RFP 2026-012 -SPECS.pdf

The City of Mesquite, Texas, invites sealed proposals from qualified vendors for the referenced proposal with the following specifications as listed herein.

Proposals submitted must be received before proposal closing WEDNESDAY, MAY 27, 2026, at 2:00 p.m. Faxed or emailed proposals will not be accepted.

Proposal will Open via Microsoft Teams meeting Join: https://teams.microsoft.com/meet/210342750225065?p=HU0CG4GVuPrBMabLDT Meeting ID: 210 342 750 225 065 Passcode: uZ69Da7t

All questions must be submitted via email at purchasing@cityofmesquite.com by Tuesday, May 19, 2026, at 12:00 p.m.

Responses will be provided in the form of an addendum after the question deadline.

All Proposals must be submitted via Bidnet Direct: www.bidnetdirect.com/texas/cityofmesquite

1. CITY OF MESQUITE GENERAL CLAUSES AND CONDITIONS APPLY TO ANY PROCUREMENT

OF PRODUCTS OR SERVICES BY THE CITY OF MESQUITE (CITY). TAKING EXCEPTION TO

THESE CLAUSES AND CONDITIONS MAY DEEM A RESPONSE AS NON-RESPONSIVE.

2. Questions: For questions regarding proposal preparation, please contact: purchasing@cityofmesquite.com.

3. Correspondence: The City assigned number of this proposal packet must appear on all correspondence, or inquiries, pertaining to this proposal.

4. Preparation Cost: The City will not be liable for any costs associated with the preparation, transmittal or presentation of any proposals or materials submitted in response to any proposal.

5. Proposal Packet Completion Required: City of Mesquite proposal packets have sections requiring completion.

The proposal form section of the proposal packet must be completed prior to the date and time set for proposal opening and included with the proposal packet or the proposal may be found non-responsive. Failure to complete all requirements in a timely manner, prior to award, may be used by the City in determining a proposer’s responsibility.

6. Laws and Ordinances: The Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations which in any manner affect the Contract or the work and shall indemnify and save harmless the City against any claim arising from the violation of any such laws, ordinances and regulations whether by the Contractor or his employees.

7. Proposal Submission: Proposals must be received via Bidnet Direct. Proposals must be submitted in sufficient time to be received on or before the published date and time shown on the RFP. For questions regarding your login, submittal problems or resetting your password, contact BidNet Direct at support@bidnet.com or at 800-835-4603, option 2.

8. Addenda: Any interpretations, corrections or changes to this proposal packet will be made by addenda issued by the City of Mesquite Purchasing Division. It is the proposer’s responsibility to check for any addendums that may have been issued before the proposal’s closing date and time.

9. Public Documents: All material submitted by the Contractor to the City shall become property of the City upon receipt. Any portions of such material claimed by the Contractor to be confidential, trademarked, copyrighted, or proprietary must be clearly and ambiguously marked as such. Determination of the public nature of the material is subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code.

10. Proposal Opening: Proposals will be received and publicly acknowledged at the location, date and time stated above. Only the name of the proposers responding to this request for proposal shall be released at the proposal opening. Other information submitted by the proposer shall not be released by the City during the proposal evaluation process or prior to contract award. At no time will confidential information, as noted by the proposer, be released.

11. Award: The City reserves the right to award:

a. In whole or in part as determined to be in the best interest of the City; and/or

b. A separate contract to separate proposers for each item/group or to award one contract for the entire proposal.

The City reserves the right to take into consideration contract administration costs for multiple-warmed contracts.

12. Estimated Quantities: Quantities are estimated and based on projected usage. It is specifically understood and agreed that these quantities are approximate, and any increased quantities will be paid at the regular quoted price.

The proposer shall not have any claim against the City of Mesquite for any quantities ordered that are less than the estimated proposal amount.

13. Ambiguities: Any ambiguity in the proposal because of omission, error, lack of clarity or non-compliance by the proposer with specifications, instructions and all conditions shall be construed in favor of the City.

14. Best Advantage: The City of Mesquite reserves the right to reject any and all proposals, without cause, and to waive any defect, irregularity, or informality and to make award of the proposal as may be deemed to the best advantage of the City.

15. Variations: The City of Mesquite reserves the right to evaluate variations from the specifications. If variations are requested, proposer shall state exactly which specifications the proposer seeks a variation from and specifically how the variation shall apply. Failure to completely describe the merchandise being proposed may result in rejection of proposal.

16. Revised Proposals: The proposal that is submitted last will supersede any previous versions within the submission deadline.

17. Altering Proposal Prices: Proposal prices 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 proposer, guaranteeing authenticity.

18. Pricing: Proposal price(s) quoted, must be held firm for ninety (90) days to allow for evaluation unless otherwise stated in this document.

