REQUEST FOR PROPOSALS

By order of the City Council of the City of Temple, Texas, sealed proposals will be received for:

RFP #24-04-26

Comprehensive Security and Fire

System Services

Issued: Wednesday, March 25, 2026

Submittal Deadline: Tuesday, May 5, 2026, by 2:00 p.m. CST

City of Temple Purchasing Department 3210 E Avenue H, Building C

Temple, TX 76501 Phone: (254)298-5655

Email: purchasing@templetx.gov

E-Procurement Portal: https://templetx.bonfirehub.com

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REQUEST FOR PROPOSALS

CONTENTS

Page RFP Timeline

Section 1 – Scope of Work

Section 2 – Proposal Requirements

Section 3 – Evaluation & Award

Section 4 – Administrative Requirements

Section 5 – Proposal Forms Form 5.1. Proposer Information Form Form 5.2. Conflict of Interest Questionnaire Form 5.3. Federal Vendor Certification Form

Section 6 – Attachments Attachment 6.1. Building Location List Attachment 6.2. Sample Services Agreement

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RFP TIMELINE

Date Event

March 25, 2026 Release of RFP

April 7, 2026 2:00 p.m. CST

Virtual Pre-Proposal Meeting (non-mandatory)

Click here for Microsoft Teams Meeting For audio participation only, call 979-307-6962, Conference ID: 954 039 600#

April 21, 2026 12:00 p.m. CST

Deadline for Questions related to RFP

Submit questions in writing through the (Euna Procurement (formerly Bonfire) online bidding portal or email to purchasing@templetx.gov.

May 5, 2026 2:00 p.m.

Proposals Due

Submit proposals:

1. Within the Euna Procurement online bidding portal at:

https://templetx.bonfirehub.com

OR

2. Sealed paper copies to:

City of Temple Purchasing Department 3210 E Avenue H, Building C Temple, Texas 76501

Virtual Public Opening

Immediately following time due.

Click here for Microsoft Teams Meeting For audio participation only, call (979)307-6962, Conference ID: 494 027 422#

July 2026 Expected contract term commencement

The City will make every effort to adhere to the schedule above. However, the City reserves the right, at its sole discretion, to adjust the RFP Timeline as deemed necessary.

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SECTION 1 – SCOPE OF WORK

1.1. GENERAL

a. The City of Temple, Texas (“City”) is soliciting proposals from qualified firms to provide comprehensive security system services and fire protection system services for City-owned facilities. The City owns and operates multiple facilities including administrative buildings, public safety facilities, libraries, maintenance facilities, and other municipal infrastructure requiring security and fire protection systems.

b. The purpose of this request for proposals (“RFP”) is to establish a contract(s) with a qualified contractor(s) capable of providing reliable inspection, monitoring, maintenance, repair, and installation services to ensure City facilities remain secure and compliant with all applicable codes and safety standards.

c. Services are organized into two packages within this RFP:

Package A – Security System Services Package B – Fire Protection System Services

d. The City prefers to award one contract for both packages to a single contractor;

however, the City reserves the right to award separate contracts for each package if it determines doing so is in the best interest of the City.

e. Respondents may submit proposals in response to this RFP for:

Package A – Security System Services only Package B – Fire Protection System Services only Both packages

f. The security and fire systems shall be maintained in continuous operational conditions, meet applicable regulatory standards, and support emergency response operations.

g. The contractor(s) shall provide all labor, supervision, materials, equipment, tools, transportation, and technical expertise necessary to perform the services described in this RFP. Services include, but are not limited to, the following:

Inspection and testing Preventive maintenance Monitoring services Troubleshooting and repair System upgrades Installation of new equipment Emergency response Documentation and reporting

h. All services shall comply with applicable codes, regulations, and industry standards.

i. A list of current facilities is provided in Attachment 6.1. – Building Locations. The City reserves the right to add, modify, or delete any services or property locations as needed through an executed contract amendment.

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1.2. CONTRACT TERM

a. The initial term of the contract will commence on October 1, 2026, and continue through September 30, 2027, unless earlier terminated in accordance with the terms of the resulting contract. The contractor shall guarantee that all pricing submitted in response to this solicitation shall remain firm for the duration of the initial contract term.

b. The City reserves the right to extend the contract for up to four (4) additional one-year periods, subject to the mutual written agreement of the City and the contractor and satisfactory contractor performance.

c. Any request by the contractor to modify pricing, terms, or conditions of the contract for a renewal period must be submitted to the City in writing no less than sixty (60) calendar days prior to the expiration of the then-current contract term.

