2025-059-7084 - Food Catering Services for Older Ault Program.pdf

Solicitation Number No.: 2025-059-7084, Pre-Proposal Meeting Date: 9/30/2025 at 10 AM CST Project Title: Food Catering Services for Older Adult Nutrition Program, Proposal Due Date: 10/23/2025 at 2 PM CST.

PUR-FRM-051

REV. 2 – 7.20.2023

REQUEST FOR PROPOSAL

FOOD CATERING SERVICES FOR OLDER ADULT NUTRITION PROGRAM

REV. 2 – 7.20.2023

Contents I. Introduction, Purpose and Intent II. General Requirements III. Technical Requirements IV. Evaluation Criteria V. Proposal Format VI. Documents Submitted with Proposal or Upon Request VII. Pre-Proposal Meeting VIII. Term and Commencement Date IX. Award Method X. Opening of Proposals XI. Additional Questions and Answers During and/or After the Pre-Proposal Conference XII. Proposal Submittal and Exception Requirements XIII. Location and Invoicing XIV. Communication XV. Review of Proposals XVI. Proposal Pricing XVII. Insurance XVIII. Discussion With Reasonably Qualified Proposals XIX. Rejection or Acceptance of Proposals XX. Late and Withdrawn Proposals XXI. Confidentiality XXII. Disqualification Of Proposers XXIII. Permits Required by Law XXIV. Records and Audit XXV. Assignment of Contract XXVI. Default by Proposer XXVII. Termination XXVIII. Miscellaneous XXIX. Indemnity XXX. Selection Process XXXI. Development Costs XXXII. Contract Award XXXIII. Certificate of Interested Parties (Form 1295) XXXIV. Conflict of Interest XXXV. Contract Provisions for Non-Federal Entity Contracts Under Federal Awards Contract Provisions

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I. Introduction, Purpose and Intent

The purpose of this Request for Proposal (RFP) is to establish a three-year-term service price agreement, with two-year renewal options. This agreement aims to secure Food Catering Services for the Dallas County Health and Human Services Older Adult Nutrition Program, as detailed in the requirements below. The contract will be awarded to the highest-ranked vendor, who will be responsible for delivering congregate meal services Monday through Friday (excluding holidays) to 19 Senior Center nutrition program sites across Dallas County, ensuring accessibility for older adults.

Senior nutrition programs are offered around the United States as a result of the Older Americans Act and federal, state, county and local government funding. The program provides catered meal services in approximately nineteen (19) nutrition program sites across Dallas County that are accessible to older adults, and approximately 700 to 1,000 meals per day will be ordered, 5 days a week, Monday through Friday. The program operates those congregate sites so that community elders may come together for a nutritional meal and an educational or recreational program.

The goal of this Older Adult Services Program (OASP) is to provide individuals aged 60 and older with hot, nutritionally balanced meals that meet one-third (1/3) of the Dietary Reference Intakes (DRI). The Contractor is responsible for supplying the food, services, supplies, and equipment as outlined in this RFP. The taste, texture and appearance should be of the highest quality

II. General Requirements

1. Contractor must have a minimum of three (3) consecutive years’ experience in catering meal service.

2. All proposers must submit copies of their Food Service Establishment Inspection Report for the past three (3) years.

3. In addition to the requirements stated above, the Contractor must provide the following with their proposal submission:

o Contractor must provide a copy of licenses and certifications of Contractor personnel including subcontractors providing services under this contract (example: dietitian, nutritionist, food safety manager, food service manager, food handler, etc.).

o Provide sample menu, recipes and nutrient analysis for the following:

5 days of meal service Holidays meal service (Thanksgiving and Christmas) Boxed lunch alternative meal service Continental breakfast alternative meal service Boxed lunch service with upgraded enhancements for special program events Hot meal service with upgraded enhancements for special program events o Provide necessary items for serving quality disposable tableware quality disposable plasticware with salt, pepper, napkin and straw hair restraints disposable gloves digital food thermometers serving utensils o Equipment list for food preparation and delivery of food o Number and Type of Vehicles being utilized for delivery and pick-up under this contract (year, make and model number) o Information on the type vehicles that will be utilized

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o Sample routing, delivery and pick-up schedule based on the site location listed in RFP.

o Sample Food Safe Reports, Maintenance Reports, Inspection Reports, and Other Reports Sample of copy of company quality assurance plan.

4. Permits and Licenses:

o Contractor shall secure and pay for all fees for all necessary statutory and regulatory authorizations, permits, approvals, certifications, licenses, and insurance required by the laws of Federal, State, County, and municipal laws, ordinances, rules and regulations that are required in order to perform the services stated in RFP. Contractor shall maintain these licenses and permits in effect for the duration of the contract agreement. Respondent/Contractor will notify County immediately of loss or suspension of any such licenses and permits. Failure to maintain a required license or permit may result in immediate termination of the contract agreement.

