Solicitation Number No.: 2026-043-7128, Pre-Proposal Meeting Date: 8/19/26 at 10:00am Project Title: Construction Manager at Risk for the Road and Bridge 4 Project, Proposal Due Date: 9/17/26 at 2:00pm

PUR-FRM-051

REV. 4 – 9.3.2025

REQUEST FOR PROPOSAL 2026-043-7128 Construction Manager at Risk for the Road and Bridge 4 Project

Project Title: Construction Manager at Risk for the Road and Bridge 4 Project, Proposal Due Date: 9/17/26 at 2:00pm

REV. 4 – 9.3.2025

Contents I. Introduction, Purpose and Intent II. Specifications or Scope of Work III. Evaluation Criteria IV. Proposal Format V. Documents Submitted with Proposal or Upon Request VI. Pre-Proposal Meeting VII. Term and Commencement Date VIII. Award Method IX. Opening of Proposals X. Additional Questions and Answers During and/or After the Pre-Proposal Conference XI. Proposal Submittal and Exception Requirements XII. Location and Invoicing XIII. Communication XIV. Review of Proposals XV. Proposal Pricing XVI. Insurance XVII. Discussion With Reasonably Qualified Proposals XVIII. Rejection or Acceptance of Proposals XIX. Late and Withdrawn Proposals XX. Confidentiality XXI. Disqualification Of Proposers XXII. Permits Required by Law XXIII. Records and Audit XXIV. Assignment of Contract XXV. Default by Proposer XXVI. Termination XXVII. Miscellaneous XXVIII. Indemnity XXIX. Selection Process XXX. Development Costs XXXI. Contract Award XXXII. Certificate of Interested Parties (Form 1295) XXXIV. Contract Provisions for Non-Federal Entity Contracts Under Federal Awards Contract Provisions

Project Title: Construction Manager at Risk for the Road and Bridge 4 Project, Proposal Due Date:

9/17/26 at 2:00pm

REV. 4 – 9.3.2025

I. Introduction, Purpose and Intent

Dallas County (“County”) is issuing a request for proposal for a construction manager as risk to provide pre-construction and construction services for the one-time new construction of the Road and Bridge No. 4 complex.

The Construction Manager at Risk (CMAR) will be contracted directly with the County and is expected to aid the County and its representatives prior to construction by offering pre-construction services, budgets, schedules, and constructability advice during the project planning and design phases. The CMAR then converts from an advisory role to the contractual role of the general contractor. The estimated budget for the project is $40 million dollars and the entire construction period is expected to take 18 months in addition to 3 months of pre-construction services.

The redevelopment of Dallas County Road & Bridge District 4 will occur on a 5.22 acres at 4403 W. Illinois Avenue and S. Cockrell Hill Road and will involve the demolition of all existing buildings, and replacement with three (3) new buildings – Administration Building (one-story, 11,250 SF), Mechanic Shop (one-story with mezzanine, 10,011 SF) and Vehicle Storage (one-story, 10,925 SF) with an adjoining covered vehicle area (6,356 SF) to store fleet vehicles.

The Administration Building is a Type II-B steel-framed construction that will house community meeting space, the County Commissioner’s office suite, asphalt operations office suite, and support facilities. The other structures will be pre-engineered metal buildings. A vehicle wash bay will be required for the mechanic shop. A fuel station with an underground tank (10,000-gallon) will be located south of the Mechanic Shop.

The existing site will be completely redeveloped except for the existing green area in the northwest corner of the site. The existing drainage system will be removed, replaced by a new culvert/headwall, and drainage easement.

The new drainage culvert will be redirected around the buildings to the existing box culvert located off Illinois Avenue. The site will be redeveloped into two secure, paved, fenced, and gated areas to separate the public and staff parking and vehicle access. Utilizing the existing southwestern site entrance will be the public parking area to service the public service portions of the building. New gated site entrances located at the center of the site along Illinois Avenue will provide secure access to the service yard for fleet vehicles, fuel delivery, and excess material storage for road operations.