1.3. SECURITY SYSTEM SERVICES (PACKAGE A)

a. Security System Overview

Security systems are designed to detect unauthorized access, monitor protected areas, and notify designated personnel or monitoring centers of security-related events. These systems support facility protection, operational security, and emergency response coordination.

b. Security System Components

Security systems may include, but are not limited to, the following:

Intrusion detection systems Alarm monitoring systems Panic and duress alarms

c. Monitoring Services

The contractor shall provide 24/7/365 alarm monitoring services through a UL-listed central monitoring station. Monitoring services shall include, but are not limited to, the following:

Intrusion alarm monitoring Panic alarm monitoring System trouble monitoring Communication failure alerts Alarm dispatch coordination

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d. Security System Maintenance The contractor shall implement a preventive maintenance program to include, but not limited to, the following:

Inspection and testing Firmware updates Sensor calibration Communication path verification Battery testing and replacement

The contractor shall coordinate with the City’s Information Technology (“IT”) Department for any network-integrated systems.

1.4. FIRE PROTECTION SYSTEM SERVICES (PACKAGE B)

a. Fire Protection Overview

The contractor shall provide comprehensive fire protection services to ensure all systems remain fully operational and code compliant.

b. Fire Suppression Systems

Fire suppression systems may include, but are not limited to, the following:

Water-based sprinkler systems Foam suppression systems Clean agent systems (Halotron) CO₂ suppression systems (Kitchen Hood) Dry or wet chemical suppression systems Water mist or hybrid suppression systems Aerosol suppression systems (FM200) Special hazard suppression systems Vehicle or mobile equipment suppression systems Backflow prevention systems Smoke control or stairwell pressurization systems Portable fire extinguishers Emergency lighting, egress, and life-safety systems associated with suppression systems

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c. Fire Alarm and Monitoring Systems Systems may include, but are not limited to, the following:

Fire alarm control units and releasing control panels Smoke, heat, flame, and air‑sampling detection equipment Notification appliances (audible and visual alarms) Supervisory devices (tamper switches, flow switches, pressure switches) Fire alarm network interfaces and annunciators Central station communication equipment Mass notification systems System batteries, auxiliary power supplies, and interface modules Monitoring of suppression system status and activation signals

d. Applicable Codes and Standards

All services must comply with applicable codes including, but are not limited to, the following:

International Fire Code (IFC)

NFPA 10

NFPA 25

NFPA 72

NFPA 80

NFPA 96

NFPA 110

NFPA 2001

1.5. INSPECTION AND MAINTENANCE PROGRAMS

a. Initial System Assessments

Within the first 30 days of contract award, the contractor shall perform a comprehensive assessment of all locations and systems as well as develop a detailed equipment inventory. Inventory shall include, but not be limited to, the following:

Location Manufacturer Model number Device type Quantity Size Installation year (if known) Last service date

b. Annual Service Plan

Within 30 days of the completion the initial assessment of all locations, the contractor shall provide an annual inspection and maintenance schedule aligned with the City’s fiscal year (October 1 – September 30).

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c. Preventive Maintenance Responsibilities The contractor shall implement a preventive maintenance program designed to maximize system reliability and extend equipment life. Preventive maintenance shall include, but not be limited to, the following:

1. Routine inspection and testing

2. Cleaning and calibration of devices

3. Firmware and software updates

4. Battery testing and replacement

5. Communication path verification

6. Documentation of system condition

Within 30 days following completion the initial assessment of all locations, the contractor shall provide a preventative maintenance schedule aligned with the City’s fiscal year (October 1 – September 30).

During preventative maintenance activities, the contractor shall identify deficiencies, code violations, or system vulnerabilities and provide written recommendations to the City for corrective actions.

1.6. INSTALLATIONS AND REPAIRS

a. The City may request cost estimates for repairs, replacements, or installations from the awarded contractor via telephone, email, written request, or in person. The contractor shall make a good-faith effort to perform all work requested by the City under the resulting contract. The contractor may decline a request only if the work is unlawful, outside the contractor’s licensed scope of services, or beyond the contractor’s demonstrated technical capabilities, subject to approval by the City. The following procedures shall apply prior to commencement of work.

b. Site Visit and Initial Coordination

Within two (2) business days of receiving a request for an estimate, the contractor shall contact the City’s designated Project Manager to schedule an on-site meeting, when required. The contractor shall review the requested scope of work, inspect site conditions, and gather all relevant information necessary to prepare an accurate estimate, including review of existing systems, documentation, and operational constraints.

c. Contractor Due Diligence The contractor shall take all reasonable steps necessary to determine the nature, scope, and location of the work, including identifying any conditions that may affect the cost, schedule, or performance of the work. Failure to conduct adequate due diligence shall not constitute grounds for additional compensation unless such conditions were reasonably unforeseeable at the time of inspection.

d. Estimate Submission

The contractor shall provide a written estimate to the City’s Project Manager within three (3) business days following completion of the site visit, unless the City designates the work as an emergency requiring expedited service.