19. Error-Quantity: Prices shall be filled in and extended on the proposal sheet. In case of discrepancy between the unit price and the extension, the unit price shall govern.

20. Withdrawal of Proposals: Proposer agrees that a proposal price may not be withdrawn or cancelled by the proposer for a period of ninety (90) days following the date designated for the receipt of proposals without written approval of the City.

21. Prices Prevail for Term: Prices quoted by proposer shall prevail for the entire term of the contract as stated herein or in the proposal packet.

22. Term of Contract: Unless otherwise stated in the proposal packet, the term of the contract shall be for one (1) year starting after proposal is awarded to the successful proposer. A renewal option is included as a part of this proposal for an additional four (4) automatic one-year periods, renewable on anniversary of the original date, provided proposer can maintain proposal prices and both parties are in mutual agreement.

23. Insurance: The insurance requirements are included in the proposal document. Proposers agree to provide and to maintain the required types of insurance for the term of the contract. An original certificate of insurance shall be submitted by the proposer to the City of Mesquite Purchasing Office within 10 business days of proposer receiving notice from the City that they are the apparent low proposer.

24. Entity Documentation: Proposer shall attach official documentation from the State of Texas or other qualified certification agency of M/WBE status of your company with proposal. This data is for informational purposes only and will not affect the proposal award.

25. Collusion: In submitting a proposal, the proposal certifies that they have not participated in, nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

26. W-9: A completed W-9 form will be required and submitted with proposal.

27. Non-Exclusion Affidavit: The attached Non-Exclusion Affidavit for General Contractor form must be signed, notarized and submitted with proposal.

28. Authorized Signature: All proposals must be signed by an authorized representative of the company.

29. Assignment: The successful proposer’s rights and duties awarded by the contract may not be assigned to another without written consent of the City signed by the City’s authorized agent. Such consent shall not relieve the assigned of liability in the event of default by the assignee.

30. Cooperative Purchasing: As permitted under the Texas Local Government Code, Chapter 791.025, other government entities may wish to also participate under the same terms and conditions contained in this contract (piggyback). Successful proposer agrees to extend prices to all entities that have entered into or will enter into joint purchasing interlocal cooperation agreements with the City of Mesquite.

31. F.O.B./Damage: Quotations shall be proposed F.O.B. delivered, designated location, and shall include all delivery and packaging costs. The City of Mesquite assumes no liability for goods delivered in damaged or unacceptable condition. The successful proposer shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage.

32. Sample Contract Forms: Any sample contract forms in the proposal packet are included for informative purposes only, so that proposer may be familiar with their contents and requirements. Proposers shall not fill in or execute these sample contract forms at time of proposal submittal.

33. Taxes: The City is exempt from all sales and excise taxes.

34. 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 and shall not be effective unless signed by an authorized representative of the City.

35. Termination: This Contract may be terminated at any time with thirty (30) day’s written notice by either the City of Mesquite or successful proposer.

36. Non-Resident Proposers: Pursuant to Texas Government Code, Chapter 2252, Subchapter A: A proposer whose principal place of business, ultimate parent company or majority owner’s principal place of business is not in Texas, is considered a nonresident proposer. A nonresident proposer must under propose the lowest responsible resident proposer by an amount that is equal to, or less than, the amount by which a Texas resident would be required to under propose in the nonresident proposer’s state. This provision does not apply to a contract involving federal funds.

37. Ordering: Orders shall be placed on an “as-needed” basis at the discretion of the City of Mesquite. Proposers shall advise if there is a minimum dollar amount per order.

38. Invoices: Invoices must be submitted by the Contractor to the City of Mesquite, Accounting Department, P.O. Box 850137, Mesquite, TX, 75185-0137, accounting@cityofmesquite.com. The City Purchase Order must appear on all invoices, delivery memoranda, bills of lading, packing and correspondence.

39. Payment Terms: Payment terms are pursuant to the Texas Prompt Payment Act unless otherwise specified by the City. Upon receipt of a properly executed invoice from the vendor, payment will be processed for items or services delivered.

40. Authorization: The City of Mesquite will not accept or pay for articles delivered or services performed without a specific written Purchase Order.

41. Conformity of Goods/Services: All goods to be delivered or services to be performed shall conform in every respect to the specifications issued by the City in conjunction with its solicitation of proposals. In the event no such specifications were issued, the goods or services shall conform to the proposal submitted by the vendor.

42. Patent Rights: The proposer agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied.

43. Evaluation Process: The proposal evaluation process will occur after the closing date. The City’s evaluation and clarification process will commence. An evaluation team will review the proposals. Financial terms will not be the sole determining factor in this award as other criteria as described in this RFP will be considered. A proposer’s submission of a proposal constitutes their acceptance of the evaluation technique.

