blue Ocean Private Credit Comingled Entrust Global Recovery Private Credit Comingled Marathon Private Credit Comingled Ares Multi Global Private Credit Comingled Blackstone Hedge Funds Comingled Prime Storage Real Estate Comingled IFM Infrastructure Comingled

2.0 SCOPE OF SERVICES:

2.1 MINIMUM QUALIFICATIONS:

2.1.1 The custodian must be a trust company, national or state bank that has the powers of a trust company and that is subject to supervision or examination by a federal agency.

2.1.2 The custodian must have been providing custodial services for at least ten (10) years.

2.1.3 The custodian currently provides custodial services for accounts with total assets having a market value of at least one billion for all asset classes.

2.1.4 The account manager assigned to the account must have a minimum of three (3) years of experience administering accounts of a size similar to the City of Springfield Plan.

2.2 SPECIFIC REQUIREMENTS & DELIVERABLES: The specific scope of duties of the Firm shall include the following and shall include any additional services offered by the Offeror in its proposal as may be selected by the City. Such duties shall be performed as required during the contract term.

2.2.1 Accounting

2.2.1.1 Trade date accounting for all securities and full accrual accounting for all assets.

2.2.1.2 Accounting services for all the following: dividends and interest, capital changes including mergers, acquisitions, tenders and stock splits, cash transactions, management fees, distributions and capital calls.

2.2.1.3 Securities lending: Domestic and international fixed income and equity portfolios.

2.2.1.4 Payable date posting for dividends, bond interest and principal and interest on mortgage backed securities.

2.2.1.5 Timely notification must be provided to investment managers of corporate actions regarding subscriptions, conversion privileges, issuance rights mergers, reorganizations and other actions requiring a decision.

2.2.1.6 Custodian must provide timely wiring of all funds to money managers.

2.2.1.7 Accounting system must have the ability to back date entries.

2.2.1.8 Produce detailed monthly statements within a 30 day window.

2.2.1.9 Accounting systems must have the ability to download all transactions in Excel.

2.2.1.10 Accounting system must have the ability to provide detailed consolidated statements on a monthly basis.

2.2.1.11 The accounting system must be able to record cash transactions separately in each comingled and separately held account and provide cash detail monthly.

2.2.2 Claims and Settlement

2.2.2.1 Security clearing at the DTC, Federal Reserve and other security clearing operations. Ability to execute foreign exchange transactions.

2.2.2.2 Electronic access to trade data by Firms and investment managers. Settlement on delivery verses payment basis.

2.2.3 Securities Lending

2.2.3.1 Establish a list of eligible borrowers and a maximum that may be borrowed by each borrower.

2.2.3.2 Conduct ongoing reviews of borrower’s require that all loans qualifications.

2.2.3.3 Require that all loans be collateralized at 102% of market value including accrued income.

2.2.3.4 Monitor collateral levels on a daily basis and obtain additional collateral when mark to market values fall below acceptable levels.

2.2.3.5 Collect all interest or other distributions with respect to all loaned securities.

2.2.3.6 Provide a daily report on collateral, identifying daily collateral required and pledged, and a monthly report on securities lending activity and outstanding loans including amounts by borrower.

2.2.4 Corporate Actions and Proxy Processing

2.2.4.1 In a timely manner, provide proxies and proxy statements to respective investment managers prior to annual and special meeting for U.S. and foreign corporations.

2.2.4.2 Provide a monthly report detailing all proxy activity.

2.2.4.3 Provide notification of pending corporate actions and applicable legislative actions to respective money managers.

2.2.5 Technology and System Requirements

2.2.5.1 Provide on line access to management information and accounting systems with the capability of providing the following information:

2.2.5.1.1 Current and historical prices

2.2.5.1.2 Composite portfolios

2.2.5.1.3 Current and historical transactions

2.2.5.1.4 Current and historical holdings

2.2.5.1.5 Customized reports as required including breaking out management fees, cash contributions, detail of all capital calls, detail of all distributions, detail of all transfers between fund, and details of incoming cash transactions.

