Document-1790003962862.pdf

Events, Rentals and Services

Sep 20th 2026, 12:00AM CDT - Oct 22nd 2026, 2:00PM CDT

Table of Contents

Contents Page #

Project Details 5

1. Solicitation Instructions 7

1.1. Bid Instructions and Information 7

1.2. Award Information 7

1.3. Evaluation Criteria 8

1.4. Best Value Incentives 8

1.5. Discussions/Negotiations 8

1.6. E-Bid Support 8

1.7. Submission 9

2. Scope of Work 10

2.1. Scope of Services 10

2.2. Questionnaire 13

2.3. Requested Pricing 15

3. General Requirements 16

3.1. Company Information 16

3.2. Reference Check 17

3.3. Proposal Requirements 17

3.4. FORM 1295 - CERTIFICATE OF INTERESTED PARTIES 20

3.5. REPRESENTATION AND CERTIFICATION 21

3.6. NOTIFICATION OF CRIMINAL HISTORY 21

3.7. CRIMINAL BACKGROUND CHECKS/SEARCHES 22

3.8. IDENTIFICATION BADGE(S) 22

3.9. MISCONDUCT BY CONTRACTING PARTY/SERVICE PROVIDERS 23

3.10. CONFLICT OF INTEREST 24

3.11. INSURANCE AND/OR BONDS 24

3.12. WORKERS COMPENSATION 25

3.13. FIREARM ENTITY OR FIREARM TRADE ASSOCIATION 25

3.14. NO BOYCOTT OF ISRAEL 26

3.15. TRANSACTIONS WITH AN ABORTION PROVIDER OR AFFILIATE 26

3.16. DALLAS INDEPENDENT SCHOOL DISTRICT ANTITRUST

CERTIFICATION STATEMENT (Tex. Government Code 2155.005) 27

3.17. PROHIBITION OF CONTRACTS ENGAGED IN BUSINESS WITH

IRAN, SUDAN, OR FOREIGN TERRORIST ORGANIZATIONS 27

3.18. Prohibition on Diversity, Equity, and Inclusion 27

3.19. INTERLOCAL AGREEMENT ("Rider") CONSENT FORM 28

3.20. CENTRAL TEXAS PURCHASING ALLIANCE (CTPA) 29

3.21. BIDDER, REGISTERED VENDOR AND AWARDED VENDOR 29

3.22. INVOICE REFERENCE NUMBER/INFORMATION 30

3.23. APPLICABILITY TO SUBCONTRACTORS 30

3.24. INFORMATION DEEMED PUBLIC RECORDS 30

3.25. SBO 32

4. Federal Requirements (EDGAR) 33

4.1. (A) 33

4.2. (B) 33

4.3. (C) 34

4.4. (D) 34

4.5. (E) 35

4.6. (F) 35

4.7. (G) 36

4.8. (H) 36

4.9. (I) 37

4.10. (J) 37

4.11. (K) 38

4.12. RECORD RETENTION REQUIREMENTS FOR CONTRACTS

INVOLVING FEDERAL FUNDS 38

4.13. CERTIFICATION OF COMPLIANCE WITH EPA REGULATIONS

APPLICABLE TO GRANTS, SUBGRANTS, COOPERATIVE

AGREEMENTS, AND CONTRACTS IN EXCESS OF $100,000 OF

FEDERAL FUNDS

4.14. CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY

AND CONSERVATION ACT 39

4.15. CERTIFICATION OF COMPLIANCE WITH BUY AMERICA

PROVISIONS 39

4.16. CERTIFICATION OF NON-COLLUSION STATEMENT 39

4.17. CERTIFICATION OF ACCESS TO RECORDS - 2 C.F.R. 200.337 40

4.18. CERTIFICATION OF COMPLIANCE WITH NEVER CONTRACT

WITH THE ENEMY - 2 C.F.R. 200.215 40

4.19. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT - 2 C.F.R 200.216 40

4.20. AGREEMENT TO COMPLY 41

4.21. INTANGIBLE PROPERTY 41

4.22. PROFIT AS A SEPARATE ELEMENT 42

Appendix A: Requested Pricing 43

Project Details

Project Events, Rentals and Services

Ref. # SW-250418

Type RFP

Description This Request for Proposal (RFP) will be used to secure vendors that can provide event/tradeshow rentals, digital multimedia services, virtual event platform services, audio/ visual rental equipment and services.

This is for District-wide use, on an "as needed" basis.

All vendors are encouraged to participate even if vendors are the sole source providers.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200 requirements to procure vendors who provide goods or services purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal, and grant-funded programs.

LENGTH OF CONTRACTThe term of this proposal shall be for a three (3) year agreement with two (2) successive one

(1) year extensions based on the long-range needs of the District and mutual consent of both parties not to exceed five (5) years total. Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract, that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the then-current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining options to renew shall expire and terminate.

Open Date Sep 20th 2026, 12:00AM CDT

Questions Due Date Oct 7th 2026, 5:00PM CDT

Close Date Oct 22nd 2026, 2:00PM CDT

Pre-proposal Meeting Link https://teams.microsoft.com/meet/278958089950782?

p=ovxt721wXUNQ6fF3pl

Events

Event Name

Duration Description

Open Date Sep 20th 2026, 12:00AM CDT

Posting date for the Opportunity

Pre Proposal Meeting

Oct 5th 2026, 10:00AM CDT

- Oct 5th 2026, 11:00AM CDT

A pre-proposal meeting will be held at 10:00 am CST via TEAMS video conference on Monday, October 5, 2026.