44. All PROPOSERS must submit, with proposal, either a Bid Bond on the form provided herein, a Cashier’s Check or Certified Check in the amount of five percent (5%) of the total proposal.

45. The Contract, Performance bond and Payment bond forms are included for proposer’s information so that proposers may be familiar with their contents and requirements. Proposer shall not fill in or execute these forms at time of proposal submittal. Upon award of the proposal, the awarded vendor will be required to execute the contract.

1. Price escalation: The City of Mesquite favors fixed pricing. However, due to market conditions, which may result in an increase in the costs of materials awarded by this contract during the contract term, the City may consider, at its option, a request by the successful bidder for a price escalation equivalent to the percentage increase of materials.

Increases will apply only to the products(s) and/or service(s) affected by an increase in raw material, labor or another like cost factor. Price escalation will be made under the following conditions: 1) no request for a price escalation will be considered for the first year of the contract period; 2) Contractor will be required to provide written confirmation from his supplier indicating the exact percentage of increase as well as the effective date of the escalation; 3) The City reserves the right to accept or reject the price increase; and 4) If the price increase is rejected, the Contractor shall provide the materials at the contracted price or may cancel the contract for the remaining term.

2. Price reduction: If during the life of the contract, the successful bidder’s net prices to other customers for the same product(s) and/or service(s) are lower than the City of Mesquite’s contracted prices, an equitable adjustment shall be made in the contract price.

3. Unless otherwise stated in the proposal packet, proposer shall submit a total of five (5) references. The City may contact secondary vendors for references.

4. Proposers shall complete the required documents on the Proposal Checklist and submit them with proposal. If the forms are not included, the proposal may be considered non-responsive.

5. The City reserves the right to require additional technical and pricing information and negotiate all elements, which comprise the Vendor’s proposal to ensure that the best possible consideration be afforded to all concerned. The City reserves the right to accept all or part of any proposal, to reject any or all proposals and to re-solicit for proposals.

6. The following RFP Schedule of Events represents the schedule the City will follow. The City plans to meet the dates described below. If a component of the schedule is delayed, it shall be anticipated that the remaining components will also be delayed by a similar number of days. Any significant change to the schedule will be published via RFP Addendum.

Event Estimated Date

Request for Proposals Published Thursday, May 7, 2026, and Thursday, May 14, 2026 Deadline to Submit Vendor Questions Tuesday, May 19, 2026, at 12:00 p.m.

Addendum for Questions Published Thursday, May 21, 2026, by 5:00 p.m.

Deadline for Proposal Submissions Wednesday, May 27, 2026, at 2:00 p.m.

Council Award TBD Effective Date of Contract TBD

The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices contained in this submission have been carefully reviewed and are submitted as correct and final. Respondent further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered and upon conditions contained in the specifications of the submittal.

The following information should be completed in its entirety for the response to be considered.

Company Name:

Address of Principal Place of Business:

Phone of Principal Place of Business:

Email Address of Representative:

Authorized Representative:

Signature Date

Printed Name Title

Please ensure to complete and return the following required documents and information to the City of Mesquite Purchasing Division before the deadline. Late submittals will not be accepted. If the following information is not included, the proposal may be considered non-responsive.

1. ____ Proposer’s Submission: via Bidnet Direct

2. ____ Respondent Acknowledgement Form

3. ____ Proposal Checklist (this page)

4. ____ Proposal Price Sheet

5. ____ Conflict of Interest Questionnaire

6. ____ Non-Exclusion Affidavit for General Contractors (must be notarized)

7. ____ Prohibition on Contracts with Companies Boycotting Israel

8. ____ References

9. ____ Certification Statement

10. ____ IRS W-9 (Proposer to provide)

11. ____ Bid Bond, Performance Bond, Payment Bond (insert as needed)

12. ____ Texas Secretary of State Filing Certificate/Partnership Agreement (Proposer to provide)

13. ____ Addendum No. 1 – Acknowledgment of Receipt (initial, if applicable)

14. ____ Addendum No. 2 – Acknowledgment of Receipt (initial, if applicable)

15. ____ Contract Statement

Chapter 176 of the Texas Local Government Code is an ethics law that was initially enacted by the Texas Legislature with HB 914 in 2005 that requires disclosure of employment and business relationships local government officers may have with contractors, consultants and vendors who conduct business with local government entities. The law applies to any written contract for the sale or purchase of real property, goods or services. Further information regarding Texas Conflict of Interest laws and the Conflict-of-Interest Questionnaire (FORM CIQ) can be found at the Texas Ethics Commission website at the following web address:

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf A sample FORM CIQ has been provided in the following pages. It is recommended to utilize the form at the link above.

Please complete and submit with response.

