17-01 - RFP 2026-015 Dental Vision Insurance Benefits.pdf

City of Burleson RFP 2026-015 Dental & Vision Insurance Benefits

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP 2026-015

Project Title: Dental & Vision Insurance Benefits

ANTICIPATED SCHEDULE

RFP Issue Date February 14, 2026

RFP Publication Dates February 14, 2026 & February 21, 2026

Deadline for Questions February 27, 2026, at 5:00PM

Proposals Due March 12, 2026, at 2:00PM

Projected Interviews (if applicable) April 3, 2026

Recommendation to City Council June 2026

Important Information The City of Burleson will receive sealed proposals for the services specified until the deadline indicated above.

Proposals will only be received electronically through the City’s e-procurement system, Bonfire, at https://burlesontx.bonfirehub.com (registration required). Extensions will not be granted. Late submittals will not be accepted.

Questions and requests for additional information should be made in writing and no later than the questions deadline above and shall be directed to the Purchasing Agent via Bonfire.

Any interpretations, corrections, clarifications, or changes to this Request for Proposals or specifications will be issued via addendum. Addenda will be posted at. It is the responsibility of the respondent to monitor the Bonfire website for addenda. Proposers shall acknowledge receipt of each addendum by submitting a signed copy with their proposal. Oral explanations will not be binding.

The City of Burleson reserves the right to reject any proposal and to waive defects in proposals. No officer or employee of the City of Burleson shall have financial interest, direct or indirect, in this or any contract with the City of Burleson. Minority and small business vendors are encouraged to submit bids/proposals on applicable City solicitations.

Euna Solutions (Formerly Bonfire) Submission

• We are requesting Offerors submit via Euna Solutions (formerly Bonfire). If there are any questions or concerns on how to do so, please contact Euna Vendor Support: For support using the platform, access the online knowledge base, search the FAQ, or contact the Euna support team at support@gobonfire.com or 1-800-354-8010.

• Please be sure to select the NIGP codes associated with your type of business or organization. Our solicitations will be set up using those codes and will be matched to vendors with the same codes. If you are already registered with Euna/Bonfire, you may use your existing name and password to register with https://burlesontx.bonfirehub.com/ mailto:support@gobonfire.com the City of Burleson.

Virtual Proposal Opening

• The bid opening will be virtual on Microsoft Teams on Thursday March 12, 2026, at 3:00PM CST. The bid opening link is included below and posted to public files in Bonfire.

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/23907436077515?p=2GpX5ujMitDnGQbNbr

Meeting ID: 239 074 360 775 15

Passcode: 63k9DB6D https://teams.microsoft.com/meet/23907436077515?p=2GpX5ujMitDnGQbNbr

TABLE OF CONTENTS

Request for Proposals Introduction Definitions General Information RFP Withdrawals and/or Amendments Proposal Submittal Requirements Proposal Evaluation and Contract Award

Appendix A – Scope of Services................................................................... A-1

Appendix B – Proposal ................................................................................. B- 1

Appendix C – Terms & Conditions ............................................................. C-1 City of Burleson Standard Addendum

Appendix D – Census Request Form ........................................................... D-1

1. Introduction The City of Burleson is requesting proposals with the intent of awarding contracts for Dental and Vision Insurance coverage.

The City provides these benefits to all eligible full-time employees, retirees, and dependents. Please refer to the benefit documents included within the RFP for detailed eligibility and enrollment information.

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

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

Purchasing Agent: The City of Burleson Purchasing Agent is Jennifer Swim. Phone: (817) 426-9602 E-Mail: purchasing@burlesontx.com

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

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.

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. Anti-Boycotting Provisions/Offeror Acknowledgement Form:

This acknowledgement form confirms that the Vendor is aware of House Bill (HB) 252, House Bill (HB) 29, Senate Bill (SB) 13, and Senate Bill (SB) 19. The Vendor acknowledges that this Agreement may be terminated, and payment withheld if any part of the certification or acknowledgement is found to be inaccurate.

mailto:purchasing@burlesontx.com

• Pursuant to Section 2271.002 of the Texas Government Code, Vendor certifies that either (i) it meets an exemption criterion under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

• Pursuant to SB 13, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 13, 87th Texas Legislature; or (ii) it does not boycott energy companies, as defined in Section 1 of SB 13, 87th Texas Legislature, and will not boycott energy companies during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

• Pursuant to SB 19, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 19, 87th Texas Legislature; or (ii) it does not discriminate against a firearm entity or firearm trade association, as defined in Section 1 of SB 19, 87th Texas Legislature, and will not discriminate against a firearm entity or firearm trade association during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

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. Proposal Submittal Requirements

A. Submittal Packet – Required Content: All proposals must be submitted electronically. The Proposer must visit https://burlesontx.bonfirehub.com/login and register. Once registered for this complimentary service, the Proposer may submit proposal documents electronically by selecting the appropriate proposal identification.

