CITY OF GRAND PRAIRIE, TEXAS

REQUEST FOR PROPOSALS

RFP # 26065 – Epic Waters Duct Work

DUE DATE: PRIOR TO 2:30 PM, AUGUST 13, 2026

DUE TO:

Attn:

Venona McGee, Senior Buyer Purchasing Division 300 W. Main Street

Grand Prairie, Texas 75050 https://vendors.planetbids.com/portal/53284/portal-home

CLEARLY MARK BID AS “RFP # 26065”

Late responses will be unopened and not accepted for consideration. The City of Grand Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. EMAIL BIDS WILL NOT BE ACCEPTED.

CITY OF GRAND PRAIRIE

ADVERTISEMENT FOR BIDS

Sealed bids will be received at 300 W. Main Street, Grand Prairie, Texas, and via https://vendors.planetbids.com/portal/53284/portal-home until Thursday, August 13, 2026, at 2:30 PM (Central Time). Bids will be opened publicly and acknowledged at that time for the purchase of the following:

26065– Epic Waters Duct Work

An optional Pre-Bid Meeting is scheduled for August 3, 2026 at 10:00 AM, at 2970 Epic Place, Grand Prairie, TX 75052.

A second Pre-Bid Meeting is scheduled for August 4, 2026 at 10:00 AM, at 2970 Epic Place, Grand Prairie, TX 75052.

https://teams.microsoft.com/meet/261984825774527?p=NXi2m5O2cQKuL6Ls5m - Meeting ID: 261 984 825 774 527 Passcode: Ca7xg6Fm. See Planet Bids project website for details.

Further information and specifications may be obtained at https://vendors.planetbids.com/portal/53284/portal-homeor from the Purchasing Division at (972) 237-8269.

The city reserves the right to reject any or all bids and to waive formalities. The city also reserves the right to purchase these items through state-awarded contracts or other intergovernmental agreements when it is in the city’s best interest.

Published: Ft. Worth Star-Telegram – Friday, July 17, 2026 and Friday, July 24, 2026.

City of Grand Prairie Bid/Solicitation Information Form

Department of Management Services — Purchasing Division

PROJECT IDENTIFICATION

Sourcing Project (Bid) No. 26065

Bid / Solicitation Type Request for Proposal (RFP)

Title Epic Waters Duct Work

Description The City of Grand Prairie is seeking a formal bid for the replacement of existing HVAC ducts that have deteriorated due to elements of material, environmental conditions, and operational restrictions. Technical scope of work and design criteria per plan provided by the architecture and engineering consultants in their May 2026 report.

BUYER CONTACT

Buyer's Name Venona McGee

Buyer's Position Senior Buyer

Buyer's Phone # (972) 237-8266

Buyer's Email vmcgee@gptx.org

KEY DATES & DEADLINES

Questions Due August 5, 2026 at 1:00 PM

Responses Due August 7, 2026 at 4:00 PM

BID / PROPOSAL DUE DATE & TIME

August 13, 2026 | 2:30 PM

PRE-BID CONFERENCE

Pre-Bid Conference Optional

1st Pre-Bid Date & Time August 3, 2026 at 10:00 AM

1st Pre-Bid Location 2970 Epic Place, Grand Prairie, TX 75052

2nd Pre-Bid Date & Time August 4, 2026 at 10:00 AM

2nd Pre-Bid Location 2970 Epic Place, Grand Prairie, TX 75052

City of Grand Prairie — Dept. of Management Services — Purchasing Division

Bid/Solicitation Information Form 26065

Bid/Solicitation Information Form Bid No. 26065

Microsoft Teams Meeting https://teams.microsoft.com/meet/261984825774527?p=NXi2m5O2cQKu L6Ls5m - Meeting ID: 261 984 825 774 527 Passcode: Ca7xg6Fm

Bid/Solicitation Information Form 26065

Evaluation Criteria

Department of Management Services — Purchasing Division

BID NUMBER 26065

SOLICITATION TYPE Request for Proposal (RFP)

TITLE Epic Waters Duct Work

Enter the max points for each criterion. The criteria subtotal equals 100. ACCESS-GP Determination points are added separately.

*Please note that all RFP submissions will be equitably reviewed and scored based only on the non-interview categories listed above by the selection committee with the points associated with the interview only applying to those groups shortlisted and scheduled for interviews, if interviews are being held.

