4-Business Enterprise Hub Forms.docx

Solicitation Name:

Solicitation #:

Prime Vendor Information

Prime Vendor Legal Business Name:

Headquarters (HQ) Address:

City:

State:

County:

Local Office Address (if different than HQ):

City:

State:

County:

Primary Contact Name:

Title:

Email:

Phone:

SBE Program Acknowledgement It is the policy of the City of Dallas to promote contracting and broaden opportunities for small businesses through the Dallas Regional Inclusive Vendor Enterprise (DRIVE) Policy, adopted by City Council under Council Resolution #25-1879. All respondents to City solicitations are required to support the City’s goals of increasing small business participation, strengthening the regional vendor marketplace, and advancing economic impact across Dallas and the Dallas–Fort Worth–Arlington Metropolitan Statistical Area (MSA).

The respondent acknowledges that the City establishes two types of SBE goals under the DRIVE Policy: (1) annual aspirational SBE benchmarks by procurement category, and (2) contract-specific SBE subcontracting goals.

Aspirational benchmarks represent the City’s overall, program-wide participation goals for major procurement categories such as Goods, Construction, Architecture & Engineering, Professional Services, and Other Services. These benchmarks are based on regional marketplace conditions and may be adjusted periodically. They are used to measure the City’s overall progress in advancing small business participation.

Dallas Regional Inclusive Vendor Enterprise Small Business Enterprise (SBE) Affidavit BEH-FRM-602.SAW

BEH-FRM-602.SAW

Revision Date: 2026.03.01

The City updates these benchmarks periodically based on market availability, utilization data, and regional capacity. The respondent is responsible for complying with the most current benchmarks as published or referenced in the solicitation.

Contract-specific SBE goals are tailored for each solicitation and reflect the availability of ready, willing, and able SBE firms for the scopes, trades, and disciplines included in that contract. The Business Enterprise Hub (BEH) uses marketplace research, availability analysis, and historical participation data to determine these goals. Contract-specific goals may be higher or lower than the aspirational benchmarks depending on the opportunities associated with the specific solicitation.

By signing this Affidavit, the respondent acknowledges receipt of the SBE Program requirements, including the annual aspirational benchmarks and any contract-specific SBE goals established for this procurement. The respondent further affirms responsibility for submitting accurate and truthful information regarding SBE participation, subcontractor commitments, SBE self-performance (if applicable), and any documentation required to demonstrate good-faith efforts under the DRIVE Policy.

Subcontracting, CUF Obligation, & Change of Sub Requirements The respondent understands that the SBE subcontracting commitments submitted with their solicitation response constitute material representations of intent. Only the work performed by subcontractors who execute a Commercially Useful Function (CUF) including managing, supervising, and performing their contracted scope of work with their own labor and resources may be counted toward SBE participation.

Any proposed change involving SBE subcontractors including reductions in scope, reassignment of work, substitution, or removal requires prior submission of:

(1) a revised BEH-FRM-603.SAW — Schedule of Work and Actual Payment, and

(2) a BEH-FRM-501.PAC — Change of SBE Subcontractor Request Form to the Business Enterprise Hub (BEH) for review and approval before any change may be implemented. Work shall not proceed under a modified subcontracting arrangement until written approval is issued by BEH.

Misrepresentation of CUF performance, subcontractor participation, certification status, or vendor location may result in corrective actions or sanctions consistent with City policy.

Monthly Compliance & Auditing Reporting The respondent acknowledges that the City conducts monthly compliance audits through its designated City of Dallas Compliance System [https://dallas.gob2g.com/]. Both the Prime and all subcontractors are required to respond to audit inquiries, including payment verification, CUF confirmation, and progress reporting.

A designated point of contact must be identified and updated throughout the contract term.

Failure to provide timely audit responses may result in payment delays, adjustments to SBE participation, corrective actions, or impacts to future contract eligibility.