B. Submittal Deadline: 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 Agent.

https://burlesontx.bonfirehub.com/login

6. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process:

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 the emphasis placed on each factor as identified in the Scope of Services. As part of the evaluation process, the City may develop a shortlist of the most qualified proposers and conduct interviews or request additional information to further assess their capabilities. Any costs associated with the interview process shall be the sole responsibility of the Proposer. The City may also, at its option, engage in discussions with or accept proposal revisions from any proposer deemed responsible, including those shortlisted for interviews.

The final determination of the most advantageous proposal will be made in the best interest of the City.

B. Evaluation Criteria

A full description of each criterion is included in Appendix B.

C. Contract Award

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’s Standard Terms & Conditions have been provided with this RFP. The Proposer must submit any objections to the contract along with responses. A fully executed contract shall be comprised of the following documents:

i. Vendor’s Contract Form

ii. This Request for Proposal, including all attachments and complete questionnaires

iii. The successful Proposer’s submitted proposal

D. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, the 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.

E. 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.

Emphasis Criteria 40% • Pricing, guarantees, allowances

30% • Network, discounts, disruption, claims process

20% • Account management, implementation and reporting

10% • References, reputation, adherence to the RFP

100% Total

15 • Possible Interview/Best and Final (additional points)

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

G. Partial Contract Award: The 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 the City.

H. 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.

I. Billing for Services; Payment: Successful Proposers are encouraged to submit invoices to accountspayable@burlesontx.com.

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

1. The successful Proposer fails to perform in accordance with the provisions of these specifications; or

2. The successful Proposer violates any of the provisions of these specifications; or

3. The successful Proposer disregards laws or regulations of any public body having jurisdiction; or

4. The successful Proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to other party(ies) without written consent of the City.

5. If one or more of the events identified in subparagraphs J.1 through J.4 occur, the City 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.

6. When the contract has been terminated by the City, such termination shall not affect any rights or remedies of the City then exist or which may thereafter accrue.

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

mailto:accountspayable@burlesontx.com

A-1

Appendix A – Scope of Services

1. Scope of Services Contact Questions must be submitted in writing to the City’s Purchasing Manager prior to the question deadline on Friday, February 27, 2026, at 5:00 pm CST.

2. Scope of Services Description The City is nearing the end of its required five-year procurement cycle for the employee benefit programs included in this solicitation. In accordance with the City’s purchasing guidelines, the Dental and Vision plan lines must be competitively rebid at least once every five years. Accordingly, the City is issuing this Request for Proposals to evaluate available options and ensure ongoing compliance with procurement requirements. Please note that a separate RFP for additional lines of coverage will be released later.

B-1

Appendix B – Proposal All proposals submitted to the City of Burleson shall include this page with the submitted Proposal.

RFP Number: RFP 2026-015

Project Title:

Dental & Vision Insurance Benefits

Submittal Deadline: March 12, 2026 at 2:00 PM (CST) Submit Electronically* to:

https://burlesontx.bonfirehub.com/login

* 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) https://burlesontx.bonfirehub.com/login

B-2

Appendix B – Proposal (continued)

1. 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:

A. The vendor questionnaire must be returned in an Excel format B. GEO Access C. References D. All requested documentation from the questionnaire

2. Evaluation Criteria A. Pricing, Guarantees, Allowances (40%)

a. Competitiveness, transparency, and completeness of proposed pricing

b. Strength and enforceability of performance guarantees and financial remedies

c. Availability of allowances, credits, or implementation cost offsets

d. Overall cost predictability and protection against future increases

B. Network, discounts, disruptions, claims process (30%)

a. Network size, adequacy, geographic coverage, and provider stability

b. Historical and guaranteed discount performance

c. Risk of network disruption and mitigation strategies

d. Claims accuracy, turnaround time, and issue resolution process

C. Account Management, Implementation and Reporting (20%)

a. Experience, structure, and accessibility of the account management team

b. Clarity and feasibility of the implementation approach and timeline

c. Quality, frequency, and usefulness of reporting and analytics

d. Ongoing service support and proactive performance management

D. References, Reputation, Adherence to the RFP (10%)

a. Quality and relevance of client references

b. Vendor reputation, financial stability, and market experience

c. Responsiveness, completeness, and clarity of proposal responses

d. Adherence to all RFP instructions and requirements

E. Possible Interview (15 Points)

a. Demonstrated understanding of client needs and objectives

b. Knowledge, experience, and credibility of the proposed team

c. Clarity and consistency with the written proposal

d. Ability to effectively address questions and concerns

Emphasis Criteria 40% • Pricing, guarantees, allowances

30% • Network, discounts, disruption, claims process

20% • Account Management, Implementation and Reporting

10% • References, reputation, adherence to the RFP 100% Total

15 Possible Interview/Best and Final (additional points)

B-3

3. 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: # - - .