III. Technical Requirements

In Addition to the General Requirements and Provisions, the Scope of Services shall include, but not be limited to the following minimum requirements and responsibilities:

1. Contractor shall furnish all documentation, reports, services, supervision, labor, personnel, food, food preparation, facilities, equipment, material, supplies, training, administration, management activities, implementation, programming, planning, scheduling, delivery and pick-ups, technical and professional services, and pay all taxes, fees, insurance, benefits, overhead, permits, licenses, transportation cost, shipping, freight, fuel surcharges, mileages, parking, tolls, travel time and all other things necessary or incidental to the performance, completion, and acceptance of the scope of work and services as described in this contract.

2. Contract involves approximately two hundred and fifty (250) serving days, Monday through Friday each week, excluding County holidays.

3. Approximately seven hundred (700) to one thousand (1000) meals per day will be ordered by the nineteen (19) Dallas County nutrition sites listed below:

1 Carver Heights Senior Center 2510 E. Ledbetter Dr., Dallas, Tx 75216

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

2 Concord Senior Center 6808 Pastor Bailey Dr, Dallas, Tx 75237

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

Emeritus Senior Center 4849 W. Illinois Ave., Dallas, Tx 75211, (Building B, Rm 137)

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

4 Jefferson Senior Center 1617 W. Jefferson Blvd., Dallas, Tx 75208

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

5 MLK Senior Center 2901 Pennsylvania, Dallas, Tx 75215

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

6 Marcus Annex Senior Center 2910 Modella Ave., Dallas, Tx 75229

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

7 Pleasant Sunshine 3700 Dixon Ave., Dallas, Tx 75210

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

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8 Richard Hsu Senior Center 2129 Arapaho Rd., Richardson, Tx 75081

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

9 Singing Hills Senior Center 6805 Patrol Way, Dallas, Tx 75241

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

10 Southern Charm Senior Center 3030 Tips Blvd., Dallas, Tx 75216

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

11 Walnut St. Senior Center 3306 W. Walnut St., Garland, Tx 75042 (3rd Floor)

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

12 Wellmed Senior Center 3107 W. Camp Wisdom Rd., Dallas, Tx 75237

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

13 West Dallas Senior Center 2828 Fish Trap Rd., Dallas, Tx 75212

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

14 W. B. Johnson Senior Center 12225 Willowdell Dr., Dallas, Tx 75243

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

15 Deaf Action Center 3110 Cedar Plaza, Dallas, Tx 75235

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

Esperanza Senior Center at Dolby Elementary School 14040 Rolling Hills Lane, Dallas, Tx 75240

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

17 Garland Senior Activity Center 1701 Dairy Rd., Garland, Tx 75040 (Temporary)

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

18 Garland Carver Senior Center 222 Carver St., Garland, Tx 75040

5 Days per week Monday-Friday

Lunch Time 11:00am

Serving

19 DeSoto Senior Activity Center 204 Lion St. DeSoto, Tx 75115

5 Days per week Monday-Friday

Lunch Time 11:30am

Serving

Contractor must meet the broad spectrum of regulations and statutes appropriate to the conduct of the Older Adult Services Program for the elderly as promulgated by the United States Department of Health & Human Services and administered by the Administration on Aging, the Texas Health and Human Services, the Dallas Area Agency on Aging, and the Dallas County Older Adult Services Program. Such items include Public Law 116-131 and Title III-C (see links below) of the Older Americans Act Amendments of 1987 as identified in the Rules and Regulations published in the Federal Register March 29, 1988, and signed June 1988, by the Secretary of Health and Human Services, Office of Human Development Services. Copies of these may be obtained from the U.S. Government Printing Office or its local subsidiaries and branches.

Title III-C https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/f-1600-meals

Public Law 116-131 https://www.congress.gov/bill/116th-congress/house-bill/4334/text

4. Contractor will be required to:

Create menus exclusively for Dallas County Older Adult Services Program.

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Ensure that food handling (cooking, storage, and transporting) methods will maintain quality and safety of foods.

Meet all local jurisdiction(s) and Texas Department of State Health Service regulations for food service sanitation in places where food is to be prepared. All kitchens where food is to be prepared will be inspected by the Texas Department of State Health Services or Dallas County Health and Human Services Department.

Initiate an investigation by local health authorities upon receiving complaints involving two (2) or more persons with symptoms of food-borne illness within a similar time frame after consuming food from the nutrition site.

Dallas County Older Adult Services Program will notify the Dallas Area Agency on Aging immediately of the investigation. A written report of the investigation and corrective action will be submitted to Dallas County, the Dallas Area Agency on Aging and the Texas Health and Human Services within 24 hours.

