RFQ 47-26

Grapevine Convention Center & Visitors Center

Issue Date: 9/2/2026

Questions Deadline: 10/12/2026 10:00 AM (CT)

Response Deadline: 10/23/2026 02:00 PM (CT)

Contact Information Contact: Lance Wright Address: Purchasing

Grapevine, TX 76051 Phone: (817) 4103336 Fax: (817) 4103066 Email: lwright@grapevinetexas.gov

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 1 of 50 pages

Event Information Number: RFQ 47-26 Title: Grapevine Convention Center & Visitors Center Type: RFQ Formal -Sealed Issue Date: 9/2/2026 Question Deadline: 10/12/2026 10:00 AM (CT) Response Deadline: 10/23/2026 02:00 PM (CT) Notes: The Grapevine Convention & Visitors Bureau (the “CVB”) invites Statements of

Qualifications (SOQs) from qualified firms to provide architectural and engineering services for the expansion and renovation of the Grapevine Convention Center located at the following address.

The Grapevine Convention Center is located at 1209 S Main St, Grapevine, TX 76051.

The CVB is seeking comprehensive architectural and engineering services for the phased expansion, renovation, and modernization of the Grapevine Convention Center. The project will be delivered in two phases to enhance capacity, improve operational functionality, and provide a long-term venue solution. Project phasing and sequencing shall be carefully planned to maintain venue operations, minimize impacts to existing bookings, and ensure Current Phase improvements support continued event operations during the Future Phase with minimal disruption.

All questions regarding the terms and conditions or specifications of this bid must be submitted by 10:00 am CST on October 12, 2026, through the eBid system.

All questions that will affect the bid specifications in a material way will be answered and submitted to all bidders via eBid Procurement system. Addendums will be issued if required and sent through the eBid Procurement system to all bidders that received the bid.

PRE-RFP CONFERENCE AND SITE VISIT

The meeting date is Wednesday October 7, 2026, at 11:00 am CST at the following location.

The Grapevine Convention Center is located at 1209 S Main St, Grapevine, TX 76051.

Ship To Information Contact: Ryan Bonifas Address: CVB

Grapevine, TX 76051

Billing Information Contact: Jeff Strawn Address: Accounts Payable

City Hall 2nd P.O. Box 95104 Grapevine, TX 76099

Phone: (817) 4103553 Fax: (817) 4103005 Email: jstrawn@grapevinetexas.gov

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 2 of 50 pages

Bid Activities

Pre-Bid Conference 10/7/2026 11:00:00 AM (CT) Pre-Submission Conference.

The Grapevine Convention Center is located at 1209 S Main St, Grapevine, TX 76051

Bid Attachments

RFQ 47-26 Grapevine Convention Center & Visitors Center.pdf View Online

RFQ 47-26 Grapevine Convention Center & Visitors Center

Requested Attachments

Complete Proposal Response (Attachment required)

Please include a complete copy of your proposal per instructions. Missing documents may deem the bidder non-responsive and disqualified. These include Conflict of Interest Questionnaire (CIQ) Form, Certificate of Interested Parties (Form 1295) and W9.

Bid Attributes

1 BIDDERS NOTE

Carefully read all instructions, requirements and specifications. Submit your bid electronically through the eBid Procurement system and include all required document submittals. Vendor is responsible for ensuring it has the technical capability to submit its Proposal via electronic submission.

VENDOR SHALL BE SOLELY RESPONSIBLE FOR ENSURING TIMELY SUBMISSION OF VENDOR’S PROPOSAL.

Neither the City nor the City administrator shall be responsible for equipment or software failure, internet or website downtime, corrupt or unreadable data, or other technical issues that may cause delay or non-delivery of a Proposal or inaccessibility of the submitted data. Accordingly, Vendors are highly encouraged to prepare and allow for sufficient time to familiarize itself with the electronic submission requirements and to address any technical or data issues prior to the Proposal Due Date.

I have read and agree.

(Required: Check if applicable)

2 TIME REMAINING

The Ageny's Online Sourcing Application displays the time remaining for each event. This is the City's Official Time remaining for the sourcing event. No other time clock, regardless of reputation, will be considered.

The time remaining is displayed within the user's browser. User acknowledges that various internet browsers may not accurately display the time remaining on the screen. Due to various browser and operating system configurations some internet browsers may display the time remaining several seconds behind the actual time. User also acknowledges that internet connection speeds and operating systems may also affect the time remaining display.

The Agency's Online Sourcing Application includes capabilities for users to see the timing remaining in the user's native time zone. It is the users' responsibility to correctly set the proper Time Zone Setting for user’s company and web site users.