Please submit questions regarding this RFP through the vendor discussions section of this RFP. Only questions received through the portal will be considered. It is highly encouraged that all potential proposers participate and attend the pre-proposal

Questions Due Date

Oct 7th 2026, 5:00PM CDT

Deadline to submit Questions

Close Date Oct 22nd 2026, 2:00PM CDT

Deadline for Submissions

1. Solicitation Instructions

1.1 Bid Instructions and Information

The District prefers submissions to be completed electronically via the Bonfire portal. Vendors must register at https://dallasisd.bonfirehub.com to access the portal, which supports Microsoft Edge, Google Chrome, and Mozilla Firefox with JavaScript and cookies enabled. For technical assistance, vendors may visit Bonfire’s help forum at https://procurement-help.eunasolutions.com/hc/en-us, email support.procurement@eunasolutions.com, or call 1-800-354-8010. Submissions must be uploaded, submitted, and finalized before the posted due date. Uploading large files may take time, depending on the size and Internet speed, so it is strongly recommended that vendors allow at least one business day to complete the process.

Although we are legally required to accept paper bids, we strongly request that bidders submit this bid electronically. Please feel free to call us if you require any assistance with this submittal. Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Manual submissions must be delivered in a sealed envelope by the specified due date and time. Only one format, either electronic or manual, is required. Fax or email submissions will not be accepted. Manual submissions must consist of one original hard copy with a signed copy of the Proposal Acknowledgement located at the end of the instructions and may be sent via mail, FedEx, UPS, or hand delivery to the following address:

Dallas Independent School District

Procurement Services

9400 N Central Expwy, Ste 1510, Attn: [BID NUMBER & NAME]

Dallas, TX 75231 Bids submitted after the published time and date will be considered untimely and will not be considered.

Any requests or questions for additional information pertaining to the bid specifications shall be submitted through the electronic bid system. Requests or questions must be submitted by dates indicated on timeline in bid document.

Contact between responders or potential responders and the District user departments during the bid request process or evaluation period is prohibited. Any attempt by a responder or potential responder to contact the department will result in disqualification. All communications shall be performed by the District Procurement Services personnel during the bid process.

All addenda will be issued via the electronic bid system. It is the vendor's responsibility to obtain any addenda that pertain to a particular bid. Please check regularly for any posted addenda.

The District is exempt from Federal Excise Tax, and State Tax. Do not include tax in your bid totals. Tax exemption certificate can be furnished upon request.

If a bidder requests to withdraw a bid/proposal and the District allows the withdrawal of the bid/proposal, the bidder may resubmit the bid/proposal, or submit a new bid/proposal, up until the advertised due date and time. All bids/proposals in the possession of the District at the due date and time shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to withdrawal, amendment, or correction after the due date and time for submission.

1.2 Award Information

Each Offer will be analyzed and evaluated by a panel selected by the District.

The District intends to award a contract to one or more responsive, responsible Offerors that provide the best value to the District.

Pursuant to District Board policy and applicable law, "best value" is determined according to the price and non-price criteria in the Evaluation and weighted at the sole discretion of the District.

By submitting an Offer, an Offeror acknowledges the District's right to establish scoring criteria that comply with applicable law as well as the District's bid protest procedures outlined in the District’s General Terms and Conditions.

Even when an award to a single Offeror is envisioned, the District reserves the right, in its sole discretion, to make awards to multiple Offerors (or to make no award at all).

Non-responsive or disqualified Offers will be not eligible for award consideration. Reasons for being deemed non-responsive or being disqualified include but are not limited to not meeting requirements of the proposal, receipt of Offer after date/time posted; failure to sign the Offer; failure to include one or more Conditions of Service/Term Agreement.

The District reserves the right to reject any use of Offeror's terms and conditions of any kind, including web links to any online terms and conditions, or requiring the use of Offeror's form of agreement.

https://dallasisd.bonfirehub.com https://dallasisd.bonfirehub.com https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us mailto:support.procurement@eunasolutions.com

1.3 Evaluation Criteria

In addition to the evaluation criteria noted in the General Terms and Conditions, as part of "any other relevant factors" the District will use the following criteria in the evaluation. Final evaluations of this proposal will be based on the

Texas Educational Code 44.031(b). Dallas ISD will not award bids based on low price alone. Criteria and points will be used in weighting which proposal(s) offer the best overall product, service, and references for the intended purpose.

Purchase Price Reputation of the vendor and vendor's goods or services Quality of the vendor's goods or services Extent to which the goods or services meet the district's needs Vendor's past relationship with the district The impact on the ability of the District to comply with laws and rules relating to SBE. This will be applied to your SBE Participation and is assessed as follows:

Offeror demonstrated a commitment to the district's SBE program by providing enhancements to the administration of the proposer's contracting process for the work to be done by SBE firms. Examples of this commitment may include any of the following: expedited payments, Mentor-Protege Programs, early release of retainage, expanding the pool of diverse subcontractors to firms that have not done business with the district, etc.