4. Emergency Business Services Contact Notice

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

B. For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical that 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.

C. 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 Burleson procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable.

D. 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: $

C-1

Appendix C – City’s Standard Addendum

1. The City is proposing to use the Vendor’s form for this contract. However, any agreement resulting from this solicitation will include the City’s Standard Addendum. By submitting a bid, the bidder acknowledges and agrees to these terms and conditions. Specific exceptions should be notated by the vendor in their submission.

City of Burleson

Addendum to Vendor’s Contract

Additional Provisions

The City of Burleson, Texas (“City”) and the Vendor are this day entering into a contract for and, for the mutual convenience, the parties are using the standard contract and/or purchase order form provided by Vendor (the “Vendor’s Contract Form”).

This Addendum (“Addendum”), duly executed by the parties, is incorporated into the Vendor’s

Contract Form and made an integral part thereof. This Addendum and the Vendor’s Contract

Form shall be referenced to hereafter collectively as the “Agreement”.

In the event of a conflict between any provision in this Addendum and any other provision in the

Agreement or any other exhibit to the Agreement, the terms provided in this Addendum shall govern and control.

Additional Provisions

1. Limitation of Vendor’s Contract Form. The Vendor's Contract Form is, with the exceptions noted herein, generally acceptable to City. Nonetheless, because certain standard clauses that may appear in the Vendor's Contract Form cannot be accepted by City, because of its status as a political subdivision of the State of Texas, and in consideration for the convenience of using provisions in the Vendor's Contract Form instead of negotiating a separate contract document, the parties agree that none of the provisions listed below, if they appear in the Vendor's

Contract Form, shall have any effect or be enforceable against City:

i. Requiring City to maintain any type of insurance either for City's benefit or for the

Vendor's benefit.

ii. Renewing or extending the Agreement beyond the contract term or automatically continuing the contract period from term to term.

iii. Requiring or stating the terms of the Vendor's Contract Form shall prevail over the terms of this Addendum in the event of conflict.

iv. Requiring the application of the law of any state other than Texas in interpreting or enforcing the Agreement, or resolving any dispute under the Agreement. The

Agreement and the obligations of the parties shall be construed and enforced in accordance with the laws of the State of Texas.

v. Releasing the Vendor or any other entity or person from its legal liability, or limiting liability, for unlawful or negligent conduct or failure to comply with any duty recognized or imposed by applicable law.

vi. Requiring any total or partial compensation or payment for lost profit or liquidated damages by City if the Agreement is terminated before the end of the contract term.

vii. Changing the time period within which claims can be made or actions can be brought under the laws of the State of Texas.

viii. Binding City to any arbitration provision or to the decision of any arbitration board, commission, panel or other entity.

APPENDIX C

C-2

ix. Obligating City to pay costs of collection or attorneys’ fees.

x. Requiring City to provide warranties.

xi. Obligating City to indemnify, defend or hold harmless any party.

xii. Granting a security interest in City’s property or placing a lien on City’s property.

2. Payment Terms. Payment will be made upon submittal and approval of a valid invoice. City shall make payment in accordance with Chapter 2251 of the Texas Government Code. It is the policy of the City to make payment on a properly prepared and submitted invoice within thirty

(30) days of the latter of any final acceptance of performance or the receipt of a properly submitted invoice.

3. Applicable Law; Venue. This Agreement is subject to and governed by the laws of the State of Texas. Any disputes arising from or relating to this Agreement shall be resolved in a court of competent jurisdiction located in Johnson County, Texas, or the federal courts for the United

States for the Northern District of Texas. The parties hereto irrevocably waive any right to object to the jurisdiction of such courts in any dispute arising from or relating to this

Agreement.

4. Tax Exempt Status. As a political subdivision of the State of Texas, City is tax exempt in the

State of Texas. Tax exemption certification will be furnished upon request.

5. Termination for Convenience. The City or Vendor may terminate this Agreement at any time and for any reason by providing the other party with 30 days written notice of termination.