I have read and accept.

(Required: Check if applicable)

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 3 of 50 pages https://gpvine.ionwave.net//VendorLanding.aspx?e=ov83-qCNQFZrl0yGCs7N-8U8H-tf9HjxycZ5Szt6dagYOGma~iyudHA4EXOrPiGfC33yVs7tLh-On8M3NSXo3Q

3 ELECTRONIC SEALED BID SECURITY

IonWave’s Enterprise Sourcing was designed to maintain the security of the solicitation process, including protecting the integrity of sealed bid/proposal responses. Key security features in the system include:

All sealed bid/proposal data is stored in encrypted fields while the solicitation is still available for supplier responses.

Each buyer and supplier user account has its own password, with options available to the School District for dictating password requirements/complexity.

All data transmitted between end users and the system is encrypted using industry standard SSL technology.

Passwords are stored in an encrypted format using a one-way hash. This works to protect passwords from anyone with access to the database.

User sessions are validated to help prevent hijacking and expire after inactivity.

Key buyer and supplier activities are audited, such as response submission or solicitation unsealing.

Two primary levels of security exist to ensure bidders/proposers can only access their own bid/proposal data:

First, all sealed bid/proposal data is encrypted at the database level utilizing a security key uniquely generated for each bidding/proposing event. This protects the sealed data from everything but the bidding/proposing application itself, which is the only component that has the security logic and seeds required to generate the security key. This provides protection from system administrators and any potential risks of external hackers.

Second, the application includes security checks on every page that displays bid/proposal data to ensure that only the vendor who entered sealed bid/proposal data can view their own sealed bid/proposal data. All other users are denied access to sealed bid/proposal data by these security checks.

As a result of the above-mentioned security measures, sealed bid/proposal information is sealed in an electronic lockbox and unavailable to all system users until after a bid/proposal due date and time passes. Electronic Bid/Proposal Responses are time-stamped upon acceptance by the system. Time-stamps are reported in the Respondents report and in the Bid/ Proposal History logs. Authorized users, as established by system roles, may "Unseal" a bid/proposal at the appropriate time to begin bid/proposal evaluation and review.

General System Security

We utilize standard security mechanisms:

1. Enterprise Firewall protection

2. Secure separation of web cluster and databases.

3. Data reads are conducted utilizing stored procedures in order to prevent injection or SQL modification attacks.

4. Application user accounts are limited to execution of stored procedures.

5. Access to the system requires a correct username and password.

6. All data is secured at rest and in transit at the storage level.

7. Data backups are also encrypted and stored outside of the production environment.

Physical Security

IonWave has chosen to host our infrastructure in an extremely secure, redundant data center to ensure environmental conditions do not affect uptimes. This facility is protected by multiple levels of card key, biometric, and 24/7 guards to provide maximum security.

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4 ANTI-COLLUSION STATEMENT

I affirm that I am duly authorized to execute this contract; that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

I have read and agree.

(Required: Check if applicable)

5 BIDDERS DIGITAL SIGNATURE

BIDDERS CERTIFICATION I, the undersigned, by digitally signing, agree that I have read and understand all of the terms and conditions, specifications, and requirements contained on each page of this Invitation to Bid. I also understand that if this proposal is accepted by The City of Grapevine that all of the terms and conditions, specifications, and requirements submitted in my proposal and any additions, changes, or deletions made during negotiations will be made a part of this proposal under a binding contract between my company and the City of Grapevine, Texas. I also certify that this proposal is made without previous understanding, agreement, or connection with any person, firm, or corporation making a proposal for the same materials, and is in all fair and without collusion or fraud. By entering your name in the field provided, you are accepting the terms of this bid. You agree that your typed name will serve as your electronic digital signature.

I have read and understand.

(Required: Check if applicable)

6 BID OPENING

All bid openings will be completed on schedule and witnessed by Purchasing staff to ensure all procurement statutes, policies and state laws are followed. Please email a request for a bid tab or a list of proposers. The City of Grapevine Purchasing Department appreciates your cooperation.

To obta in resu l ts , p lease contact Lance Wr ight , Purchas ing Agent a t 817-410-3336 or emai l a t lwright@grapevinetexas.gov. Submission of information by the proposer shall not be released by the City during the proposal evaluation process and will be available for release after contract award. Only the names of the proposers will be available.

I have read and agree.

(Required: Check if applicable)

7 QUESTION DEADLINE INFORMATION

All questions regarding the terms, conditions or specifications of this bid must be submitted by 10:00 a.m. on October 12, 2026, online through the eBid system.