EVALUATION CRITERIA & SCORING

Buyer: Venona McGee Bid Due: August 13, 2026 2:30 PM

# Criterion Evaluation Factors / Description Max Points

1 Price / Cost Total proposed cost and cost reasonableness. 30

Technical Approach / Methodology

Quality and feasibility of the proposed technical solution and methodology. 20

3 Management Plan Project management approach, timeline, milestones, and risk mitigation. 20

4 Key Personnel Qualifications Qualifications, experience, and availability of proposed key staff. 10

5 Experience & Past Performance Relevant experience and performance record on similar projects. 20

6 — — —

TOTAL 100

Evaluation Criteria 26065

Procurement Schedule

Department of Management Services — Purchasing Division

BID NUMBER 26065

SOLICITATION TYPE Request for Proposal (RFP)

TITLE Epic Waters Duct Work

Activity Date

1st Advertisement Friday, July 17, 2026

Release Bid (online & via email) Monday, July 20, 2026

Optional Pre-Bid Meeting Monday, August 3, 2026

Optional Pre-Bid Meeting (2nd) Tuesday, August 4, 2026

Deadline for Questions Wednesday, August 5, 2026

Responses to Questions Friday, August 7, 2026

Date for Bids to Open Thursday, August 13, 2026

Procurement Schedule 26065

GENERAL CONDITIONS OF THIS SOLICITATION

1. OVERVIEW

It is the intent of the City of Grand Prairie, Texas to award to one or more suppliers through a competitive proposal process for the Goods and/or Services contained in the

Bid/Solicitation Form. Please refer to the document Bid/Solicitation Information Form in the City’s E-procurement Sourcing portal for more information.

See Attachment A located in the back of this solicitation for more complete information on the goods/services being requested within the Requested Scope of Work. If applicable, there is Attachment B pertaining to the City’s recently created Small Business

Enterprise (SBE) program. If present, additional attachments will contain supplemental information relating to the plans, specifications, and/or desired outcome from this request. It is incumbent on the proposers to be familiar with the requests and requirements contained in each attachment.

1. PAYMENT AND INVOICING

a. Payment - The supplies furnished in accordance with this specification will be paid for at the unit price or percentage discount bid within 30 days of receipt of good or invoice, whichever is later unless the on-line ordering option and/or procurement card payment option is utilized.

b. Invoicing - The following requirement applies to all invoices. Invoices must reference a purchase order number. Separate invoices are required for each order and shall be sent to the ordering department. The invoice should include the following: As a Municipal Government, the City of Grand Prairie is exempt from all sales and excise taxes. DO NOT INCLUDE TAXES in price bid. Tax Exemption

Certificates will be issued to successful vendor(s) upon request. Invoices shall include but not limited to:

i. Purchase Order number

ii. Invoice number

iii. Contract rates

iv. Quantity ordered.

v. Total amount due

2. PROCUREMENT SCHEDULE

The projected schedule for this procurement is shown in a separate document in the attachment section of this procurement. Please refer to the attached document titled

Procurement Schedule Form for the official procurement schedule.

Late responses will be unopened and not accepted for consideration. The City of Grand

Prairie is not responsible for lateness or failure of timely delivery via mail (whether delays are internal/external), carrier, etc. Please ensure you allow time to provide your response timely so that you may be properly considered. EMAIL BIDS WILL NOT BE ACCEPTED.

3. CONTACT, FOLLOW-UP QUESTIONS OR INFORMATION REQUESTS

Information, questions, or clarification concerning the intent of this bid offering or solicitation should be in writing and addressed to the Buyer (contact) for this procurement as shown on the Bid/Solicitation Information Form. Please be aware of the Deadline for Questions outlined in the Procurement Schedule Form as well as the Procurement Information document. City of Grand Prairie’s response to questions and requests for clarification will be posted to the City’s E-procurement Sourcing portal by the date shown on the Procurement Schedule Form and the Bid/Solicitation Information Form.

4. BID EVALUATION

The City will award contract(s) based the evaluation process listed in the Evaluation

Criteria Form in this solicitation document.

The City of Grand Prairie reserves the right to accept or reject any bids in whole or in part and waive any informality in the competitive bid process. Further, the City reserves the right to enter any contract deemed to be in the City's best interest.

5. SUBMITTAL RESPONSE GUIDELINES

Vendor’s response to this Request for Bid must include:

a. Submittal Checklist and Affirmation form reviewed and signed.

b. Bid Pricing Form filled in with unit prices, extended prices, and total.

c. Questionnaire and References. References provided should be for similar work/projects with up-to-date contact information (phone and email).

d. Historically Underutilized Business Questionnaire and Additional Verifications

Form.

e. Right to Do Business in Texas (Franchise Tax Acknowledgement)

f. Conflict of Interest Questionnaire

g. Contract Changes Grid.

h. Optional – Local Preference Consideration Application.

6. INTERVIEWS

Submissions will be taken and reviewed immediately upon receipt. It is anticipated a short list of up to three (3) Offerors may be interviewed, but the City reserves the right to not conduct any interviews and to base the selection strictly on the submissions submitted or to eliminate any

Offeror from the selection as late as the day prior to any potential interview if the City determines the submission is insufficiently responsive to merit further consideration. The City has the discretion to increase the number of Offerors to invite for interviews but no obligation to increase the number exists.