2.2.5.1.6 Ability to monitor reports for compliance with the City of Springfield Police Officers’ and Fire Fighters’

Retirement Fund, Investment Policy Statement.

2.2.5.1.7 Adequate backup systems to minimize downtime.

2.2.5.1.8 Ability to continue operations in the event of a total shutdown of computer systems.

2.2.6 Reporting Requirements

2.2.6.1 Provide accounting reports, including a balance sheet and income statement to be received on a monthly basis no later than five (5) calendar days for on-line reports for accounts managed separately and thirty (30) calendar days for comingled accounts.

2.2.6.2 Provide an accurate report of all holdings, transactions and other pertinent investment data in a format agreed to by both parties no later than thirty (30) days after the end of the fiscal year.

2.2.6.3 Provide tracking of brokerage commissions paid by individual and groups of managers to specific brokers including tracking specific services classes by manager and groups and the commission per dollar of cost and per share by broker.

2.2.6.4 Provide other reports as may be requested. Provide an accurate summary of cash contributions throughout the year by investment.

3.0 ADDITIONAL AGREEMENTS: If applicable, any additional agreement(s)/contract(s) proposed by the Offeror shall be included with the Offeror’s proposal as an attachment and may become exhibits of an ensuing City contract.

4.0 TENTATIVE TIMELINE:

4.1 TENTATIVE TIMELINE FOR THE REQUEST FOR PROPOSAL (RFP) PROCESS: The tentative timeline listed below is the City’s estimation of time required to complete the RFP process. All efforts shall be made to abide by this schedule, but it may change due to different circumstances.

Post RFP Notification September 12, 2025 Question Cutoff date September 25, 2025 at 12:00 P.M. (CT) Receive Proposals October 15, 2025 at 3:00 P.M. (CT) Meet to review October 2025 Interviews (if applicable) November 2025 Notice of Recommendation for Award November or December 2025 Notice to Proceed January 1, 2026

PART II

STANDARD INSTRUCTIONS TO OFFERORS AND CONDITIONS OF REQUEST FOR PROPOSAL

1.0 PREPARATION OF PROPOSALS:

1.1 By submitting a proposal, the Offeror certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of the work to be performed.

1.2 All proposals submitted shall be binding for one hundred twenty (120) calendar days following the opening.

1.3 The City of Springfield does not pay federal excise and sales tax on direct purchases of tangible personal property. Missouri tax ID #12493651.

2.0 SUBMISSION OF PROPOSALS:

A proposal submitted by an Offeror must (1) be manually, electronically, or digitally signed by the authorized agent of the Offeror on the Division of Purchases Request For Proposal (RFP) Affidavit of Compliance form; (2) contain all information required by the RFP; (3) be priced as required; (4) be uploaded into the City’s e-bidding service provider, DemandStar, no later than the exact time and date specified in this RFP via the following link:

(5) include a security deposit if one is required.

2.1 Incurred Expenses: The City is not responsible for any expenses that Offerors may incur in preparing and submitting proposals called for in this Request for Proposal.

2.2 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Offerors shall assume full responsibility for the timely uploading of the proposals to the location designated for receipt of proposals. All proposals will be received at the time and place specified and made available for public inspection when a fully executed contract is in place.

2.3 Completeness: All information required by the Request for Proposal must be supplied to constitute a responsive proposal.

The City of Springfield reserves the right to use any and all information presented in any response to the Request for Proposal. Acceptance or rejection of the RFP does not affect this right. Offerors are to submit all pages of this RFP identified with “RETURN THIS PAGE” stated on the bottom right corner of said pages. Failure to do so shall render your proposal non-responsive.

2.4 Errors in Submittals: Offerors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications of this solicitation before submitting their proposals; failure to do so will be at the Offerors’ own risk. In case of an error in the extension of prices in the proposal, the unit price shall govern. Said unit price shall be utilized by the City to calculate the correct extended price for determining the potential award.