It is the bidder's responsibility to ensure that they have secured and thoroughly reviewed all aspects of the bidding documents including all addendums (if issued) prior to the bid opening. All questions that will affect the bid specifications in a material way will be answered and submitted to all bidders via eBid Procurement system.

Addendums will be issued if required and sent through the eBid Procurement system to all bidders that received the bid.

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8 CITY CONTACTS

Lance Wright, Purchasing Agent 817-410-3336 lwright@grapevinetexas.gov

Tiffany Moss, Purchasing Assistant 817-410-3335 tmoss@grapevinetexas.gov

9 AWARD CRITERIA

A selection committee consisting of representatives from the CVB designated Owner representatives, and other appropriate stakeholders will evaluate all submitted SOQs based on the Evaluation Criteria and point allocations identified above.

In the event the negotiations between the selected Consultant and the City cannot be completed because of an inability to reach an agreement for services to be performed, then at the option of the City, the contract may be awarded to the second-ranked Consultant. Negotiations will continue in this sequence until a contract is finalized, or all proposals are rejected.

I have read and agree.

(Required: Check if applicable)

TERMS OF THIS RFQ

The terms of this RFQ shall remain in effect for the duration of the project.

I have read and understand.

(Required: Check if applicable)

SCOPE OF WORK CONFIRMATION

I have read and understand the scope of work/specifications of this solicitation.

I have read and agree.

(Required: Check if applicable)

ADDENDUM ACKNOWLEDGMENT

I acknowledge the receipt of all addendums issued with this solicitation. It is the responsibility of the vendor to ensure that they have received addendums if issued.

Call or email Agent of Record prior to submitting your bid to ensure that you have received addendums.

I have read and agree.

(Required: Check if applicable)

ATTACHMENTS REQUIRED

Be sure to upload all required documents and forms to the"Response Attachments" Tab.

RESPONDING TO ATTRIBUTES

There are attributes, including this one, associated with this proposal. Some are notes and require no response, but most have a required response. **Please select each page on the right-hand side of the blue bar below (at the bottom of this list of attributes) in order to view the next page of Bid Attributes**

NO DEVIATIONS OR EXCEPTIONS

I certify that there are NO deviations or exceptions from the attached specific terms, conditions, and specifications.

Agree - No Deviations Do Not Agree - Please See Below (Required: Check only one)

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DEVIATIONS TO BID

Bidders are expected to bid on the items as listed on the Specifications or Scope of Work. If there are any deviations from the specifications or scope of work listed, the bidder is expected to make note, along with a brief description in the next below. The City reserves the right to determine the successful bidder and will make that decision based on the best interest of the City.

I have read and understand.

(Required: Check if applicable)

DEVIATIONS AND EXCEPTIONS PT 2

If your company intends to deviate from the Specifications listed in the attached documents, all such deviations and exceptions must be listed here, with complete and detailed conditions and information included. The city will consider any deviations or exceptions in its bid award decisions. The City reserves the right to accept or reject any proposals based upon any deviations indicated below.

In the absence of any deviation identified and described in accordance with the above, your company must fully comply with the General Terms and Conditions, Specifications and all other requirements associated with this Invitation if awarded a Contract under this Invitation. A deviation will not be effective unless accepted by the City.

The City, by and through the Coity administrator, may, in its sole discretion, seek clarification from and/or communicate with Proposer(s) regarding any submitted deviation, consistent with general procurement principles of fair competition. The City reserves the right to accept or reject a Proposal based upon any submitted deviation.

If none, please enter N/A (Not Applicable).

(Required: Maximum 4000 characters allowed)

INSTRUCTION TO BIDDERS

BID DOCUMENTS

The City of Grapevine's IonWave Procurement Portal is the only authorized source for obtaining accurate Bid forms. All addenda and notices related to this procurement will be posted by the City in IonWave.

The City encourages all bids be submitted electronically through the City’s IonWave Procurement Portal.

Bids must be received prior to the due date and time. It is the sole responsibility of the Bidder to ensure timely delivery of the Bid by means chosen by Bidder. The time stamp clock in the IonWave system is the official time of record. Late bids will not be accepted. To receive consideration, the Bid must be submitted on the Bid forms as provided by the City. This Invitation to Bid must be completely filled out.

Any addenda or other modification to the Bid documents will be issued by the City prior to the date and time of Bid closing. Such addenda or modification shall be part of the Bid documents and shall be binding upon each Bidder. Each Bidder is required to acknowledge receipt of any and all addenda and submit with their bid.

The City is not responsible for any solicitations advertised by subscriptions, publications; websites (other than the City’s) or other sources not connected with the City and the Bidder should not rely on such sources for information regarding any solicitation made by the City of Grapevine.