Section 2252.908 of the Texas Government Code was enacted in 2015, by the Texas Legislature pursuant to HB 1295, which provides that a governmental entity may not enter into certain contracts with a business entity on or after January 1, 2016, unless the business entity submits a disclosure of interested parties (FORM 1295) to the governmental entity at the time the business entity submits the signed contract to the governmental entity. Further information regarding the disclosure of interested parties’ law and FORM 1295 can be found at the Texas Ethics Commission website at the following web address:

https://www.ethics.state.tx.us/filinginfo/1295/ Please DO NOT complete Form 1295 until you are notified of contract award and requested by the Purchasing Division to electronically file Form 1295 with the Texas Ethics Commission.

The City of Mesquite conducts business with the public, business partners, vendors and contractors under a set of rules to ensure that all City officials and employees discharge their duties in a manner designed to promote public trust and confidence in our city. This code of ethics, titled Standards of Conduct, is taken from the Mesquite City Code, Chapter 2, Art. IV, Sec 2-123.

The City wants you to be aware of the rules that its employees are required to follow while performing their services to you.

A violation of state or federal statutes may occur if these rules are broken. It is hoped that by outlining these rules for you, your experience in dealing with the City of Mesquite will be both rewarding and satisfactory.

Accepting gifts or gratuities by employees in consideration for the performance of their duties, or as an appreciation for their performance, is strictly prohibited.

Please do not offer employees any gift, loans or any other thing of value.

Employees may not receive any fee or compensation for their services from any source other than the City, so please don’t offer.

Please do not offer to buy meals for employees.

Employees may accept coffee, tea, soft drinks, snacks, etc. when attending meetings in your office.

Letters to supervisors for exceptional service by employees are always welcome.

Employees are prohibited from engaging in any outside activities that conflict with, or have the appearance of conflicting with, the duties assigned to them in the employment of the City.

Please do not ask employees for any special favor or consideration that is not available to every other citizen.

Please do not ask an employee to disclose any information that is not available to every other citizen through normal public information channels.

Please do not offer to compensate the employee by offering to hire or do business with any business entity of the employee or family member.

Do not ask employees to represent you or your company or make any recommendations on your behalf other than those that are a part of their official duties with the City.

Please do not ask employees to endorse the products or services of your company.

Please do not ask employees to hand out or post advertising materials.

Employees may not solicit gifts, loans, or any other items of value from people doing City business that will be used by them personally.

If you are asked to pay a fee for services that you believe is improper or illegal, please contact the City’s ethics officer at 972-329-8723. (payments should only be made to designated cashiers or clerks)

Employees are prohibited from taking retaliatory action against you for failing to comply with any request unless the request is within the scope of the employee’s official duties for the City.

Use of City equipment, facilities and resources is authorized only for City purposes and for those activities permitted by City ordinance and policy.

Please do not ask employees to use City equipment to run errands or perform tasks for your benefit.

Employees may not perform tasks, nor conduct any business not related to their official duties while on City time.

When dealing with employees of the City of Mesquite you have the right to honest, fair and impartial treatment. You may expect prompt, courteous and professional service from our employees who are expected to understand and practice good customer service skills. Employees are tasked to uphold the public trust through the ethical performance of their duties. We understand that the enforcement of regulatory guidelines and codes may sometimes be a cause for concern; however, you may rest assured that we are responsible to all the citizens of Mesquite and our goal is to serve them to the best of our ability.

Should you have any concerns or questions concerning this information or the conduct of any of our employees please contact the City’s ethics officer at 972-329-8723. All calls to the City’s ethics officer are confidential and your name (or any other identifying information) will not be disclosed.

Cliff Keheley City Manager

Federal, state, and local government agencies, not-profits, and other organizations that use federal money to fund all or part of any program or project are required to follow specific requirements regarding the use of such federal funds. One of these requirements is that no contract, subcontract, grant, financial assistance, or other forms of assistance provided using federal funds may be awarded to individuals or entities that have been suspended, debarred, or otherwise excluded from participation in federally funded programs.

The U.S. federal government maintains a website known as the “System for Award Management” (SAM) at www.sam.gov.

One of the purposes of the SAM website is to provide a comprehensive list of all individuals, firms, and other entities that have been suspended, debarred, or otherwise excluded from participation in federally funded contracts, subcontracts, grants, etc. SAM provides a simple means of helping government, non-profit agencies, and other organizations ensure that they do not award federally funded grants, contracts, subcontracts, or other financial or non-financial benefits to any individual, firm, or other entity that has been excluded by any agency from participation in such federally funded activities.

I, ________________________________________________ (Contractor Representative), hereby certify that neither I nor __________________________________________________ (Name of the company or organization I represent) nor any subcontractors that I or said company may employ to work on any federally funded activity have been suspended, debarred, or otherwise excluded by any federal agency from participation in any federally funded activity. I further acknowledge my understanding that, before entering into a contract with me or with the company or organization I represent, City of Mesquite staff will perform a search on www.sam.gov to verify whether I, the organization I represent, or any subcontractors I may employ to work on any federally funded activity, have been excluded from participation in any federally funded activity.

