1-RFP2511B360JT250013 CIP Project Management Software.pdf

City of Southlake

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP2511B360JT250013

Project Title: CIP Project Management Software

Proposal Closing Date: 3:00 P.M.(CST), Wednesday December 10, 2025

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TABLE OF CONTENTS

Table of Contents ................................................................................................................................ Page 1

Request for Proposals

(1) Introduction .............................................................................................................................. Page 2

(2) Definitions ................................................................................................................................ Page 3

(3) General Information ................................................................................................................. Page 3

(4) RFP Withdrawals and/or Amendments .................................................................................... Page 3

(5) Estimated Quantities ................................................................................................................ Page 3

(6) Proposal Submittal Requirements ............................................................................................ Page 3

(7) Proposal Evaluation and Contract Award ................................................................................ Page 4

Appendix A – Scope of Services

(1) Project Title .............................................................................................................................. Page 6

(2) Scope of Services Contact ........................................................................................................ Page 6

(3) Special Conditions .................................................................................................................... Page 6

(4) Proposal Evaluation Factors ..................................................................................................... Page 6

(5) Brand Manufacture Reference .................................................................................................. Page 6

(6) Key Events Schedule ................................................................................................................ Page 6

(7) Scope of Services ..................................................................................................................... Page 6

Appendix B – Proposal

Appendix B Signature Page for Submittal ................................................................................... Page 10

I Required Proposal Information

(1) Proposed Product ................................................................................................................... Page 11

(2) Cost of Proposed Product ....................................................................................................... Page 11

(3) Proposer’s Experience / Staff ................................................................................................. Page 12

(4) References .............................................................................................................................. Page 13

(5) Trade Secrets and/or Confidential Information ...................................................................... Page 14

(6) Federal, State and/or Local Identification Information ......................................................... Page 14

(7) Emergency Business Services Contact Notice ....................................................................... Page 14

(8) Cooperative Governmental Purchasing Notice ...................................................................... Page 15

II Contract Terms and Conditions

(1) Delivery of Products and/or Services ..................................................................................... Page 15

(2) Miscellaneous ......................................................................................................................... Page 15

(3) Financial Responsibility Provisions ....................................................................................... Page 16

Appendix C – Form CIQ ................................................................................................................ Page 18

Appendix D – No Intent to Submit Form ...................................................................................... Page 20

Attachment A – Critical Requirements

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Southlake, Texas

Request for Proposals

1. Introduction

A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A – Scope of Services.

B. Questions: Following are contacts for questions as identified.

i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below.

ii. Scope of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A – Scope of Services.

iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this

RFP will be issued in writing by addendum posted to City website. All such addenda issued by

City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum.

iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal.

C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City.

E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the

Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form 1295. Once the form is completed online, printed and signed please return the form with your proposal submission.

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2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Proposer: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.

City of Southlake (“City”): The City of Southlake, Texas.

City Secretary’s Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite #270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.

Project: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A

– Scope of Services.

Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone:

(817) 748-8312, E-Mail: tslifka@ci.southlake.tx.us; Fax (817) 748-8010.

Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.

Scope of Services: The entirety of Appendix A – Scope of Services.

3. General Information

A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act (Texas

Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City’s failure to take any such reasonable steps, even if the City is negligent in failing to do so.

4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.

B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written

Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City.

5. Estimated Quantities

The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor.

6. Proposal Submittal Requirements

A. Submittal Packet – Required Content: All proposals must be submitted electronically. The Proposer must visit https://southlake.bonfirehub.com/portal/?tab=openOpportunities and register. Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification.

mailto:tslifka@ci.southlake.tx.us

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B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page _10_ (ten) of

Appendix B-Proposal. It is the Proposer’s responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted.

C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard

8-1/2” x 11” vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via https://southlake.bonfirehub.com/login. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion.

F. Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City.

7. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the

Texas Local Government Code and with the City’s purchasing policy. The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of

Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City.

B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, City alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award.

C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the

City. In the event of a conflict between these standard RFP requirements and details provided in Appendix

A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby.

E. Additional Information: City may request any other information necessary to determine Proposer’s ability to meet the minimum standards required by this RFP.