3.0 LEGAL NAME AND SIGNATURE: Proposals shall clearly indicate the legal name, address, e-mail address, and telephone number of the Offeror (company, firm, corporation, partnership, or individual). The Offerors’ legal company name must be identified as the SAME on their submitted W-9 and Certificate of Insurance (COI). Proposals may be manually, electronically, or digitally signed above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to legally bind the company to the submitted proposal. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it shall not be considered for award.

4.0 MODIFICATIONS, CORRECTIONS, OR WITHDRAWAL OF PROPOSALS:

4.1 A proposal may only be withdrawn by the following method prior to the official opening date and time specified:

4.1.1 A proposal may be withdrawn via e-mail to the buyer identified on page one of this document, by the Offeror or its’ authorized representative.

4.2 A proposal may only be modified by the following method prior to the official opening date and time specified:

4.2.1 A proposal that has already been uploaded may be modified by uploading another proposal and identify “MODIFICATION” on your proposal submittal.

4.3 All modified proposals shall not be opened until the official opening date and time to preserve the integrity of the RFP process. Telephone or electronic requests to modify a proposal/solicitation shall not be honored. No modification or withdrawal of any response will be permitted after the RFP specified official opening date and time.

5.0 CLARIFICATION AND ADDENDA:

5.1 Each Offeror shall examine the Request for Proposal documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries or suggestions concerning interpretation, clarification, or additional information pertaining to the Request for Proposal shall be made through the Division of Purchases in writing. The Division of Purchases shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of written addenda is the official method whereby interpretation, clarification, or additional information can be given. Receipt of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal to https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time and date.

5.2 It shall be the responsibility of each Offeror, prior to submitting their proposal, to check the Division of Purchases e-bidding service DemandStar at: https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 to determine if addenda were issued and to make such addenda a part of their proposal.

6.0 RESPONSIVE AND RESPONSIBLE OFFEROR: To be considered a responsive Offeror, the Offeror shall submit a proposal that meets the minimum requirements set forth in the Request for Proposal. To be a responsible Offeror, the Offeror shall have the capability in all respects to perform fully the minimum requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit that will ensure good faith performance.

7.0 RESERVED RIGHTS:

7.1 The City reserves the right to make such investigations as it deems necessary to determine the Offeror’s responsiveness and responsibility. Such information may include but should not be limited to current financial statements, verification of availability of equipment and personnel, past performance records, and any additional documentation as deemed necessary by the City.

7.2 The City reserves the right to reject any and all proposals, to waive technical defects, and to select the proposal(s) deemed most advantageous to the City.

8.0 THE RIGHT TO AUDIT: The Offeror agrees to furnish supporting detail as may be required by the City to support charges or invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to audit the Offeror’s records pertaining to the work/product for a period of three (3) years after final payment.

9.0 RIGHT TO PROTEST:

9.1 Appeals and remedies are provided for in the Springfield City Code and Purchasing Manual. Protestors shall seek resolution of their complaints with the City Purchasing Agent.

9.2 Any protest shall state the basis upon which the solicitation or award is contested and shall be submitted within thirty (30) calendar days after such aggrieved person knew or could have reasonably been expected to know of the facts giving rise thereto.

10.0 ETHICAL STANDARDS: With respect to this RFP, if any Offeror violates or is a party to a violation of the general ethical standards stated in the City Purchasing Manual or the State of Missouri Statues, such Offeror may be disqualified from furnishing the goods or services for which the proposal is submitted and may be further disqualified from submitting any future proposals. A copy of the City’s General Ethical Standards is located in sections 13-3.406-13.3.407 of the City Purchasing Manual. The following is the link to the City Purchasing Manual: https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF

11.0 APPLICABLE LAW: All applicable laws and regulations of the State of Missouri and the City of Springfield, Missouri including the

City’s Procurement Regulations and Procedures stated in the City Purchasing Manual shall apply to any resulting agreement, contract, or purchase order. Any involvement with City Procurement shall be in accordance with the City Purchasing Manual. The following is the link to the City Purchasing Manual:

https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF

12.0 JURISDICTION: This RFP and every question arising hereunder shall be construed or determined according to the laws of the

State of Missouri. Should any part of this contract be litigated, venue shall be proper only in the Circuit Court of Greene County, Missouri.