Signature of Contractor Representative Date

Sworn to and subscribed before me this day of , 20

Notary Public in and for ____________ County, _____________ (Insert State Name)

Chapter 2271 of the Texas Government Code provides that the City may not enter into a contract* with a company for goods or services unless the contract contains a written verification from the company that it: (i) does not Boycott Israel;

and (ii) will not Boycott Israel during the term of the contract.

“Boycott Israel” is defined to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. “Company” is defined to mean a for-profit organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists to make a profit.

* The requirement applies only to a contract that: (1) is between the City and a company with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from City funds.

I, , the (Name of Certifying Official) (Title or Position of Certifying Official) of , does hereby verify on behalf of said company to the (Name of Company)

City of Mesquite that said company does not Boycott Israel and will not Boycott Israel during the term of this contract.

Signature of Certifying Official

Title

Date of Certification

TO: All Awarded Vendors

RE: Insurance Verification

Dear Vendor:

The City of Mesquite has provided Insurance Certificate Administrators (ICA) authority to monitor certificates of insurance, endorsements and other policy information from our vendors and contractors. ICA will request, receive, evaluate, and order corrections from such companies.

ICA will provide the City of Mesquite with verification that any insurance document your agent or insurer certifies conforms to the contract requirements.

It is necessary that you have your agent or insurer promptly cooperate with ICA by having them provide the information ICA requests.

All correspondence regarding certificates of insurance and insurance policy information for the City of Mesquite should be sent to the following address. There is no need to provide copies to the City of Mesquite.

City of Mesquite c/o ICA input@icaprogram.com P.O. Box 2566 Fort Worth, TX 76113-2566 Phone: 817-332-5313

Please forward the enclosed instructions to your agent/broker. Thank you for your cooperation.

Minimum Insurance Requirements for Contracts

I. SCOPE

The following insurance requirements are designed to facilitate the execution of contracts by duly authorized City of Mesquite staff (hereafter referred to as City). They are to be applied to contracts involving labor, not supplies, entered into by the City with entities providing services that include but are not limited to:

professional services, construction or maintenance of facilities and infrastructure and other services for the City where contractual risk transfer is deemed appropriate (For the purposes of this document, all of these entities will be referred to as “contractor / vendor”). W h e r e the following topics only apply in certain situations, it is noted in that section of the document.

II. FINANCIAL RATING-INSURANCE COVERAGE

Insurance coverage serves as part of the financial backing for liability assumed by a contracting party through indemnification language in a contract. Instead of intentionally utilizing its own assets to support liability, the contracting party is transferring risk to the insurance company in return for payment of insurance premium.

Without insurance, most contractors / vendors would not be able to meet indemnification obligations when a significant loss occurs.

The City requires all contractor / vendor insurance policies be written on a primary basis and be non-contributory with any other insurance coverages and/or self-insurance carried by the City, meaning, the City and its coverage provider is not to pay first or contribute in any way. Coverage shall be provided by a carrier approved to do business in the state of Texas and rated at least “A- (VII)” in A.M. Best's Key Rating Guide.

The coverages and minimum limits the City reflect perceived risk potential that activities of the contractor / vendor could impose onto the City, but, in no way limits liability of the contractor/vendor.

For most contractors / vendors, the City will generally require the contract reflect a minimum level of insurance limits on five types of insurance coverage: Commercial General Liability, Workers’ Compensation, Employers’ Liability, Business Automobile Liability and Professional Liability when appropriate.

Organizations that are totally self-insured are not required to carry insurance but must attest they possess the necessary amount of unencumbered financial assets, acceptable by the City of Mesquite to support their retained risk financing exposure(s).

AUTOMOBILE LIABILITY

Business Automobile Liability insurance covers liabilities assumed by a business when the type of motor vehicles required to be licensed for operation on public roads, or public property, are used during business activities. In situations where the contracting party will be utilizing motor vehicles (owned, hired or borrowed) to perform operations/provide services on City owned property or on behalf of the City, the contracting party will be required to carry Business Automobile Liability insurance, with the City as named as Additional Insured in the contract. If the contractor / vendor will be transporting hazardous substances or passengers for hire, they must meet all State and Federal licensing requirements. Depending on the type and number of hazardous materials transported, the contractor / vendor may be subject to the Federal Motor Carrier Act and required to provide proof of financial responsibility.

COMMERCIAL GENERAL LIABILITY

Commercial General Liability is broad based insurance that covers the liability assumed in performance of the general, non-professional activities of many businesses. In most cases general liability insurance will be the primary policy responding to negligent acts or conditions (e.g. a person that is not an employee, injured from a tool dropped or mishandled by a contractor / vendor).