This project will be seeking LEED Silver Certification. The project site must remain operational during the entire construction period of all phases of construction. An emergency generator will be required on-site. We are currently at 95% construction documents.

II. Specifications or Scope of Work

1. Attachment A – Drawings

2. Attachment B – Specifications

3. An award to one respondent for the project will be made following a one-step procedure as described in this request for proposal (RFP). The award will be made based on the evaluation criterion and negotiations will take place with the highest ranked proposer.

4. The respondents shall submit with their proposal information for the project, as described in the following sections, a written project plan, fees and estimated general conditions costs, and will participate in interviews with the evaluation committee. The County will evaluate the responses and ask for clarifications as necessary.

REV. 4 – 9.3.2025

5. The Purchasing Department shall manage the proposal evaluation process and maintain proposal evaluation records. An evaluation committee will independently evaluate each proposal, and selection will be made according to the highest score based on the evaluation criteria outlined in the solicitation.

6. Submission of a proposal indicates respondent’s acceptance of the terms and conditions set forth herein.

7. The evaluation committee will evaluate specific criteria for all responses (including the qualification statement, the risk assessment plan, and the value assessment plan).

8. Each respondent shall submit one (1) electronic submittal package. Any submittal package that does not adhere to the requirements in this RFP (including page limits) may be deemed nonresponsive and not considered for award.

9. This information will be evaluated to confirm the experience of the construction manager with similar projects. The respondent is responsible for selecting its team and for the performance of the team.

10. The vendor will provide at least 3 letters of reference for past CMAR projects of a similar size and scope to this project.

11. The respondents will be required to provide cost information for preconstruction services.

12. Fully burdened project approach and cost:

a. The County's objective is to have the project completed on time, without any cost increases, and with high customer satisfaction. It is the respondent’s responsibility to ensure they understand the County’s subjective expectations. It is not the County’s responsibility to ensure that the respondent understands what its expectations are. The respondent is at risk, and part of the risk is understanding the County’s expectations. Once the contract is executed, the respondent will not be permitted to modify its cost proposal, project durations, or project team unless through mutual negotiations with the County.

b. The respondent will be required to plan the project in detail to ensure that there are no surprises.

The respondent will be required to perform the following (including, but not limited to):

i. Assist with the design review of the documents to verify constructability

ii. Assist with any value engineering ideas without compromising on the design intent

iii. Clarify any ‘big-ticket’ items

iv. Clarify all value-added options (what is accepted or rejected)

v. Clarify why the cost proposal may be significantly different from competitors.

c. Pre Construction Services: will need to define the scope, develop budgets, and prepare schedules.

The primary goal is to ensure projects are feasible, cost-effective, and fully planned out before transitioning to the physical building phase.

They are responsible for the following tasks:

• Cost Estimating & Budgeting: Creating detailed cost estimates and takeoffs from conceptual designs to final construction drawings.

• Value Engineering: Analyzing project plans and finding cost-saving alternatives without compromising the project's quality or the owner's goals.

REV. 4 – 9.3.2025

• Scheduling: Creating initial working schedules to ensure timelines are realistic and client deadlines are met.

• Design Management: Acting as a bridge between the client and the architects/engineers, ensuring designs are buildable and meet budget constraints.

• Subcontractor Procurement: Vetting and selecting subcontractors, soliciting bids, and negotiating final contracts.

d. Provide a project schedule.

i. Prepare a high-level schedule of the project (with major milestones or tasks)

ii. If requested, prepare (or provide a plan to prepare) a detailed milestone schedule based on an 18-months construction project completion time frame in addition to the 3-month pre-construction time frame.

e. Provide a client action item schedule.

i. Identify the roles and responsibilities of the County or County personnel

ii. Prepare a detailed schedule of all activities, actions, or decisions needed from the County (including specific due dates and client names responsible for the activities)

f. Align Expectations

i. Coordinate with all critical parties (subcontractors, consultants, suppliers, etc.)

ii. Provide a complete list of all proposal assumptions.