Audit Reporting Point-of-Contact (POC):

Name:

Phone:

Email:

Affidavit & Certification By signing below, I certify that all information provided in this Affidavit and accompanying documentation is true and complete. I further acknowledge and will comply with the requirements of the DRIVE Policy and Program.

Officer Signature:

Printed Name:

Title:

Date:

Solicitation Name:

Solicitation #:

Prime Vendor Legal Business Name:

Headquarters (HQ) Address:

City:

State:

County:

Local Office Address (if different than HQ):

City:

State:

County:

Primary Contact Name:

Title:

Email:

Phone:

Local Participation & Workforce Impact The City reports vendor location and workforce residency to City Council for all procurement actions, including competitive solicitations, change orders, supplemental agreements, Inter Local Agreements (ILA), Cooperative (COOP) purchases, and sole source agreements.

Required Totals & Local Workforce Residency (Vendors enter totals; Staff calculates percentage)

Total Employees (Company-wide):

Employee Residing in the City of Dallas:

Percentage of Employees Residing in the City of Dallas:

= (Dallas Employees ÷ Total Employees) × 100

BEH ONLY

Certification of Local Participation Information & Workforce By signing below, I certify that the information provided in this Local Participation & Workforce Impact form is accurate and complete to the best of my knowledge. I understand that the City of Dallas may verify the information provided, including workforce totals and residency data, and may request supporting documentation as part of reporting, evaluation, or compliance review. Submission of false, misleading, or materially incomplete information may result in disqualification, scoring adjustments, or other actions permitted under City policy.

Officer Signature:

Printed Name:

Title:

Date:

Dallas Regional Inclusive Vendor Enterprise Local Participation & Workforce Impact BEH-FRM-604.SAW

BEH-FRM-604.SAW

Dallas Regional Inclusive Vendor Enterprise SBE Utilization Plan & Commitment to Local Economic Impact

BEH-FRM-605.SAW

Solicitation Name:

Solicitation #:

Prime Vendor Name:

SBE Utilization Commitment Summary (6 Points) This section captures the respondent’s planned Small Business Enterprise (SBE) participation for this solicitation. The information provided will be used to evaluate the SBE Utilization scoring component, which includes:

· 4 points for meeting the established contract-specific SBE goal

· 2 additional points for exceeding the goal by at least 5% BEH staff will verify certification status, calculate the final utilization percentage, and apply scoring.

SBE Participation Goal (%):

This percentage will be provided in the bid specifications or solicitation document. See section 6.1 Developing Regional Inclusive Vendor Enterprises (DRIVE) Policy.

Planned SBE Participation (%):

Calculated based on the Proposed Team Make-Up Table on page 2. Participation percentage calculated against the total estimated contract amount.

First-Time Contracting (2 Points) The City of Dallas seeks to expand opportunities for small businesses by encouraging both new SBE firms and established primes to broaden their subcontracting networks. Under the DRIVE Policy, “first-time contracting” refers to either (a) an SBE vendor who has not been previously awarded a City of Dallas contract as a prime, or (b) a prime establishing a new partnership with an SBE firm they have not previously contracted with on a City of Dallas project/contract.

Please select one of the following:

· Our firm has not previously been awarded a City of Dallas contract as a SBE prime.

· We are using at least one new SBE partner we have never partnered with before on a City of Dallas contract.

SBE Firm Name:

SBE POC:

Email:

Phone:

· Not applicable.

(A maximum of two (2) points may be awarded for this section, regardless of how many qualifying first-time contracting actions are identified.)

Proposed Team Make-Up

Dallas Regional Inclusive Vendor Enterprise SBE Utilization Plan & Commitment to Local Economic Impact

Include all subcontractors who will be performing on this project.

NAICS codes can be found at: https://www.census.gov/naics

CUF COMMITMENT

· We certify that each subcontractor listed in the Proposed Team Make-Up will perform a Commercially Useful Function (CUF) within its certified NAICS code(s) and will not serve as a pass-through, broker, or administrative conduit.