Interviews, if conducted, will be 45 minutes, with 30 minutes for a presentation by the Offeror and remaining time for questions and discussion. The Project Manager and/or Team should attend a minimum. The chemistry and comfort of the team is vital to the selection. The focus on the interview should be specific to this project and the City's concerns, including capabilities of the firm, performance ability, and project approach.

7. AGREEMENT TERMS AND AWARD

The term of the agreement will be for an initial one-year agreement with the option to renew for up to two (2) additional one-year periods. Further, there exists the possibility of up to two (2) additional one-year periods should there not be a price increase during the first three (3) year contract period. Any variation in the length of contract terms different from the above must be approved by the City Attorney’s Office prior to contract placement on City Council agenda for approval consideration.

The price agreement shall be awarded to the vendor(s) submitting the bid(s) deemed to be in the best interest of the City. The city may award one Primary and one Secondary vendor by portions or for the entire bid. The City of Grand Prairie may award to a single vendor, multiple vendors, or use any combination that serves the best interest of the city. Successful Vendor will enter into a contract with the City for an annual agreement in accordance with the terms and conditions found within. The annual estimated dollar value of this contract determined by the contracting department’s annual budget for such line item(s). Annual estimated quantities are not known and vary from year to year.

OR

The term of the agreement will be for a one-time purchase. The contract shall be awarded to the vendor(s) submitting the bid(s) deemed to be in the best interest of the City. The city may award one Primary and one Secondary vendor by portions or for the entire bid.

The City of Grand Prairie may award to a single vendor, multiple vendors, or use any combination that serves the best interest of the city.

8. FRANCHISE TAX VERIFICATION

Upon receipt of all responses, the Purchasing Division staff will search the vendor’s franchise tax account status using the online Certificates of Account Status Directory located on the Texas Comptroller of Public Accounts (CPA) website. Not all vendors are required to pay franchise tax. The Texas franchise tax is a privilege tax imposed on each taxable entity formed or organized in Texas or doing business in Texas. The Comptrollerof

Public Accounts (CPA) is required by law to forfeit a company’s right to transact business in Texas if the company has not filed a franchise tax report or paid a franchise tax required under Chapter 171 of the Tax Code. If the corporate privileges are forfeited, the entity will be denied the right to sue or defend itself in a Texas court and each director or officer will be liable for the debt of the entity.

Respondents are requested to submit documentation showing good standing with the

Texas Comptroller’s Office.

You can search for your franchise tax account status report at https://mycpa.cpa.state.tx.us/coa/search.do.

https://mycpa.cpa.state.tx.us/coa/search.do

9. EXCLUSION OF BROKERS ON BIDDING OPPORTUNITIES INVOLVING COMMODITIES

A proposer/bidder must perform a commercially useful function on that contract. To determine whether a proposer/bidder is performing a commercially useful function, the Purchasing Manager, or his/her designee, will look at any relevant factors, including those listed in this section. A reseller or manufacturer’s representative will not be considered a broker for the City’s bidding opportunities. The following factors must be considered in making this determination:

a. A bidder/proposer performs a commercially useful function when it is responsible for the execution of the work of the contract and is carrying out its responsibilities by actually performing, managing, and supervising the work involved. To perform a commercially useful function, a proposer/bidder must also be responsible with respect to materials and supplies used on the contract, negotiating price, determining quality and quantity, ordering the material, and installing (where applicable) and paying for the material itself. To determine whether a proposer/bidder is performing a commercially useful function, the following factors may be considered:

i. The amount of work subcontracted;

ii. That the work conforms to industry standards and practices;

iii. That the amount a proposer/bidder is to be paid under the contract is commensurate with the work it is actually performing

b. A proposer/bidder does not perform a commercially useful function if its role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of participation. In determining whether a proposer/bidder is such an extra participant, the Purchasing Manager, or his/her designee, will examine similar transactions, including those where the bidder/proposer does not participate. This exclusion applies to bid opportunities for commodities or for services and commodities to be procured.

TERMS AND CONDITIONS FOR SOLICITATIONS

1) INSTRUCTIONS: These standard terms apply to all solicitations.

2) BEST INTEREST: The CITY reserves the right to reject any or all responses and to waive formalities. The CITY also reserves the right to purchase through State awarded contracts or other intergovernmental agreements when it is in the best interest of the CITY to do so.

3) PRICING: Unless otherwise noted in this document, price(s) quoted must be held firm for ninety (90) days to allow for evaluation.

4) SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on that basis.

5) F.O.B.: All shipping shall be F.O.B. Destination.