iii. Identify any potential ‘deal breakers’

iv. Identify what is excluded from the proposal (tasks, activities, deliverables, etc.)

v. Review any unique technical requirements with the County.

vi. Review statements made during interviews.

vii. Revisit the sites to do any additional investigation.

g. Provide All Documentation

i. Provide a detailed project plan – to include understanding of phasing requirements

ii. Acceptance of contract terms and conditions

iii. Provide a detailed safety plan

iv. Provide a detailed staffing plan

v. Provide a quality control plan

vi. Provide a detailed subcontractor plan

vii. Provide a commissioning plan

13. Risk Mitigation Plan

a. Identify all risks, activities, or concerns that may be unforeseen or not within the control of the respondent. This should include everything (realistically) that may prevent you from being successful on this project.

b. Identify if there are any strategies to mitigate these items.

c. Provide a plan of how unforeseen risks will be managed.

d. Identify what (if anything) concerns you the most or is unique about this project.

14. Meetings

a. The highest ranked firm will be required to conduct and participate in several meetings throughout the clarification period. At a minimum, the County will expect a summary meeting as explained below:

i. Description of their plan for project execution and management

ii. High level schedule for project delivery

iii. Address any major concerns provided by the County.

iv. Identify and address any major deal breakers.

v. Address all project assumptions.

vi. Explain why their cost/financial proposal may be different from the budget and/or competitors.

vii. Identify major risks to project delivery (focusing on risks that the Respondent does not directly control) and the associated risk mitigation strategy. Clearly identify any information or actions needed from the County to support successful project delivery.

15. Summary Meeting

a. The respondent will be required to hold a final summary meeting at the end of the clarification period. This meeting is to present a summary of the final details that were discussed and resolved during the clarification period. This meeting is not a question-and-answer meeting. The respondent will lead the meeting to present the entire proposal, project execution plan, and identified risks and mitigation plans.

16. Failure to enter into an agreement

a. At any time during the clarification period, if the County is not satisfied with the progress being made by the invited respondent, or if the respondent and the County fail to agree to terms or fail to execute a contract, the County may terminate the clarification period activities and then commence or resume a new clarification period with the next highest ranked respondent. There will be no legally binding relationship created with any respondent prior to the execution of a written agreement.

17. Communication

a. The vendor project manager, site superintendent, and pre-construction services leader shall respond to emails and calls from Dallas County within one business day. If a question requires additional time to develop an informational response, the vendor must advise the County of the expected timeline to respond.

18. Performance Measures and Contract Management

a. The County will require that the awarded respondent submit a weekly risk report that will document all risks that occur throughout a project. A risk can be defined as anything that impacts the awarded project cost or project schedule. Risks may include scope changes, consultant changes, errors and omissions, unforeseen conditions, etc.).

b. The weekly risk report is an MS Excel spreadsheet file that must be submitted every week (by 5 p.m. on Friday) throughout the project. The first report is due a week after the contract has been awarded and must continue every week until receipt of the final payment. This report does not substitute for or eliminate weekly progress reports or any other traditional reporting systems or meetings (that the respondent may perform). The County will provide the respondent with a copy of the spreadsheet and additional education regarding this spreadsheet can be provided during the clarification period (including how the spreadsheet works, formatting requirements, submission requirements, and other requirements of this system).

c. Upon completion of the project, the County will evaluate its overall satisfaction with the project.

This includes (but is not limited to): overall quality, ability to manage the project, ability to minimize complaints, ability to minimize County efforts, ability to minimize project delays, ability to minimize cost increases, and submission of accurate and timely weekly risk reports. The final assessment may be used to document the performance of the respondent and critical components of their team (individuals and subcontractors). The County may use this information on future procurements.

III. Evaluation Criteria

Proposals shall be evaluated by an evaluation committee, and award consideration shall be given to the highest ranked proposer(s). Award is subject to Dallas County Commissioners Court approval.