Offeror submitted a list of two (2) SBE subcontractor references.

Offeror is a certified SBE OR Offeror submitted a Joint Venture Agreement with a certified SBE OR Offeror submitted a Prime Subcontractor Teaming Agreement with a certified SBE.

Offeror submitted a diverse list of certified SBE subcontractors, sub-consultants, or suppliers that meets or exceeds the district's SBE aspirational goal in meaningful roles OR Offeror demonstrated outreach designed to meet the SBE project goals with a diverse SBE team of subcontractors, suppliers, and sub-consultants.

Offeror demonstrated a comprehensive framework and understanding of the district's SBE program by providing a written and detailed SBE compliance plan, designating a high ranking individual who will be responsible for SBE contract compliance, monitoring, and reporting, ensuring no unauthorized changes to SBE subcontractors, adhering to the SBE commitment and subcontractor payment terms, executing the SBE subcontracting schedule, complying with the district's SBE Program guidelines, etc.

Total long-term cost to the district Principal place of business or number of employees in the State Other relevant factors specifically listed in this proposal

1.4 Best Value Incentives

Consideration will be given to Offerors who include best value incentives or value-adds at no additional cost to the

District. To be considered, these incentives/value-adds must be clearly disclosed.

1.5 Discussions/Negotiations

During the evaluation of certain Offers, the District may hold discussions/negotiations with Offerors that are in the competitive range to provide the goods and/or services described in this solicitation. Discussions will NOT be conducted for Competitive Sealed Proposals. Discussions may be conducted for responses to Requests for Proposals or Requests for Qualifications; however, the District reserves the right to award (or not award) a Contract without conducting any discussions; therefore, Offerors are encouraged to provide their best Offer initially and not anticipate the opportunity to make a better offer later.

If conducted, discussions will be held at a place, time, and date as determined by the District. All associated costs incurred by an Offeror in connection with the discussions will be at Offeror's own expense. Additionally, a selected Offeror(s) may be required to attend one or more Board Briefings and/or Board Meetings to address questions about the Offer and any resulting Contract. Such attendance shall be at no additional cost to the District.

1.6 E-Bid Support

For technical assistance, vendors may visit Bonfire’s help forum at https://procurement-help.eunasolutions.com/hc/en-us, email support.procurement@eunasolutions.com, or call 1-800-354-8010.

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The District provides a workstation for vendors who do not have access to a computer. Please call Procurement

Services at 972-925-4100 to schedule an appointment to access the computer. Vendor should preview the bid requirements and come with prepared documents to upload into the system.

1.7 Submission

It is recommended that once you have completed your final submission and received a notice status of “Submission

Complete” from Bonfire, you access your account again and review the documents to verify that the correct content has provided. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

All bids/proposals must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online. It is the supplier's sole responsibility to ensure that bid/proposal documents successfully arrive before the due date and time. The District's online bidding application utilizes the

Internet and the World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission. Do not wait until the last minute.

1.7.1 Proposal Acknowledgement - Do you affirm that you have red, understand and agree to the requirements of the specifications and all other provisions of this solicitation. [Requir ed] [Single Choice]

(Yes) / (No)

2. Scope of Work

Overview

Dallas Independent School District seeks qualified and experienced vendors to provide event and trade show equipment rentals, audio/visual equipment and services, digital multimedia services, and virtual event platform services across its facilities located in Dallas ISD and at venues throughout Dallas County. The purpose of this solicitation is to establish a pool of qualified vendors capable of supporting District events ranging from individual campus functions to large districtwide events with attendance of up to twenty-four thousand (24,000). These services support District communications, community engagement, student recognition, recruitment, graduation, and college and career readiness events.

Objectives

The primary objectives of this program are as follows:

1. Establish a pool of qualified vendors able to support District events of varying size, format, and complexity.

2. Secure competitive and discounted pricing on event equipment rentals, event labor, and multimedia production services.

3. Ensure sufficient inventory and staffing capacity to support large-scale District events without reliance on last-minute sourcing.

4. Provide consistent service coverage at all District facilities and event spaces and at third-party venues located throughout Dallas County.

5. Consolidate event rentals, event labor, and multimedia services under a single competitively procured pool to reduce administrative burden on District departments.

6. Maintain accessible, ADA-compliant event configurations at all District events.

Service Categories Covered

The vendor shall provide services within one or more of the following categories:

1. Graphic design services.

2. Videography and photography services.

3. Additional multimedia services.

4. Broadcasting and virtual event services.

5. Event labor and technical personnel.

6. Event equipment, trade show, and venue rentals.

This solicitation is anticipated to result in a multiple award. Award will not be made by category. A vendor is not required to offer every category, and vendors may submit pricing on any combination of categories they are able to provide. A vendor that submits pricing for a given category must be able to reliably provide that category throughout the contract term. Award under this solicitation does not guarantee any minimum volume of work, dollar amount, or number of orders. All work shall be authorized by a District-issued purchase order.