13.0 COLLUSION: By offering a submission to this Request for Proposal, the Offeror certifies it has not divulged, discussed, or compared the proposal with other Offerors and has not colluded with any other Offeror or parties to this RFP whatsoever. Also, the Offeror certifies, and in the case of a joint proposal, each party thereto certifies as to their own organization, that in connection with this RFP:

13.1 Any prices and/or cost data submitted have been arrived at independently, without consultation, communication, or contract for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any other Offeror or with any competitor.

13.2 Any prices and/or cost data for this proposal have not knowingly been disclosed by the Offeror and will not knowingly be disclosed by the Offeror prior to the scheduled official opening date directly or indirectly to any other Offeror or to any competitor.

13.3 No attempt has been made or will be made by the Offeror to induce any other person or firm to submit or not to submit a proposal.

13.4 The only person or persons interested in this proposal, principal, or principals are named therein and that no person other than therein mentioned has any interest in this proposal or in the contract to be entered into.

13.5 No person or agency has been employed or retained to solicit or secure this contract upon a contract or understanding for a commission, percentage, brokerage, or contingent fee exempting bona fide employees or established commercial agencies maintained by the Purchaser for the purpose of doing business.

14.0 CONFLICT: By submission of its response, the Offeror certifies that they are in compliance with items 14.1 through 15.4.

14.1 No salaried officer or employee of the City and no member of the City Council shall have a financial interest, direct or indirect, in this Contract. A violation of this provision renders the Contract void. Any applicable federal regulations and applicable provisions in Section 105.450 et seq. RSMo. shall not be violated. The Service Provider/Consultant covenants that it presently has no interest and shall not acquire any interest, of a direct or indirect nature, that would conflict in any manner or degree with the performance of services to be performed under this Contract. The Service Provider/Consultant further covenants that in the performance of this Contract no person having such interest shall be employed or compensated by the Service Provider/Consultant. City of Springfield Charter Sec. 19.16 also prohibits City board members from contracting with the department the board administrates or with the board he or she is a member of. Please be aware that you have a duty to disclose any member of your business that has a position on a City of Springfield board or commission, is a City Council Member, a City employee, or the spouse or dependent child of a City employee. Failure to do so may render the contract with the City of Springfield void and result in the board member or City Council member or City employee forfeiting his or her job with the City. Additionally, it may be a violation of state law. If you would like more information on this, contact the City or review City Charter Section 19.16 and Section 105.452 RSMo.

NOTE: COMPLETION AND SUBMITTAL OF FORM NO. 8.0 CERTIFICATION REGARDING POTENTIAL CONFLICTS OF INTEREST

MUST BE SUBMITTED WITH YOUR BID RESPONSE TO BE CONSIDERED RESPONSIVE.

15.0 DEBARMENT AND SUSPENSION STATUS

15.1 The Offeror is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any government agency, nor is the Offeror an agent of any person or entity that is currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transaction by any government agency.

15.2 The Offeror has not within three (3) years preceding this RFP been convicted of or had a civil suit judgment rendered against the Offeror for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain or performing a public transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making a false statement, or receiving stolen property.

15.3 The Offeror is not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses enumerated above.

15.4 The Offeror has not, within three years preceding this RFP, had any government (federal, state, or local) transactions terminated for cause or default.