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The estimate shall include, at a minimum:

Detailed description of the proposed work Estimated labor hours by labor classification Identification of regular and overtime labor hours Itemized materials and equipment Estimated project duration and completion timeline Any assumptions or conditions affecting the estimate

e. City Review and Authorization

The City will review the estimate for completeness, pricing compliance, and scope appropriateness. If approved, the City will issue a Purchase Order (PO) authorizing the contractor to proceed. The issued Purchase Order shall constitute the official Notice to Proceed (NTP). The contractor shall not begin work until the Purchase Order has been issued, unless directed otherwise by the City in an emergency situation.

f. Work Commencement Upon receipt of the Notice to Proceed, the contractor shall begin work within five (5) business days, unless otherwise approved by the City. The contractor shall diligently pursue the work to completion and shall allocate sufficient personnel and resources to address multiple repair or installation requests concurrently when required.

Any additional costs or labor hours must be approved in advance by the City Project Manager and added to the PO before the work is performed.

g. Work Completion

1. Unless otherwise authorized by the City in writing, all work shall be completed within thirty (30) calendar days from the Notice to Proceed unless otherwise specified.

2. The contractor shall leave the work area clean and free of all materials and debris. The contractor shall remove and properly dispose of all defective materials removed during the service, clean all areas of scrap materials, dirt, dust, and debris generated by the work, and repair or replace any item damaged by the contractor at no additional cost to the City.

3. The contractor shall deliver to the City all associated as‑built drawings, warranties, and owner’s manuals/instructions.

4. The contractor shall notify the City’s Project Manager upon completion of work.

The City will inspect the work for acceptance in accordance with the scope and terms of the project. The City will issue, in writing, any required corrective actions or punch list items, and the awarded contractor shall promptly complete all such items. If applicable, final payment for projects in which progress payments have been issued will not be released until the project is fully completed, including all punch list items, and the final application for payment has been approved and signed by the City.

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1.7. WARRANTY

All equipment, materials, and workmanship shall be warranted for one (1) year or the manufacturer warranty period, whichever is longer.

1.8. CONTRACTOR LIABILITY

a. The contractor shall be responsible for all damage to persons or property caused during performance of the work.

b. The contractor is responsible for any damage resulting from its errors or failure to comply with these specifications and shall repair such damage at no cost to the City.

The City may elect to perform the repairs and deduct the associated costs from any payments due to the contractor.

1.9. WORKING HOURS

a. Straight Time: Monday – Friday, 8:00 a.m. – 5:00 p.m.

b. Overtime: Weekdays outside normal hours, weekends, and holidays

c. Recognized holidays include:

New Year’s Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

1.10. SERVICE LEVEL AGREEMENTS

a. The contractor shall meet the following minimum performance standards:

Service Response Time

Emergency service calls Technician dispatched within 2 hours

Critical system outage Immediate response

Non-emergency service Within 48 hours

Repair estimate submission Within 3 business days

Inspection report submission Within 5 business days

b. A standard work crew shall consist of one technician unless additional personnel are approved by the City.

c. The contractor shall obtain written authorization from the City before engaging any subcontractor. No subcontractor may begin work without the City’s express approval.

1.11. PERFORMANCE STANDARDS

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a. The contractor shall perform all services in a professional, timely, and workmanlike manner consistent with industry best practices.

b. The contractor shall maintain adequate staffing, supervision, and resources to meet all contract obligations.

c. Failure to meet required performance standards may result in corrective action or contract termination.

d. The City reserves the right to terminate the contract immediately if the contractor fails to meet required schedules or perform in accordance with the requirements.

Examples of unsatisfactory performance include, but are not limited to, the following:

1. More than one service call-back within thirty (30) consecutive calendar days to correct the same issue.

2. More than one instance within a calendar year in which contractor personnel assigned to a service call lack the necessary skill or knowledge to diagnose or perform the required work.

3. Failure to provide timely service. If the contractor cannot meet required timelines, the City may have the work completed by another contractor.

1.12. PERSONNEL REQUIREMENTS

a. All personnel assigned to this contract must:

1. Pass a drug screening

2. Have no felony convictions

3. Hold all required licenses and certifications

b. Personnel shall wear company uniforms and carry identification while working at City facilities.

c. Contractor personnel shall comply with all:

OSHA regulations Manufacturer safety requirements City safety policies

d. The City reserves the right to require removal of any personnel deemed incompetent, unsafe, or otherwise unacceptable.

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1.13. CONTRACTOR PERFORMANCE MONITORING

a. The City reserves the right to monitor contractor performance throughout the contract term. Performance may be evaluated based on:

1. Response times

2. Completion of inspections and maintenance

3. Accuracy and completeness of documentation

4. Customer service and communication

5. Compliance with contract requirements

b. The City may require the contractor to participate in periodic performance review meetings.