2.1 Scope of Services

The vendor shall furnish all labor, equipment, inventory, materials, personnel, transportation, and supervision necessary to perform the following services:

Graphic Design Services

1. Provide single-sided flyer design, poster design, and postcard design (6" x 9").

2. Provide social media graphics, web header design, and web slider design.

3. Provide letterhead design, single-sided invitation design, and three-piece invitation design including invitation, RSVP, and envelopes.

4. Provide brochure and booklet design, priced per page.

5. Provide sign design (24' x 36'), pop-up banner design, and single-sided yard sign design.

6. Provide business card design and PowerPoint or presentation template design, priced per slide.

7. Provide icon and logo design with a minimum of three (3) concepts included.

8. Provide an hourly design rate and a daily design rate (eight hours, all inclusive) for design requests not otherwise listed.

Videography and Photography Services

1. Produce, capture, and edit informational and promotional video in 30-second, 60-second, 90-second, and two-minute-thirty-second lengths, all inclusive.

2. Produce, capture, and edit storytelling and interview video in the same standard lengths, all inclusive.

3. Provide event photography at a four-hour coverage rate, including photo editing, all inclusive.

4. Provide photo and video editing services for District-supplied footage and images.

5. Provide hourly and daily rates (eight hours, all inclusive, including editing) for video and photography requests not otherwise listed.

Additional Multimedia Services

1. Provide music licensing for District-produced video and event content.

2. Provide colorist services and post-production finishing.

3. Provide project management for multi-deliverable media projects.

4. Provide copywriting and copyediting services.

5. Provide animation services, including 60-second animated segments, priced per project.

6. Provide streaming platform services, priced per project.

Broadcasting and Virtual Event Services

1. Provide virtual event development, management, and hosting capable of supporting in-person, virtual, and hybrid

District events.

2. Provide a broadcasting package including, at a minimum, one (1) live broadcasting channel, two (2) hours of streaming per week, and support for one hundred fifty (150) concurrent viewers.

3. Provide automatic capture of all streams and conversion to video files.

4. Provide unlimited sharing of captured video by URL link, embed code, and QR code.

5. Identify any capacity offered above these minimums, including maximum concurrent viewers supported, additional streaming hours, and on-demand availability.

Event Labor and Technical Personnel

1. Provide qualified personnel billed at hourly and daily (eight-hour) rates in the following categories: art production, video editing, audio engineer, audio visual technician (general), lighting engineer, consulting, and event camera operator.

2. Identify by title and function any additional personnel categories offered, and price those categories on the pricing schedule.

3. Provide personnel sufficient to set up, operate, and take down events within the timeframes established by the

District.

Event Equipment, Trade Show, and Venue Rentals

1. Provide folding round tables (60"), folding banquet tables (6' x 30"), and round pedestal tables (30" x 42").

2. Provide folding chairs (metal and wood with padded seat), armchairs (34" x 30" x 36"), and black vinyl barstools.

3. Provide tablecloths (108" round poly white and 108" x 108" square poly black), table skirting, carpet (12' x 100'), and red carpet runner (3' x 25').

4. Provide pipe and drape components, including black and white poly draperies (16'), base uprights, adjustable versatop uprights or equal, telescoping crossbars, and single and double booth configurations complete.

5. Provide staging (4' x 4' adjustable height with skirting) and stage steps.

6. Provide microphones (floor and wired with clip and stand, lapel, and wireless handheld), four-channel mono mixer, house patch where applicable, 50' extension cords, and wood and acrylic podiums.

7. Provide stanchions with retractable belts, guard rails, and storage carts.

8. Provide digital signage priced per sign, to include one unique digital sign, adding and removing media on each sign, and unlimited use of display modes and scheduling features.

9. Produce booth signs, table signs, and banners at District request.

10. Provide plants, flowers, and floral arrangements.

11. Provide ADA accessories necessary to deliver accessible event configurations.

12. Provide two-way radios (walkie-talkies) available for per-event lease or outright purchase.

ILLUSTRATIVE SINGLE-EVENT INVENTORY BENCHMARK

The quantities below reflect a single large District event and illustrate the scale vendors should be prepared to support. They are illustrative only and do not represent a guaranteed order, a minimum inventory requirement, or a fixed configuration.

300 Tables, 6' x 30", with white skirting

300 Signs, 7" x 44"

600 Folding chairs, white, blue, brown, and black

300 Tablecloths, black and white, round and rectangular

200 Vinyl black drape, 60' high, hung from rafters, including hardware

1,400 Black drape, 8' high, for college and graduation fairs

260 Black pipe and drape, 3' high, with weighted bases

65 Black velour drape, 16' high

32 Black heavyweight velour drape, 16' high

20 Black heavyweight velour drape, 16' to 20' high

Delivery, Setup, and Takedown

1. Walk through the venue with District personnel prior to submitting a quote for each event.

2. Prepare and submit a floor plan to the District for review and written approval prior to event execution.

3. Complete setup within the timeframe allotted by the District. A typical event rental spans the days requested, generally allowing one (1) day for setup and one (1) day for takedown unless otherwise specified.

4. Provide delivery-only service for certain events, and full delivery, setup, installation, and takedown for others, as identified by the District in each request.