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F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re-solicit for

Proposals, as deemed to be in the best interest of City.

G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause:

i) The successful proposer fails to perform in accordance with the provisions of these specifications;

or

ii) The successful proposer violates any of the provisions of these specifications; or

iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or

iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City.

v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of

Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice. In such case, the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue.

H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

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Appendix A – Scope of Services

1. Project Title: CIP Project Management Software

2. Scope of Services Contact

Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA, phone 817.748.8312, e-mail: tslifka@ci.southlake.tx.us or through the Bonfire portal.

3. Special Conditions

The following special conditions shall prevail over areas of conflict in previous pages:

The proposer must meet the following critical requirements as listed in Attachment A as inherent to the system requiring no or minimal additional customization to the application, code level, or database scheme. Base package, additional required modules, or optional functionalities in addition to a standard packet may be included as Yes – Inherent. If the proposer cannot answer

Yes - Inherent to these identified critical items, they may be disqualified from consideration.

4. Proposal Evaluation Factors

Emphasis Factor

20% Project Understanding and Approach

10% Company Experience Performing Similar Work

40% Ability to Inherently meet the Technical and Functional Requirements

30% Overall Cost for Services

5. Brand Manufacture Reference

The City has determined that any manufacturer’s brand defined in the Scope of Services meets the City’s product and support needs. The manufacturer’s reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer’s brand name and model.

The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City’s product and support needs.

6. Key Events Schedule

Proposal Release Date November 14, 2025

Deadline for Submittal of Written Questions 5:00pm November 24, 2025

Sealed Proposals Due to and Opened by City Shown on First Page of this RFP

Anticipated Scripted Invited Proposer Demonstrations Week of January 12, 2026

Anticipated Award Date October 2026

7. Scope of Services

The City of Southlake is seeking a modern, cloud-based project management platform to help manage the full lifecycle of its capital improvement projects - from planning and design through construction, closeout, and handover. The system will be used across multiple departments, including Public Works, Community Services, and Economic Development, to provide a single, centralized hub for project tracking, budgeting, scheduling, mailto:tslifka@ci.southlake.tx.us

City of Southlake - RFP2511B360JT250013 - Page 7 of 20 document management, and communication. The goal is to streamline project delivery, improve coordination between teams, and ensure greater transparency throughout every phase of a project.

The platform must support a wide range of municipal construction projects, such as Roads, Water, Wastewater, Stormwater, Facilities, and Parks. It should allow staff to manage multiple projects at once, with dashboards and reporting tools that make it easy to monitor budgets, timelines, and overall progress.

Integration with the City’s existing systems, such as GIS, financial software, and document storage is highly desirable. The ideal solution will also provide configurable workflows, role-based access, and mobile tools to help staff, contractors, and stakeholders stay connected and informed both in the office and in the field.

Budget

The City has not set a budget for this project management software. Awarded proposer will be instrumental in defining and assisting in establishing budget requirements with the intent to award October 2026.

Objectives

The primary objective of this project is to implement a user-friendly, centralized project management software platform that improves coordination, efficiency, and transparency across all City departments involved in capital project delivery. The system should help reduce administrative workload, minimize project delays, and improve visibility into budgets, schedules, and documentation.

By adopting this platform, the City aims to enhance collaboration between internal staff, consultants, and contractors; ensure accurate and timely project reporting; and strengthen accountability for public funds. The platform should also support long-term asset management goals by maintaining a complete, organized record of project activities, documents, and financials—from project initiation through final completion and handover.

Implementation and Training Services

The City is requesting the following implementation and training services as part of the project including:

• Project Management Service

Vendor pricing shall include full project management services for the implementation of all the components included in the vendor proposal. A designated/named “project manager” from the awarded vendor will be available and responsible for all work with the City on implementation.

• Implementation Strategy & Timeline

Vendor shall provide a recommended implementation strategy and timeline that best estimates the installation of all components included in the vendor proposal according to the timelines mentioned above.

• Installation and Integration

Vendor shall be responsible to install and integrate all software/components to complete the system to

‘final acceptance’ by City and this should be reflected in the proposed pricing. The pricing for installation and integration services should be provided, if applicable.

