4-Scope of Work.doc

Scope of Work

I. Introduction, Purpose and Intent In 2020, the City of Dallas adopted the Comprehensive Environmental and Climate Action Plan (CECAP), which set an action-driven goal to protect and improve its ecosystems, trees, and green spaces, thereby boosting public health. In line with the CECAP, the Department of Aviation (DOA) created its own Sustainability Master Plan (SMP), highlighting ecosystem support as one of six focus areas. As part of this effort, the Department has a goal to improve local ecosystem health and encourage biodiversity within aviation safety limits. One project under this initiative is an urban beehive program, aimed at supporting the local honeybee population, which is a vital pollinator for the region.

The City of Dallas Department of Aviation is inviting bids and quotes from qualified vendors to provide comprehensive urban beekeeping services for a three-year contract. The selected vendor will offer guidance on hive placement, manage hives continuously, produce honey, conduct educational outreach, and facilitate employee and community engagement activities that support the City’s sustainability and public outreach goals.

II. Specifications or Scope of Work

1. Urban Beehive Management(Task 1)

· Oversee and manage the Urban Beehive at the Dallas Executive Airport.

· Create a risk mitigation plan that addresses colony failure, environmental stressors, extreme weather, and wildlife interactions.

· Maintain a continuity plan to prevent service interruptions if the assigned beekeeper becomes unavailable.

· Vendor shall be familiar with DOA’s Sustainability Master Plan (SMP) and ensure its operations align.

2. Beehive Installation and Maintenance(Task 2)

· Conduct a pre-installation site assessment by documenting optimal hive placement, environmental conditions, risks, and required clearances in coordination with airport operations and safety teams.

· Consider genetic diversity when sourcing queens and colonies to enhance resilience.

· Provide proactive queen management, including requeening cycles, evaluating queen performance, and documenting lineage.

· Assess and propose options to optimize the beehive program, considering the surrounding environment, including the recommended number of hives and the optimal number of honey jars per hive.

· Provide all equipment needed for installation, including hives, frames, stands, feeders, pest control tools, protective gear, and any replacement parts.

· Ensure all equipment complies with industry standards for durability, safety, and weather resilience.

· Install beehives at designated locations on DOA’s property.

· Assign a dedicated beekeeper to maintain the beehive.

· Perform monthly inspections and routine maintenance on the hives to ensure their health and safety. Implement climate-adaptive strategies such as improving ventilation, adding insulated covers, installing shade structures, or providing water access as appropriate for each season.

· Implement protocols for managing pests, diseases, and the environment.

· Manage seasonal hive activities, including honey harvesting, cleaning, and preparing for winter.

Provide documentation of all treatments, feed types, and hive interventions for regulatory traceability and long-term performance tracking.

· Replace the beehive colony if there is mortality caused by genetic, parasitic, or environmental factors.

· Replace equipment related to the beehive setup and upkeep if it deteriorates or gets damaged from normal causes.

3. Honey Harvesting and Product Management(Task 3)

· Perform pre-harvest honey quality tests (moisture content, purity, potential contaminants, etc.).

· Establish traceability protocols from hive to jar to ensure compliance with food safety standards.

· Safely harvest honey from DOA’s beehives and deliver at least two hundred (200) jars of honey to the DOA each year.

· Harvested honey must originate exclusively from DOA’s beehive(s).

· Offer alternative contingencies if honey jars are unavailable on time.

· Process, package, and label products according to applicable regulations and DOA’s logo.

4. Educational and Community Engagement (Task 4)

· Provide yearly updates on current research in apiculture, pollinator health, and urban beekeeping trends to include in educational programs.

· Develop and deliver workshops, training sessions, and educational programs on various themes such as honey, candles, balms, and more for different stakeholders, including DOA staff, business partners, community members, and local youth. Conduct at least two in-person workshops each calendar year.

· Create and distribute outreach materials and signage to raise awareness of pollinators, sustainability, and beekeeping practices.

· Ensure all outreach materials meet accessibility standards and are accessible in multiple formats (digital, print, ADA-compliant).

· Support DOA in collaborative activities with community organizations to promote DOA’s urban beehive program.