5. Furnish rigging and labor where required by the venue.

6. Remove all dunnage and associated packing materials following both setup and takedown.

7. Provide a cleaning fee quote and cleaning services where requested by the District.

Vendor Qualifications and Responsibilities

1. The vendor shall demonstrate extensive experience in and knowledge of the audio/visual and event industry, and proven technical ability using current technology.

2. The vendor shall demonstrate a proven ability to analyze and meet the needs of a large public school district.

3. The vendor shall maintain staffing and inventory sufficient to set up and support a single District event with attendance of up to twenty-four thousand (24,000).

4. The vendor shall accommodate high-volume fulfillment and last-minute requests within the timeframes specified by the District.

5. The vendor shall maintain all required licenses, certifications, and insurance.

6. The vendor shall designate a point of contact for order processing and customer support, and shall provide response times for each event lifecycle.

7. The vendor shall extend discounted pricing on equipment and services and shall document the discount structure applied to catalog or published price list items.

8. The vendor shall furnish a written quote for District approval in advance of each event, and shall perform no work prior to issuance of a District purchase order.

Service Locations and Scheduling

1. Services shall be provided at all District facilities and event spaces identified by the District.

2. Services shall also be provided at third-party venues located throughout Dallas County.

3. The vendor shall accommodate seasonal demand, including graduation season, college and career fairs, back-to-school events, and other peak periods in the District calendar.

4. All work shall be scheduled in coordination with designated District personnel to align with facility availability and to minimize interference with school operations.

2.2 Questionnaire

Vendors shall answer Question 1 and all general questions. For category-specific questions, vendors shall respond only to the service categories for which they are seeking award. Vendors should enter “Not Applicable or Category

Not Offered” when a question does not apply. Responses should be clear, concise, and supported by relevant examples. Unanswered categories will not be scored against you.

2.2.1 Identify each service category for which your firm is seeking award and list the specific services offered within each selected category: Graphic Design Services, Videography and Photography Services, Additional Multimedia Services, Broadcasting and Virtual Event Services, Event Labor and Technical Personneland Event Equipment, Trade Show, and Venue Rentals [Required] [Text]

(Vendor text input)

2.2.2 Graphic Design Services - Describe your firm’s experience providing the proposed services. Include examples of comparable work performed for school districts, governmental entities, large organizations, or clients with similar operational requirements.

Identify the services provided, approximate project size, and dates of performance.

[Required] [Text]

(Vendor text input)

2.2.3 Graphic Design Services - Provide or attach representative work samples.

[Optional] [PDF]

(Vendor file uploads)

2.2.4 VIDEOGRAPHY, PHOTOGRAPHY, AND ADDITIONAL MULTIMEDIA SERVICES -

Describe your firm’s capacity to provide videography, photography, editing, animation, music licensing, colorist, copywriting, copyediting, project-management, and other proposed multimedia services. Identify typical crew size, available equipment, production capacity, turnaround times, deliverable formats, and the number of revisions normally included. [Required] [Text]

(Vendor text input)

2.2.5 VIDEOGRAPHY, PHOTOGRAPHY, AND ADDITIONAL MULTIMEDIA SERVICES -

Provide or attach representative work samples. [Optional] [PDF]

(Vendor file uploads)

2.2.6 BROADCASTING AND VIRTUAL EVENT SERVICES - Describe your firm’s virtual-event and broadcasting capabilities, including: a. Maximum concurrent viewers supportedb. Available streaming hours and channelsc. Live technical supportd. Automatic recording and on-demand availabilitye. Video-sharing optionsf. Captioning and accessibility featuresg. Security, reliability, and redundancy measuresh. The largest event successfully supported using the proposed platform [Required] [Text]

(Vendor text input)

2.2.7 EVENT LABOR AND TECHNICAL PERSONNEL - Identify each labor category your firm can provide directly. State the approximate number of qualified personnel available in each category and describe their relevant qualifications, certifications, and experience.

Explain your ability to staff simultaneous, after-hours, weekend, or short-notice events. [Re quired] [Text]

(Vendor text input)

2.2.8 EVENT EQUIPMENT, TRADE SHOW, AND VENUE RENTALS - Describe the event equipment and rental inventory your firm can provide directly. Include approximate available quantities, equipment condition and maintenance practices, warehouse or service location, transportation capabilities, number of simultaneous events that can be supported, and any limitations that may affect availability. [Required] [Text]

(Vendor text input)

2.2.9 EVENT MANAGEMENT AND CUSTOMER SUPPORT - Describe your process for receiving requests, conducting venue walkthroughs, preparing written quotes and floor plans, confirming availability, scheduling personnel and equipment, completing delivery or installation, supporting the event, performing takedown, and resolving service issues.

Identify normal and expedited response times and the primary point of contact who will support the District. [Required] [Text]

2.2.10 SERVICE COVERAGE, ACCESSIBILITY, AND CAPACITY - Describe your firm’s ability to serve Dallas ISD facilities and third-party venues throughout Dallas County.