Criteria Points Experience 25 Approach 15 Risk Assessment Plan 15 Value Assessment Plan 10 Cost 20 Small Business Enterprise 15 Total Points 100

IV. Proposal Format

The proposal shall be divided into tabbed, marked sections and shall include but not limited to information in the format as described in this section.

1. Letter of Transmittal - The letter of transmittal must include the following: clearly identify the submitting organization; identify the name and title of the person authorized by the organization to contractually obligate the organization; identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization; identify the names, titles and telephone numbers of persons to be contacted for clarification; identify the tax identification number; explicitly indicate acceptance of all the general conditions and requirements conditions.

2. Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person.

3. Staffing Capacity - The vendor selected must have the capacity to handle all work for the duration of the project.

4. Approach – Technical approach represents the quality and professionalism of the construction methods described in the technical RFP proposal. Vendor’s proposal shall include, in narrative, outline, and/or graph form the vendor's approach to accomplishing the tasks outlined in the scope of work section of this RFP. A description of each task, deliverables, and the schedule for accomplishing each shall be included.

a. The project plan must not exceed 4 pages (front side of page only; one page for the proposal summary, one page for the scope assessment, one page for the project assumptions, and one page for the subcontractor selection plan).

b. A brief roadmap that describes, in major activities or tasks, how the respondent will meet the County’s expectations (cost, time, resources, quality, and expectations) as set forth in this RFP.

REV. 4 – 9.3.2025

This should be a concise synopsis of the work, schedule, and approach that will be taken to complete this project. This summary should demonstrate to the County that the respondent has a thoughtful plan for the project.

c. The vendor will provide a scope assessment of the County’s scope-of-work.

d. The vendor will provide a summary of the major assumptions that have been made in preparing the proposal. This should include tasks that the respondent has assumed the County will perform, tasks required by the County, and tasks that have not been included in the proposal (items that the respondent feels are outside the scope of work). This should also include any critical expectations or responsibilities that the respondent has of the County.

5. Project Approach

a. The Road and Bridge 4 road crew will remain operational during the project, and they must be able to access their equipment and materials for the duration of the project. This includes accessing the existing underground fuel tank for their vehicles. The vendor must provide a proposed phasing plan to demonstrate how they would complete the scope of work while limiting impacts to the operations of the Road and Bridge 4 road crew.

b. Describe, in detail, what methods and procedures your firm will use to perform the tasks listed below. The description should elaborate how you will function as a part of the Dallas County project team and include Dallas County in the CMAR process.

1. Cost and quality control during the design and construction phases.

2. Scope optimization and value engineering.

3. Constructability.

4. Schedule management during the design and construction phases.

5. GMP development (scope definitions, bidding, bid openings, scoping sessions, bid evaluations & sub selection).

6. Change management.

7. Other approaches unique to your firm.

6. Additional Information

a. Provide the firm’s experience with formal commissioning programs.

b. Provide a record, including dates, of claims or litigation involving owners, subcontractors, or design professionals during the last 5 years.

c. The vendor must list all performance related legal claims, litigation, demands, contracts terminated due to non-performance, lawsuits filed, threatened, pending and settlements they have been involved in over the last five (5) years and identify adverse actions sanctioned by any regulatory authorities over the last five (5) years.

7. Risk Assessment Plan

a. The risk assessment plan should address risks that may impact the successful delivery of this project, considering all expectations described in this RFP. The respondent should list and prioritize major risk items that are unique and applicable to this project. This includes areas that may cause the project to not be completed on time, not finished within budget, generate any change orders, or may be a source of dissatisfaction for the County. The respondent should rely on and use their experience and knowledge from completing similar projects to identify these potential risks.