In the event this Bid is obtained through any means other than City’s IonWave Procurement Portal, the City will not be responsible for the completeness, accuracy, or timeliness of the final Bid documents received from those other sources. Bid forms obtained from any other source may be incomplete and Bidders risk not receiving

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 7 of 50 pages necessary addenda, or other required documents causing bid to be considered non-responsive and eliminating the Bid from award.

PREPARATION OF BID

Bidders are expected to carefully examine all documents that make up this bid, including all addenda, attachments, and exhibits to thoroughly familiarize themselves with all requirements prior to submitting a bid. Upon examination of the solicitation and discovery of any discrepancies, inconsistencies, errors, or ambiguities in, or omissions from the solicitation documents, or should the bidder be in doubt of any meanings, the bidder shall promptly notify the Purchasing Agent of Record. Bid Preparation Costs: All costs associated with the preparation of response for this bid or any other City solicitation shall be borne by the bidder, and not the City.

TERMS AND CONDITIONS

The terms and conditions set forth in this Invitation to Bid shall be incorporated into and be a part of any Bid submitted to the City of Grapevine for the goods and/or services specified. Refer to Appendix “A” General Terms and Conditions. No other terms and conditions shall apply unless approved in writing by the City of Grapevine, Texas.

Any contract resulting from this Best Value Bid shall be effective for up to 5 years from date of award, to be reviewed and renewed each year, as described in the Option Clause to extend, to ensure the best value and services for the City.

Option Clause to Extend: The contract shall be for an initial one-year period with options to renew for up to four successive twelve month terms by mutual agreement of both parties.

To exercise these options, the City shall serve notice, at a minimum, 30 days prior to contract expiration or to the end of a one-year extension.

FUNDING

Funds for payment have been provided through the City of Grapevine, Texas budget approved by the City Council for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current fiscal year shall be subject to budget approval.

CONFLICT OF INTEREST

Effective September 1, 2015 H.B. 23, 84th Leg., Regular Session requires any person or business that contracts with or is considering doing business with a local governmental entity to file a "conflicts of interest questionnaire."

This law is in accordance with Section 176.001 and 006 of the Local Government Code.

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TAX/DEBT ARREARAGE

Pursuant to Section 11.26 of the City of Grapevine, Texas City Charter, no money shall be paid by the City upon any claim, debt, demand, or account whatsoever, to any person, firm or corporation, who is in arrears to the City of Grapevine, Texas for Taxes or otherwise; and, the City shall be entitled to a counter-claim and offset against any such debt, claim, demand, or account, in the amount of taxes or other debt in arrears, and no assignment or transfer of such debts are due, shall affect the right, authority, and power of the City to offset the said taxes or other debts against the same.

ADDENDA

Any interpretations, corrections, changes to this Invitation to Bid and specifications will be made by addenda to the Bid. Sole issuing authority of addenda shall be vested in the City of Grapevine's Purchasing Agent. All who are known to have received a copy of the Invitation to Bid will be notified of addenda.

It is the bidder’s responsibility to obtain, review and acknowledge any and all addenda. Receipt of Addenda must be acknowledged within the bid attributes. Addenda are available through the City’s IonWave Procurement Portal. It is the responsibility of the Bidder to ascertain if any addenda have been issued, to obtain such addenda, and to return executed addenda with their bid. The City will not consider any request to re-open a bid as a result of failure by Bidder to secure addenda in accordance with this bid. Failure to return any and all issued addenda may adversely affect the bidder’s opportunity for award.

GOVERNMENTAL COMPLIANCE

All bids must comply with all Federal, State, County, and Local laws concerning this type of service.

VENDOR QUALIFICATIONS

Minimum standards for responsible prospective bidders: A prospective must affirmatively demonstrate bidder’s responsibility. The City of Grapevine may request representation and other information sufficient to determine bidder’s ability to meet these minimum standards including but not limited to:

A. Have adequate financial resources or the ability to obtain such resources as required;

B. The ability to comply with the required or proposed delivery schedule;

C. Have a satisfactory record of performance;

D. Have a satisfactory record of integrity and ethics;

E. Be otherwise qualified and eligible to receive an award.

DOCUMENTATION

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All vendors responding to this Invitation to Bid shall provide with their Bid all required documentation. Failure to provide this information could result in a rejection of your bid.

TAXES

The City is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in the Bid price.

ALTERING BID

Bid cannot be altered, amended or withdrawn (by the company submitting the bid) after the opening deadline. The signer of the bid, guaranteeing authenticity must initial any alteration or erasure made before this deadline. The City reserves the right to negotiate, in whole or in part, with one or more vendors all items offered in as is in the best interest of the City of Grapevine, Texas.