· Arrange site visits as needed.

5. Monitoring and Reporting (Task 5)

· Regularly monitor beehive health, bee populations, and pollination activity.

· Maintain detailed records of each inspection, including colony strength, queen status, hive weight, pest and disease findings, interventions performed, and honey production data.

· Develop early-warning indicators (threshold triggers) for colony decline, pest infestations, brood problems, or food shortages.

· Develop and sustain an emergency response plan for handling swarm events or unforeseen hive decline.

· Provide regular reports detailing beehive status, honey production, educational activities, and community engagement.

· Continue outreach using digital content like newsletters, educational materials, or updates through an online platform.

· Incorporate data on pollen diversity or forage analysis to evaluate environmental quality over time.

· Attend biannual service review meetings, meetings with DOA staff, and other informal meetings as requested by DOA staff.

· Suggest improvements for program development or growth opportunities.

· Maintain an online platform or dashboard with updates on hive conditions, photos, and educational content.

6. Compliance and Safety

· Ensure all program activities adhere to federal, state, and local regulations regarding beekeeping and public health and safety.

· Conduct annual compliance audits to verify adherence to FAA wildlife hazard management guidance related to urban beekeeping.

· Keep all required insurance, permits, and certifications up to date.

· Develop and implement safety protocols to safeguard staff, visitors, and the community around the site.

· Develop a chemical exposure management plan to ensure that pesticides used on or near airport grounds do not affect hive health.

III. Communication

· Provide the City with at least two weeks’ advance notice before any scheduled hive inspection.

· The vendor must notify the Department of Aviation’s (DOA) Airport Communication Center (ACC) when visiting the site.

· Vendor must reply to inquiries within two business days.

· Vendor must notify the DOA of unscheduled hive maintenance and emergencies within 24 hours.

IV. Location and Invoicing – The City shall pay invoices in 30 days. In order for the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City 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.

V. Total Cost of Goods and/or Services Pricing shall be firm for the entire contract unless otherwise stated herein. Costs not included or calculated in the applicable unit prices as proposed will not be paid by the City, regardless of the intentions of the proposer when the proposal was submitted and regardless that those costs were actually incurred.

VI. Special Requirements Vendor’s representatives, agents, and employees who work within the Department of Aviation shall apply for and be issued proper security identification for the locations where the individual will work (Dallas Love Field, Dallas Love Field Satellite Locations and Dallas Executive) prior to beginning work. Vendor shall be responsible for conducting background checks or paying the costs of background checks for each employee as may be required by the Federal Aviation Administration (FAA), the Transportation Security Administration (TSA), or City. If requirements of the FAA, TSA or City regarding security matters change vendor shall be required to comply with all such changed requirements. The Contractor shall pay all costs associated with obtaining the required identification and/or security clearances for Vendor Personnel necessary for its operations, including, but not limited to the costs of training and badging. Any fines assessed against the City for security violations by Vendor shall be reimbursed to City by Vendor. The Background Check and Security Clearance process may take up to 30 days to complete. It is essential that due to the amount of time required for the screening, that adequate Vendor Personnel be screened to permit full-staffing to provide the required services at all times - temporary fill-in personnel without the required security clearances are not permitted to work at the Facilities.

VII. Audit Requirements The Vendor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized by this Contract. These records shall be retained for a minimum of two years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

VIII. Service Completion Schedule Once DOA staff initiates the professional services identified in this section, Proposers shall provide the data and or final report within the set period.

Task 1. Urban Bee Service Management: Three (3) Calendar Years Task 2. Beehive Installation and Management Task 3. Honey Harvesting and Product Management: Every calendar year for three (3) years Task 4. Educational and Engagement: Twice a year for three (3) calendar years Task 5. Monitoring and Reporting: Monthly for three (3) calendar years IX. Insurance Requirements

The successful contractor will be required to purchase, within fifteen days of award, and maintain, during the term of the contract, insurance as described in Attachment 1 and agrees to the indemnification agreement therein and required performance and payment bond.

X. Permits Required by Law

Contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

XI. Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet, convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

XII. Termination

The City may terminate this agreement in whole or in part by giving thirty days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice.

PTER XXII.1