16.0 RFP FORMS AND EXCEPTIONS: Unless otherwise specified, Offerors must use the Request for Proposal forms furnished by the

City. Failure to do so shall be grounds for rejection of the proposal. Offerors must indicate any exceptions to the City’s requested specifications and/or terms and conditions, on the RFP Affidavit of Compliance. Taking exception to the specifications and/or terms and conditions MAY render the Offeror’s proposal non-responsive and may remove it from consideration for award (depending on the Offeror’s noted exceptions). All exceptions will be reviewed on a case-by-case basis and in compliance with the law and the City’s procurement regulations. If no exceptions are noted, Offerors must fully comply with the City requested specifications, requirements, and terms and conditions. By signing the Affidavit of Compliance without taking exception to this solicitation, you are hereby agreeing to the City’s terms and conditions as stated herein. If you disagree with any part of this document, you must state the exception on the Affidavit of Compliance. Additional terms and conditions submitted with your response without taking exception to the solicitation will not be considered and will not become a part of the contract if your proposal is accepted or may render your proposal non-responsive.

17.0 PAYMENT TERMS: Payment terms shall be Net 30 if not otherwise specified. Pre-payment terms are not acceptable. If an Offeror offers a discount on payment terms, the discount time will be computed from the date of satisfactory delivery at place of acceptance and receipt of correct invoice at the office specified.

18.0 REGULATIONS: It shall be the responsibility of each Offeror to assure compliance with OSHA, EPA, Federal, State of Missouri, and

City rules, regulations, or other requirements, as each may apply.

19.0 PROPOSAL OPENING: A public opening shall take place on the date and at the time specified on the Title-Signature Page. Only the names of the Offerors who submitted proposals will be read aloud via teleconference. All Offerors or their representatives are invited to participate. To participate, dial (605) 313-5650, then enter access code 651222. All other information shall remain confidential during the evaluation process. After a fully executed contract is in place, the Offeror may request a debriefing, and proposal files may be examined during normal working hours by appointment.

20.0 REQUEST FOR ADDITIONAL INFORMATION: The Offeror shall furnish such additional information as the City of Springfield may reasonably require. This includes information that indicates financial resources as well as the ability to provide services. The City reserves the right to make investigations of the qualifications of the Offeror as it deems appropriate.

21.0 CONTRACT DOCUMENTS: If it is determined that a contract be issued via this solicitation, the contract between the City of Springfield and the Offeror shall generally consist of: (1) applicable contract document, (2) the Request for Proposal, and any addenda thereto and, (3) the Offeror’s proposal, as accepted, submitted in response to the Request for Proposal, and (4) any negotiated Best and Final Offer (BAFO). Any agreement, contract, or purchase order resulting from the acceptance of a proposal shall be on forms either supplied by or approved by the City. Any contract resulting from this solicitation may be executed and delivered by the parties electronically, and fully executed electronic versions of the contract instrument, or reproductions thereof, will be deemed to be original counterparts.

21.1 Any contract resulting from this solicitation may be executed and delivered by the parties electronically, and fully executed electronic versions of the contract instrument, or reproductions thereof, will be deemed to be original counterparts.

21.2 The successful Offeror shall have ten (10 days) after receipt of the Notice of Recommendation for Award letter to return all requested documentation as required by the Request for Proposal. Failure to comply within the established deadline for submittal of required documents may be grounds for cancellation of the award.

22.0 OWNERSHIP OF DOCUMENTS: All files and information will be submitted before or upon final approval and acceptance of the contract documents. All documents, including original drawings, calculations, computer runs, field notes, drawings, estimates, specifications, written design criteria, and written reports are and remain the property of the Offeror until this contract is, for any reason, terminated, at which time they become the property of the City.

23.0 CONFIDENTIALITY OF DOCUMENTS: Any reports, data, design, or similar information given to or prepared or assembled under this contract which the City requests to be kept as confidential shall not be made available to any individual or organization without prior written approval of the City.

24.0 EQUAL OPPORTUNITY CLAUSE: The City of Springfield, in accordance with the provision of Title VI of the Civil Rights Act of 1964

(78 Stat. 252) and the Regulations of the Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, hereby notifies all qualified firms/providers that the City affirmatively ensures that minority businesses will be afforded full opportunity to submit a proposal in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for award.