Integration and Interface Development

Vendor shall provide discussion regarding their approach to data integrations and for interface development and for testing of both, as it relates to this project. Solutions should provide any experience with data conversion and integration with:

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• Munis SaaS Financial Software (General Ledger, Utility Billing)

• ESRI – GIS

• VUEWorks – Enterprise Asset Management

Vendor should estimate costs for these services and include them in the proposed pricing.

Training

Vendor shall submit a training program for all the components included in the vendor proposal. The vendor shall outline the types of training classes, number of participants, duration of classes and total number of proposed training hours. Identify what training is conducted on-site and what is recommended through remote methods. The training will include higher level training for Information technology personnel and system administrators.

Training should be reflected in the proposed pricing.

Maintenance and Support

Vendor shall submit maintenance & support structure. Vendor shall detail what the maintenance & support contract covers including Vendor and City responsibility. If any third-party software is required for use by the

Vendor to support the applications, it must be identified and included with the appropriate licensing in the proposal. In addition, the vendor’s software maintenance and support plan should include the following components:

• Procedures to resolve critical system problems

• Emergency support options available

• Policy regarding future enhancements and updates

• Description of system availability during periods of scheduled maintenance

• Availability of online incident request, tracking, and knowledgebase.

• A description of online knowledgebase functionality including form/field level help and access to past webinars, articles, and quick reference guides.

• A description of any other Service Level Agreements

Any costs for maintenance and support services should be reflected in the proposed pricing.

Additional Content

The City requests that the vendor submit a concise proposal clearly addressing all the requirements outlined in this document. Documentation shall include the following:

• Company Profile: A brief profile of the company (limit to 4 pages), including number of years in the

Project Management Software business and number of years in the overall software business.

• Organization chart, senior management profiles, and management profiles of all staff assigned to the project.

• Illustrative Work: A list and description of recent similar work performed for other municipalities or agencies that most closely represent the type of software installation or services being proposed herein and that are similar in size, scope, and complexity to the City. References should include a current contact name and phone number for the municipality or agency (limit to 8 pages).

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• Project Understanding and Approach: (limit to 20 pages) o A concise statement illustrating your understanding of the services required to successfully deliver this project.

o Provide detailed responses to the RMS requirements, including scope of services, implementation and training services, and test and production environments.

o Provide a summary of your company’s project approach and explain why the City would benefit from selecting your company to do this work.

• Additional Information or Resources: (limit to 6 pages) o An estimate of the total time needed for your company to complete the work.

o Other information you believe is relevant.

o Provide responses to the Requested Functional and Technical Components

Scripted Demonstration Guidelines

The City shall evaluate, and rank submissions received to determine the most responsive proposals, as determined by the City. The City anticipates requesting scripted demonstrations of the software from the three

(3) highest ranked proposers but reserves the right to decrease or increase that number at the discretion of the

City.

Scripted demonstrations based off features as identified in Attachment A, from shortlisted proposers shall be scheduled for January 12, 13, and 14, 2026. Please ensure your schedule allows attendance prior to submitting your proposal. We anticipate a minimum of two (2) hours to a maximum of four (4) hours per invited proposer for scripted demonstration. Please plan accordingly. Proposer demonstration team should at a minimum include project manager, sales representative, and implementation lead. The City prefers in person demonstrations, however, can accommodate remote virtual presentations utilizing standard collaborative platforms such as Microsoft Teams, Zoom, etc.

Format for Scripted Demonstration

Proposer shall be expected to demonstrate software functionality (as identified in Attachment A) throughout the various stages of a project’s lifecycle, where possible, citing the specific feature by item number.

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Appendix B – Proposal

Submittal Checklist: (To determine validity of proposal)

______ Appendix B (pages _10_ through _19_) must be signed and included in the proposal submittal

______ Appendix C Conflict of Interest Form (page _19_) must be signed and included in the proposal submittal.

______ HB 89, SB 252, SB 13, and SB 19 Acknowledgment. See Page _16_.

______ Attachment A completed and returned.

All proposals submitted to the City of Southlake shall include this page with the submitted Proposal.