1.14. TOOLS, MATERIALS, TRANSPORTATION

a. The contractor shall provide all tools, equipment, and transportation necessary to perform the services.

b. All installed materials shall be new and of commercial quality unless otherwise approved.

c. The City will not reimburse charges or pay fees related to:

Tools Equipment Fuel Travel time Environmental fees Taxes

1.15. REPORTING REQUIREMENTS

a. The contractor shall provide a secure web-based reporting and real-time monitoring platform accessible to authorized City personnel. The platform shall allow City personnel the ability to edit contact information and notification lists as needed.

b. The contractor shall provide system training to ensure City personnel are able to accurately navigate and update the system. Training shall be delivered through either virtual or in-person sessions and must occur within the first 30 days following award of the contract.

c. The system shall include, but not be limited to, the following information:

Live monitoring visibility Inspection reports Preventative maintenance and repair service records System status updates Alarm logs Maintenance history Deficiency notifications Invoices Online payment processing (preferred, not required)

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d. Inspection reports and other data must be uploaded within five (5) business days of service completion.

e. The contractor shall immediately notify City staff through the system, and through direct communication, of any conditions requiring repair, security response, or system adjustment outside of the routine inspection and maintenance schedule.

1.16. TRANSITION PLAN

a. The contractor shall coordinate a seamless transition of services from the City’s current provider(s). The contractor’s transition plan shall ensure uninterrupted service to any City facilities.

b. The transition plan shall include, but not be limited to, the following:

Monitoring transfer procedures Credential transfers of equipment and access codes System verification Coordination with current providers

1.17. PRICING

a. Services shall be billed on a time-and-materials basis.

b. Labor shall be billed in half-hour increments.

c. Material pricing shall be billed at actual cost, plus a contract markup.

d. Prices shall include all overhead, travel, and administrative costs.

e. No additional charges will be allowed.

f. In the event of non-compliance with price or delivery, the City reserves the right to seek services elsewhere and charge the difference in price to the contractor.

1.18. INVOICING

a. Invoices shall be submitted to invoice@templetx.gov.

b. The final invoice for any project shall not exceed the approved project estimate. Any additional costs or labor hours must be approved in advance by the City Project Manager and added to the purchase order before the work is performed.

c. Invoices shall include:

Service date Arrival and departure times Location Detailed description of work Purchase order number Labor hours and type Material costs

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d. Line‑item pricing shall be consistent with the contract’s pricing schedule. Invoices shall be prepared so that all pricing is fully verifiable and auditable against the contract.

e. Supporting documentation shall be provided for materials exceeding $100 to allow the City to verify the material cost and corresponding markup during invoice review.

f. The City will not allow credit card processing fees to be added when a City procurement card (P-Card) is used for payment.

g. Payment terms are Net 30 upon receipt of a complete and accurate invoice. It is the contractor’s responsibility to ensure invoices meet all requirements to avoid delays in payment.

1.19. FEDERAL GRANT CERTIFICATION

a. Proposers shall complete the Federal Grant Certification Form indicating their ability to comply with federal procurement requirements when grant funding is used.

b. When Federal funds are to be utilized for a project, the City will inform the contractor and Davis-Bacon wage requirements will apply.

1.20. CONTRACTOR QUALIFICATIONS

Respondents shall:

a. Be experienced providers of fire and/or security system services

b. Maintain adequate staffing and resources

c. Hold all required licenses and certifications

d. Provide web-based 24/7 monitoring capabilities

e. Be a subject matter expert in industry safety practices and have comprehensive knowledge of all applicable compliance requirements and standards governing security and fire system services.

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SECTION 2 – PROPOSAL REQUIREMENTS

2.1. INFORMATION REQUESTED FROM PROPOSERS

a. The proposal shall provide enough detail to permit the City to conduct a meaningful evaluation of the proposed services. However, proposals should be prepared simply and economically, providing a straightforward, concise response to the information requested below. Incomplete proposals may be rejected during review by the evaluation committee.

b. All proposal materials may be incorporated in a subsequent contract between the City and awarded contractor.

c. Any material that the proposer wishes to be considered confidential in nature shall be clearly marked as such, and if such materials are requested pursuant to the Texas Public Information Act, Chapter 552, Texas Government Code, the City will notify the proposer of such request to allow the proposer to write to the Texas Attorney General requesting that such information be excepted from disclosure.

2.2. PROPOSAL REQUIREMENTS

Each proposal must contain all required items and shall be submitted in the same order as listed below. Include each prompt, followed by your firm’s response.

a. Company Qualifications, Experience, and References

Provide the following information regarding your firm:

1. Background and years of experience providing similar services

2. Experience providing services to municipalities and other public agencies

3. Minimum of three (3) references, including organization name, contact name, email address, and phone number. References must be able to attest to the services your firm has proposed, as well as the staff recommended to service the City’s account.