6) COOPERATIVE/INTERLOCAL PURCHASING: If the vendor checked “yes” on the submittal affirmation form to allow for interlocal purchasing, the following will apply: Governmental entities utilizing inter-governmental contracts with the City of Grand Prairie will be eligible, but not obligated, to purchase goods and services under the contract(s) awarded from this solicitation. All purchases by governmental entities other than the City of Grand Prairie will be billed directly to that governmental entity and paid by that governmental entity.

The City of Grand Prairie will not be responsible for another governmental entity’s debts.

Each governmental entity will order their goods and services as needed.

7) SPLIT AWARD: The City of Grand Prairie reserves the right to award a separate contract to separate vendors for each item/group or to award one contract for the entire bid.

8) WITHDRAWAL OF RESPONSE TO SOLICITATION: For a period of ninety (90) days following the date designated for the receipt of response, a response may not be withdrawn or cancelled by the vendor without approval by the CITY.

9) ERROR-QUANTITY: Submittals must be made on the units of quantity specified and on extended costs, and they must show total costs. In the event of discrepancies in extension, the unit price shall govern.

10) LATE SUBMITTALS: Submittals received after the submission deadline shall be returned unopened and will be considered void and unacceptable. The City of Grand Prairie is not responsible for lateness from any carrier for any reason.

11) TAXES: The City of Grand Prairie is exempt from federal manufacture's excise taxes and state sales taxes. TAX MUST NOT BE INCLUDED IN PRICING. Tax exemption certificates will be executed by the CITY and furnished upon request.

12) ADDENDA: Any interpretations, corrections or changes to these specifications will be made by addenda. Sole issuing authority of the addenda shall be vested in the City of Grand Prairie Purchasing Department. Addenda will be mailed to all who are known to have received a copy of this solicitation. It is the responsibility of proposers to ensure they have received and understand any issued addenda.

13) PROTEST: Protests shall be submitted in writing and filed with the Purchasing Division no less than twenty (20) business days prior to the CITY Council meeting at which the award is scheduled to appear on the agenda. A written response will be prepared by the Purchasing Manager in consultation with the end user department and CITY Attorney in accordance with the CITY Purchasing Manual. If the protesting vendor does not agree with the staff recommendation, they may appeal to the CITY Council. Protesting vendors must contact the CITY Secretary to be acknowledged and heard by CITY Council at the first available Council meeting.

14) PAYMENT TERMS: Unless otherwise specified by the CITY in this document, payment terms are Net 30.

15) PATENT RIGHTS: The vendor agrees to indemnify and hold the CITY harmless from any claim involving patent right infringement or copyrights on goods supplied.

16) FUNDING: The City of Grand Prairie is a home-rule municipal corporation operated and funded on an annual basis for October 1 to September 30. The CITY reserves the right to terminate, without liability to the CITY, any contract for which funding is not available.

17) ASSIGNMENT: Vendor shall not sell, assign, transfer, or convey this contract in whole or in part, without the prior written consent of the CITY.

18) VENUE: This agreement will be governed and construed according to the laws of the State of Texas.

19) RIGHT OF REVIEW: Vendor covenants and agrees that the CITY, upon reasonable notice to vendor, may review any of the work performed by vendor under this Contract.

20) DELIVERY TIMES: Deliveries will be acceptable only during normal working hours at the designated CITY municipal facility.

21) STANDARD WARRANTY: Standard manufacturers’ warranties shall be provided and submitted to the City of Grand Prairie upon request.

22) PACKAGING: Unless otherwise indicated, items will be new, unused, and in first class condition in containers suitable for damage-free shipment and storage.

23) ORDERS AND INVOICING: A purchase order number is required for all purchases. All invoices must identify the purchase order number, include the bid unit pricing by item, identify the ordering department/user, and include contact phone and email.

24) CONFLICT OF INTEREST: The successful vendor agrees that during the contract period vendor and any of vendor’s associates and employees will have no interest, and will acquire no interest, either direct or indirect, which will conflict in any manner with the performance of the services called for under this contract. All activities, investigations and other efforts made by vendor pursuant to this contract will be conducted by employees or associates of vendor. Vendor further agrees that it understands that the Code of Ordinances of the City of Grand Prairie prohibits any officer or employee of the CITY from having any financial interest, either direct or indirect, in any business transaction with the CITY. Any violation of this paragraph which occurred with the actual or constructive knowledge of VENDOR will render this contract voidable by the CITY.

a. FORM CIQ – is required when a conflict exists in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law, this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. This form is included in this solicitation document.

25) CONFIDENTIAL WORK: Any reports, designs, plan, information, project evaluations, data or any other documentation given to or prepared or assembled by VENDOR under this contract shall be kept confidential and may not be made available to any individual or organization by VENDOR without the prior written approval of the CITY except as may be required by law.