Contractors, vendors and other outside businesses and organizations that want to do business with the City or otherwise conduct business on City property will be required to provide evidence of commercial general liability insurance naming the City as an additional insured to the organization's insurance policy. (Please see the Certificates of Insurance section below for required wording). Examples of outside businesses and organizations required to meet these standards include but are not limited to consultants; construction contractors and other building services contractors (electricians, plumbers and- -HVAC); vendors providing City event activities and services; and non-affiliated organizations using City facilities for meetings, seminars, athletic events, etc.

The amount of insurance required by the City is based on the level of risk involved with the type of service or activity taking place, as well as the scope and nature of the project to be completed (e.g. where negligent work by the contractor / vendor could result in significant damage to City property, business operations or injury to citizens, employees, or visitors), but not less than the amount stated in the previous table (page 2).

WORKERS’ COMPENSATION/EMPLOYERS LIABILITY

Workers’ Compensation covers an employer’s statutory financial obligation to pay costs associated with an employee’s medical treatment and lost wages due to a work- r e l a t e d injury or illness. With very limited exceptions, state laws require all businesses performing certain types of work (construction / contractor services) to either purchase workers’ compensation coverage or become an authorized self-insurer by statute.

(Exceptions include businesses whose legal status is a Sole Proprietorship, and the business has no employees.)

In situations where the contractor / vendor will be engaged in services on City-owned property, the contractor / vendor will be required to carry Workers’ Compensation and/or Employer’s Liability insurance. It is the responsibility of the contractor / vendor to provide proof in the form of acceptable documentation they are exempt from statutory requirements of having Workers’ Compensation insurance, if they qualify for such (an example is a “Sole Proprietor without employees).

Employers Liability covers an employer's liability for bodily injury to employees occurring within the scope of their employment when that liability is not covered by workers' compensation (i.e., claims of emotional stress or psychological damage, etc.). This coverage generally applies when an employee alleges the employer's negligence or failure to provide a safe workplace was the cause of the employee's injury or illness.

Employer’s liability is normally provided in conjunction with workers’ compensation coverage in a single unified policy, but Texas allows for rejection of the Workers’ Compensation Act. Contractors / Vendors that have rejected the Texas Workers’ Compensation Act, and are not providing new construction work, must provide evidence of a Workers’ Compensation Alternative program/policy at the contractually indicated requirements. This includes but is not limited to service and repair HVAC, Electrical, Mechanical, Carpentry, Painting, and installation contractors.

PROFESSIONAL LIABILITY / ERRORS & OMISSIONS INSURANCE

The liability exposures created by an improper act, error or omission in performance of professional services can be very significant. Without insurance, nearly all professional services contractors / vendors would not be able to meet their indemnification obligations when a significant loss occurs. The coverage must be on a claims made basis and maintained during the term of the contract.

Certain types of contractors / vendors perform highly specialized professional services and are not fully covered under a typical Commercial General Liability policy. In lieu of or addition to basic coverages previously described, these contractors / vendors are required to carry Professional / Errors & Omissions Liability insurance. Contractors / vendors required to carry Professional / Errors &Omissions Liability insurance include but are not limited to: Law Firms, Architects, Engineers, Environmental Consultants, Surveyors, Appraisers, Real Estate Professionals, IT Software Service Providers, Security Companies, Accountants, Business/Financial Consultants, Medical Professionals, and Insurance Brokers. [Note: Although these vendors are required to obtain Professional Liability/Errors & Omissions Insurance, these services may not be deemed “Professional Services” and exempt from bidding under state law. Contact the Legal Department if procuring these or similar services.]

III. OTHER LINES OF INSURANCE COVERAGE

Certain types of contracts and activities will result in additional required insurance coverages for the contractors / vendors performing them. The additional coverages include but are not limited to:

UMBRELLA / EXCESS LIABILITY

The minimum required limits may be increased if the project value, scope and/or risk associated with the contractor / vendor activities are greater than usual City activities/projects. For example, services with a value more than $1,000,000, or services where governmental immunities do not apply. Umbrella / Excess Liability insurance provides additional coverage limits over a primary (GL) insurance policy. Excess Liability only applies to a single policy. An Umbrella Liability policy can apply to multiple policies. A standard umbrella liability policy generally provides additional limits to a business’s Commercial General Liability, Business Automobile Liability and Employer’s Liability policies.

A contractor / vendor’s Primary and Excess Umbrella Liability limits can be added together to meet the City’s contractually required limit(s) for an individual line of coverage. For example, if the contractor / vendor is required to carry $1m in Commercial General Liability limits and the insurance certificate shows $500,000 Commercial General Liability and $500,000 or more in Umbrella Liability limits, this would comply with the required $1m limit.