4. Staffing plan and organizational chart

5. Credentials, licenses, and certifications for key personnel

6. Description of how your firm ensures compliance with applicable NFPA standards and all local, state, and federal requirements

7. Summary of your company’s quality assurance and quality control procedures

b. Technical Approach and Work Plan

Provide a description of the proposed approach to delivering the required services, including:

1. Work plan for conducting initial assessments and equipment inventory, including approach to documentation efforts

2. Methodology for inspection, testing, and preventative maintenance, including a preliminary schedule addressing monthly, bi-annual, annual, and multi-year requirements

3. Monitoring and system management processes

4. Procedures for handling repairs or service requests outside scheduled maintenance

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5. Communication and notification procedures, including standard and emergency response times

c. Web-Based System Documentation

Provide details regarding the web-based system used to manage service documentation and reporting, including:

1. Description of the system, including screenshots or sample dashboards

2. Description of the City’s access to live monitoring information and historical records by location

3. User roles, permissions, and administrative controls

4. Overview of cybersecurity and data protection protocols

5. Sample reports for inspections, testing, maintenance activities, corrective actions, and annual compliance summaries

d. Transition Plan

1. Provide a brief description of your firm’s approach for ensuring a seamless transition of services, including coordination with current service providers.

2. If transitional activities require changes to existing equipment, include details of the proposed equipment and estimated installation costs.

e. Pricing Proposal

Provide a detailed pricing proposal that includes:

1. Itemized pricing for inspection, testing, and preventative maintenance services, including bundled pricing where applicable

2. Hourly labor rates for repairs, emergency services, after-hours work, and installations

3. Material markup percentages on top of costs

4. Pricing for system installations, upgrades, or expansions, as applicable

Sample invoices for inspection, testing, preventative maintenance, and repair services

1.3. REQUIRED FORMS

Submit the following forms with the proposal response:

a. Form 5.1. Proposer Information Form

b. Form 5.2. Conflict of Interest Questionnaire, if applicable

Submit only if required per Section 4 – Administrative Requirements, Paragraph 4.2.

c. Form 5.3. Federal Vendor Certification Form

d. Proposal Response

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2.3. ELECTRONIC SUBMISSION

a. Access the Euna e-procurement portal at https://templetx.bonfirehub.com. The City will use Euna for communicating all RFP documents, receive any questions or inquiries, issue any associated addenda, and post award notices.

b. Proposers can contact Euna at support.bonfire@eunasolutions.com for technical questions related to the Euna portal. Proposal submissions shall be prepared in the file formats listed under ‘Requested Information’ for this opportunity in Euna.

c. Proposal submissions may be amended by the Proposer directly in Euna, but only before the submission deadline.

d. Minimum system requirements include Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. Javascript and browser cookies must be enabled. Euna has built-in lockbox technology that will date stamp submittals and will keep all proposals locked until the proposal opening date and time. The maximum upload file size is 1,000 MB.

Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

2.4. PAPER SUBMISSION

a. If a proposal is delivered via hardcopy, the envelope or package containing the completed proposal should be marked legibly on the outside with the submitter’s name and address along with the RFP project number and title no later than the due date and time stated in the RFP Timeline.

b. The proposer shall sign and date the proposal where provided within the RFP. The person signing the proposal shall have the authority to bind the firm in a contract.

Proposals which are not signed and dated in this manner may be rejected.

c. All paper proposals received in the Purchasing Department will be date and time stamped when received and will be considered to be the official time of receipt.

2.5. SUBMISSION INSTRUCTIONS

a. Late submittals will not be accepted or considered. Proposers should be mindful of any potential delays due to security screening procedures, weather, connectivity issues, or other delays whether foreseeable or unforeseeable. Failure to submit a response before the Proposal Due date and time will result in disqualification of the proposal.

b. Proposals will be received and publicly acknowledged in the Purchasing Department immediately following time due. Respondents, their representatives, and interested persons may participate in the proposal opening using Microsoft Teams. See the RFP Timeline for a video link or dial-in phone number.

c. The proposals will be opened, and the names of the respondents will be read aloud.

All proposals will be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in proposals and identified by proposer as such.

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2.6. REQUESTS FOR ADDITIONAL INFORMATION

a. Requests for additional information shall be in writing and submitted through the

Euna portal using the ‘Vendor Discussions’ or ‘Ask a Question’ features.

Alternatively, requests can be emailed to purchasing@templetx.gov by the deadline stated in the RFP Timeline.

b. Any interpretations, corrections or changes to this RFP will be made by addenda. All written/published addenda shall become part of this RFP and shall be acknowledged by the proposer in its proposal. All other communications are unofficial and non-binding. Addenda will be released in the Euna portal in the ‘Files’ section. It is the sole responsibility of the proposer to verify issuance of addenda and to ensure receipt thereof.