Explain how your firm will accommodate peak demand, simultaneous events, short-notice requests, venue requirements, and applicable ADA-accessibility needs. Identify any geographic, scheduling, staffing, inventory, or operational limitations that the District should consider. [Required] [Text]

(Vendor text input)

2.3 Requested Pricing

2.3.1 Requested Pricing (BT-34WZ) [Required] [Bid Table]

See Appendix

3. General Requirements

3.1 Company Information

Attachments (Documentation): W-9_Blank_Template.pdf

3.1.1 Name of the firm making the offer: (W-9 name and dba if applicable) [Required] [Text]

(Vendor text input)

3.1.2 Company Federal Tax ID Number [Required] [Text]

(Vendor text input)

3.1.3 Company Address, City , State, Zip [Required] [Text]

(Vendor text input)

3.1.4 Local Telephone Number or Toll-Free Number [Required] [Text]

(Vendor text input)

3.1.5 Number of Personnel (non-clerical) employed [Required] [Text]

(Vendor text input)

3.1.6 Number of Personnel (clerical) employed [Required] [Text]

3.1.7 Contact Representative Name [Required] [Text]

3.1.8 Contact Representative Address (if different from Company) City, State, Zip [Require d] [Text]

(Vendor text input)

3.1.9 Contact Representative Direct Telephone Number [Required] [Text]

(Vendor text input)

3.1.10 Contact Representative Email Address [Required] [Text]

(Vendor text input)

3.1.11 W-9 Form [Required] [PDF]

(Vendor file upload)

3.2 Reference Check

To ensure your proposal for SW-250418 Events, Rentals and Services is complete, please fill in your company's information and your references details on the attached Reference Check form. Once done, forward the form to three designated references. They must complete the questionnaire section and email the finished form directly to Procurementreferencecheck@dallasisd.org from their company's email account. The strict deadline for their submission is Oct 22 2026, 02:00 PM CDT.

3.3 Proposal Requirements

Attachments (Documentation): DISD_TsCs_Deviation_Request_1.13.2026.xlsx, SPEC_or_SOW_Deviation_Request_1.13.2026.xlsx, DISD_Vendor_Internal_Catalog_Pricing_Template.xlsx, Standard_General_Terms_and_Conditions_Oct_2024.pdf mailto:Procurementreferencecheck@dallasisd.org mailto:Procurementreferencecheck@dallasisd.org

3.3.1 In submitting this proposal, the submitter certifies they are a duly authorized representative of the Offeror offers to provide the goods and/or services described in this solicitation document according to the terms contained in the Offer.Offerors are required to fully disclose any “hidden" or “additional" fees, costs, and expenses that are not reflected.

The District will not be liable for hidden or additional fees, costs, and expenses that are not disclosed. [Required] [Single Choice - Dropdown]

(Yes - I agree and understand) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive.)

3.3.2 Please note that all official communications regarding this solicitation will be conducted exclusively through the District's electronic bidding system, Bonfire, up to the point of contract award. It is the vendor's sole responsibility to ensure that the contact assigned to submit the bid in Bonfire is also designated to receive all official communications through the system. Any failure to respond in a timely manner to communications sent via Bonfire will be the vendor's responsibility. [Required] [Single Choice - Dropdown]

(Yes - I agree and understand) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive)

3.3.3 The offeror agrees to the General Terms and Conditions and any Special Terms and Conditions (if applicable) of this solicitation and in case of conflict with other documents provided by the Offeror, these General and/or Special Terms and Conditions take precedence and prevail unless Offeror specifically requests a variance and the District agree to such changes in writing. Vendors shall formally request deviation to DISD Standard Terms & Conditions using DISD Standard Terms & Conditions Formal Deviation Request Form. General Terms and Conditions are posted on the Dallas ISD website at https://www.dallasisd.org/departments/procurement/doing-businesswith-dallas-isd. [Requir ed] [Single Choice - Dropdown]

(Yes - I agree and understand) / (No - I do not agree and this response may be the basis for non-award and/or cancellation and/or termination of any award)

3.3.4 Formal request for deviation to DISD Standard Terms & Conditions (Using DISD Standard Terms & Conditions Formal Deviation Request Form) [Optional] [Any]

(Vendor file upload)

3.3.5 Does the offeror have deviations to the bid specifications and/or Statement of Work?

The District reserves the discretion to determine whether the proposed deviations render the Offer nonresponsive. The District reserves the right to reject any use of the Offeror’s terms and conditions of any kind, including web links to any online terms and conditions, or use of the Offeror’s form of agreement.If the Offeror desires any exception/deviation from any portion of the solicitation document, those exceptions/deviations must be clearly documented in writing. The offeror will provide a reference to the particular page, paragraph, and sentence and provide the Offeror's proposed changes to the page, paragraph, and sentence. [Required] [Single Choice - Dropdown]

(NO deviations or exceptions to the solicitations's Scope of Work/Specifications) / (Y ES we have included our exceptions/deviations AND acknowledges the District may view the Offer as nonresponsive.)

3.3.6 Formal request for deviation to DISD specifications or scope of work (Using DISD Specification & Scope of Work Formal Deviation Request Form) [Optional] [PDF]

(Vendor file upload)

3.3.7 Offerors commits to a firm, fixed-price contract for the initial term. Vendor shall price based on any increase that may occur in the initial term. Price adjustments at the renewal will need to be agreed upon by all parties. Awarded vendor(s) shall submit in writing, no later than one hundred twenty (120) days prior to the anniversary of the effective date, any changes in pricing. All fees, costs, and expenses required for Offeror to provide the goods and/or services (including, but not limited to, contractor staff costs, travel expenses, overhead, hardware/software costs, connecting devices costs, and software customization costs), must be included in the firm fixed price. Details of the fees, costs, and expenses must be disclosed in writing. [Required] [Single Choice - Dropdown]

(Yes - I agree) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive.)