REV. 4 – 9.3.2025

b. Each risk should be described in non-technical terms and should contain enough information to describe to a reader why the risk is a valid risk. The respondent must also explain how it will avoid or minimize the risks from occurring. If the respondent has a unique method to minimize the risk, the respondent should explain it in non-technical terms. The risk assessment plan gives the opportunity for the respondent to differentiate its capabilities based on its ability to visualize, understand, and minimize the risk for a successful project outcome. The risk assessment plan is broken down into two subparts: assessment of controllable risks and assessment of non-controllable risks.

c. The assessment of controllable risks includes risks, activities, or tasks that are controllable by the respondent, or by firms contracted by the respondent. This includes things that are part of the technical scope of what the respondent is being hired to do. This may also include risks that have already been minimized before the project begins due to the respondent’s expertise (i.e. risks that are no longer risks due to the respondent’s expertise in delivering this type of project).

d. The assessment of non-controllable risks includes risks, activities, or tasks that are not controllable by the respondent. This may include risks that are controlled by the County, County personnel, risks that are caused by other agencies, or completely uncontrollable risks. These can also be areas/risks that can contribute to contingency. Although these risks may not be controlled by the respondent, the respondent should identify a strategy that can be followed or used to mitigate these risks. All non-controllable risks and strategies to mitigate them must not be included in the respondent’s base proposal cost or schedule.

e. The risk assessment plan should be brief and concise. The risk assessment plan must not exceed 4 pages (front side of page only) (2 pages for the assessment of controllable risks, 2 pages for the assessment of non-controllable risks).

f. The criteria on which the risk assessment plan will be evaluated is the capability of the respondent to visualize, understand, and minimize risk to the County and the risk to a successful outcome for the Road and Bridge 4 project.

8. Value Assessment Plan:

a. The purpose of the value assessment plan is to provide respondents with an opportunity to identify any value-added options or ideas that may benefit the County, the project, or the service. The respondent should provide an outline of potential value-added options. This may include ideas or suggestions on alternatives in implementation timelines, project scope, project cost, goals, deliverables, methodologies, etc.

b. The value assessment plan should be brief and concise. The value assessment plan must not exceed 1 page (front side of page only). The criteria on which the value assessment plan will be evaluated is the capability of the respondent to identify any value-add options or ideas that may benefit the County.

9. Experience

a. The vendor must have experience with construction in phases, as this is a 3-phase project, working on a site with buildings that remain occupied, and with difficult site constraints.

b. Past performance information will be used to understand the experience of the vendor. The respondent is responsible for selecting their team and for the performance of the team. The County will analyze past performance information on each of the entities listed below:

i. The CMAR Respondent (Firm)

ii. The Project Manager (Individual)

iii. The Site Superintendent (Individual)

iv. The Pre-Construction Services Lead (Individual)

c. The vendor will provide resumes for each of the major team members that will serve on this project.

The resumes should include their work history, experience, education, and relevant certifications.

d. The vendor should also provide a minimum of 3 projects within the last 7 years that involved construction in phases as well as involved working on a site with buildings that remain occupied.

The projects should demonstrate the vendors ability to manage the projects to completion, on time, and within budget. As a minimum, for each project, provide a brief description, current client reference information (including names and contact information), the dates services were performed, specific services your firm performed, size of the project, original scheduled completion date and actual completion date, the original guaranteed maximum price (GMP) and the final cost of construction.

e. All 3 projects must be CMAR projects. If your firm has several branch offices, highlight the projects on the list managed by the office that will manage the Dallas County project and any members of your proposed team which were involved in any of the 3 projects.

10. Interviews

a. The County will conduct interviews with the key personnel. This includes the following individuals

(the County may also request to interview additional personnel):

i. Project Manager

ii. Site Superintendent

iii. Pre-Construction Services Lead

b. The individuals that will be interviewed must be the same individuals that are identified in the respondent’s submittal. No substitutes, proxies, phone interviews, or electronic interviews will be allowed. No other individuals (from the respondents’ organization) will be allowed to sit in or participate during the interview session. Interviews are expected to last approximately 20 minutes per individual. The County will interview individuals separately (not as a respondent team).

Interviewees may not bring notes, presentation materials, or handouts. The County may request additional information prior to interviews.

c. Interviewees will be evaluated based upon the following criteria:

i. Individual experience on similar projects.

ii. Experience working as a team on similar projects.

iii. Project technical approach and plan for the interviewee’s role in the project.

iv. Risk identification, explanation, solution, and potential impact within the interviewee’s role in the project.

v. Integration of client team, client requirements, and client needs within the interviewee’s role in the project.