BID WITHDRAWAL OR REJECTION

The City reserves the right to withdraw the request for bid for any reason or to reject any or all bids or parts of all or any specific bid prior to award. The City further reserves the right to accept part or all of any specific bid or, and to accept any bid with or without trade-in.

MINOR DEFECT

The City reserves the right to waive any minor defect, irregularity, or informality in any bid.

PUBLIC INSPECTION

Bids are not available for public inspection until after the City Council of the City of Grapevine, Texas has made a contract award. If the bid contains trade secrets and confidential information, then only the portion of the bid that contains the trade secret or confidential information is not open to the public and the vendor must specifically list that portion as confidential.

The company submitting the bid is responsible for specifying what part of the bid contains the trade secret or confidential information when the bid is submitted. It is not the responsibility of the City of Grapevine, Texas to request this information. All other parts of the bid are open for public viewing upon request and in the absence of notification to the City that information is confidential; the City shall make all information available upon request through the Public Information Act.

BID RECEIVED LATE

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The City of Grapevine is not responsible for lateness or non-delivery of mail, carrier, etc. to the City and the time and date recorded in the Purchasing office shall be the official time of receipt. It is the vendor’s responsibility to insure that bids submitted by mail are received by the date and time requested in the bid. To insure accurate receipt and recording of bids (mail or physical delivery), the City requests that bids be delivered at least fifteen minutes before the bid opening date and time. In any case, BIDS DELIVERED AFTER THE BID OPENING DATE AND TIME

WILL BE RETURNED UNOPENED AND WILL NOT BE CONSIDERED FOR AWARD.

PRICES HELD FIRM

All prices quoted in the bid will remain firm for a minimum of 120 days from the date of the bid unless it is otherwise specified by the City of Grapevine. If during the life of the contract, the successful vendor's net prices to other customers for the items awarded herein are reduced below the contracted price, it is understood and agreed that the benefits of such reduction shall be extended to the City of Grapevine, Texas.

F.O.B. DELIVERED AND DAMAGES

Prices bid and quoted shall always be Freight On Board (F.O.B.) Delivered, to the Municipal Service Center, or other specified location in Grapevine, Texas, and shall include all freight, delivery and packaging costs. The City of Grapevine assumes no l iabil i ty for goods damaged while in transit and or delivered in a damaged or unacceptable condition. The Contractor shall be responsible for and handle all claims with carriers, and in case of damaged goods shall ship replacement goods immediately upon notification by the City of damage.

CONTRACTOR TO PACKAGE GOODS

Contractor will package goods in accordance with good commercial practice. Each shipping container, shall be clearly and permanently marked as follows: (a) Contractor's name and address: (b) Consignee's name, address and purchase order or purchase change order number; (c) Container number and total number of container, e.g., box 1 of 4 boxes; and (d) Number of the container bearing the packing slip. Contractor shall bear cost of packaging unless otherwise provided. Goods shall be suitably packed to secure lowest transportation costs and to conform to requirements of common carriers and any applicable specifications. City's count or weight shall be final and conclusive on shipments not accompanied by packing list.

PLACE OF DELIVERY

The place of delivery shall be set forth in the block of the purchase order or purchase change order entitled "Ship to.”

ASSIGNMENT

The selected company's rights and duties awarded by the contract may not be assigned to another without written consent of the City and signed by an authorized agent. Such consent shall not relieve the assignor of liability in the event of default by the assignee.

BID ERRORS/AMBIGUITY

Any ambiguity in the bid as a result of omission, error, lack of clarity or non-compliance with specifications, instructions and all other conditions shall be construed in the favor of the City. Error in Quantity: BID PRICE MUST BE SUBMITTED ON UNITS OF QUANTITY SPECIFIED, EXTEND, AND TOTAL SHOWN, IN THE EVENT OF

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DISCREPANCIES IN EXTENSIONS, THE UNIT PRICE SHALL GOVERN.

CHANGE ORDERS

No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All the change orders to the contract will be made in writing and shall not be effective unless signed by an authorized representative of the City.

MODIFICATIONS AND AMENDMENTS

The City shall have the right to modify this order subject to an adjustment in the price in accordance with the applicable provision of the Purchase Order, if any, or pursuant to mutual agreements. No agreement or understanding to modify this order shall be binding on the City unless it is in writing and signed by an authorized representative of the City.

LIENS

The selected company, through award of contract, agrees to and shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided under the City's request, by seller or seller's vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from all liens shall be delivered to the City.

GRATUITIES/BRIBES

The City may, by written notice to the selected company, cancel this contract without liability to the selected company if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bid proposer, or its agent or representative to any City officer, employee or elected representative with respect to the performance of the contract.