RFP Number: RFP2511B360JT250013

Project Title: CIP Project Management Software Submittal

Deadline:

3:00 P.M. (CST), Wednesday December 10, 2025

Submit Electronically* to:

https://southlake.bonfirehub.com/portal/?tab=openOpportunities

* Requires email account login and password.

Proposer Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers

Identification Number #

Phone Number:

Fax Number:

E-Mail Address:

Proposer Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer.

Printed Name and Position of Authorized Representative:

Signature of Authorized Representative: ____________________________________________

Signed this __________(day) of _________________________(month), ________(year)

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Appendix B – Proposal (continued)

I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED

COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER

MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:

1. Proposed Products and/or Services

A. Product or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required

Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be used.

B. Additional Hardware Descriptions: Proposers should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed.

C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted.

D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City’s Purchase Order.

2. Cost of Proposed Products and/or Services

A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit.

B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format:

For this procurement the schedule of pricing is not available in hardcopy. You may access it via the online portal (https://southlake.bonfirehub.com/portal/?tab=openOpportunities). To submit your schedule of pricing, please download the Bid Table and fill it in accordingly per the sample below.

For instructions on how to complete Bid Tables, please refer to this article on Bonfire’s Support Website.

Please note: even if you do not have additional responses, you must download and re-upload the blank document. This is to confirm that you do not require any additional costs. If you have any additional items, please fill out the Additional Responses template accordingly.

https://support.gobonfire.com/hc/en-us/articles/216733798-How-do-I-fill-out-a-BidTable-template-Vendor-POV-

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3. Proposer’s Experience / Staff

A. Project Team: Identify all members of the Proposer’s team (including both team members and management) who will be providing any services proposed and include information which details their experience.

B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project.

C. Business Establishment: State the number of years the Proposer’s business has been established and operating. If Proposer’s business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided;

State the number of years’ experience the business has: _______; and the number of employees:

D. Project Related Experience: All Proposals must include detailed information that details the Proposer’s experience and expertise in providing the requested services that demonstrates the Proposer’s ability to logically plan and complete the requested project.

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4. References

Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein.

Reference #1:

Client / Company Name:

Contact Name:

Contact Title:

Phone:

Email:

Date and Scope of Work Provided:

Reference #2:

Reference #3:

Reference #4:

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5. Trade Secrets and/or Confidential Information

Trade Secrets and/or Confidential Information: This proposal ___ (does) ___ (does not) contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure.

6. Federal, State and/or Local Identification Information

A. Centralized Master Bidders List registration number: ______________________________.

B. Prime contractor HUB / MWBE registration number: ______________________________.

C. An individual Proposer acting as a sole proprietor must also enter the Proposer’s Social Security Number:

7. Emergency Business Services Contact Notice

During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services.

For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor’s emergency contact information remains current. City shall be contacted by E-mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors@ci.southlake.tx.us.

All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master

Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable.

The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below.

Business Name: _____________________________________________________________________

Contract #: _________________________________________________________________________

Description: ________________________________________________________________________

Primary Contact (Name):______________________________________________________________

Primary Contact Phone Numbers: Home: ___________________ Cell: ___________________

Secondary Contact (Name):____________________________________________________________

Secondary Contact Phone Numbers: Home: ________________ ___ Cell: ___________________

After Hours emergency opening fee, if applicable: $_________________________________________ mailto:vendors@ci.southlake.tx.us

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8. Cooperative Governmental Purchasing Notice

Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The

City will not be responsible for another governmental entity’s debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent.

Please indicate below if you will permit other governmental entities to purchase from your agreement with the

City.

[ ] Yes, Others can purchase [ ] No, Only the City can purchase

II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC

EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS RFP

WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY

ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL:

1. Delivery of Products and/or Services

A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. Payment shall be made by

City procurement card (credit card) or purchase order. No additional credit card fees are allowed. This includes, but not limited to, convenience fee, surcharge, etc.

B. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of

Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided.

C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice.

D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order.

2. Miscellaneous

A. Independent Contractor: Proposer agrees that Proposer and Proposer’s employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave.

B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

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C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or Proposer’s vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City.

