CITY OF GRAND PRAIRIE, TEXAS

REQUEST FOR QUALIFICATIONS

RFQ # 26049 – Prairie Lakes Cart Barn

DUE DATE: PRIOR TO 2:30 PM, AUGUST 17, 2026

DUE TO:

Attn:

Kimberley Ruiz, Senior Buyer Purchasing Division 300 W. Main Street

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

CLEARLY MARK BID AS “RFQ # 26049”

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 Monday, August 17, 2026, at 2:30 PM (Central Time). Bids will be opened publicly and acknowledged at that time for the purchase of the following:

26049– Prairie Lakes Cart Barn

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 24, 2026 and Friday, July 31, 2026.

City of Grand Prairie Bid/Solicitation Information Form

Department of Management Services — Purchasing Division

PROJECT IDENTIFICATION

Sourcing Project (Bid) No. 26049

Bid / Solicitation Type Request for Qualifications (RFQ)

Title Prairie Lakes Cart Barn

Description The City of Grand Prairie is seeking qualifications from qualified structural engineering firms to provide professional engineering services for the evaluation, design, and preparation of construction documents for repairs to the deteriorated column base connections at the Prairie Lakes Cart Barn. The selected Consultant shall furnish all labor, personnel, equipment, materials, and professional services necessary to complete the work described herein.

BUYER CONTACT

Buyer's Name Kimberley Ruiz

Buyer's Position Senior Buyer

Buyer's Phone # (972) 237-8089

Buyer's Email kgruiz@gptx.org

KEY DATES & DEADLINES

Questions Due August 6, 2026 at 4:00 PM

Responses Due August 10, 2026 at 4:00 PM

BID / PROPOSAL DUE DATE & TIME

August 17, 2026 | 2:30 PM

SITE VISIT - A VISIT TO ONLY ONE OF THESE MEETINGS IS REQUIRED

Site Visit - Mandatory Tuesday, August 4 at 9:00 AM

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

Bid/Solicitation Information Form 26049

Site Visit - Mandatory Wednesday, August 5 at 9:00 AM

Site Visit Address 3202 SE 14th St, Grand Prairie, TX 75052

Evaluation Criteria

Department of Management Services — Purchasing Division

BID NUMBER 26049

SOLICITATION TYPE Request for Qualifications (RFQ)

TITLE Prairie Lakes Cart Barn

Enter the max points for each criterion. The criteria subtotal equals 100.

*Please note that all RFQ 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: Kimberley Ruiz Bid Due: August 17, 2026 2:30 PM

# Criterion Evaluation Factors / Description Max Points

Experience of the firm and the project team In projects of similar size, type, scope, and schedule. 25

Experience of the firm and the project team In projects for other municipal clients of similar size. 20

3 Approach Extent to which an Offeror's proposed methodology, schedule, and approach accomplishes the City's goals. 30

4 Interview* With the project team. 25

TOTAL 100

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

Evaluation Criteria 26049

Procurement Schedule

Department of Management Services — Purchasing Division

BID NUMBER 26049

SOLICITATION TYPE Request for Qualifications (RFQ)

TITLE Prairie Lakes Cart Barn

Activity Date

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

Procurement Schedule 26049

1st Advertisement Friday, July 24, 2026 Release Bid (online & via email) Friday, July 24, 2026 Site Visit – Mandatory Tuesday, August 4, 2026 Site Visit – Mandatory Wednesday, August 5, 2026 Deadline for Questions Thursday, August 6, 2026 Responses to Questions Monday, August 10, 2026 Date for Bids to Open Monday, August 17, 2026

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 Services contained in the Bid/Solicitation

Form. Please refer to the document Bid/Solicitation Information Form on 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 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.

2. 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

3. 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.

4. 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 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.

5. 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.

6. SUBMITTAL RESPONSE GUIDELINES

Submissions will be received and publicly acknowledged at the location, date and time stated in the advertisement. Offerors, their representatives and interested persons may be present. The submissions shall be received and acknowledged only so as to avoid disclosure of the contents to competing Offerors and kept secret during negotiations.