Initiate an investigation of any report of foreign object found in food and provide a written report of the investigation and corrective action within 24 hours to Dallas County.

Keep full and accurate sales and procurement records related to purchases covered by this contract. All such records shall be kept on file for a minimum of seven (7) years after the end of the federal fiscal year to which they pertain or any other period which the Administration on Aging or the Dallas County Older Adult Services Program may from time to time designate. Contractor shall agree that authorized auditors and officials, upon request, shall have access to all such records for audit and review at a reasonable time and place, and to conduct on-site reviews of the food service, transportation, and handling operations.

Contractor agrees to not subcontract any portion of this contract without prior written approval of Dallas County.

Maintain responsibility for all fees and licenses required to operate under this Contract for the full duration of the Contract. The director/owner of Contractor and at least one other employee responsible for meal production shall be a Certified Food Service Manager in accordance to Texas Department of State Health Services guidelines and regulations.

Expect no more than forty-eight (48) hours advance notice in regard to the number of meals to be provided at each site.

Implement all provisions of the contract within thirty (30) days after award.

5. Meal Planning Menus shall be crafted exclusively for Dallas County Older Adult Services Program.

The special needs of older adults must be considered in all menu planning, food selection, and meal preparation.

Contractor shall provide a director/manager and a dietitian who will be adequately educated, trained, and skilled and devote the necessary time to ensure the execution and maintenance of this Contract. The director/manager and a registered/licensed dietitian shall be available to participate on invitation in OASP activities that are held throughout the County. Contractor will assume all costs of travel and related expenses relating to such.

Contractor shall provide nutritional analyses approved by a registered/licensed dietitian for all menus submitted to the Dallas County Older Adult Services Program.

Menus must be planned for a minimum of six (6) weeks and submitted to Dallas County Older Adult Services for review 12 weeks prior to the initial planned start date of the menu.

Contractor must be available to participate in collaborative menu review meetings with Dallas County Older Adult Services to include contractor director/manager, dietician and lead staff presiding over daily kitchen operations.

Menu review meetings will evaluate past menus and dining experience for older adults and discuss future menus.

Finalized menus shall be approved by Dallas County Older Adult Services. Contractor will assume all costs of travel and related expenses relating to such meetings.

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Menu evaluation criteria will include:

o Taste o Texture o Appearance o Freshness o Temperature

Contractor shall submit finalized menus certified in writing by a registered/licensed dietitian to the Dallas County Older Adult Services Program.

Menu items should include desirable products such as:

Quality meats (Bone-in chicken, 100% beef, fish, etc.)

Variety breads (grained breads, rolls, buns, croissants, garlic, cornbread, tortillas, artesian, etc.)

Herbs, spices, seasonings

Fresh fruits, vegetables

Variety of dessert options

Products should be appropriately paired for desired menu.

Religious, cultural, ethnic, or regional preferences of a major portion of the elderly participants shall be reflected in the meals served. Menus should reflect meals of Anglo, African American, Hispanic and Asian cultures at a frequency of at least once per month.

Contractor shall provide packaged boxed lunch or meal with upgraded enhancements for special program events and outings at minimum of once per month for one or more sites. Contractor may submit separate proposed pricing.

Contractor shall provide continental breakfast as an alternative to lunch on occasion at minimum of once per month for one or more sites.

Contractor shall provide individually packaged lunch alternatives for outings, religious meat options, etc.

Contractor shall provide a birthday cake and ice cream for each site on the second Wednesday of each month.

Contractor shall provide refreshments for up to six (6) times per year for special events. Refreshments may include items such as fruit, cookies, and bottled water. The Contractor must also include a list of any additional refreshments they are able to provide.

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Contractor shall provide packaged shelf stable meals for closures due to holidays, emergencies, potential inclement weather, etc.

Contractor shall provide menus for special observances and holidays (dates subject to change):

o New Year’s Day – January 1 o Martin Luther King Jr. Day – Third Monday in January o Black History Month – February (month-long observance; specific dates to be determined) o St. Patrick’s Day – March 17 o Easter – Specific dates to be determined o Older Americans Month – May (month-long observance; specific dates to be determined) o Cinco de Mayo – May 5 o Memorial Day – Last Monday in May o Juneteenth – June 19 o 4th of July (Independence Day) – July 4 o Christmas in July – Typically celebrated in July (varies, often July 25) o Thanksgiving Day – Fourth Thursday in November o Christmas Day – December 25

Contractor shall provide serving instructions for each menu.

Contractor shall be responsible for the preparation of a final copy of each monthly menu and submit copies of menus to the Dallas County Older Adult Services Program administrative office, thirty

(30) days before the beginning of the following month. Contractor shall maintain a recipe file for inspection by the Dallas County Older Adult Services Program.