6. Termination Due to Lack of Appropriations. If City should not appropriate or otherwise receive funds sufficient to purchase, lease, operate, or maintain the equipment or services set forth in this Agreement, City may unilaterally terminate this Agreement effective on the final day of the fiscal year through which City has funding. City will make every effort to give

Vendor at least thirty (30) days written notice prior to a termination for lack of appropriations.

In the event of termination due to a lack of appropriations, City will pay Vendor for all undisputed fees and expenses related to the equipment and/or services City has received, or

Vendor has incurred or delivered, prior to the effective date of termination.

7. No Waiver of Governmental Immunity. The Vendor expressly acknowledges City is a political subdivision of the State of Texas and nothing in the Agreement will be construed as a waiver or relinquishment by City of its right to claim such exemptions, privileges, and immunities as may be provided by law. Neither the execution of the Agreement by City nor any other conduct, action, or inaction of any representative of City relating to the Agreement constitutes or is intended to constitute a waiver of City’s sovereign immunity to suit.

8. Public Information. Vendor acknowledges that City is obligated to strictly comply with the

Public Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law. The City’s compliance with the Texas Public

Information Act shall not violate the Agreement. Upon City’s written request, Vendor will promptly provide specified contracting information exchanged or created under this

Agreement for or on behalf of City. The requirements of Subchapter J, Chapter 552, Texas

Government Code, may apply to this Agreement and the Vendor agrees that the Agreement can be terminated if the Vendor knowingly or intentionally fails to comply with a requirement

C-3 of that subchapter.

9. Entire Agreement. This Agreement constitutes the entire agreement between the parties and may not be waived or modified except by a written agreement signed by the parties.

10. Savings Clause. If a court of competent jurisdiction finds any provision of this Agreement illegal, ineffective or beyond contractual authority of either party, then the offending provision will be stricken and the remainder of the agreement between the parties will remain in effect.

11. Conflicts Of Interest. By executing this Agreement, Vendor and each person signing on behalf of Vendor certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, that to the best of their knowledge and belief, no member of City Council, city manager, deputy city manager, city secretary, department heads, or deputy department heads of the City has direct or indirect financial interest in the award of this Agreement, or in the services to which this Agreement relates, or in any of the profits, real or potential, thereof, in violation of Section 132 of the Home Rule Charter of the

City.

12. Anti-Boycotting Provisions. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

i. Pursuant to Section 2271.002 of the Texas Government Code, Vendor certifies that either (i) it meets an exemption criterion under Section 2271.002; or (ii) it does not boycott Israel and will not boycott Israel during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

ii. Pursuant to SB 13, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 13, 87th Texas Legislature; or (ii) it does not boycott energy companies, as defined in Section 1 of SB 13, 87th Texas Legislature, and will not boycott energy companies during the term of the Agreement. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

iii. Pursuant to SB 19, 87th Texas Legislature, Vendor certifies that either (i) it meets an exemption criterion under SB 19, 87th Texas Legislature; or (ii) it does not discriminate against a firearm entity or firearm trade association, as defined in Section 1 of SB 19, 87th Texas Legislature, and will not discriminate against a firearm entity or firearm trade association during the term of the Agreement. Vendor acknowledges this

Agreement may be terminated and payment withheld if this certification is inaccurate.

13. STATUTORY TITLE VI CLAUSES. During the performance of this contract, the Vendor, for itself, its assignees, and successors in interest (hereinafter referred to as the "Vendor") agrees as follows:

i. Compliance with Regulations: The Vendor (hereinafter includes Vendors) will comply with the Acts and the Regulations relative to non-discrimination in Federally-assisted programs of the U.S. Department of Transportation, the FHWA, as they may be amended from time to time, which are herein incorporated by reference and made a part of this contract.

ii. Non-discrimination: The Vendor, with regard to the work performed by it during the contract, will not discriminate on the grounds of race, color, or national origin in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Vendor will not participate directly or indirectly in the discrimination

C-4 prohibited by the Acts and the Regulations, including employment practices when the contract covers any activity, project, or program set forth in Appendix B of 49 CFR Part

21.

iii. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the Vendor for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the Vendor of the

Vendor's obligations under this contract and the Acts and the Regulations relative to nondiscrimination on the grounds of race, color, or national origin.

iv. Information and Reports: The Vendor will provide all information and reports required by the Acts, the Regulations, and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the Recipient or FHWA to be pertinent to ascertain compliance with such

Acts, Regulations, and instructions. Where any information required of a Vendor is in the exclusive possession of another who fails or refuses to furnish the information, the Vendor will so certify to the Recipient or FHWA, as appropriate, and will set forth what efforts it has made to obtain the information.