However, all submissions shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the submission and identified by Offerors as such.

Submissions cannot be altered or amended after submission deadline. Any inter-lineation alteration, or erasure made before opening time must be initialed by the signer of the submitter, guaranteeing authenticity.

Each firm should submit one (1) original and (1) flash drive if submitting a hard copy of their submission to arrive on or before the date/time identified above. Offeror shall provide all documentation required with their submission response. Failure to provide this information will result in rejection of submission.

Offeror response to this Request for Qualification shall include:

• Firm name, address, telephone number and contact person. Identification of primary office location where work will be performed. A statement of interest in and qualifications for this project.

• Brief history of the firm.

• Identification of one project leader to serve as the primary contact. Identification of other key personnel as project team members, including detailed resumes.

• Discussion of the firm’s specific abilities to provide the required professional services and qualifications related to the project requirements.

• Examples of specific knowledge and expertise related to this type of project.

• References of other municipalities for which the firm has provided similar professional services (minimum two references). Reference information must include:

o Name of municipality o Project name o Contact person o Address o Telephone number o Firm’s key personnel assigned to the referenced project

(Inclusion of references in your submission is also an agreement that the City may contact the named references.)

• Project Plan: Describe in narrative or outline form a detailed plan of services to be provided and a timeline for completing these services. The project plan should include a statement of the results to be expected.

• Detail your expectations of City staff as it relates to this project.

• Certificate of Insurance. All submissions must be accompanied by a Certificate of

Insurance on an ACORD form itemizing the required coverage at the time of the submission. Please show available excess or umbrella coverage on the insurance certificate, should such coverage be in place.

• Completed Historically Underutilized Business Questionnaire and Additional

Verifications Form

Disqualification of Submissions: The City reserves the right to disqualify any proposal and bid without cause. By submission of a proposal, Offerors waive any right to make claim against the City, City employees, agents and consultants related in any way to the submission of qualifications or the City's disqualification of it as a result. The City of Grand

Prairie reserves the right to waive any minor informality in the competitive submission process.

Aesthetics: Aesthetics of the submission will play no part in the award of a contract for the work. Clarity and completeness are requested.

Modifications: No modification to this RFQ or the resulting submissions will be considered bona fide unless in writing and mutually agreed upon. Any oral modification must be followed in writing.

Life of Submission: No submissions may be withdrawn for a period of ninety (90) calendar days after the submission date.

This RFQ is not intended to limit a potential firm’s creativity in suggesting ideas to accomplish the City’s goals. Innovative ideas and new concepts will be considered and welcomed.

Unless noted otherwise, it is assumed that all services required to complete the project by the Consultant are included in the submission.

7. INTERVIEWS

Submissions will be received 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.

8. COMPENSATION

Payment by the City for any services in connection with this project will be made only after the services have been performed and an invoice is submitted in a form specified by the City. The invoice should specifically describe the services performed, the name(s) of the personnel performing such services. The appropriate City representative must approve the invoice. The City will make payment on a monthly basis, thirty (30) days after receipt of the invoice.

9. AGREEMENT TERMS AND AWARD

The City will contract directly with a qualified professional(s) for performing the professional services required of this project. The City reserves the right to contract separately with other suppliers, vendors and contracts as deemed in the best interest of the City’s project.

The City will negotiate contract terms with the most highly qualified professional. If an agreement cannot be reached, the city will formally end negotiations with the top ranked professional and begin negotiations with the second ranked professional and so on and so forth until acceptable contract terms can be negotiated. The successful Offeror will enter into a contract with the City incorporating all prescribed requirements and conditions of this request for qualifications. If the successful Offeror refuses or fails to execute the contract, the City may consider the next most qualified offeror. The City shall be the sole judge as to the successful offeror.

10. TIME SCHEDULE – REQUEST FOR QUALIFICATION AWARDS

The Awarded Professional/Firm is to complete the project as shown in the procurement schedule.

11. 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 Comptroller of 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

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.

SUBMITTAL FORMS

REQUIRED

SUBMITTAL CHECKLIST – Company Name ________________________________

Bid Number: __________________________

The documents listed below and in the order stated are required for a submission to be accepted as responsive.