Any changes or substitutions which need to be made to menus shall be approved in advance by personnel of the Dallas County Older Adult Services Program. The Dallas County Older Adult Services Program may deny payment to the vendor for menu substitutions not previously approved.

Incomplete meals served to older adults due to inaccuracies, temperature, quality or shortages may deny payment to vendor.

IV. Evaluation Criteria

Proposals shall be evaluated by an evaluation committee and award consideration shall be given to the highest ranked proposer. Award is subject to Dallas County Commissioners Court approval.

Criteria Points Experience and Qualifications 35 Service Functionality and Work Plan 25 Cost and Other Fees 20 Financial Stability 5 Small Business Enterprise 15 Total Points 100

V. Proposal Format

The proposal shall be divided into tabbed, marked sections and shall include but not limited to information in the format as described in this section.

1. Executive Summary - Each proposal must contain an executive summary consisting of the cover sheet that summarizes the key elements of the proposal such as statement of capabilities, approach to delivering the services

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described in the RFP and understanding of the project goals and objectives. Additionally, included in the executive summary, must be a statement that explains why the respondent would be the best to choose for the County.

2. Table of Contents - A table of contents that identifies the consecutive page numbers where to find the various sections included in the proposal.

3. Cover Letter

a. Identify the submitting organization and legal entity.

b. Identify the name, title, telephone, and e-mail address of the person authorized by the organization to contractually obligate the organization.

c. Identify the name, title, telephone, and e-mail address of the person authorized to negotiate the contract on behalf of the organization.

d. Identify the names, titles, telephone, and e-mail addresses of persons to be contacted for clarification.

e. State in writing that all furnished information, including prices, will remain valid for a period of not less than one hundred and eighty (180) days from the date set for the opening thereof and will remain the property of Dallas County.

f. Acknowledge receipt of all addendums to this RFP (If any).

g. Include the signature of the person authorized to contractually obligate the organization.

4. Experience and Qualifications (35 points) - This section should include the Firm’s overall experience and qualifications of working on like projects and it should include, at a minimum, the Firm overall understands of the technical and general aspects of the project.

a. Provide a brief overview of your company. This can include primary products and/or services, nature of business, established, history and organization of your firm, parent and/or subsidiary information, headquarters, industry, number of employees, number of offices, principal place of business, locations, awards, and recognitions.

b. Provide an organizational chart that identifies the complete structure of the company including any parent company. Identify the headquarters, regional offices, and subsidiaries if applicable.

c. Indicate prior experience in providing the type, scope, and magnitude of services solicited under this RFP, specifically working with a diverse population.

d. Indicate the experience and capability of the respondent’s key personnel, including respondent’s designated representatives. Respondent shall submit a list of capabilities and resumes of key personnel assigned to the proposed contract with Dallas County Health and Human Services (HHS). This information should indicate sufficient evidence satisfactorily to the County that the proposed key personnel have the capabilities and experience necessary to successfully perform the scope of services.

For each key person identified, the following information must be provided:

1. Key personnel (defined as personnel who provide direct service, supervising personnel providing direct service, and any other key personnel that will be involved in the participants' treatment or involved in the operations of the treatment provided) areas of expertise and areas for prime responsibility under the contract; and

2. Resumes or personnel profiles for each person with background, including years of experience in each position and training, containing a description of their roles and responsibilities on recent contracts of similar type, scope and magnitude relating to the scope of services as described in this RFP. Please include any applicable criminal background of key personnel that HHS needs to be aware of.

e. Provide explanation of how your company will maintain compliance in collaborating with a registered dietician, licensed nutritionist, or physician for meal approval to ensure meals meet established nutritional guidelines

f. Describe how you guarantee that all operating staff have and keep up-to-date essential food handler training and certifications.

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g. Describe the approach you take to maintain a consistent quality of food and service daily. Include specific methods, processes, and standards you implement to achieve consistency.

h. Provide a description how the respondent was able to manage the overall Services to maintain schedule, maintain budgets, monitor performance, and monitor quality on similar public projects; Provide a description of how the respondent used metrics and processes to ensure schedule, budget performance and quality are all of the highest possible standard;

i. Describe the strategy for addressing customer concerns, complaints, and input. Provide a copy of your customer service policy.

j. Provide a detailed description of what processes were used by the respondent to manage the work and completion of all work to ensure high quality, on time and within budget delivery of Services.

k. Provide any default in the last five years (If applicable). Termination for default is defined as notice to stop performance which was delivered to the contractor due to the contractor's non‐performance or poor performance.

l. Provide a minimum of four (4) reference letters from other agencies (public and/or private sector) for relevant projects involving similar meal services completed within the past five (5) years from the date of release of this RFP. The reference letters should include:

1. Client Name

2. Project description;

3. Scope of Project

4. Project actual or expected completion date;

5. Client List/Reference Contact Information

5. Service Functionality and Work Plan (25 points)

a. Provide a detailed narrative outlining the proposed approach to the project, emphasizing critical issues and available resources to ensure commitment to the Dallas County project. This section should describe the firm's plans for achieving project objectives, including methods for planning, organizing, scheduling, coordinating, and administering the overall effort.

b. Provide proposed menus for clients that include 5-day-per-week meal service, holiday meal service, boxed lunch alternative meal service, boxed lunch service with upgraded enhancements and refreshments for special program events, and hot meal service with upgraded enhancements for special program events.

c. At the County’s discretion, a taste test of the proposed food may be requested from the vendor. Please confirm that your company is able to provide a taste test at a Dallas County location.

d. Describe your process for developing menus tailored to customers with similar scope and size.

e. Provide a plan to ensure menus accommodate various medical, religious, and dietary requirements.

Respondent must submit with their proposal a sample five-day menu.

f. Provide quality inventory control methods and standards

g. Provide procedure for providing safe, sanitary, and secure food service management including supervision and control of client and internal security of products and equipment available to clients.

h. Provide procedures for billing and inventory of supplies.

i. Provide emergency/contingency plan to provide food service in case of emergency situations, including but not limited to, equipment failure, disruption of standard food supply shipments, health, or safety lockdowns, strikes by the vendor's employees, natural disasters, riots, fire, power failure or kitchen shut down.

j. Provide strategy for handling late or missed meal schedule(s).

k. Provide a staffing plan and proposed salaries tailored to the requirements of the operation.

l. Provide overview of employment hiring and vetting model.

m. Provide a copy of your Public Health Inspection Certificate.

n. Provide training process and procedures for each of vendors staff members.

o. Provide approach to rendering services.

p. Provide what process vendor utilizes to measure success.

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q. Provide approach for managing access or leftover meals or food.

r. Describe any challenges you foresee in providing food service to Dallas County HHS.

6. Cost and Fees ( 20 points) This section shall include a detailed breakdown of the project costs. Please complete the Pricing Spreadsheet and include all possible costs in the document.

7. Financial Stability (5 points) Respondent will provide annual financial statements for the last two (2) calendar years for your organization.

Independently audited statements are preferred. Statements should include the company’s assets, liabilities, and net worth. At a minimum, include the Balance Sheet (Statement of Financial Positions), Income Statement (Statement of Operations), Retained Earnings and Cash Flow Statement. Financial Statements will be kept confidential, if so, stamped on each page.

The County acknowledges that privately held corporations and other business entities are not required by law to have audited financial statements. In the event the proposer is a privately held corporation or other business entity whose financial statements are audited; such audited statements shall be provided. If the privately held corporation or other business entity does not have audited financial statements, then un-audited statements or other financial documentation sufficient to provide the same information as is generally contained in an audited statement, and as required above, shall be provided. If, the financial statements are un-audited the reviewed shall be in accordance with standards issued by the American Institute of Certified Public Accountant. Any claim of confidentiality on financial statements should be asserted at the time of submittal.

a. Litigation History - Provide the style and cite of any current/pending litigation and any litigation settled or disposed within the past five (5) years against the Respondent, including its parent, sister or subsidiary companies and proposed subcontractors.

b. Other Material - Please include any additional material that may assist the County in evaluating your proposal. However, clarity and brevity of presentation, not length, will be favorably considered.

c. Exceptions – please note if your company is taking exceptions to any Dallas County terms and conditions.

8. Small Business Enterprise (15 points) Submit all Mandatory Forms found in the attachment section of this solicitation

VI. Documents Submitted with Proposal or Upon Request

1. Attachment S - Small Business Enterprise (SBE) Forms (mandatory must be submitted with proposal).

2. Pricing Spreadsheet

VII. Pre-Proposal Meeting

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A pre-proposal meeting will be held by the County whereby the respondents will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-proposal meeting will be the only time when respondent and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address through the County’s purchasing platform, (https://www.bidnetdirect.com/texas/dallas-county), to the assigned Buyer. The County will respond to all questions by way of addendum which will be posted as part of the solicitation. The County, its agents, and employees shall not be responsible for any information given by way of verbal communication.

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Pre-proposal conference 9/30/2025 at 10 a.m. (CST), the pre-proposal meeting will be conducted through a conference call.

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Dial in by phone +1 469-208-1731,,122991228# United States, Carrollton Find a local number Phone conference ID: 122 991 228#

The deadline for the submission of questions is 9/29/2025 at 2 p.m. (CST) through Bidnet.