26) WARRANTY, HOLD HARMLESS, AND INDEMNITY: VENDOR warrants that the commodities it delivers to the CITY shall be delivered in a good and workmanlike manner, and that any item delivered to the CITY under this contract will be fit for the particular purpose for which it was furnished. VENDOR shall defend, indemnify, and hold the CITY whole and harmless against any and all claims for damages, costs, and expenses to persons or property that may arise out of, or be occasioned by, the execution or performance of this Contract or any of VENDOR's activities or any act of commission or omission related to this Contract of any representative, agent, customer, employee, sub-vendor or invitee of VENDOR or any representative, agent, employee, or servant of the CITY. If an item is covered by a manufacturer's warranty, it is the responsibility of the VENDOR to obtain the information for CITY and to get the manufacturer to honor the warranty.

27) PROPRIETARY INFORMATION: Any material or information that is considered proprietary in nature must be clearly marked as such and will be treated as confidential by the City of Grand Prairie to the extent permitted by law.

28) WAIVER OF ATTORNEYS FEES: VENDOR and CITY expressly agree that in the event of any litigation arising between the parties to this contract, each party shall be solely responsible for payment of its attorneys. In no event shall either party be responsible for the other party's attorney's fees, regardless of the outcome of the litigation.

29) 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 change orders to the contract will be made in writing by the City of Grand Prairie.

30) TERMINATION: The CITY may, at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, terminate further work under the resulting contract, in whole or in part, by giving at least thirty (30) days prior written notice of termination to VENDOR. VENDOR understands that no further orders may be accepted after the date specified in such notice. In the event of termination and following its inspection and acceptance of goods and services properly ordered prior to the date specified in the notice of termination, the CITY shall equitably compensate VENDOR in accordance with the terms of this contract. If the CITY terminates this agreement, VENDOR shall not be entitled to lost or anticipated profits.

31) TERMINATION FOR DEFAULT: If VENDOR defaults on this agreement, the CITY reserves the right to enforce the performance of the resulting contract in any manner either prescribed by law or deemed to be in the best interest of the CITY. The CITY reserves the right to terminate the resulting contract immediately if the VENDOR fails to: (a) meet delivery schedules, or (b) otherwise perform in accordance with this contract and incorporated documents. A breach of contract or default by VENDOR authorizes the CITY to award the contract to another VENDOR, purchase elsewhere, and charge the full increase in cost and handling to the defaulting VENDOR.

32) PERFORMANCE OF WORK: VENDOR or VENDOR’s associates and employees shall perform all the work called for in this contract. VENDOR agrees that all of VENDOR’s associates and employees who work on this project shall be competent and fully qualified to undertake the work described in this contract. VENDOR agrees that the services performed shall be performed in a good and workmanlike manner, and that the finished product shall be fit for the particular use(s) contemplated by this agreement.

33) OWNERSHIP OF DOCUMENTS: VENDOR acknowledges that the CITY owns all notes, reports, or other documents, intellectual property or documentation produced by the VENDOR pursuant to the resulting contract or in connection with its work which are not otherwise public records. VENDOR acknowledges that the CITY shall have copyright privileges to those notes, reports, documents, processes, and information. VENDOR shall, upon written request, provide CITY a copy of all such notes, reports, documents, and information, except to the extent that they contain confidential information about third parties.

34) PRICE REDETERMINATION: Price redetermination shall only be considered by the CITY forty-five (45) days prior to the anniversary date of the initial contract award and subsequent renewals. Price redetermination requests must be substantiated in writing.

The City of Grand Prairie reserves the right to reject the request when it is deemed to be in the best interest of the CITY.

35) DRUG FREE WORKPLACE: VENDOR agrees that during the contract period VENDOR and any of VENDOR’s associates and employees shall comply with the CITY’S drug free workplace policy.

36) INSPECTION: All goods and services will be subject to inspection and testing by the CITY prior to acceptance. Goods rejected and goods supplied in quantities greater than ordered may be returned to the VENDOR at its expense. If, at any time, goods or services, including applicable drawings and specifications, are found by the CITY to either be defective in material or workmanship or not in conformity with the requirements of this specification, then the CITY may pursue one or more of the following remedies: (a) Reject and return such goods at VENDOR’s expense; (b) Require VENDOR to inspect the goods and remove any nonconforming goods; (c) Replace any nonconforming goods or services with conforming goods or services; or (d) Pursue any rights and remedies available to the CITY by contract or by law or equity.

37) PACKAGING: All goods must be packaged as specified by the CITY, and they shall be shipped by the route and carrier designated by the CITY. If the CITY does not specify how the goods must be packaged, VENDOR shall package the goods in a way to avoid any damage in transit. If the CITY does not specify the manner of shipment, route, or carrier, VENDOR shall ship the goods at the lowest possible transportation rates, consistent with VENDOR's obligation to meet the delivery schedule set forth in this specification.