PROPERTY INSURANCE

Requirements for insurance, as determined by exposure to loss for the City of Mesquite, as determined by extent of exposure to loss, subject to approval and recommendation by the City Insurance Committee.

Property insurance reimburses the policyholder for damage to or theft of their real and personal property (buildings, contents and other items of property not specifically excluded). It can also protect against extra expenses and lost business income resulting from the damage to or theft of insured property. The minimum limit for property coverage is based on reasonable appraised/replacement/comparable values.

Requirements to carry property insurance will generally be limited to lease agreements with commercial tenants. Mesquite Metro Airport is an example with commercial tenants. The tenant will be required to carry “Broad Form” property insurance on all property of the tenant, including all improvements and betterments made to the building by the tenant, in an amount equal to the replacement cost value of the property. Property insurance is also required of the contractor/vendor if they will have care, custody or control of City-owned personal property (Office equipment, artwork, antennas, materials handling---------equipment, etc.) City Property Insurance does not respond to losses for non-owned property (borrowed,-leased, etc.) unless the City has assumed liability by way of a written contract or agreement.

POLLUTION LIABILITY INSURANCE

If the contracting party engages in work or uses a material, produces a product or waste considered to be a “hazardous material or waste” under local, state or federal law, (which includes but is not limited to: flammable explosives, known carcinogenic materials, volatile chemicals and biological contaminants) they are required to carry Pollution Liability insurance coverage at limits dictated by the exposure to loss that is appropriate and acceptable to the City of Mesquite. The policy must cover the Contractor’s completed operations. This insurance must include sudden and gradual coverage for third-party liability including defense costs and completed operations. The coverage must be maintained during the term of the contract/lease. The City of Mesquite is to be named as an additional insured in the Contract.

CRIME INSURANCE

When a contractor / vendor’s services include handling or having access to City money, securities and other negotiable instruments, the contractor / vendor is required to have a Commercial Crime (Fidelity) policy or if they are a financial institution, a Financial Institution Bond. Limits are commensurate with the associated dollar value, as determined by the City of Mesquite Insurance Council and managing Departments. The City will be named as an additional insured in the Contract. The coverage amount is determined by the value of accessible assets at risk and deemed acceptable by the City of Mesquite.

CONTRACT BONDS

Contract Bonds provide a financial guarantee that a contractor / vendor will provide the service or product promised in a contract. The most common type is a Performance Bond. A Performance Bond provides financial guarantee that the contractor / vendor will provide the service per the terms in the contract. The City of Mesquite, by statute, must require a performance bond for a construction contract greater than $100,000 and a payment bond on a construction contract greater than $50,000.

IV. CERTIFICATES OF INSURANCE AND POLICY ENDORSEMENTS:

A Certificate of Insurance (COI) is a simple, standardized way of documenting proof of insurance coverages.

Although a certificate of insurance is not legally binding and does not impose any obligation onto the insurance company(s) listed, it does serve to identify key information about the contractor’s / vendor’s insurance.

Prior to finalizing the contract, the contractor / vendor will be required to deliver an acceptable COI and endorsement evidencing the required coverages and limits to the appropriate City Department(s), and any agent working on the City’s behalf. The COI shall provide for:

a. Coverages represented on the certificate must identify insurer/coverage provider names, policy numbers, policy dates and limits.

b. Except for Workers’ Compensation and Professional Liability coverage, the COI must state that “The City of Mesquite-Texas, its trustees, officers, agents and employees are Additional Insureds as their interests appear relating to the contractually stipulated service, project or product.”

c. A minimum of thirty (30) days written notice of cancellation, non-renewal or material restriction of coverage terms or limits from the insurance company by signed receipt delivery.

DETERMINING COVERAGE TYPES, LIMITS, AND EXCEPTIONS

The types and amounts of insurance coverage must be determined before any solicitation is issued. An Insurance Committee consisting of representatives from the Manager’s Office, City Attorney’s Office, Purchasing Division, and Risk Management may deviate from the required insurance minimums upon a justified request of the soliciting department. A simple majority of the Insurance Committee may approve an insurance deviation.

V. OTHER KEY CONSIDERATIONS

GOVERNMENTAL TORT IMMUNITY

The City of Mesquite enters many contracts with other governmental entities (States, Cities, Towns, Housing Authorities, Transit Authorities, School Districts, etc.). Governmental entities are generally immune from liability for lawsuits in accordance with the principle of sovereign immunity. However, many states, including Texas, have enacted statutes providing for waiver of such immunity for certain types of tort actions by government employees (operating a motor vehicle within course and scope is an example). Additionally, Texas state statutes may prohibit the City from enforcing the indemnification clause in the contract. If this situation arises, t he Insurance Committee shall be consulted to determine the most appropriate course of action for the City.