VIII. Term and Commencement Date This will be a three-year term contract with an option for a two-year renewal commencing upon award by Commissioners Court, upon meeting any insurance and/or bonding requirements (if applicable) and/or fully executing the contract (if applicable).

IX. Award Method

The County’s intent is to award this solicitation in its entirety but the County reserves the right to award in the method that is most advantageous to the County.

The County reserves the sole discretion to determine whether a solicitation response is responsive. County reserves the right to reject any or all proposals and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of County. Late proposals will not be considered for award.

X. Opening of Proposals

Proposal reading shall be conducted:10/23/2025 at 2:30pm (CST) on the day the proposals are due. The reading will be conducted via a live meeting online at https://teams.microsoft.com/l/meetup-join/19%3ameeting_Y2Q1NDU3Y2YtODk5Zi00ZjZlLWIyMGQtZGM3ZjMzNDUzYTE2%40thread.v2/0?context=%7B %22Tid%22%3A%2251adcfad-72f1-479c-b28f-52412e04014b%22%2C%22Oid%22%3A%226f7e6e0d-1f84-43a8-a037-c8b93e424cb8%22%2C%22IsBroadcastMeeting%22%3Atrue%2C%22role%22%3A%22a%22%7D&btype=a&role=a

Proposals will be publicly opened in compliance with public proposal opening statutory requirements.Proposer names will be publicly read aloud. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

XI. Additional Questions and Answers During and/or After the Pre-Proposal Conference

Firms will be required to any submit additional questions presented at the pre-proposal and/or after the conference. All additional questions must be received by 10/1/2025 at 10 a.m. (CST)

All questions and responses will be posted to the County’s website in the manner as previously stated herein. Dallas County reserves the right to reject/not respond to any questions received after the deadline date.

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XII. Proposal Submittal and Exception Requirements To be considered for award, the proposal response must be submitted by 10/23/2025 at 2:00 p.m. (CST). Responses shall be submitted electronically through Bidnet, the County’s online public solicitation platform https://www.bidnetdirect.com/texas/dallas-county. Although the County prefers submissions in electronic form, a respondent may elect to submit their proposal in hard copy. To submit in hard copy, the vendor may deliver or ship to:

Dallas County Purchasing Department, Records Building 500 Elm Street, Suite 5500, Dallas, Texas 75202. When submitting a response in hard copy, the County requires two (2) duplicate hardcopies (one original and one copy) to be submitted.

Any exceptions to the specifications/scope of work and/or terms and conditions shall be included in the solicitation response and shall appear in its own tab. Exception shall reference the page number, section and language for which exception is taken. The County reserves the right to reject any exception not in the best interest to the County or may lead the response to be considered nonresponsive and not considered for award.

Note: On December 19, 2024, Dallas County implemented a new public solicitation platform and will be posting all solicitations for goods, services, and construction through Bidnet. Vendors seeking to do business with Dallas County will be required to register, (https://www.bidnetdirect.com/texas/dallas-county). By registering, vendors will be able to receive solicitation notices, view open solicitations, and submit their response online to desired business opportunities.

XIII. Location and Invoicing The County shall pay invoices in 30 days. In order for the County to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the County. The 30 days begin when the County has received a correct invoice reflecting the work or goods delivered. If the County receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the County will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the County for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

Name and address of the department for which services were provided Purchase order number Contact information of County staff who placed order (name, phone number, department) Date of order or Service Detailed description of each service Price good or services (charges for all services covered by this contract are to be separately stated and explained Unit pricing Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow these instructions risk having the contract with the County cancelled.

XIV. Communication Upon release of the solicitation and during the process, vendors /firms and their employees of related companies as well as paid or unpaid personnel acting on their behalf shall not contact

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in relation to this solicitation with Dallas County employees, department heads and/or elected officials. Such contact may result in the vendor being disqualified. All questions and request for information related to this solicitation must be coordinated through Ahron Molina.

All questions regarding this solicitation are to be submitted in writing to Ahron Molina, Dallas County Purchasing Department via Bidnet (https://www.bidnetdirect.com/texas/dallas-county), the County’s procurement platform. If the respondent does not have access to the County’s solicitation platform, the respondent may submit their questions in writing via email to ahron.molina@dallascounty.org. Please reference the Solicitation number in the subject of the email.

All questions, comments and requests for clarification must reference the solicitation number on all correspondence to Dallas County. Any oral communications shall be considered unofficial and non-binding.

Only written responses to written communication shall be considered official and binding upon the County. The County reserves the right, at its sole discretion, to determine appropriate and adequate responses to the written comments, questions, and requests for clarification.

NOTE: All addendums and/or any other correspondence (general information, question and responses) to this solicitation will be made available exclusively through the Dallas County website for retrieval. Respondents are solely responsible for frequently checking this website for updates to this solicitation Addendums to this solicitation can be located at the following web address: http://www.dallascounty.org/department/purchasing/currentbids.php (go to the appropriate solicitation #, click on the appropriate hyperlink for viewing and/or downloading.)