38) AUDIT: The CITY reserves the right to audit the records and performance of contractor during the contract and for four years thereafter.

39) INSURANCE: Prior to the commencement of work under this Contract, VENDOR shall obtain and shall continue to maintain at no cost to the CITY, in full force and effect during the term of this Contract, comprehensive liability insurance policies with companies licensed to do business in the State of Texas and rated not less than “A X” in the current AM Best Financial Rating Guide. If this Contract includes Professional Services, VENDOR shall also obtain and shall continue to maintain at no cost to the CITY, in full force and effect during the term of this Contract a professional liability (errors and omissions) insurance policy. If this Contract involves the purchase, installation or maintenance of software, VENDOR shall also obtain and shall continue to maintain at no cost to CITY, in full force and effect during the term of this Contract, crime insurance and cyber liability policies. If this Contract involves above-ground construction or substantial renovation, VENDOR shall also obtain and shall continue to maintain a builder’s risk policy in full force and effect until final acceptance of the work by CITY. Unless modified in accordance with any CITY ordinance or directive, VENDOR shall, at minimum, maintain the following coverages:

Insurance Type Limit

General Liability and Property Damage $1,000,000 Each

Occurrence $2,000,000 Aggregate

Automobile Liability $1,000,000 Combined

Single Limit

Workers’ Compensation/ Employers Liability

WC - Statutory

EL - $1,000,000

Professional Liability (if applicable) $1,000,000 Each

Occurrence $2,000,000 Aggregate

Crime Coverage (if applicable) $1,000,000 Each

Occurrence

Cyber Liability (if applicable) $1,000,000 Each

Occurrence

Builder’s Risk (if applicable) 100% value of the Project

a. The general liability and automobile liability policies obtained by VENDOR shall be primary and noncontributory and include CITY as an additional insured. A provision shall be incorporated into the policies whereby CITY shall be given at least thirty

(30) days prior notice of any material change in coverage, non-renewal, or of cancellation of such policies, and VENDOR shall provide CITY with a copy of any such notice of material change in coverage, non-renewal, or cancellation within three (3) business days of its receipt of such a notice. For purposes of this section, a material change in coverage includes, but is not limited to, a reduction in coverage below the amounts required under this Contract.. VENDOR shall provide a waiver of subrogation in favor of the City on all coverages except professional liability. VENDOR shall furnish the CITY with original copies of the policies or certificates evidencing such coverage prior to commencement of any work under this Contract

40) HB 1295 FORM: At time of contract execution VENDOR must provide a signed Form 1295 received directly from the Texas Ethics Commission.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.

41) CONTRACT EXECUTION AND START DATE: The awarded VENDOR will have ten (10) calendar days after receiving the notice of award to return the executed contract, certificate of insurance, Form 1295, and VENDOR setup packet (when applicable). If VENDOR fails to return the required documents by the indicated deadline, the CITY reserves the right to immediately terminate the contract, place the VENDOR on the CITY’s debarred vendor list, and award the contract to another VENDOR. After documentation is received by the CITY, either a notice to proceed or a purchase order will be issued.

VENDOR will have up to five (5) calendar days to begin performance under this contract, unless otherwise agreed in writing between the CITY and VENDOR.

42) STORMWATER REQUIREMENTS: Where applicable, VENDOR shall implement Best Management Practices (BMPs) and good housekeeping measures to prevent stormwater pollution as required by the current City of Grand Prairie Stormwater Discharges Ordinance (Article XXIII, Section 13).

43) LOCAL PREFERENCE: Section 271.9051 of the Texas Local Government Code authorizes a municipality, when considering competitive sealed bids when the bid evaluation is setup to award to the lowest responsible bidder, to enter into a contract for certain purchases with a bidder whose principal place of business is in the municipality and whose bid is within five percent of the lowest bid if the lowest bid is from a business outside the municipality and contracting with the local bidder would provide the best combination price and other economic benefits to the municipality. Application for Local Bidder Preference must be submitted with bid to be considered by the City of Grand Prairie. If your principal place of business is within the Grand Prairie CITY limits and you want to apply for local preference consideration, then you must provide a tax certificate for the most current year marked PAID, included with your Application for Local Bidder Preference.

Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date

Name of vendor who has a business relationship with local governmental entity.1

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

Describe each employment or business relationship with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

CONTRACT CHANGES GRID

The Contractor has the obligation to review all documents that make up the contract documents in their entirety and include any objections or requests for modifications to the Terms and Conditions, or any of the Contract Documents (SAMPLE Contract included here for reference), in the Contract Changes Grid included with the Notice to Bidders. No changes or modifications will be made to the contract documents unless such changes are set forth in the Contract Changes Grid, submitted to the City along with the Contractor’s proposal, and agreed to by the City.