· We certify that commercially reasonable subcontracting opportunities were evaluated consistent with DRIVE goal-setting methodology and that scopes of work were not artificially consolidated or restricted in order to influence scoring.

If awarded, the SBE commitments reflected in this Utilization Plan will become contractual obligations and subject to monitoring and compliance review in accordance with DRIVE Policy requirements.

NO SUBSTITUTION STATEMENT

· We acknowledge that no vendor/subcontractor listed herein may be substituted, replaced, downgraded in scope, or removed without prior submission of a revised BEH-FRM-603.SAW — Schedule of Work and Actual Payment form, Change of SBE Subcontractor Request form and written approval from Business Enterprise Hub (BEH).

Local Workforce (3 Points) Local Workforce under the DRIVE policy evaluation criteria, is not collected or evaluated through this form. Local Workforce scoring is determined exclusively from the information provided on BEH-FRM-604.SAW

— Local Workforce Impact form, which must also be submitted with solicitation response.

Local Supply Chain Usage (2 Points) The City of Dallas seeks to strengthen and expand the local supplier ecosystem by increasing the use of businesses that are headquartered within the City of Dallas or the Dallas–Fort Worth–Arlington Metropolitan Statistical Area (MSA) as identified by the Office of Management and Budget (OMB). This requirement applies to all subcontractors and suppliers regardless of certification. (SBE Certification is not required for this scoring category.)

Provide the name and headquarters address for supplier(s) or subcontractor(s) proposed for this contract that is:

· Headquartered in the City of Dallas (1 point)

· Headquartered in the Dallas – Fort Worth – Arlington MSA (1 point) (If no proposed suppliers or subcontractors are headquartered in the City of Dallas, a maximum of one (1) point may be awarded for a supplier or subcontractor headquartered elsewhere in the Dallas–Fort Worth–Arlington MSA, if applicable.)

Dallas Regional Inclusive Vendor Enterprise SBE Utilization Plan & Commitment to Local Economic Impact

Local Supplier & Subcontractor Table

Or Other)

(A maximum of two (2) points may be awarded for this section, regardless of how many local suppliers are identified.)

Local Community Impact (1 Point) The City of Dallas values vendors that demonstrate a sustained commitment to supporting the local community. Under the DRIVE Policy, respondents may earn one (1) point by documenting participation in Dallas-based training, internship, apprenticeship, workforce-development, or community partnership activities that contribute to long-term economic opportunity in the region.

Provide a brief description (3–5 sentences) of at least one qualifying activity your firm has participated in within the last three (3) years. Activities may include, but are not limited to the following examples:

· Hosting or funding internships or apprenticeships for Dallas residents or students

· Participating in local workforce-development programs, including upskilling or training initiatives

· Serving as a partner or volunteer with a Dallas-based nonprofit, educational institution, or community organization

· Supporting City of Dallas youth, veteran, or re-entry employment initiatives

· Providing mentorship, technical assistance, or capacity-building to Dallas small businesses Narrative (Required for Scoring):

Describe your firm’s qualifying activity, including the name(s) of the organization(s) involved, the type of participation, and the projected or actual community impact.

Respondents may attach supporting documentation (e.g., letters, program descriptions, partnership agreements, photographs, or event materials) to supplement their narrative; however, supporting documentation is optional.

Certification

Officer Signature:

Printed Name:

Title:

Date:

PRIME VENDOR INFORMATION

Prime Vendor Name:

Solicitation Title:

Solicitation Number:

PAST SUBCONTRACTOR UTILIZATION (3 POINTS)

The City of Dallas evaluates a respondent’s historical performance in meeting commitments, in certified subcontracting programs. Provide information for three (3) relevant projects completed within the last five years.

For purposes of this evaluation, respondents must report performance under comparable small business, minority/women-owned business, disadvantaged business other certified subcontracting programs.

Historical Project Utilization Table Notes:

· Provide the final subcontracting percentage achieved, not the proposal percentage.