REV. 4 – 9.3.2025

V. Documents Submitted with Proposal or Upon Request

1. Attachment S - Small Business Enterprise (SBE) Forms (mandatory must be submitted with proposal.

2. 2026 W-9

3. Proposal Documents

VI. Pre-Proposal Meeting

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A pre-proposal meeting will be held by the County whereby the respondents will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-proposal meeting will be the only time when respondent and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address through the County’s purchasing platform, (https://www.bidnetdirect.com/texas/dallas-county), to the assigned Buyer. The County will respond to all questions by way of addendum which will be posted as part of the solicitation. The County, its agents, and employees shall not be responsible for any information given by way of verbal communication.

Pre-proposal conference 8/19/26 at 10:00 a.m. (CST), the pre-proposal meeting will be conducted in person at the following location:

4403 W Illinois Avenue, Dallas, TX 75211

The deadline for the submission of questions is on 8/27/26 at 2:00 p.m. (CST) through Bidnet.

VII. Term and Commencement Date This will be a one-time construction contract with no renewal options commencing upon award by Commissioners Court, upon meeting any insurance and/or bonding requirements (if applicable) and/or fully executing the contract (if applicable).

VIII. Award Method The County’s intent is to award this solicitation in its entirety but the County reserves the right to award in the method that is most advantageous to the County.

The County reserves the sole discretion to determine whether a solicitation response is responsive. County reserves the right to reject any or all proposals and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of County. Late proposals will not be considered for award.

Upon expiration of the Contract, the Supplier agrees to hold over under the terms and conditions of this contract for such a period of time as is reasonably necessary, (not to exceed 90 calendar days unless mutually agreed on in writing).

IX. Opening of Proposals

Proposal reading shall be conducted: 9/17/26 at 2:30pm (CST) on the day the proposals are due. The reading will be conducted via a live meeting online at https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTQyZWY5M2ItMTkyZi00OGRhLWIyN2YtNDk1ZjNhNjEyM2Q1%40thread.v2/0?conte xt=%7b%22Tid%22%3a%2251adcfad-72f1-479c-b28f-52412e04014b%22%2c%22Oid%22%3a%228d59f513- 817d-4d7f-9d9d-65c8876cb296%22%7d . Proposals will be publicly opened in compliance with public proposal opening statutory requirements.

https://www.bidnetdirect.com/texas/dallas-county https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_YTQyZWY5M2ItMTkyZi00OGRhLWIyN2YtNDk1ZjNhNjEyM2Q1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252c%2522Oid%2522%253a%25228d59f513-817d-4d7f-9d9d-65c8876cb296%2522%257d&data=05%7C02%7CBenedict.Parks%40dallascounty.org%7Cc20c0684f5b94172c6c108deef0a6cb0%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639211025515342655%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0l6Q24QC2NhSVgEm%2B%2FfWCakXpGUuR8O1vIG%2BHo2vmAQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_YTQyZWY5M2ItMTkyZi00OGRhLWIyN2YtNDk1ZjNhNjEyM2Q1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252c%2522Oid%2522%253a%25228d59f513-817d-4d7f-9d9d-65c8876cb296%2522%257d&data=05%7C02%7CBenedict.Parks%40dallascounty.org%7Cc20c0684f5b94172c6c108deef0a6cb0%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639211025515342655%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0l6Q24QC2NhSVgEm%2B%2FfWCakXpGUuR8O1vIG%2BHo2vmAQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_YTQyZWY5M2ItMTkyZi00OGRhLWIyN2YtNDk1ZjNhNjEyM2Q1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252c%2522Oid%2522%253a%25228d59f513-817d-4d7f-9d9d-65c8876cb296%2522%257d&data=05%7C02%7CBenedict.Parks%40dallascounty.org%7Cc20c0684f5b94172c6c108deef0a6cb0%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639211025515342655%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0l6Q24QC2NhSVgEm%2B%2FfWCakXpGUuR8O1vIG%2BHo2vmAQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_YTQyZWY5M2ItMTkyZi00OGRhLWIyN2YtNDk1ZjNhNjEyM2Q1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%252251adcfad-72f1-479c-b28f-52412e04014b%2522%252c%2522Oid%2522%253a%25228d59f513-817d-4d7f-9d9d-65c8876cb296%2522%257d&data=05%7C02%7CBenedict.Parks%40dallascounty.org%7Cc20c0684f5b94172c6c108deef0a6cb0%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639211025515342655%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0l6Q24QC2NhSVgEm%2B%2FfWCakXpGUuR8O1vIG%2BHo2vmAQ%3D&reserved=0