XV. Review of Proposals All proposals will be examined by an evaluation committee consisting of various Dallas County personnel, Dallas County Purchasing, and representatives selected by the County of Dallas in proportion to contribution sizes.

Proposals that do not conform to the instructions or which do not address all the services as specified may be eliminated from consideration. However, Dallas County reserves the right to accept such a proposal if it is determined to be in the best interest of Dallas County.

Evaluations are based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous and equivocal statements may be construed against the proposer. The proposal response may be incorporated into any contract which results from this RFP, and proposers are cautioned not to make claims or statements it is not prepared to commit to contractually. Failure of the proposer to meet such claims will result in a requirement that the proposer provide resources necessary to meet submitted claims.

Dallas County Purchasing may initiate discussions with selected proposers; however, discussions may not be initiated by proposers. Dallas County Purchasing expects to conduct discussions with vendor’s representatives authorized to contractually obligate the vendor with an offer. Proposers shall not contact any Dallas County personnel during the RFP process without the express permission from the Office of the Dallas County Purchasing Agent. Dallas County Purchasing may disqualify any vendor who has made site visits, contacted Dallas County personnel or distributed any literature without authorization from Dallas County Purchasing.

All correspondence relating to this RFP, from advertisement to award shall be sent to Dallas County Purchasing. All presentations and/or meetings between Dallas County and the vendor relating to this RFP shall be coordinated by Dallas County Purchasing.

Selected proposers may be expected to make a presentation/product demonstration to an evaluation committee. Proposals, presentations and product/service evaluations may develop into negotiating sessions with the proposer(s) as selected by the Evaluation Committee. Dallas County expects to conduct negotiations with proposer’s representatives authorized to

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contractually obligate with an offer. If proposer is unable to agree to contract terms and conditions, Dallas County reserves the right to terminate contract negotiations with that proposer and initiate negotiations with another proposer. In addition to a presentation, visits by the Evaluation Committee to representative proposer’s client sites may be conducted where the proposed solution can be demonstrated in a production environment.

XVI. Proposal Pricing Proposal pricing shall be firm with a percentage of allowance for inflation for the term of the contract unless otherwise stated herein. Costs not included or calculated in the applicable unit prices as response will not be paid by the County, regardless of the intentions of the proposer when the proposal was submitted and regardless that those costs were actually incurred. Price increase(s) shall not be automatic, the proposer shall request on an annual basis a price increase which shall not exceed 5% annually as warranted. Proposer shall submit, for the County's consideration, supporting documentation that substantiates the requested price increase. A price increase shall be mutually agreed upon by the County and Contractor.

Request for price increases and change orders shall be reviewed and considered at the County's sole discretion.

All vendors are required to submit their pricing using the designated pricing spreadsheet. Please ensure that all relevant sections are completed accurately, including unit costs, total pricing, and any additional fees or optional services.

Proposer must provide their price increase no later than July 1st of that year; which once approved would go into effect October 1st for a year.

XVII. Insurance

Any Contractor or Vendor that conducts business with Dallas County, whether it is for goods and/or services, must maintain lawful worker's compensation/self-insured employee coverage requirements and adequate liability limitations

Within ten (10) days after contract award or prior to the commencement of any work or delivery, the Purchasing Agent requires the successful Contractor(s)/Vendor(s) to submit verification of the following coverage. The insurance coverages, except Workers Compensation and Professional Liability, required by this Contract, shall name Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers, as additional insured(s) (as the interest of each insured may appear).

Contractor at its own expense, consistent with its status as an independent contractor will carry, purchase and maintain insurance coverage, the minimum insurance coverage set forth immediately below, with companies authorized to do insurance business in the State of Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code, having an A.M. Best Rating of “A” or better, and in amounts not less than the following minimum limits of coverage:

The policies may provide coverage, which contains deductibles or self-insured retention. Such deductibles and/or self-insured retention shall not be applicable with respect to the coverage provided to Dallas County under such policies. The Contractor shall be solely responsible for all deductibles and/or self-insured retention.

All insurance required herein shall be maintained in full force and effect throughout the term of this contract, including all extensions or renewals.

1.1. Workers Compensations and Employer’s Liability Insurance or self-insured employee in the amount and in compliance with the provisions as provided for by Texas Law as established by the Texas Workers Compensation Act, Title 5, Subtitle A, Texas Labor Code for all his employees assigned to operate or work under this Contract. In the event the Contractor elects to sublet any work, Contractor shall require Sub-Contractors to provide Workers’ Compensation Insurance for all of the latter’s employees unless the Contractor affords such employees protection. Contractors shall be responsible for workers’ compensation insurance for subcontractors or sub-lessees who directly or indirectly provide service under Dallas County contract.