RELEASE OF INFORMATION

Only the name of the Company responding to this bid shall be released at the bid opening. Other information submitted by the Company shall not be released by the City during the bid evaluation process or prior to contract award. At no time will confidential information, as noted by the Company, be released.

CONTRACT ENFORCEMENT

The City of Grapevine, Texas reserves the right to enforce the performance of any contract that results from an award of this Invitation to Bid. Enforcement shall be in any manner prescribed by law or deemed to be in the best interest of the City of Grapevine, Texas in the event of breach or default of the contract. Breach of contract or

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 12 of 50 pages default authorizes the City to make an award to another vendor, purchase the service elsewhere and to charge the full increase in cost and handling to the defaulting contractor. Additionally, the City will remove the defaulting contractor from the City's list of approved vendors for a period of two years.

In the event the successful contractor shall fail to perform, keep or observe any of the terms and conditions of the contract, the City shall give the contractor written notice of such default; and in the event said default is not remedied to the satisfaction and approval of the City within a reasonable period of time from which the contractor received notice, default will be declared and all of the contractor’s rights shall terminate. Vendors who submit bids for this service agree that the City of Grapevine, Texas shall not be liable to prosecution for damages in the event that the City declares the successful contractor in default.

Any notice provided by this Invitation to Bid (or required by law) to be given to the successful contractor by the City of Grapevine, Texas shall be conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail at the City of Grapevine, Texas by Registered or Certified mail with sufficient postage affixed thereto, addressed to the successful contractor at the address so provided; this shall not prevent the giving of actual notice in any other manner.

The successful contractor and the City of Grapevine, Texas agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial Code.

The contract will be governed and construed according to the laws of the State of Texas. Performance of the agreement shall be in Tarrant, County, Texas.

ADVERTISING

The successful contractor shall not advertise or publish, without the City of Grapevine, Texas' prior approval, the fact that the City has entered into a contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the Federal, State, or Local government.

CONTRACT ADMINISTRATOR

Under the contract, the City of Grapevine, Texas may appoint a contract administrator with designated responsibility to ensure compliance with contract requirements, such as but not limited to, acceptance, inspection and delivery. If appointed, the administrator will serve as liaison between the City of Grapevine, Texas and the successful contractor.

TERMINATION FOR DEFAULT

The City of Grapevine reserves the right to terminate the contract without prior notice in the event the Contractor defaults or breaches any of the terms and conditions of this contract, or otherwise fails to perform in accordance with the bid specifications. In the event of termination the City reserves the right to complete the work or services in any manner it deems desirable, including engaging the services of other parties therefore and/or awarding the bid to the next lowest responsible bidder. Any such act by the City shall not be deemed a waiver of any other right or remedy of City. If after exercising any such remedy, the cost to City of the performance of the balance of the work or services is in excess of that part of the contract sum, which has not therefore been paid to the Contractor hereunder, Contractor shall be liable for and shall reimburse the City for such excess. Bidders shall for this purpose, keep their bids open and prices fixed for a period of 90 days following the

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TERMINATION WITHOUT CAUSE

The City shall have the right to terminate the contract, in whole or in part, without cause any time upon thirty (30) days prior written notice. Upon receipt of a notice of termination, the Contractor shall promptly cease placing orders and all further work pursuant to the Contract, with such exceptions, if any, specified in the notice of termination. The City shall pay the Contractor, to the extent funds are appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof.

LATE DELIVERY OR PERFORMANCE

If Bidder fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Bidder, who agrees to pay such costs within ten days of invoice.

BID QUANTITIES

Total quantities given in the bid may not reflect actual quantities, but represent the best estimate based on a reasonable effort of investigation; however, they are given for the purpose of bidding on and awarding the contract.

RIGHT TO ABANDON

The City reserves the right to abandon, without obligation to the Contractor, any part of the project, or the entire project, at any time before the Contractor begins any work authorized by the City of Grapevine.

CONTRACT PRICING

The contract type will be a fixed price contract. Prices quoted shall be firm for the initial contract term (one year).

Thereafter, any extensions which may be approved by the City shall be subject to the following: Costs for any extension terms shall be subject to an adjustment only if increases or decreases occur in the industry. Such adjustment shall be based on the latest yearly percentage changes in the All Urban Consumers Price Index (CPI-U) as published by the Bureau of Labor Statistics, U.S. Dep't. Of Labor and any other manufacturer price change requests.

The yearly increase or decrease in the CPI shall be that latest Index published and available prior to the end of the contract year than in effect, as compared to the index for the comparable month one year prior.