3.3.8 ORACLE BULK LOAD CATALOGS - Dallas ISD requires vendors to provide price lists and catalogs in a format capable of being uploaded electronically by the district’s Financial Analyst. Utilizing a prescribed format, the vendor shall provide, at a minimum, information for the required data fields for their entire catalog. Please refer to the Excel Spreadsheet/Electronic Price List titled “DISD Vendor Internal Catalog Pricing Template”.

This information should be submitted as an attachment to the solicitation response.

[Required] [Single Choice - Dropdown]

(Yes - I agree and understand.) / (No - I do not agree and understand this will be considered additional evaluation criteria and may negatively affect the consideration of my proposal)

3.4 FORM 1295 - CERTIFICATE OF INTERESTED PARTIES

Pursuant to HB 1295 (2015), the addition of section 2252.908 of the Government Code, all awarded vendors must fill out electronically the Texas Ethics Commission's online filing application https://www.ethics.state.tx.us/whatsnew/ elf_info_form1295.htm. The law states that a governmental entity or state may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The Texas Ethics Commission has adopted rules requiring the business to file Form 1295 electronically with the Commission. This form must then be signed and attached to the Response Attachments, prior to any business transaction. If your company is publicly traded you do not need to complete this form.

Attachments (Documentation): DISD_Certificate_of_Interested_Parties_- _Form_1295_Guidance.pdf

3.4.1 Do you acknowledge and agree to comply with these filing requirements?

[Required] [Single Choice - Dropdown]

(Yes - I agree and am compliant with Certificate of Interested Parties requirements) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive)

3.4.2 FORM 1295 - CERTIFICATE OF INTERESTED PARTIES - Pursuant HB 1295 (2015), the addition of section 2252.908 of the Government Code, all awarded vendors must fill out electronically, with the Texas Ethics Commission's online filing application.

[Required] [PDF]

(Vendor file upload) https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

3.5 REPRESENTATION AND CERTIFICATION

The Offeror certifies they are authorized to bind the company to this submission and confirms that the company has no outstanding debts to the District. Please note that any undisclosed indebtedness to the District may result in the disqualification of this proposal or the immediate termination of any subsequent award.

3.5.1 Please select the statement that applies to your organization: [Required] [Single Choice - Dropdown]

(I affirm representation as an authorized company representative and certify we are not indebted to the district) / (No - I do not represent nor certify and understand this response may result in our proposal being deemed nonresponsive)

3.6 NOTIFICATION OF CRIMINAL HISTORY

All vendors doing business or desiring to do business with the district must provide a notification of criminal history as required under Texas Education Code, Chapter 44, Subsection B, Section 44.034.

Texas Education Code, Chapter 44, Subchapter B, Section 44.034, Notification of Criminal History, reads as follows:

(a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.

(b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.

(c) This section does not apply to a publicly held corporation.

Added by Acts 1995, 74th Leg., ch. 260, Sec. 1, eff. May 30, 1995.

3.6.1 Please select the statement below that accurately reflects your firm's status. If "Applicable" is selected, you must provide the name of the individual and a general description of the conduct in the text field provided. [Required] [Single Choice - Dropdown]

(My firm is a publicly held corporation therefore this reporting requirement is not applicable) / (My firm is not owned nor operated by anyone who has been convicted of a felony) / (Applicable - name of felon and details of the conviction(s))

3.6.2 If 'Applicable' was selected above, provide the name(s) and conviction details here. [ Optional] [Text]

(Vendor text input)

3.7 CRIMINAL BACKGROUND CHECKS/SEARCHES

Texas Education Code (TEC) 22.0834 and 22.08341 states that a contractor that provides services to a school district or charter school must be fingerprinted before beginning work, if the contractor

1) will have continuing duties related to the contracted services, and

2) will have the opportunity for direct contact with students. Additionally, the law requires that a contractor certified to a school district or charter school that it has received all criminal history information for its employees who provide services for the school. Pursuant to 22.08341(c), the requirement does not apply to a contractor that performs construction, alteration, or repair of an instructional facility if the Contractor uses separate sanitary facilities, installs a barrier fence, and has a policy that employees may not interact with students or enter areas used by students.

Schools may fingerprint a contractor and/or Contractor’s employees using the Local Education Entity (LEE) Fast

Pass option. The Contractor shall agree to have individuals printed with the LEE pass, and also create subscriptions in the DPS FACT Clearinghouse under the authority of TGC 411.097/Public Law 92-544. The Contractor, however, will not be able to view the results through the DPS Clearinghouse. The Contractor shall bear the burden and cost of the Contractor obtaining a national, fingerprint-based criminal history check. A contractor or subcontractor may not work on District property or any location the District deems a place where students are regularly present when:

They have been convicted of a felony or misdemeanor involving moral turpitude, as defined by Texas law.