Item

Check

List

1 Bid Submittal Check List

2 Bid Pricing (submit completed Excel file – Bidder Price/Quote sheet.xlsm)

3 Questionnaire and References

4 Submittal Affirmation Form

5 Historically Underutilized Business Questionnaire & Additional Verifications

Form

6 Contract Changes Grid

7 Right To Do Business In Texas (Franchise Tax Acknowledgement)

8 Conflict of Interest Questionnaire

9 Optional – New Vendor Information forms & IRS Form W-9

10 Optional – Local Presence Consideration Application

By my signature I affirm all items as listed above have been completed and submitted as part of my firm’s proposal.

Authorized Signature Title

Print/Type Name Date

Interested parties MUST submit the following items for consideration by either of the following delivery methods:

• Online through the City’s electronic procurment portal;

OR

• One (1) hard copy, or one (1) electronic copy (USB flash drive) delivered to:

City Hall, Purchasing Division 300 W. Main Street

Grand Prairie, TX 75050

(Include the bid name and number outside of the package.)

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.

SUBMITTAL AFFIRMATION FORM

Bid Number: __________________ Company Name:___________________________

FORM AND ADDENDA ACKNOWLEDGEMENT

Signed:

Title:

This will acknowledge your submittal contains all items and receipt of the following addenda which are part of the Solicitation Documents:

________ All items identified in Submittal Checklist have been submitted.

________ Addendum No.___, ____, ____, ____, _____

INTERLOCAL PURCHASING

Signed:

Title:

Should other Government Entities decide to participate in this contract, would you, the Vendor, agree that all terms, conditions, specifications, and pricing would apply

Yes ___________ No ____________

OTHER CONDITIONS

The undersigned agrees to the following:

A. Agrees that the submittal is complete, and all required information/forms were submitted.

B. Agrees that the bid package was fully reviewed and fully understands the requirements.

C. Agrees to the Terms & Conditions as included in this bid packet and have noted any exceptions.

D. Agrees that their submittal shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time.

E. Will supply all required insurance and execute contract within the time stated on the notice of award.

F. Affirms that the submittal was not prepared in collusion with any other firm and the contents of this submittal have not been communicated by the undersigned or any agent with any other person engaged in this type of business.

SUBMITTAL CERTIFICATION

By my signature I affirm that I am duly authorized to execute this proposal as an offer to contract and in compliance with this solicitation, the undersigned firm having examined the specifications, and being familiar with the conditions to be met, hereby submits a proposal for consideration of being selected as the City’s provider for said services; and agrees to enter negotiations if selected as a finalist for said services.

HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

QUESTIONAIRE

REQUIRED

Bid Number: _____________ Company Name: ___________________________

A Historically Underutilized Business (HUB) is a for-profit entity that has not exceeded the size standards prescribed by 34 TAC §20.23, and has its principal place of business in Texas, and is at least 51% owned by an Asian Pacific American, Black American, Hispanic American, Native

American, American woman and/or Service-Disabled Veteran, who reside in Texas and actively participate in the control, operations, and management of the entity's affairs.

____ American Indian ___ Asian ____Black ____Hispanic ____Woman-Owned

Certification Status: certified as a VetHUB, Minority, Woman or Disadvantaged Business

Enterprise by a government or business development agency? ____ Yes ____ No

(If yes, please select specific agency)

_____ State of Texas Veteran Heroes United in Business (VetHUB)

_____ North Central Texas Regional Certification Agency (NCTRCA)

_____ Women’s Business Council – Southwest (WBCS)

_____ Dallas / Fort Worth Business Council (DFW BC)

_____ Other ________________________________________

If you answered in the affirmative, please include a copy of your certification as an attachment to your proposal.

ADDITIONAL VERIFICATIONS

Bid Number: ______________ Company Name: ___________________________

Where applicable, VENDOR makes the following verifications: (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.

By my signature I affirm the information provided in this submittal is accurate to the best of my knowledge.