24.1 The City of Springfield encourages the participation of Disadvantage Business Enterprises (DBEs). If your firm is a designated

DBE, please be sure and identify such on the enclosed AFFIDAVIT OF COMPLIANCE form.

24.2 The Offeror agrees in the performance of this Contract not to discriminate on the grounds or because of race, creed, color, national origin or ancestry, sex, religion, handicap, age, or political option or affiliation, against any employee or the Consultant or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder.

25.0 BUSINESS LICENSE: The Offeror shall obtain and maintain a business license with the City of Springfield, Missouri, if required by city code and any required state or federal license. The cost for this business license shall be borne by the Offeror. No contract will be executed by the City until this business license has been obtained.

26.0 NONRESIDENT/FOREIGN SERVICE PROVIDERS: The Service Provider shall procure and maintain during the life of this contract:

26.1 If the Service Provider is a foreign corporation, a certificate of authority to transact business in the State of Missouri from the Secretary of State, unless exempt pursuant to the provisions of Section 351.572 RSMo.; and

26.2 A certificate from the Missouri Director of Revenue evidencing compliance with the transient employer financial assurance law, unless exempt pursuant to the provisions of Section 285.230 RSMo.

27.0 CERTIFICATE OF COMPLIANCE WITH SECTION 34.600 RSMo., ET SEQ. (ANTI-DISCRIMINATION AGAINST ISRAEL ACT): That pursuant to Missouri Revised Statute Sections 34.600 et., seq. a Service Provider must provide a written certification of compliance with the Anti-Discrimination Act, RSMo. 34.600 et., seq. that the Service Provider is not currently engaged in, and shall not, for the duration of the contract, engage in a boycott of goods or services from the State of Israel or authorized by, licensed by, or organized under the laws of the State of Israel; or persons or entities doing business in the State of Israel. This section shall not apply to contracts with a total potential value of less than one hundred thousand dollars or to Service Providers with fewer than ten people.

28.0 LOCAL VENDOR PREFERENCE:

28.1 Commodities (when applicable) - A commodity shall be defined as a non-specialized, non-customized mass-produced good.

In the event, two or more proposals to supply a commodity are equal in all evaluation criteria, including cost, such proposals shall be awarded first to the Offeror with offices within Springfield city limits, next to Offerors within Greene County, next to Offerors located in the adjacent counties, then next to other Missouri Offerors. If a tie proposal situation still exists after the application of these criteria, then the proposal shall be awarded by drawing lots or a flip of a coin. The City may also, unless the terms, conditions, and specifications of the solicitation state to the contrary, elect to divide the contract award between two or more Offerors if it deems such action to be in its best interests, in the exercise of its sole discretion.

28.2 Non-commodities (when applicable) - For procurements of non-commodities the City should take into account factors such as impact on the local economy, time of delivery, maintenance, and other pertinent costs, and recommend firms with offices in the Springfield Metropolitan Statistical Area (SMSA) when their proposals are substantially equal in cost, specifications, conditions, and Offeror’s qualifications. A proposal shall be substantially equal in cost if the differential for total cost is two percent (2%) or less. When a request for proposal or a bid with evaluation criteria is evaluated, the score given for the criteria of cost for potential Offerors within the SMSA shall be increased by ten percent (10%) of the total points possible for cost.

28.3 Nothing in this section shall prohibit the City from evaluating solicitations and proposals on factors aside from the potential

Offeror’s office location nor from rejecting non-responsive or non-responsible bids.

PART III

FORMAT, CONTENT, AND SUBMISSION OF PROPOSALS

1.0 FORMS AND ATTACHMENTS: The Affidavit of Compliance Form is required to be uploaded with your proposal. Any exceptions to the RFP terms, conditions, and requirements shall be stated on this form. The proposal shall be signed by a party authorized by law to bind the Offeror, such as an officer listed on a corporation’s filing with the Missouri Secretary of State, an owner, or a managing member of an LLC or partnership.