· The City may contact listed owners to verify information.

Project Name:

Owner / City / Agency:

Contract Value:

Type of Subcontracting Program:

Program Subcontracting Goal (%):

Certified Subcontractor Utilization Committed At Award (%):

Final Certified Subcontractor Utilization Attained (%):

Owner Point of Contact Name:

Owner Point of Contact Email:

Owner Point of Contact Phone:

Project Name:

Owner / City / Agency:

Contract Value:

Type of Subcontracting Program:

Program Subcontracting Goal (%):

Certified Subcontractor Utilization

Final Certified Subcontractor

Owner Point of Contact Name:

Owner Point of Contact Email:

Owner Point of Contact Phone:

Dallas Regional Inclusive Vendor Enterprise Engagement Score & Past Commitment Form BEH-FRM-606.SAW

BEH-FRM-606.SAW

Project Name:

Owner / City / Agency:

Contract Value:

Type of Subcontracting Program:

Program Subcontracting Goal (%):

Certified Subcontractor Utilization

Final Certified Subcontractor

Owner Point of Contact Name:

Owner Point of Contact Email:

Owner Point of Contact Phone:

DOCUMENTED ENGAGEMENT EFFORTS (2 POINTS)

The DRIVE Policy recognizes firms that actively contribute to the growth and capacity of small and local businesses in the Dallas region. In this section, respondents may earn up to two points, one point for participation in a formal Mentor–Protégé program and one point for demonstrating active engagement with a Dallas-based industry organization that supports small and local business development.

FORMAL MENTOR–PROTÉGÉ PARTICIPATION

Indicate whether your firm is currently participating in a formal Mentor–Protégé Program that supports the development of small, emerging, or local businesses.

Select one:

Program Name (if applicable):

Protégé Firm (if applicable):

Description of relationship (2–3 sentences):

Dallas Regional Inclusive Vendor Enterprise Engagement Score & Past Commitment Form BEH-FRM-606.SAW

BEH-FRM-606.SAW

Supportive Documentation (optional):

· Mentor–protégé agreement

· Program enrollment letter

· Memorandum of Understanding (MOU)

· Verification from sponsoring entity

(Documentation strengthens scoring but is not required to earn this point if the relationship is formal and verifiable.)

ACTIVE ENGAGEMENT WITH DALLAS-BASED INDUSTRY GROUPS

The City evaluates meaningful, documented participation beyond general membership, in organizations that support small/local business development. Examples include chambers of commerce, certification agencies, contractor associations, and other business-support entities.

Describe your firm’s active involvement (check all that apply):

Other active engagement:

List organizations and briefly describe in 2 –4 sentences your firm's active role (required):

Supporting Documentation (optional):

PAST TIMELY PAYMENTS TO SUBCONTRACTORS (1 POINT)

Consistent on-time payment is a core component of responsible contract management. Respondents must demonstrate reliable payment practices.

Timely payment of subcontractors is essential to maintaining a healthy and equitable contracting environment. Under the DRIVE Policy, respondents may earn one (1) point by demonstrating consistent, reliable payment practices on recent projects. This section evaluates both your process and your documented performance.

NARRATIVE DESCRIPTION

Provide a brief explanation (2–4 sentences) of your firm’s internal process for reviewing subcontractor invoices, approving payments, and ensuring adherence to payment terms. Narrative:

SUPPORTING DOCUMENTATION (Required — submit at least two) To receive the one (1) point available in this category, respondents must provide at least two (2) types of documentation demonstrating timely payments to subcontractors on recent similar work.

Acceptable documentation includes:

Internal payment logs, aging reports, or payment summaries indicating prompt payment history

Notes:

· Documentation may come from multiple projects or subcontractors.

· BEH may contact listed subcontractors or project owners to verify payment performance.

CERTIFICATION

· Sensitive financial information may be redacted if necessary.

· Reported payment practices are subject to verification and may be reviewed in connection with ongoing compliance monitoring.