Workers’ Compensation Insurance with statutory limits, and Employer’s Liability Insurance with limits of not less than $500,000:

Employers Liability - Each Accident $500,000 Employers Liability - Each Employee $500,000 Employers Liability - Policy Limit $500,000

Policies under this Section shall apply to State of Texas and include the following endorsements in favor of Dallas County:

a. Waiver of Subrogation

b. Thirty (30) day Notice of Cancellation

1.2. Commercial General Liability: Contract shall maintain Commercial General Liability Insurance coverage must include the following: (a) Premises; (b) Operations; (c) Independent Contractor’s Protective Liability; (d) Products and Completed Operations; (e) Medical Expense; (f) Personal and Advertising Injury; (g) Contractual Liability; (h) Broad form property damage, to include fire legal liability. Such insurance shall carry in an amount not less than One Million and 00/100 ($1,000,000.00) for bodily injury (including death), property damage, and blanket contractual coverage per occurrence with a general aggregate of Two Million and 00/100 ($2,000,000.00) and products and completed operations aggregate of Two Million and 00/100 ($2,000,000.00).

Policies under this Section shall apply to State of Texas and include the following endorsements in favor of Dallas

c. Additional Insureds: Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers.

1.3. Automobile Liability Insurance: Contractor shall maintain Automobile Liability Insurance covering all owned, hired and non-owned automobiles used in connection with work with limits not less than Five Hundred Thousand 00/100 ($500,000.00) Combined Single Limit of Liability for Bodily Injury and Property Damage. Such insurance is to include coverage for loading and unloading hazards.

Policies under this Section shall apply to State of Texas and include the following endorsements in favor of Dallas

c. Additional Insureds: Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers.

Contractor agrees that, with respect to the above-referenced insurance, all insurance contracts/policies will contain the following required provisions:

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a. Endorsement: Except Workers Compensation and Professional Liability, name Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers as additional insured(s) (as the interest of each insured may appear) as to all applicable coverage;

b. Endorsement: Provide for thirty (30) days prior written notice will be given to the County for cancellation, non-renewal or material reduction/change in coverage provided under all policies, except in cases of cancellation for non-payment, in the event of which notice shall be provided as required by state law to Dallas County;

c. Endorsement: Contractor agrees to waive subrogation against Dallas County, its officers and employees for injuries, including death, property damage or any other loss;

d. Provide for endorsement that the “other insurance” clause shall not apply to County where County is the additional insured on the policy;

e. All insurance required herein shall be maintained in full force and effect until all work or services required to be performed under the terms of the contract is satisfactorily completed and formally accepted;

f. All insurance coverage shall be on a per occurrence basis, if coverage is written on a claims-made basis, the retroactive date shall be prior to or coincide with the date of the Contract and the certificate of insurance shall state that the coverage is claims-made and indicate the retroactive date. The coverage shall be continuous for the duration of the contract agreement and for not less than two (2) years following the end of the contract agreement. Coverage, including renewals, shall have the same retroactive date as the original policy applicable to the contract agreement;

g. Contractor shall be solely responsible for the deductible and/or self-insured retention for any loss;

h. Contractor insurance policies coverage shall be written on a primary basis and non-contributory with any other insurance coverages and/or self-insurance carried by Dallas County;

i. Default/Cumulative Rights/Mitigation. It is not a waiver of default if the non-defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this contract agreement are cumulative, and either Party’s use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the Parties may have by law, statute, ordinance or otherwise. Contractor has a duty to mitigate damages.

j. Approval and acceptance of Contractor’s services and work by County shall not constitute nor be deemed a release of the responsibility and liability of Contractor for the accuracy and competency of Contractor’s services or work; nor shall such approval and acceptance be deemed to be an assumption of such responsibility by the County for any defect, error or omission in the services performed by Contractor in this regard;

k. Contractor shall provide that all provisions of this contract agreement concerning liability, duty and standard of care, shall be underwritten by contractual liability coverage sufficient to include obligation within applicable policies;

l. Contractor and their freight contractors must be prepared to show coverage verification prior to entering upon County premises;

m. Failure to comply with lawful requirements or adequate liability requirements may result in delay of payments, subject to the orders of the Commissioners Court, not to exceed a period of up to two years from the termination of this contract agreement, or cancellation of this contract agreement or both (Dallas County Commissioners Court Order 2003-1792, September 30, 2003);

n. Insurance Certificates: The certificates of insurance shall list County as the certificate holder. Any and all copies of Certificates of Insurance shall reference any applicable (Solicitation Number, Commissioners Court Order Number, or contract number for which the insurance is being supplied).