CONTRACT CHANGES GRID

Proposed Contractor/Bidder (“Contractor” or “Bidder”), submits the following modifications to the City’s Standard (“Agreement”) requesting changes to such provisions be accepted by the City and incorporated into the Agreement. Contractor understands and acknowledges that the City is under no obligation to accept the modification(s) proposed by Contractor; however, the City agrees to negotiate in good faith in consideration of Contractor’s request, subject to legal requirements, City policies and advice of the City Attorney.

Section / Page Term, Condition or

Specification Exception/Proposed

Modification

Disposition (For City of Grand Prairie

Use Only)

City Response:

Accepted

Not Accepted

_____Modified City Response:

Accepted

Not Accepted _____Modified

City Response:

Accepted

Not Accepted _____Modified

Section / Page Term, Condition or

Specification Exception/Proposed

Modification

Disposition (For City of Grand Prairie

Use Only)

City Response:

Accepted

Not Accepted

_____Modified City Response:

Accepted

Not Accepted _____Modified

City Response:

Accepted

Not Accepted _____Modified

Vendor Packet Cover Sheet

Department of Management Services – Purchasing Division

All required forms must be completed, signed, and submiƩed by an individual authorized to act on behalf of the business before iniƟal payment to new vendors or updates to exisƟng vendors’ profiles can be made.

All completed forms should be signed and emailed to vendors@gptx.org. If any of the required forms are missing or incomplete, the packet will be returned.

Please complete the checklist below to indicate that all necessary forms have been submiƩed with this packet.

Required Forms

☐ Vendor InformaƟon Form

☐ AddiƟonal VerificaƟons Form

☐ Form W-9 (Revised March 2024)

QuesƟons? Contact us using the informaƟon below.

City of Grand Prairie Department of Management Services – Purchasing Division

300 W. Main St.

Grand Prairie, Texas 75050

Email: vendors@gptx.org Phone: 972-237-8269

Page 1 of 14 Revised 1/3/2025

Xiomara Abad Highlight

Xiomara Abad Highlight

Vendor Information Form

Department of Management Services - Purchasing Division

☐ New Vendor ☐ Vendor Number: (Existing vendor)

State / ZIP Code: /

State / ZIP Code: /

Vendor's Name (As it will appear on the check):

Vendor's Legal Name (Must match W9 & EIN):

Legal Address:

City:

Remittance Address:

City:

Business Phone # Website:

Step 1: Vendor Profile

A current W9 must be provided. Please ensure that it is signed, dated, and has a valid Social Security Number or Federal Tax ID Number.

Existing Vendors: A change in the business name, Federal Tax ID number (EIN), or tax status requires an updated Vendor Information Form and completed IRS Form W-9. These forms must be completed and provided to the City to ensure proper payment receipt. Inactivity for more than three years will require a new form to reactivate the vendor's profile.

New Vendors: This form must be completed accurately, signed by an individual authorized to act on behalf of the business, and submitted before initial payment can be made.

Steps 1, 2, and 3, must be completed. Step 4 is optional.

Email all completed forms to:

City of Grand Prairie's Purchasing Division vendors@gptx.org

Department of Management Services - Purchasing Division

Contact Name (Person completing the form):

Position/Title:

Phone: Email:

Signature: Date:

Contact Name (Accounts Payable Inquiries):

Phone: Email:

02 - Building Construction, including General Contractors and Operative Builders

03 - Special Trade Construction

Step 3: Vendor Contact Information

Step 2: Type of Goods or Services

09 - Medical Services

04 - Financial and Accounting Services

05 - Architectural/Engineering and Surveying Services

06 - Other Professional or Personal Services including Legal Services

07 - Commodities Wholesaler/Reseller (Goods)

08 - Commodities Manufacturer (Goods)

Select one category that best describes the goods/services the business provides. The vendor business categories below mirror the National Institute of Governmental Procurement (NIGP) general business categories used by the Texas Comptroller. Additional information about the NIGP business categories can be found at https://comptroller.texas.gov/purchasing/vendor/registration/search-tips.php.

01 - Heavy Construction other than Building Construction

Revised 1/3/2025

Department of Management Services - Purchasing Division

☐ Black / African American

☐ Asian / Pacific Islander

☐ Woman

☐ Hispanic / Latino

☐ Native American / Alaskan Native

☐ Historically Underutilized Business (HUB)

☐ Minority Owned Business Enterprise (MBE)

☐ Women Owned Business Enterprise (WBE)

☐ Texas Comptroller Historically Underutilized Business (HUB) Program

☐ TxDOT (Texas Department of Transportation) or Unified Certification Program

Form Submitted By: Date:

Department: Extension:

C) If you marked any of the certification boxes above, list the certification agency that certified the business.