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Proposer names will be publicly read aloud. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

X. Additional Questions and Answers During and/or After the Pre-Proposal Conference

Firms will be required to any submit additional questions presented at the pre-proposal and/or after the conference.

All additional questions must be received by 8/27/26 at 2:00 pm (CST)

All questions and responses will be posted to the County’s website in the manner as previously stated herein. Dallas County reserves the right to reject/not respond to any questions received after the deadline date.

XI. Proposal Submittal and Exception Requirements

To be considered for award, the proposal response must be submitted by 9/17/26 at 2:00 p.m. (CST). Responses shall be submitted electronically through Bidnet, the County’s online public solicitation platform https://www.bidnetdirect.com/texas/dallas-county. Although the County prefers submissions in electronic form, a respondent may elect to submit their proposal in hard copy. To submit in hard copy, the vendor may deliver or ship to: Dallas County Purchasing Department, Records Building 500 Elm Street, Suite 5500, Dallas, Texas 75202. When submitting a response in hard copy, the County requires two (2) duplicate hardcopies (one original and one copy) to be submitted.

Any exceptions to the specifications/scope of work and/or terms and conditions shall be included in the solicitation response and shall appear in its own tab. Exception shall reference the page number, section and language for which exception is taken. The County reserves the right to reject any exception not in the best interest to the County or may lead the response to be considered nonresponsive and not considered for award.

Note: On December 19, 2024 Dallas County implemented a new public solicitation platform and will be posting all solicitations for goods, services, and construction through Bidnet. Vendors seeking to do business with Dallas County will be required to register, (https://www.bidnetdirect.com/texas/dallas-county). By registering, vendors will be able to receive solicitation notices, view open solicitations, and submit their response online to desired business opportunities.

XII. Location and Invoicing

The County shall pay invoices in 30 days. In order for the County to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the County. The 30 days begin when the County has received a correct invoice reflecting the work or goods delivered. If the County receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the County will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the County for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided

• Purchase order number

• Contact information of County staff who placed order (name, phone number, department)

• Date of order or Service

• Detailed description of each service

• Price good or services (charges for all services covered by this contract are to be separately stated and explained

REV. 4 – 9.3.2025

• Unit pricing

• Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow these instructions risk having the contract with the County cancelled. Invoices must be submitted via email to:

DC-Invoices@dallascounty.org

XIII. Communication

Upon release of the solicitation and during the process, vendors /firms and their employees of related companies as well as paid or unpaid personnel acting on their behalf shall not contact in relation to this solicitation with Dallas County employees, department heads and/or elected officials. Such contact may result in the vendor being disqualified. All questions and request for information related to this solicitation must be coordinated through Benedict Parks.

All questions regarding this solicitation are to be submitted in writing to Benedict Parks, Dallas County Purchasing Department via Bidnet (https://www.bidnetdirect.com/texas/dallas-county), the County’s procurement platform. If the respondent does not have access to the County’s solicitation platform, the respondent may submit their questions in writing via email to benedict.parks@dallascounty.org. Please reference the Solicitation number in the subject of the email.

All questions, comments and requests for clarification must reference the solicitation number on all correspondence to Dallas County. Any oral communications shall be considered unofficial and non-binding.