I certify that the information provided in this form is accurate and complete. I acknowledge that the City of Dallas may verify past performance and documentation submitted. Submission of false, misleading, or materially incomplete information may result in rejection of the response or other actions permitted under City policy.

Officer Signature:

Printed Name:

Title:

Date:

Prime Vendor Name:

Solicitation Title:

Solicitation Number:

Good Faith Effort (GFE) documentation is required only if a respondent does not meet the contract-specific SBE goal or when specifically requested by the City of Dallas for compliance review. This form is not required from respondents who meet or exceed the SBE goal at time of submission unless otherwise directed by the City.

Prime Attestations (check all that apply):

We did not artificially limit or withhold subcontracting opportunities in order to increase SBE prime self-performance. (If applicable)

We understand that only SBE firms performing under a Commercially Useful Function (CUF) may be counted toward the SBE goal.

Identification & Segmentation of Subcontracting Opportunities The DRIVE Policy requires respondents to evaluate commercially reasonable subcontracting opportunities and segment work into economically feasible packages consistent with market availability and the contract-specific SBE goal.

A. Describe how your firm identified subcontracting opportunities:

B. Describe how scopes were segmented into economically feasible subcontracting packages:

Dallas Regional Inclusive Vendor Enterprise SBE Good Faith Effort Documentation Form BEH-FRM-607.SAW

BEH-FRM-607.SAW

C. Attach or summarize applicable portions of your SBE Team Make-Up and Trade Summary information.

Outreach to SBE’s: Notice and Response Window Respondents must demonstrate intentional, timely, and adequate outreach to available SBEs.

A. Minimum Response Window

We provided at least 7 business days for SBEs to respond to our request for quotes.

(If fewer than 7 days, explanation required.)

Explanation:

B. Information Provided

C. Documentation Required Attach proof of outreach, such as:

· Email notices with timestamps

· Call logs (date/time)

· Screenshots or distribution lists

· Copies of bid solicitation requests

· Date range of outreach activity (first notice through final follow-up)

Dallas Regional Inclusive Vendor Enterprise SBE Good Faith Effort Documentation Form BEH-FRM-607.SAW

SBE Response & Quote Evaluation List all SBEs contacted for this solicitation and describe the outcome. (Add additional pages as needed.)

Element

Amount

If an SBE quote was rejected due to cost, indicate percentage difference from selected quote:

If SBE(s) not selected, provide justification:

(Examples: did not meet scope, materially higher cost, incomplete quote.)

Assistance Provided to SBE’s Respondents must demonstrate efforts to support SBEs in competing for subcontracting opportunities.

Check all that apply:

Provide narrative summary:

Summary of Good Faith Efforts Provide a brief summary explaining the proposed SBE participation percentage and how it compares to the contract-specific SBE goal.

If the goal is not met, describe the specific impediments encountered despite genuine outreach:

Certification I certify that:

· The information provided in this Good Faith Effort Form is true and correct;

· Our firm did not artificially reduce subcontracting opportunities;

· All SBEs listed were contacted for scopes matching their certified NAICS codes;

· All work proposed for SBE participation will be performed under a CUF; and

· Documentation attached is accurate and complete.

We understand that Good Faith Efforts and SBE participation commitments are subject to monitoring and compliance review throughout the life of the contract.

Officer Signature:

Printed Name:

Title:

Date:

Prime Vendor Name

Solicitation Number

Solicitation Title

Under the DRIVE Policy, Small Business Enterprise (SBE) primes may count self-performed work toward the contract-specific SBE goal only when that work meets Commercially Useful Function (CUF) requirements and when the SBE firm is properly certified in the NAICS code(s) associated with the work it will perform.

This declaration confirms the SBE prime’s self-performance scope and enables the Business Enterprise HUB (BEH) staff to verify CUF compliance and appropriate NAICS certification before contract execution.

Description of Self – Performed Work Identify the specific portion(s) of work your firm will self-perform as the SBE prime. Include NAICS code(s), work element/packages(s), and a brief description of work.