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SECTION 3 – EVALUATION & AWARD

3.1. ELIGIBILITY FOR AWARD

a. Responsive Proposal

Proposals shall be deemed responsive if they comply with all material and administrative aspects of this solicitation.

b. Responsible Vendor A responsible vendor is a vendor who has adequate financial resources (or the ability to obtain such resources), can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the services listed herein.

Responsible proposers must, at a minimum, meet the following requirements:

Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract prior to the beginning of work;

Be able to comply with the required performance schedule, taking into consideration all existing business commitments;

Have a satisfactory record, as determined by the City, of past performance;

Have necessary personnel, management, and technical capacity and capability to perform any resulting contract requirements;

Be qualified as an established firm that is regularly engaged in the type of business necessary to fulfill the contract requirements;

In accordance with all applicable industry standards, hold any necessary license, certification, or permit required for conducting the business of the vendor and as contemplated by this RFP;

Have experience in competently performing similar contracts to those contemplated by this RFP;

Certify that the firm is not delinquent in any tax owed the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the City;

signing and submitting the proposal is so certifying to such non-delinquency;

and

Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

c. A firm is not eligible to be considered for award of this solicitation, or any resulting contract, or to be a subcontractor of the proposer or prime contractor if an employee of the firm assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that firm an unfair advantage over other proposers.

d. As required by §2252.903, Government Code, proposer certifies that its Texas franchise tax payments are current, or that it is exempt from, or not subject to, such tax.

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3.2. EVALUATION CRITERIA AND SELECTION

a. The award of this agreement shall be made to the responsible proposer whose proposal is determined to be the highest evaluated offer resulting from negotiation, taking into consideration the importance of the evaluation factors set forth below:

Evaluation Criteria Points

Company Qualifications, Experience, and References 20

Technical Approach and Work Plan 35

Web-Based System Documentation 10

Transition Plan 5

Pricing Proposal 30

b. The City reserves the right to reject any and all proposals submitted and to waive any informalities in proposals received. The City also reserves the right to request additional information from proposers. The award will be made to the firm which, in the opinion of the City, is the best qualified to assist the City in accomplishing its objectives. The City reserves the right to negotiate a contract with the selected proposer.

c. The City shall not be liable to any proposer for costs associated with responding to this RFP, for the proposer’s participation in any oral interview, or any costs associated with negotiations.

d. In accordance with Texas Local Government Code, Section 252.003 and Texas

Health & Safety Code, Section 361.426, the City shall give preference in purchasing products made of recycled materials if the products meet applicable specifications as to quantity and quality and the average price of the product is not more than 10% greater than the price of comparable nonrecycled products. Preferences will be applied in accordance with state procurement statutes and rules.

3.3. EVALUATION PROCESS

a. The Purchasing Department will review all proposals for compliance with mandatory requirements as stipulated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration. The Purchasing Department may contact proposers for clarification of the responses.

b. The evaluation committee members will independently evaluate and score the proposals and submit their scores back to the Purchasing Department. No group ratings or consensus scoring will be performed.

c. The Purchasing Department will input, calculate, and prioritize the data and evaluator scores.

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3.4. INTERVIEWS

Proposals will be reviewed and ranked by the evaluation committee. Oral interviews may be conducted with the highest ranked proposer(s) by the committee, as deemed necessary.

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SECTION 4 – ADMINISTRATIVE REQUIREMENTS

4.1. SUBMISSIONS

a. The City reserves the right to reject any or all proposals as it shall deem to be in the best interests of the City. Receipt of any proposal shall under no circumstances obligate the City to accept the lowest dollar proposal. The award of this contract shall be made in accordance with Texas Local Government Code, Chapter 252, to the proposer responsible whose submission is determined to be the highest evaluated offer resulting from negotiation, taking into consideration the relative importance of price and the other evaluation factors set forth in the RFP.

b. The City reserves the right to select one or more proposers and/or award one or more contracts based on the best value, as determined by the City, of the overall response(s) submitted to the City, with due consideration given to demonstrated competence, knowledge, and qualifications to perform the services and/or provide the products set forth in this RFP, and the reasonableness of the proposed fee. The decision to make multiple awards, award only one contract, or to make no award rests solely with the City. The City further reserves the right to negotiate separately in any manner necessary to serve the best interests of the City. The City further reserves the right to accept, reject, or negotiate modifications in any terms of a proposer’s proposal, including a proposer’s form contract, or any parts thereof.

c. Proposals cannot be altered or amended after submission deadline. Any interlineation, alteration or erasure made before opening by the City must be initialized by the signer of the proposal, guaranteeing authenticity.