Type of Certification

Purchasing Division Use Only

A) The City of Grand Prairie is interested in increasing its procurement spend with diverse business owners. To help us track our diversity initiative, please check all that apply.

Step 4: Diversity Information (Optional)

The business is at least 51% owned and operated by a diverse vendor (self-identified).

B) Complete this section if you are a certified business. Certified businesses have completed a validation process by a certifying agency to confirm the business' status based on the specified criteria of the diversity program.

Certification ID Number

DFW MSDC (Dallas Fort Worth Minority Supplier Development Council)

WBCS (Women's Business Council - Southwest)

NCTRCA (North Central Texas Regional Certification Agency)

If you are a certified business, please mark all that apply and provide your certification ID number(s).

Disadvantaged Business Enterprise (DBE)

Revised 1/3/2025

AddiƟonal VerificaƟons Form

Department of Management Services – Purchasing Division

Where applicable, VENDOR makes the following verificaƟons:

(a) VENDOR does not boycott Israel as that term is defined in Section 808.001 of the Texas Government Code;

(b) In accordance with the terms defined in Section 2274.001 of the Texas Government Code, VENDOR does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and it will not during the term of the contract discriminate against a firearm entity or firearm trade association; and

(c) In accordance with the terms defined in Sections 809.001 and 2274.001 of the Texas Government Code, VENDOR does not boycott energy companies, and it will not boycott energy companies during the term of the contract.

I, (authorized official) ______________________________, do hereby depose and verify the truthfulness and accuracy of the contents of the statements submitted on this certification under the provisions of the referenced Texas Government Code sections above.

Company Name

Signature of Authorized Official

Title of Authorized Official Date

QuesƟons? Contact us using the informaƟon below.

City of Grand Prairie Department of Management Services – Purchasing Division

300 W. Main St.

Grand Prairie, Texas 75050

Email: vendors@gptx.org Phone: 972-237-8269

Page 5 of 14 Revised 1/3/2025

Form W•9 (Rev. March 2024)

Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

Go to www.irs.gov/FormW9 for instructions and the latest information.

Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.

Give form to the requester. Do not send to the IRS.

1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner's name on line 1, and enter the business/disregarded entity's name on line 2.)

2 Business name/disregarded entity name, if different from above.

a, 3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check 4 Exemptions (codes apply only to i only one of the following seven boxes. certain entities, not individuals;

C. D Individual/sole proprietor □ C corporation □ S corporation D Partnership D Trust/estate see instructions on page 3):

• Ill D LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) . . . . Exempt payee code (if any) a, C:

J:8 Note: Check the "LLC" box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax

� 2 classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate Exemption from Foreign Account Tax box for the tax classification of its owner. Compliance Act (FATCA) reporting

'E u D Other (see instructions) code Of any) ·c .S

a. u

I 3b If on line 3a you checked "Partnership" or "Trust/estate," or checked "LLC" and entered "P" as its tax classification, (Applies to accounts maintained and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, check

□ i this box if you have any foreign partners, owners, or beneficiaries. See instructions outside the United States.)

a, 5 Address (number, street, and apt. or suite no.). See instructions. Requester's name and address (optional) a, 6 City, state, and ZIP code

7 List account number(s) here (optional)

■:m ••• Taxpayer Identification Number (TIN) I Social security number I Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

[Il]-ITJ-1 I I I I or I Employer identification number

Note: If the account is in more than one name, see the instructions for line 1. See also What Name and Number To Give the Requester for guidelines on whose number to enter.

Certification

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

Sign I Signature of Here _ U.S. person Date

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

What's New Line 3a has been modified to clarify how a disregarded entity completes this line. An LLC that is a disregarded entity should check the appropriate box for the tax classification of its owner. Otherwise, it should check the "LLC" box and enter its appropriate tax classification.

Cat. No. 1O231X

New line 3b has been added to this form. A flow-through entity is required to complete this line to indicate that it has direct or indirect foreign partners, owners, or beneficiaries when it provides the Form W-9 to another flow-through entity in which it has an ownership interest. This change is intended to provide a flow-through entity with information regarding the status of its indirect foreign partners, owners, or beneficiaries, so that it can satisfy any applicable reporting requirements. For example, a partnership that has any indirect foreign partners may be required to complete Schedules K-2 and K-3. See the Partnership Instructions for Schedules K-2 and K-3 (F rm 1065).

Purpose of Form An individual or entity (Form W-9 requester) who is reu ired to file an information return with the IRS is giving you this forliD ecause they

Form W-9 (Rev. 3-2024) must obtain your correct taxpayer identification number (TIN), which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or…