2.0 PROPOSAL DUE DATE: Proposals shall be uploaded to the Division of Purchases’ e-bidding service, DemandStar, no later than

3:00 P.M. (CT) on WEDNESDAY, OCTOBER 15, 2025. Proposals will not be accepted after this time.

3.0 ADDENDA: If it becomes necessary to revise or amend any part of this Request for Proposal, an addendum will be posted on the

City’s website at www.springfieldmo.gov/bids and at:

Receipt of an addendum to an RFP by an Offeror must be acknowledged by signing and uploading the addendum with your proposal response to https://www.demandstar.com/supplier/bids/agency_inc/bid_list.asp?f=search&mi=548029 prior to the opening time and date.

4.0 SELECTION PROCESS:

The proposals will be evaluated by a Selection Committee comprised of selected City personnel. The overall process may consist of two steps: the first being a review and evaluation of all responsive proposals and the second being the interview phase for the shortlist of respondents selected for interview.

4.1 STEP ONE – EVALUATION OF RESPONSIVE PROPOSALS:

4.1.1 Members of the Selection Committee will review and rate each responsive proposal based on the criteria identified in Enclosure I of this document.

4.1.2 The Proposal Ranking Score Sheet for the evaluation of the proposals is included as Enclosure I of this document.

The Evaluation Committee may request additional submittals. Scores identified on the Proposal Ranking Score Sheets submitted by the Evaluation Committee will be utilized to create a Composite Proposal Score Sheet.

4.1.3 The Project Manager and Evaluation Committee may determine via the outcome of the evaluation of the proposal(s) that there is only one firm identified as the highest-ranking firm based on overall composite score results. If it is determined by the Project Manager and Evaluation Committee that there is no need to interview, the City may negotiate the specific terms of the contract including cost without engaging in an interview process.

4.1.4 The Project Manager checks references and prepares a reference check information memo that is distributed to the Evaluation Committee. Reference check information may be taken into consideration as part of the evaluation of responsive proposals process as it pertains to the firm’s Experiences & References criteria.

4.2 STEP TWO – SHORTLIST INTERVIEWS:

4.2.1 The Proposal Evaluation Composite Score Sheet, based on the evaluation of responsive proposals, will produce a list of the top-rated proposals that may be selected for interviews (shortlist) if determined to be necessary by the Project Manager and Evaluation Committee. Oral interviews may be conducted in order to make a final determination of the top-ranking firm if the City determines interviews are necessary.

4.2.2 The Interview Ranking Score Sheet for the evaluation of interviews is included as Enclosure II of this document.

Scores identified on the Interview Ranking Score Sheets submitted by the Evaluation Committee will be utilized if applicable to create a Composite Interview Score Sheet.

4.2.3 The Project Manager checks reference(s) once a shortlist is determined. A reference check information memo is prepared by the Project Manager and distributed to the interviewing committee. Reference check information may be considered part of the interview process and is taken into consideration pertaining to the firm’s Experience & References criteria.

4.2.4 Upon selection of the top-rated firm, the City may negotiate the specific terms of the contract including cost.

4.3 STEP THREE – BEST AND FINAL OFFER (BAFO): The City reserves the right to conduct pre-award discussions, interviews, pre-contract negotiations, and if necessary, a best and final offer (BAFO) with any or all responsive and responsible Offerors who submit proposals determined to be reasonably acceptable of being selected for award. The City reserves the right to award a contract to a firm solely based on their initial proposal submitted without any further interview, discussion, or negotiations.

4.3.1 Interviews: The City reserves the right to conduct personal interviews or require presentations of any or all Offerors prior to selection. The City will not be liable for any costs incurred by the Offeror in connection with such interviews/presentations (i.e., travel, accommodation, etc.).

4.3.2 Negotiations: The City reserves the right to enter negotiations with the highest-ranking firm. If negotiations with the highest-ranking firm fail, the City may enter negotiations with the second highest-ranking firm and so on until a contract is executed or if all negotiations fail a new solicitation may be warranted.