d. A proposal may not be withdrawn or canceled by the proposer without the permission of the City for a period of ninety (90) days following the date designated for the receipt of proposals, and proposer so agrees upon proposal of their proposal.

e. All proposals meeting the intent of this RFP will be considered for award. Proposers taking exception to the specifications, terms and conditions, sample contract document, or offering substitutions shall state these exceptions by attachment as part of the proposal. The absence of such a list shall indicate that the proposer has not taken exceptions and the City shall hold the proposer responsible to perform in strict accordance with the terms of this RFP. The City reserves the right to accept any, all, or none of the exception(s)/substitution(s) deemed to be in the best interest of the City.

f. Proposals must comply with all applicable federal, state, county, and local laws concerning these types of services.

g. The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

h. The City is exempt by law from payment of Texas Sales Tax and Federal Excise

Tax.

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4.2. CONFLICT OF INTEREST

a. Texas Local Government Code, Section 176.006, requires a vendor of the City to file a completed Conflict of Interest Questionnaire (CIQ) form if the vendor has a business relationship with the City and:

1. has an employment or other business relationship with a City local government officer or a family member of the City local government officer that results in that person receiving taxable income, other than investment income, that is more than $2,500 in the preceding twelve months;

2. has given a City local government officer or an officer’s family member, one or more gifts totaling more than $100 in the preceding twelve months, excluding a political contribution as defined by Title 15 of the Election Code or food accepted as a guest; or

3. has a family relationship with a City local government officer.

b. A vendor is required to file a CIQ form with the City Secretary’s office not later than the seventh (7th) business day after the later of the following:

1. the date the vendor begins discussions or negotiations to enter into a contract with the City or submits an application or response to a solicitation; or

2. the date the vendor becomes aware of any business relationship as outlined in the preceding paragraph.

c. “Local Government Officer” means:

1. a member of the governing body (i.e. mayor or council member);

2. a director, superintendent, administrator, or other person designated as an executive officer of the City; or

3. an agent of the City who exercise discretion in the planning, recommending, selecting, or contracting of a vendor.

d. State law requires that a vendor file an updated CIQ form with the City Secretary’s office not later than the 7th business day after the date on which the vendor becomes aware of an event that would make a statement in the questionnaire incomplete or inaccurate.

e. The CIQ form is attached to this RFP and can be downloaded from the City‘s website www.templetx.gov under the Departments tab then Purchasing/Forms & Documents. Compliance with this law is the responsibility of each Proposer.

4.3. DISCLOSURE OF INTERESTED PARTIES

The City is required to comply with Texas Government Code 2252.908 Disclosure of Interested Parties for contracts that:

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a. require an action or vote by the City Council before the resulting contract can be signed;

b. have a value of at least $1 million; or

c. require registration as a lobbyist under Texas Government Code Chapter 305.

If the resulting contract, if any, meets one of the criteria above, a Certificate of Interested Parties (Form 1295) will be required before the contract is executed. See the Texas Ethics Commission website: https://www.ethics.state.tx.us/filinginfo/1295/.

4.4. APPROPRIATED FUNDS

The purchase of services or products, arising from this solicitation is contingent upon the availability of appropriated funds. The City shall have the right to cancel the resulting contract or any part of the contract at the end of each fiscal year during the term of the contract if funds are not allocated to continue the contract, or any part of the contract, for the next fiscal year. If funds are withdrawn, or do not become available, the City reserves the right to cancel the contract by giving the contractor thirty (30) day written notice of its intention to cancel without penalty. Upon cancellation of the contract, the City shall not be responsible for any payment of any service that was performed, or product received, after the effective date of termination. The City’s fiscal year begins on October 1 and ends on September 30.

4.5. INDEMNITY

The City is legally prohibited from indemnifying any other party in any agreement awarded under this RFP. The resulting contract, if any, shall contain no provision requiring the City to indemnify the proposer or any third party.

4.6. COMPLIANCE WITH ANTITRUST LAWS

By submitting a qualifications statement, the respondent’s signatory affirms under penalty of perjury of the laws of the State of Texas (Texas Government Code §2155.005) that:

a. Signatory is duly authorized to execute a contract resulting from this solicitation on their own behalf or on behalf of the company, corporation, firm, partnership or individual respondent;

b. In connection with this qualifications statement, neither signatory nor any representatives of the company have violated any provision of the Texas Antitrust laws codified in Texas Business and Commerce Code Chapter 15;

c. In connection with this qualifications statement, neither signatory nor any representative of the company have violated any federal antitrust law; and

d. Neither signatory nor any representatives of the company have directly or indirectly communicated any of the contents of this qualifications statement to a competitor of the company or any other company, corporation, firm, partnership or individual engaged in the same line of business as the company.