RIGHT TO DO BUSINESS IN TEXAS

(Franchise Tax Acknowledgement)

REQUIRED

Bid Number: _______________ Company Name: ___________________________

As required by 2252.903, Texas Government Code, respondent's official certifies and acknowledges that its Texas franchise tax payments are current, or that it is exempt from, or not subject to, such tax. If claiming an exemption or not subject to franchise tax, an explanation must be provided.

Acknowledged Explanation attached

(Required: Check only one)

Authorized Signature Title

Print/Type Name Date

INCLUDE IN YOUR EXPLANATION (if applicable) THE CONTACT INFORMATION OF CERTIFYING

OFFICIAL'S NAME, TITLE, PHONE NUMBER AND E-MAIL ADDRESS.

QUESTIONNAIRE

All questions should be answered clearly and completely. Marketing materials WILL NOT be accepted in lieu of this questionnaire. This questionnaire will assist the city in understanding your submittal and will be used in the evaluation process and therefore it is critical that the questionnaire be completed and submitted with your submittal.

General Contact Information

Respondent Name: Title:

Company Name:

Company Address:

City: State: ZIP Code:

Telephone Number Fax Number:

Email Address: Federal Tax ID:

Provide at Least 3 References, including contact name, agency name, title, phone number and/or email of those you have provided similar services in the past three years. This information will be used in the evaluation of your submittal. Do not include any current employee of the City of Grand Prairie as a reference. Former Employees of the City of Grand Prairie must be at least 12 months removed from employment with the City.

Project Reference #1

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Project Reference #2

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Project Reference #3

Reference Name: Title:

Reference Organization:

Project Title:

Email Address: Telephone Number:

Experience:

1. How many years has your firm been involved in providing these services?

_____________ Years ____________ Months

2. Please list all government entities your firm has worked with in the past 3 years:

1.) 6.)

2.) 7.)

3.) 8.)

4.) 9.)

5.) 10.)

Reputation:

3. Has your firm failed to complete a contract?

YES NO

If so, please identify the project and date:

4. Do you have any litigation issues pending in the last three years? YES NO If yes, please explain:

5. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or officers?

YES NO

If yes, please explain:

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.

LOCAL PRESENCE CONSIDERATION APPLICATION

Optional for vendors whose business is located within Grand Prairie city limits.

The City Council requires the following information for consideration of location of a Vendor’s principal place of business in award of bid:

1. Location Eligibility:

Principal place of business is defined herein as any business which owns or leases a commercial building within the City limits and uses the building for actual business operations. Is company’s principal place of business within the City Limits of Grand Prairie, Texas?

a. If yes, identify name of business/DBA, address, and business structure (sole proprietorship, partnership, corporation, or other).

i. Business Name:

ii. Address:

iii. Business Structure:

b. Name and city of residence of owner(s)/partners/corporate officers; as applicable.

i. Name/Title:

ii. City of Residence:

If more than 1 owner/partner/corporate officer exists, attach a separate sheet of paper with remaining person(s) information.

2. General Business Information:

a. Year business established (Grand Prairie location).

b. Most recent year property valuation; real and personal property. $

c. Annual taxable sales originating/payable to Grand Prairie facility? $

d. Is business current on all property and sales taxes at the time of this bid?

e. Total number of current employees assigned to Grand Prairie facility?

b. Total number of above employees who are residents of Grand Prairie?

3. Economic Development benefits that would result from award of this contract:

a. Number of jobs that will be created or retained at GP facility if awarded bid?

b. Amount of City of Grand Prairie sales tax collected and paid for prior tax year? $

c. Amount of City of Grand Prairie ad valorem taxes paid for prior tax year? $

d. Will local subcontractor(s) be utilized if awarded this bid? If yes, attach a list of Company and value for each.

e. Other economic development benefit deemed pertinent by applicant. Attach separate sheet if necessary.

City Bid/Quote Number for which local presence is requested:

Certification of information:

The undersigned does hereby affirm that the information supplied is true and correct as of the date hereof, under penalty of perjury.

Company Name Date

Signature Print Name Tax certificate for the most current year marked PAID is attached

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:

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