5.0 AWARDS:

5.1 Unless otherwise stated in the Request for Proposal, cash discounts for prompt payment of invoices will not be considered in the evaluation of prices as part of the proposal. However, such discounts are encouraged to motivate prompt payment.

5.2 The award will be made based upon Evaluation Committee recommendation after the proposals have been scored based upon award criteria specified herein.

5.3 Each proposal is received with the understanding that the acceptance in writing by the City of the offer to furnish any or all the materials, equipment, supplies, or services described therein shall constitute a contract between the Offeror and the City; and shall bind the Offeror to furnish and deliver at the price, and in accordance with the conditions of said accepted proposal and detailed specifications.

5.4 The City reserves the right to (1) make awards to multiple Offerors; (2) to reject any and all proposals or waive any minor irregularity or technicality in any proposals received; and (3) to disregard all non-conforming or conditional proposals or counter proposals and determine an award that is deemed to be in the best interest of the City.

6.0 BUDGETARY CONSTRAINTS: The City reserves the right to reduce or increase the quantity, retract any item and/or service from the proposal, or upon notification, terminate the entire contract without any obligations or penalty based upon availability of funds.

7.0 ORDER OF PRECEDENCE: Any and all Special/General Conditions and Specifications attached hereto, which varies from the instruction to Offerors, shall take precedence.

8.0 AFFIDAVIT FOR SERVICE CONTRACTS: The Offeror represents, in accordance with RSMo. 285.530.2 that they have not employed, or sub-bid with, unauthorized aliens in connection with the scope of work to be done under the RFP and agrees to provide an affidavit to the City of Springfield affirming that they have not, and will not in connection with the RFP, knowingly employ, or sub-bid with, any person who is an unauthorized alien.

9.0 OPEN COMPETITION: It is the intent and purpose of the Division of Purchases that the Request for Proposal process permits free and open competition. However, it shall be the Offeror's responsibility to advise the Division of Purchases if any language, requirements, etc., or any combination thereof, inadvertently restricts or limits the requirement to a single source or otherwise prohibits the submission of a proposal. The notification should be received by the Division of Purchases at least ten (10) calendar days prior to the specified Request for Proposal due date and time.

10.0 ADDITIONAL PURCHASES BY OTHER PUBLIC AGENCIES: The Offeror by submitting a proposal authorizes other public agencies to “Piggy-Back” or purchase equipment, products, and services being proposed in this Request for Proposal unless otherwise noted on the Affidavit of Compliance Form.

11.0 WORK AUTHORIZATION AFFIDAVIT AND E-VERIFY:

Effective January 1, 2009, and pursuant to the State of Missouri’s RSMo. 285.530 (1), No business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri.

[RSMo. 285.530 (2)] As a condition for the award of any contract or grant in excess of five thousand dollars by the state or by any political subdivision of the state (e.g., Greene County, Mo.) to a business entity, the business entity (Company) shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. Every such business entity shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services.

RSMo. 285.530 pertains to all solicitations for services over $5,000. RSMo. 285.530 does not apply to solicitations for goods only.

If a solicitation is for services and goods, RSMo. 285.530 applies if the services portion of the solicitation is over $5,000.

The required documentation must be from the federal work authorization program provider. e.g., the electronic signature page from the E-Verify program’s Memorandum of Understanding. Letter from Service Provider reciting compliance is not sufficient.

The Department of Homeland Security, U.S. Citizenship and Immigration Services, (USCIS) in partnership with the Social Security Administration (SSA) operate a FREE internet-based program called E-Verify, http://www.dhs.gov/everify that allows employers to verify the employment eligibility of their employees, regardless of citizenship. Based on information provided by employees on their Form I-9, E-Verify checks the information electronically against records contained in DHS and Social Security Administration databases.

There are penalties for employing an unauthorized alien. The City may enforce any and all penalties available under local, state and/or federal law.

A signed and notarized Work Authorization Affidavit AND the Electronic Signature Page from the…