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4.7. INTERLOCAL PURCHASING

The City desires to make available to other local government entities of the State of Texas, by mutual agreement with the successful proposer, properly authorized interlocal purchasing agreements as provided by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same goods, at the prices quoted, for the period of this contract. Proposer shall agree to honor interlocal purchasing orders in accordance with agreement terms and conditions, in addition to orders from the City of Temple. Proposers that will not honor interlocal purchasing agreements must state interlocal agreements as an exception on the Proposer Information Form. The absence of this exception on the Proposer Information Form shall indicate that the proposer agrees to honor any interlocal purchasing agreements.

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SECTION 5 – PROPOSAL FORMS

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FORM 5.1. - PROPOSER INFORMATION FORM

1. Company Information

Company Name: _______________________________________________________

Business Address: ______________________________________________________

Remit-to Address, if different: _____________________________________________

Tax Identification Number: ________________________________________________

Contact Person: _______________________________________________________

Phone: _______________________________________________________________

Email: _______________________________________________________________

2. Addenda

Our company has reviewed and formally acknowledges receipt of all addenda, if any, provided in the Euna e-procurement portal. Please record the number of addenda acknowledged here:

____________ (number of addenda acknowledged)

3. Credit Check Authorization

The City is required to determine whether a Proposer who may be awarded a contract is financially responsible. The City may run a credit check on the potential contractor before award of the contract. By signing this Proposer Information Form, I hereby authorize the City of Temple, credit bureau, or other investigative agency employed by the City of Temple to investigate my credit history and financial responsibility.

4. Authorized Personnel

State your firms’ personnel authorized to give representations regarding your proposal or resulting contract, if any:

Name Phone Number Email Address

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5. Agreement

The successful Proposer shall be able to execute the attached Services Agreement and be able to comply with the insurance requirements as stated within the agreement.

Please confirm your ability to execute this agreement.

____________ (initial to confirm)

6. Exceptions Taken by Proposer State exceptions taken to any of the terms of this RFP, if any.

7. Authorization

Authorized Signature: ___________________________________________________

Print Name: ___________________________________________________________

Title: __________________________________ Date: _______________________

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FORM 5.2. - CONFLICT OF INTEREST QUESTIONNAIRE

See Section 4.2. Conflict of Interest, for information regarding when it is necessary to complete and submit this form.

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FORM 5.3 - CITY OF TEMPLE

FEDERAL VENDOR CERTIFICATION FORM

For each of the items below, Vendor shall certify Vendor’s agreement and ability to comply, where applicable, by having Vendor’s authorized representative initial the applicable term and condition.

NON-COLLUSION CERTIFICATION

The vendor certifies that the submission to this solicitation has been independently arrived at without collusion with any other vendor or with any other competitor; has not knowingly disclosed and will not be knowingly disclosed, to any other vendor or competitor or potential competitor, prior to the opening of submission for this project; no attempt has been or will be made to induce any other person, partnership or corporation to submit or not submit a submission to this solicitation. The undersigned certifies that he/she is fully informed regarding the accuracy of the statements contained in this certification and that the penalties herein are applicable to the vendor as well as to any other person signing in their behalf.

Initials of Authorized Vendor Representative

CERTIFICATION OF COMPLIANCE WITH TEXAS FAMILY CODE PROVISION

As required by Texas Family Code §231.006 as amended by Section 82 of H.B. 433, 74th Legislature, R.S.

(Acts 1995, 74th Leg., R.S., Ch. 751), all vendors must complete and submit with the solicitation response the following affidavit:

I, the undersigned vendor, do hereby acknowledge that a child support obligor who is more than 30 days delinquent in paying child support and a business entity in which such a person is the sole proprietor, partner, shareholder, or owner with an ownership interest of at least 25% is not eligible to receive payments from state funds under a contract to provide property, materials, or services.

I further acknowledge that a child support obligor or business entity ineligible to receive payments described above shall continue to be ineligible until: 1) all arrearages have been paid; 2) the obligor is in compliance with a written repayment agreement or court order as to any existing delinquency; or 3) the court of continuing jurisdiction over the child support order has granted the obligor an exemption.

In accordance with Texas Family Code §231.006, the names and social security numbers of the individual identified in the quote, bid, proposal or application or the sole proprietor and each partner, shareholder, or owner with a minimum 25% ownership interest in the business entity identified therein are provided below:

Name Social Security Number Name Social Security Number

Pursuant to Texas Family Code §231.006, the vendor hereby certifies that the individual or business entity named in this contract, bid, or application, is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated, and payment may be withheld if this certification is inaccurate.

______ Initials of Authorized Vendor Representative

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CERTAIN DEBTS OR DELINQUENCIES CERTIFICATION

As required by Texas Government Code §2252.903 Contracting with…