Any requested adjustment shall be fully documented and submitted to the City at least ninety days prior to the contract anniversary date. Any approved cost adjustments shall become effective on the beginning date of the approved contract extension.

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The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, or considered to be excessive, or if decreases are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the Contract will be considered cancelled on the scheduled expiration date.

BID SPECIFICATIONS

The following specifications apply to this bid. Any changes made to these specifications as a result of vendor inquiries, corrections or pre-bid/site visit meetings will be documented by issuing an addendum to all known vendors to have received the original bid and will become a part of the bid specifications.

Any reference to a brand name or specifications listed from any manufacturer’s literature is meant to be descriptive and not restrictive of the type of item required by the department. While it is acceptable for the City to reference brand names or literature it should be noted that the City would consider any brand or manufacturer that meets or exceeds all of the specifications listed in the bid documents. The City reserves the right to be the sole judge in determining if a bid meets or exceeds the specifications. By submitting a bid each bidder acknowledges the City’s right to make an award to the vendor that best meets or exceeds the bid specifications and to make an award based on the best interests of the City of Grapevine.

I have read and agree.

(Required: Check if applicable)

SPECIFICATION EXCEPTIONS

Specification Exceptions In the interest of fairness and sound business practice, it is mandatory that you state any exceptions taken by you to our specifications. If your bid/quotation does not meet all of our specifications, you must so state in the space provided. Bids on equipment, vehicles, supplies, service and materials not meeting specifications may be considered by the city, however, all deviations must be listed. If your bid does not meet our specifications, and your exceptions are not listed above, the City of Grapevine may claim forfeiture on your proposal.

(Required: Maximum 4000 characters allowed)

HOW MANY YEARS HAS YOUR COMPANY BEEN IN BUSINESS?

(Required: Numbers only)

NUMBER OF EMPLOYEES

(Required: Numbers only)

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 15 of 50 pages

PUBLIC EMERGENCIES

A Public Emergency shall be defined as, but not limited to, a tornado, flood, hurricane, winter weather, large scale disaster and/or relief thereof which is manmade or natural, or by an act of God shall herein known as “Emergency.” It is vital to the citizens and those who seek large scale refuge within the City of Grapevine be protected from any such Emergency situation(s) that threatens public health and safety as declared by the City of Grapevine; therefore, at any time before, during, or after a public emergency, the City of Grapevine may require a “First Priority” for goods and services to be rendered by the awarded Bidder.

The Contractor agrees to rent/sell/lease all goods and service to the City or its governmental entities on a “first priority” basis. The City expects to pay contractual prices for all goods and or services rendered under this awarded Agreement in the event of such Emergency. Should the Bidder provide the City with products and/or services not under this awarded Agreement, the City expects to pay a fair and reasonable price for all products and/or services rendered or contracted in the event of an Emergency.

The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed as an attached document.

EMERGENCY BUSINESS INFORMATION

Business Name, Primary Contact (Name), Primary Contact Cell, Secondary Contact (Name), Secondary Contact Cell and After Hours emergency fee, if applicable.

(Required: Maximum 1000 characters allowed)

ENVIRONMENTAL

The City is committed to purchasing goods, and services from suppliers which can provide the least adverse environmental impact within the constraints of statutory purchasing requirements, departmental needs, availability, and sound economic considerations while protecting health and safety, be fiscally responsible, meet State and Federal mandates, and model environmental stewardship, and encourages proactive measures in employee behavior to reduce mobile source air pollution.

I have read and agree.

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 16 of 50 pages

MWBE

Minority and/or Woman Owned Business Enterprises are encouraged to participate in Grapevine’s procurement process. In order to be identified as a Qualified Minority and/or Woman Owned Business Enterprise in the City of Grapevine, please select all that apply.

Business Located within City Limits of Grapevine

Disabled Owned Business

Minority Owned Business

Veteran Owned Business

Woman Owned Business

None apply (Required: Check all that apply)

EQUAL OPPORTUNITY REQUIREMENTS

1. The contractor, subcontractor, vendor, supplier, or lessee will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or age. The contractor, subcontractor, vendor, supplier, or lessee will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, color, sex, national origin, or age. Such action will include, but not be limited to, the following: employment; upgrading; demotion or transfer; recruitment advertising; layoff or termination; rates of pay or other forms of compensation and selection for training including apprenticeship.

2. The contractor, subcontractor, vendor, supplier, or lessee states that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin or age.