They have charges pending, they have been convicted, received probation, or deferred adjudication of any of the following:

1. Any offense against a child

2. Any sex offense

3. Any felony offense involving controlled substances

4. Any felony offense against property

5. Any other offense the District, in its sole discretion, believes might compromise the safety of student, staff, property, or reputation of the District by the employment of the Contractor.

A vendor’s violation of this section shall constitute substantial failure.

3.7.1 Do you acknowledge and agree to comply with these criminal history and fingerprinting requirements? [Required] [Single Choice - Dropdown]

(Yes - I agree and understand) / (No - I do not agree and this response may be the basis for non-award and/or cancellation and/or termination of any award)

3.8 IDENTIFICATION BADGE(S)

Offeror’s employees, agents, consultants, and subcontractors, subject to the criminal history record review requirement shall be identified by a photographic identification badge. If the Offeror is the person or owner or operator of the business entity, that individual may not self-certify regarding the criminal history record information and its review and must submit original evidence acceptable to the District with this Agreement showing compliance.

A.

B.

All costs associated with criminal history record review requirements and badging are done so at the vendor’s and their employee’s expense. Pursuant to Dallas ISD's Board Policy CJA (LOCAL) Purchasing and Acquisition: All contracts must comply with the requirements for criminal background checks. All vendors must give advance notice to the District if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. The District may terminate any resulting agreement if the District determines that the person or business entity failed to provide notice as required by this paragraph or misrepresented the conduct resulting in the conviction. The above requirement is required for all vendors who will provide a service to Dallas ISD and will be on District property. Awarded Vendors who do not have direct contact with students must have background checks and badges and must be done through the vendor's company or the District’s third-party provider, Field Control Analytics, at www.fcbackground.com/ clientsignup using project code VENDISD15 or be issued by the vendor's company. (This company may change at the sole discretion of the district.) Vendors who have direct contact with students must meet the laws and requirements of the State of Texas. Direct contact is defined as the potential for any interaction with a student either in person or virtual.

3.8.1 Do you acknowledge these requirements and certify that your firm will comply with all Dallas ISD badging and background check procedures? [Required] [Single Choice - Dropdown]

(Yes - I agree) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive)

3.9 MISCONDUCT BY CONTRACTING PARTY/SERVICE PROVIDERS

All vendors doing business or desiring to do business with the district must agree to the following as required by

Section 22A.052 of the Texas Education Code (TEC), and its requirements to investigate and report Service Provider misconduct.

Certification & Background Checks. The Contracting Party certifies to the District that prior to providing services, Contracting Party’s employees, subcontractors and their agents and employees, and other persons or entities performing the work or portions of the work for, or on behalf of Contracting Party or any of its subcontractors who has, or may have, direct or indirect contact with students, has undergone a background check 24-Hour Notice. Contracting Party agrees that at any time the Contracting Party becomes aware of any allegation(s) that an employee has engaged in inappropriate interactions as outlined in section 22A.0052 TEC and of any nature whatsoever with students, including talking, touching, staring or otherwise contributing to a hostile or offensive learning environment, Contracting Party must notify the District no later than 24 hours after becoming aware of such allegations.

TEA Reporting. Contracting Party agrees to fully cooperate and promptly provide all requested information, including but not limited to employee’s social security number, to enable the District to properly report allegations of misconduct to Texas Education Agency (TEA).

Required Investigations. In the event an allegation arises, the Contracting Party agrees to fully cooperate with the District’s required investigation and upon a substantiated finding, provide the employment action taken, if any, for the District’s final report to TEA.

Removal. Pending the outcome of the investigation, the Contracting Party will immediately remove and prohibit the employee from providing services and entering any District property.

1.

2.

3.

4.

5.

https://www.fcbackground.com/clientsignup https://www.fcbackground.com/clientsignup https://www.fcbackground.com/clientsignup https://www.fcbackground.com/clientsignup

3.9.1 Please affirm that you understand and will comply with this requirement.

[Required] [Single Choice - Dropdown]

(Yes - I agree) / (No - I do not agree and understand this response may result in our proposal being deemed nonresponsive)

3.10 CONFLICT OF INTEREST

Texas has enacted disclosure requirements if certain school officials or family members receive a gift (other than gifts of food, lodging, transportation, or entertainment accepted as a guest) that had an aggregate value of $250 or more over a twelve-month period that the district is considering or has awarded a contract for the sale or purchase of property, goods, or services.

Attachments (Documentation): Conflict_of_Interest_Questionnaire_(CIQ).pdf

3.10.1 Do you certify your firm, parent firm, subsidiary, and/or affiliate HAS NOT provided a gift (other than gifts of food, lodging, transportation, or entertainment accepted as a guest) that had an aggregate value of $250 or more over twelve months to any District official, administrator, and/or Board member?If NO, you must complete THE DISTRICT’S

CONFLICT OF INTEREST QUESTIONNAIRE FORM MUST BE COMPLETED IN SUCH

SCENARIOS and explain the details of the gift(s) - the gift, name of the individual receiving gift, date the gift was provided, etc. The questionnaire is available on the Procurement Services website at https://www.dallasisd.org/departments/procurement/doing-business-with-dallas-isd/conflict-of-interest-ciq. The questionnaire must be updated in case of a conflict.