v. Sanctions for Noncompliance: In the event of a Vendor's noncompliance with the

Nondiscrimination provisions of this contract, the Recipient will impose such contract sanctions as it or FHWA may determine to be appropriate, including, but not limited to:

• withholding payments to the Vendor under the contract until the Vendor complies, and/or

• cancelling, terminating, or suspending a contract, in whole or in part.

vi. Incorporation of Provisions: The Vendor will include the provisions of §12(i)-12(v) in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The Vendor will take action with respect to any subcontract or procurement as the Recipient or FHWA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the Vendor becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the Vendor may request the Recipient to enter into any litigation to protect the interests of the Recipient.

In addition, the Vendor may request the United States to enter into the litigation to protect the interests of the United States.

vii. During the performance of this contract, the Vendor, for itself, its assignees, and successors in interest (hereinafter referred to as the "Vendor") agrees to comply with the following non- discrimination statutes and authorities; including but not limited to:

Pertinent Non-Discrimination Authorities:

• Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat.

252), (prohibits discrimination on the basis of race, color, national origin); and

49 CFR Part 21.

• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601 ), (prohibits unfair treatment of persons displaced

C-5 or whose property has been acquired because of Federal or Federal-aid programs and projects);

• Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex);

• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part

27;

• The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age);

• Airport and Airway Improvement Act of 1982, (49 USC § 4 71, Section 4

7123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex);

• The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964,

• The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal-aid recipients, sub-recipients and Vendors, whether such programs or activities are Federally funded or not);

• Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by

Department of Transportation regulations at 49 C.P.R. parts 37 and 38;

• The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. §

47123) (prohibits discrimination on the basis of race, color, national origin, and sex);

• Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20

U.S.C. 1681 et seq).

14. Vendor Certification Regarding Business With Certain Countries And Organizations. Pursuant to Subchapter F, Chapter 2252, Texas Government Code, Vendor certifies Vendor (1) is not engaged in business with Iran, Sudan, or a foreign terrorist organization. Vendor acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

15. Relationship of the Parties. The parties agree that in performing their responsibilities under this Agreement, they are in the position of independent contractors. This Agreement is not intended to create, does not create, and shall not be construed to create a relationship of employer-employee. Vendor, Vendor’s employees, and anyone else working at Vendor’s direction is an independent contractor and not an employee or servant of the City. Nothing in this Agreement is intended to or shall be construed in any manner as creating or establishing the relationship of employer-employee between Vendor, Vendor’s employees, and anyone else

C-6 working at Vendor’s direction. Vendor, Vendor’s employees, and anyone else working at

Vendor’s direction shall at all times remain an independent contractor with respect to the service to be performed under this Agreement.

16. Survival. The terms of this Addendum shall survive any closing or termination of the

Agreement.

17. No Indemnification by City. The Parties expressly acknowledge that the City’s authority to indemnify and hold harmless any third party is governed by Article XI, Section 7 of the Texas

Constitution, and any provision that purports to require indemnification by the City is invalid. Nothing in this Agreement requires that the City incur debt, assess, or collect funds, or create a sinking fund. This shall survive the termination of the Agreement.

18. Conflict. In the event of a conflict between any provision in this Addendum and any other provision in the Agreement or any other exhibit to the Agreement, the terms provided in this

Addendum shall govern and control.

19. Counterparts; PDF Signatures. This Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Any pdf-format or other electronic transmission of any signature of a signatory shall be deemed an original and shall bind such signatory.

IN WITNESS WHEREOF, the parties have caused this Addendum to be duly executed, intending thereby to be legally bound.

CITY OF BURLESON, TEXAS:

BY:

NAME:

TITLE:

DATE:

BY:

NAME:

TITLE:

DATE:

C-7 http://www.statutes.legis.state.tx.us/Docs/CN/htm/CN.11.htm#11.7 http://www.statutes.legis.state.tx.us/Docs/CN/htm/CN.11.htm#11.7 http://www.statutes.legis.state.tx.us/Docs/CN/htm/CN.11.htm#11.7

APPENDIX D

CENSUS REQUEST INSTRUCTIONS

Contact the City of Burleson HR Department for a Census file as outlined below:

Email: hr@burlesontx.com

Subject line of email:

• RFP 2026-015, Census Request for “Dental and/or Vision”

Subject:

• Provide which line of coverage(s) a census file is needed

• Provide the Company Name requesting the census file(s)

• Provide the Company’s Contact Name

• Provide the Email address to send the census file(s)

D-1 mailto:hr@burlesontx.com