3. The contractor, subcontractor, vendor, supplier, or lessee will comply with all provisions of Executive Order No.

11246 and the rules, regulations, and relevant orders of the Secretary of Labor or other Federal Agency responsible for enforcement of the equal opportunity and affirmative action provisions applicable and will likewise furnish all information and reports required by the Mayor and/or Contractor Compliance Officer(s) for purposes of investigation to ascertain and effect compliance with this program.

4. The contractor, subcontractor, vendor, supplier, or lessee will furnish all information and reports required by Executive Order No. 11246, and by the rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to all books, records, and accounts by the appropriate City and Federal Officials for purposes of investigations to ascertain compliance with such rules, regulations, and orders. Compliance reports filed at such times as directed shall contain information as to the employment practice policies, program, and workforce statistics of the contractor, subcontractor, vendor, supplier, or lessee.

5. In the event of the contractor's, subcontractor's, vendor's, supplier's or lessee's non-compliance with the non discrimination clause of this contract or with any of such rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part, and the contractor, subcontractor, vendor, supplier, or lessee may be declared ineligible for further City contracts in accordance with procedures provided in Executive Order No. 11246, and such other sanctions may be imposed and remedies invoked as provided in the said Executive Order, or by rule, regulation, or order of the Secretary of Labor, or as may otherwise be provided by law.

6. The contractor shall include the provisions of paragraphs 1-6 of this Equal Employment Opportunity Clause in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of September 24, 1965 so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontractor or purchase order as the contracting agency may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event the contractor becomes involved in, or is threatened with litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

I have read and agree.

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CONFLICT OF INTEREST

Effective September 1, 2015 H.B. 23, 84th Leg., Regular Session requires any person or business that contracts with or is considering doing business with a local governmental entity to file a "conflicts of interest questionnaire."

This law is in accordance with Section 176.001 and 006 of the Local Government Code.

The forms required to comply with the above Government Code are available on the Ethics Commission website at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

Vendors are to complete the "conflicts of interest questionnaire" and submit with their complete proposal.

I have read and understand.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million.

The disclosure requirement applies to a contract entered into on or after January 1, 2016. The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. Details on how to file will be included with contract documents to the awarded vendor. See the link below to the TEC for more information. Vendors are to complete the "conflicts of interest questionnaire" and submit with their complete proposal.

1295 Filing Info

Deadline: 10/23/2026 02:00 PM (CT) RFQ 47-26Page 18 of 50 pages https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf https://www.ethics.state.tx.us/filinginfo/1295/

CONTRACTOR SAFETY

GENERAL

The Contractor shall comply with all Occupational Safety and Health Act (OSHA) Standards and any other Federal, State, or Local rules and regulations applicable to construction and/or maintenance activities in the State of Texas.

City Safety Personnel or any supervisor may, but are not required to, order that the work be stopped if a condition of immediate danger is found to exist. Nothing contained herein shall be construed to shift responsibility or risk of loss for injuries or damage sustained as a result of a violation of this Article from the Contractor to the City of Grapevine. The contractor shall remain solely and exclusively responsible for compliance with all safety requirements and for the safety of all persons and property at the project site.

The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City of Grapevine reserves the right to require demonstration of compliance upon reasonable request. In the event the Contractor is unable to demonstrate compliance with the safety provisions of this Contract, the parties agree that such failure is deemed to be a material breach of this Agreement; and the Contractor agrees that upon such breach, all work pursuant to the Contract shall terminate until demonstration to the City of Grapevine that the safety provisions of this Agreement have been complied with. In no event shall action or failure to act on the part of the City of Grapevine be construed as a duty to enforce the safety provisions of this Agreement nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Agreement.

SAFETY EQUIPMENT

The Contractor shall be responsible for the Safety Equipment to be used by its employees and/or all of its sub-contractors working on the City of Grapevine. This equipment will include, but may not be limited to, hard hats, safety belts or harnesses, eye, face, hand, ear or hearing protection. Sport or athletic type shoes are not considered suitable work shoes on any construction site.

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BID AND CERTIFICATION FOR THE CITY OF GRAPEVINE, TEXAS

Honorable Mayor and City Council Members:

The undersigned hereby proposes to furnish and deliver FOB destination point as listed on individual Purchase Orders:

The line items listed in accordance with the Net Prices and other conditions shown herein, and in accordance with the City's Specifications and General Terms and Condition Specifications. When issued, Addendums shall automatically become part of this bid document and shall supersede any previous specifications or provisions in conflict with the Addendum. It is the responsibility of the bidder to ensure that it has obtained such Addendums. By submitting a bid on this project, bidder shall be deemed to have received all Addendums and to have incorporated them into its bid.

The City may accept this bid offer by issuance of a Notice of Award Letter and/or a Purchase Order covering award of said bid to this Bidder at any time on or before the 120th day following the…