SELF INSURED CONTRACTORS/VENDORS

Contractors/Vendors that have implemented a formal, structured self-insurance program (e.g. captive insurance company, risk retention group) or carry a deductible/ retention greater than $250K per claim on any required coverage shall attest, in writing, they have excess insurance or reinsurance (acceptable to the City of Mesquite), as well as possess a necessary amount of unencumbered financial assets deemed appropriate by the City of Mesquite, to support their retained risk financing exposure(s).

(This portion of page left blank intentionally)

1. Company Name:

Company Address:

Company Phone Number: Company Email:

Dates Held Contract: Contract Amount:

Work Description:

2. Company Name:

Company Phone Number: Company Email:

3. Company Name:

Company Phone Number: Company Email:

4. Company Name:

Company Phone Number: Company Email:

5. Company Name:

Company Phone Number: Company Email:

I hereby certify that the information contained in this proposal and any attachments is true and correct and may be viewed as an accurate representation of proposed services to be provided by this organization. I certify that no employee or agent of the City of Mesquite has assisted in the preparation of this proposal. I acknowledge that I have read and understand the requirements and provisions of the solicitation and that (name of organization) will comply with the regulations and other applicable local, state and federal regulations and directives in the implementation of this contract.

I also certify that I have read and understood all sections of this solicitation and will comply with all the terms and conditions as stated; and furthermore that I (printed name) certify that I am the (title) of the organization or other eligible entity named as offeror and respondent herein and that I am legally authorized to sign this offer and to submit it to the City of Mesquite, on behalf of said offeror by authority of its governing body.

Signature

Type/Print Name

Title

Date

CITY BACKGROUND

The City of Mesquite, Texas, is located in eastern Dallas County and western Kaufman County, approximately 13 miles east of downtown Dallas. The City encompasses roughly 50 square miles and operates 20 departments that provide a full range of municipal services including police and fire protection, streets and transportation, health and sanitation, libraries, parks and recreation, planning and zoning, and general administrative functions. The City additionally provides water and sewer utilities, drainage services, a municipal airport, a municipal golf course, and an arts center for public use.

Mesquite is a Home Rule City functioning under a Council–Manager form of government. The City Council consists of the Mayor and six council members serving two-year terms. The Council appoints the City Manager, Municipal Judge, City Attorney, City Secretary, and members of various boards and commissions. The City Manager serves as the chief administrative officer responsible for implementing Council policies and overseeing day-to-day municipal operations.

CONTRACT INTENT

The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from qualified contractors to provide time-and-materials services for facility maintenance, repair, remodeling, and minor construction across City-owned facilities.

Because multiple locations may require work concurrently and a wide range of trades may be needed throughout the year, the City anticipates awarding multiple contracts. Proposers may submit pricing for one or more trade categories.

A separate proposal price sheet must be submitted for each category, and each category will be evaluated independently using the criteria established in this RFP.

PROPOSAL REQUIREMENTS

Proposers must submit all required forms, documents, and pricing information listed in this RFP. Incomplete proposals may be deemed non-responsive. Submittals must clearly identify the category or categories for which pricing is offered.

Proposers Must submit a Separate Price Sheet for each category they wish to submit a proposal for.

SPECIFICATIONS / SCOPE OF WORK

The City of Mesquite seeks to establish annual; time-and-materials Not-to-Exceed (NTE) contracts to support a broad range of facility maintenance, repair, renovation, and minor construction services. Work will occur on an as-needed basis at municipal buildings, park facilities, operational sites, and the municipal golf course.

Contractors shall furnish all labor, materials, equipment, tools, supervision, transportation, permits, fees, and incidentals necessary to perform assigned work in full compliance with applicable codes, industry standards, and City specifications.

Pricing must account for all contractor costs, including labor burden, insurance, overhead, permits, equipment (including rental equipment at standard rates without markup), and any other expenses necessary to complete the work. Pricing shall be firm or “not to exceed” for each issued work order and considered turnkey. Subcontracting is permitted in accordance with the RFP’s terms, provided all subcontractors meet City requirements.

Upon issuance of a written Notice to Proceed (NTP), the selected contractor(s) must mobilize and complete the work within the agreed-upon schedule. Should a contractor be unable to respond or complete work within the required timeframe, the City reserves the right to engage another awarded contractor.

A standard workday consists of eight (8) hours. No work may occur on weekends, City holidays, or outside normal working hours unless expressly authorized by the City. Routine breaks must comply with City policy.

Proposers must provide a list of comparable past projects, including contact information and project details, demonstrating experience with similar scopes of work.

Inspection of Projects The Proposer declares that he shall personally inspect the site where the work is to be performed and that he shall be informed of all:

1. City departments identify needed projects.

2.