Briefly describe portion of work included in this package for this contract. Focus on what is include or excluded, not the full contract scope.)

EXAMPLE

238220 – Plumbing, Heating, and Air-Conditioning Contractors

HVAC units and associated ductwork for Building A only. Includes labor, supervision, duct fabrication, and installation. Excludes purchase of HVAC units, electrical connections, BAS programming, and work in other buildings.

(Add additional pages as needed)

Prime’s Estimated Contract Value ($):

Percentage (%) of Total Contract:

CUF & NAICS Certification Attestation To count toward the SBE goal, self-performed work must be performed under a Commercially Useful Function (CUF), meaning the Prime:

Dallas Regional Inclusive Vendor Enterprise Prime Self-Performance Declaration

BEH-FRM-609.SAW

· Uses its own workforce

· Manages and supervises the work

· Uses its own equipment (or standard commercial lease)

· Is responsible for execution of the work

· We certify that all self-performed work listed above will be performed under a CUF and within the Prime’s certified NAICS code(s).

· We further certify that all SBE subcontractors identified in the approved SBE Utilization Plan are certified in the NAICS code(s) associated with their scopes of work.

Subcontracting Opportunity Attestation

· We certify that commercially reasonable subcontracting opportunities were evaluated consistent with DRIVE policy, and that our firm has not restricted, reduced, or artificially consolidated scopes of work in order to increase SBE prime self-performance.

Subcontracting & No Substitution Statement

· We understand that any change to approved subcontractor participation or reallocation of work requires prior BEH approval through submission of the applicable revision and change request forms.

Certification I certify that the information provided in this Self-Performance Declaration is accurate and that all self-performed SBE work will comply with DRIVE Policy requirements, CUF requirements, and NAICS certification requirements.

· We understand that self-performed work will be subject to monitoring and compliance review throughout the life of the contract in accordance with DRIVE Monitoring & Compliance procedures.

Officer Signature:

Printed Name:

Title:

Date:

Dallas Regional Inclusive Vendor Enterprise Prime Self-Performance Declaration

TO: City of Dallas– Business Enterprise Hub (BEH) DATE: Project Name: Solicitation# Dallas Regional Inclusive Vendor Enterprise SBE Subcontractor Intent Form

BEH-FRM-610.SAW

BEH-FRM-610.SAW

Small Business Enterprise (SBE) Subcontracting Vendor (legal name) intends to enter contract with: , Prime Vendor (legal name) to provide the following good(s)/service/work element(s):

Under NAICS code(s): , for which company is certified to perform. SBE vendor is currently certified by the following agency (select one):

DFW Business Council: ☐ North Central Texas Regional Certification Agency: ☐ Women’s Business Council SW ☐

Certification must be kept current / valid for the entire duration of this contract. Failure to comply with this provision could be subject to removal from contract.

For the purpose of SBE subcontracting participation, the City of Dallas does not include amounts paid to the prime by the sub-contractor.

Prime & Subcontractor Acknowledgments

· The Prime Vendor affirms its intent to subcontract with the SBE identified herein, conditioned upon award.

· The SBE subcontractor affirms it will perform the identified scope under a Commercially Useful Function (CUF), within its certified NAICS code(s), and using its own workforce and supervision.

· Only work performed within certified NAICS code(s) and under a CUF may be counted toward the SBE goal.

· Any reduction, substitution, or reallocation of the subcontractor’s scope, value, or percentage participation requires prior BEH approval.

Failure to comply with DRIVE policy requirements may result in adjustment of SBE participation credit or other actions permitted under City policy.

By signing below, the Prime Vendor and SBE Subcontractor certify that the information provided in this Intent Form is accurate and reflects their commitment for purposes of SBE participation, subject to BEH approval and compliance monitoring.

Prime Vendor – Officer’s Signature Printed Name Title Date

SBE Vendor – Officer’s Signature Printed Name Title Date image1.png