11-12 - Pre-Bid Meeting.pptx
PPTX presentation 4 MB Posted
- Attached to
- Janitorial Services for DWU
- Solicitation number
- BD25-00029195
- Issued by
- Dallas County, Texas
About this file
This is a pre-bid meeting presentation for a Request for Bids (RFB) issued by the City of Dallas Office of Procurement Services and Dallas Water Utility for janitorial services. The solicitation number is BD25-00029195, and the contract will establish a 60-month Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement with five consecutive 12-month pricing periods. A pre-bid meeting was held on December 9, 2025, at 2:00 PM to allow potential bidders to review the solicitation process and ask questions. Written questions are due by 2:00 PM on December 12, 2025, and bid submissions are due by 1:00 PM on December 26, 2025. The procurement process timeline is approximately three months from advertisement through contract execution.
The City of Dallas utilizes its Local Preference Program for this procurement, allowing local firms whose principal place of business is in Dallas and who hire Dallas residents to be considered for award. Local bidders may be within 5 percent of the lowest bid for service contracts valued at less than $500,000. All proposals, questions, and correspondence must be submitted through the City's online solicitation portal, Bonfire. Bidders are required to complete updated General Terms and Conditions forms, provide proof of insurance, submit a Living Wage Affidavit, and demonstrate compliance with team makeup and work composition requirements. Submissions may be updated until the December 26, 2025 deadline, and the City recommends early submission to avoid technical issues.
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Other files
| File | Type | Posted |
|---|---|---|
| 12-01 - Specifications .pdf | ||
| 1-04 - OPS-FRM-640 -Team Make-Up and Local Workforce Form.xlsx | XLSX spreadsheet | |
| 10-10 - EXHIBIT IV.docx | DOCX document | |
| 4-06 - Exhibit A.docx | DOCX document | |
| 5-08 - Exhibit II.pdf | ||
| 6-07 - Exhibit I.pdf | ||
| 7-03 - Insurance Requirements-.pdf | ||
| 3-02 - Standard Forms.pdf | ||
| 8-11 - EXHIBIT V.docx | DOCX document | |
| 9-09 - EXHIBIT III.docx | DOCX document | |
| 2-05 - Vendor List.xlsx | XLSX spreadsheet |
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Text version
PRE- BID MEETING
December 09,2025 @ 02:00 PM
Solicitation No. BD25-00029195
Solicitation Title: Janitorial Services for DWU
Request For Bid (RFB)
Please provide your contact information in the Chat.
INTRODUCTIONS
Office of Procurement Services Gwagee-Amos Gwagee III, Sr. Procurement Specialist
Dallas Water Utility Hector Hernandez , Manager -DWU
Pre-SOLICITATION meeting
This is your opportunity to review the solicitation process and ask the Department questions.
During this meeting, please write down any questions you ask and submit through Bonfire.
Following this meeting, all communications will be with the Procurement Specialist only through Bonfire.
Procurement methods
| RFB | RFCSP | RFQ/RFP | RFP only | ||
| Timeline (approx.) | 3 months | 6 months | 6-9 months | 6-9 months | |
| When to use | Straightforward goods | ||||
| (i.e. power tools, janitorial supplies, etc.) | Insurance, technology, general services | Certain professional services (architects, bond counsel) | Revenue contracts; contracts that do not require a competitive process | ||
| Evaluation | Lowest Responsive & Responsible Bidder | Most Advantageous Proposer | Most Qualified Proposer | Most Advantageous Proposer | |
| Negotiations | Not Allowed | Allowed | Allowed | Allowed |
Procurement process
Buyer review, including insurance by Office of Risk Management (ORM) and MWBE (OBD) review 1-3 weeks
Solicitation advertisement (pre-proposal meeting; written questions and answers) 4-6 weeks
Evaluation, including supplier presentations 2-4 weeks
Negotiations and formal contract preparation (CAO); Supplier shall sign contract before it is presented to Council 4-6 weeks
Council Agenda Process (Agenda Office) & Approval; OBD discusses minority participation goals with recommended Suppliers 4-8 weeks
Fully execute contract with stamped resolution from City Secretary’s Office (CSO) and enter information into City’s financial system 1-3 weeks
ONLINE SOLICITATION PORTAL
The City migrated to Bonfire as of March 1, 2019. Please submit all proposals, questions, and correspondence through the online solicitation portal.
Please check Bonfire often.
Please ensure your Bonfire profile contact information is up-to-date.
Supplier names should be consistent with State registration.
Janitorial Services for DWU
SOLICITATIONS & QUESTIONS
QUESTIONS DUE DATE
02:00 PM on 12/12/2025
SOLICITATION SUBMISSION DUE DATE
01:00 PM on 12/26/2025 Submissions may be updated, until the submission due date and time.
Please review and complete all required forms in Bonfire.
Other forms may be requested by City staff.
Start submission early and please submit before the due date.
PROJECT CONSIDERATIONS & REQUIREMENTS
Updated General Terms & Conditions
Local Preference
Living Wage Affidavit
Team Make up and work composition
Insurance Requirements
Local preference program
The City’s Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents.
Request for Bids A local firm whose bid is within the following percentages may be considered for award over the lowest bidder (City Council ultimately decides):
3% of the lowest bid for a contract valued at greater than $500,000 for goods.
5% of the lowest bid for a contract valued at less than $500,000 for goods or services.
5% of the lowest bid for a contract valued at less than $100,000 for construction services.
QUESTIONS
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