D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract

E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein.

G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract.

H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations.

I. Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 Nondiscrimination

Statement: The City of Southlake does not discriminate against any qualified disabled person, including discrimination in employment, or exclude individuals from participation in or deny the benefits of, any program or activity that receives or benefits from federal financial assistance, solely by reason of the individual’s disability. Additionally, the City of Southlake ensures its programs will be conducted, and its facilities operated, in compliance with all non-discriminatory practices and requirements imposed by or pursuant to 49 Code of Federal Regulations (CFR) Part 27, 28 CFR Part 35 and 42 USC §§ 12101 – 12213.

J. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

K. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree

L. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the term of any contract with the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree

M. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree

3. Financial Responsibility Provisions

A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, and list the City of Southlake, its officers, and employees as an additional insured, at least the following insurance in such form, with such companies, and in such amounts

(unless otherwise specified) as City may require:

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i. Worker’s Compensation and Employer’s Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas;

ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form

Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General

Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit

Bodily Injury and Property Damage on an occurrence basis;

iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars ($1,000,000) Combined

Single Limit Bodily Injury and Property Damage.

B. Indemnification: Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys’ fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees.

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Appendix C – Form CIQ

INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE

WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an employment or business relationship with an officer of the City that results in taxable income exceeding $2,500 during the preceding twelve – month period, or an officer or a member of the officer’s family has accepted gifts with an aggregate value of more than $250 during the previous twelve – month period and the person engages in any of the following actions:

1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City, including any of the following:

a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any purchase of goods and services by the City;

b. contracts for the purchase or sale of real property, personal property including an auction of property;

c. tax abatement and economic development agreements;

2. submits a bid to sell goods or services, or responds to a request for proposal for services;

3. enters into negotiations with the City for a contract; or

4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City

THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:

1. Mayor and City Council Members;

2. City Manager;

3. Board and Commission members and appointed members by the Mayor and City Council;

4. Directors of 4A and 4B development corporations;

5. The executive directors or managers of 4A and 4B development corporations; and

6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.

EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution, a gift to a member of the officer’s family from a family member; a contract or purchase of less than

$2,500 or a transaction at a price and subject to terms available to the public; a payment for food, lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency.

WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a “Conflict of Interest Questionnaire” (FORM CIQ) which is available online at www.ethics.state.tx.us and a copy of which is attached to this guideline. The form contains mandatory disclosures regarding “employment or business relationships” with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire.

WHEN: The person or business must file:

1. the questionnaire – no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality, or submits an application, responds to a request for proposals or bids, correspondence, or other writing related to a potential contract or agreement with the City; and

2. an updated questionnaire – within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate.

It does not matter if the submittal of a bid or proposal results in a contract. The statute requires a vendor to file a FORM

CIQ at the time a proposal is submitted or negotiations commence.

WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department.

The Finance Department is required by law to post the statements on the City’s website.

ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed

$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation.

NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire.

http://www.ethics.state.tx.us/

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Appendix D – No Intent to Submit Form

If your firm has chosen not to submit a proposal for this procurement, please complete this form and submit to:

City of Southlake

Purchasing Division, Department of Finance

1400 Main Street, Suite 420

Southlake, Texas 76092

Please check all items that apply:

Do not sell the item(s) required Cannot provide Insurance required

Cannot be competitive Cannot provide Bonding required

Cannot meet specifications highlighted in the attached request

Cannot comply with Indemnification requirement

Job too large Job too small

Do not wish to do business with the City of Southlake Other: _____________________

Cannot submit electronically

Company Name (Please print): _____________________________________________

Authorized Officer Name (Please print): _______________________________________

Telephone: (_____) __________________ Fax: (_______) ________________________

Item ID Description Weight Yes

Inherent Yes w/condition No BUD01 Multi-year capital budgeting for individual projects Standard

BUD02 ID of funding sources (Revenue, Grants, Bonds, etc.) Standard

BUD03 ability to escalate and support preexisting Opcc's Standard

BUD04 Built-in unit pricing based on DFW-area market, pricing, trends, etc. Important

Yes Inherent

Yes…