Only written responses to written communication shall be considered official and binding upon the County. The County reserves the right, at its sole discretion, to determine appropriate and adequate responses to the written comments, questions, and requests for clarification.

NOTE: All addendums and/or any other correspondence (general information, question and responses) to this solicitation will be made available exclusively through the Dallas County website for retrieval.

Respondents are solely responsible for frequently checking this website for updates to this solicitation Addendums to this solicitation can be located at the following web address:

http://www.dallascounty.org/department/purchasing/currentbids.php (go to the appropriate solicitation #, click on the appropriate hyperlink for viewing and/or downloading.)

XIV. Review of Proposals

All proposals will be examined by an evaluation committee consisting of various Dallas County personnel, Dallas County Purchasing, and representatives selected by the County of Dallas in proportion to contribution sizes.

Proposals that do not conform to the instructions or which do not address all the services as specified may be eliminated from consideration. However, Dallas County reserves the right to accept such a proposal if it is determined to be in the best interest of Dallas County.

Evaluations are based on the information provided. Accuracy and completeness are essential. Omissions, ambiguous and equivocal statements may be construed against the proposer. The proposal response may be incorporated into any contract which results from this RFP, and proposers are cautioned not to make claims or statements it is not prepared to commit to contractually. Failure of the proposer to meet such claims will result in a requirement that the proposer provide resources necessary to meet submitted claims.

mailto:DC-Invoices@dallascounty.org http://www.dallascounty.org/department/purchasing/currentbids.php

Dallas County Purchasing may initiate discussions with selected proposers; however, discussions may not be initiated by proposers. Dallas County Purchasing expects to conduct discussions with vendor’s representatives authorized to contractually obligate the vendor with an offer. Proposers shall not contact any Dallas County personnel during the RFP process without the express permission from the Office of the Dallas County Purchasing Agent. Dallas County Purchasing may disqualify any vendor who has made site visits, contacted Dallas County personnel or distributed any literature without authorization from Dallas County Purchasing.

All correspondence relating to this RFP, from advertisement to award shall be sent to Dallas County Purchasing.

All presentations and/or meetings between Dallas County and the vendor relating to this RFP shall be coordinated by Dallas County Purchasing.

Selected proposers may be expected to make a presentation/product demonstration to an evaluation committee.

Proposals, presentations and product/service evaluations may develop into negotiating sessions with the proposer(s) as selected by the Evaluation Committee. Dallas County expects to conduct negotiations with proposer’s representatives authorized to contractually obligate with an offer. If proposer is unable to agree to contract terms and conditions, Dallas County reserves the right to terminate contract negotiations with that proposer and initiate negotiations with another proposer. In addition to a presentation, visits by the Evaluation Committee to representative proposer’s client sites may be conducted where the proposed solution can be demonstrated in a production environment.

XV. Proposal Pricing

Proposed pricing shall be firm for the entirety of the contract term unless otherwise stated herein. Costs not included or calculated in the applicable unit prices as proposed will not be paid by the County, regardless of the intentions of the respondent when the response was submitted and regardless that those costs were actually incurred.

Cumulative change orders shall not exceed 25% of the original amount awarded during contract term requests for change orders shall be reviewed and considered at the County's sole discretion.

XVI. Insurance Any Contractor or Vendor that conducts business with Dallas County, whether it is for goods and/or services, must maintain lawful worker's compensation/self-insured employee coverage requirements and adequate liability limitations

Within ten (10) days after contract award or prior to the commencement of any work or delivery, the Purchasing Agent requires the successful Contractor(s)/Vendor(s) to submit verification of the following coverage. The insurance coverages, except Workers Compensation and Professional Liability, required by this Contract, shall name Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers, as additional insured(s) (as the interest of each insured may appear).

Contractor at its own expense, consistent with its status as an independent contractor will carry, purchase and maintain insurance coverage, the minimum insurance coverage set forth immediately below, with companies authorized to do insurance business in the State of Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code, having an A.M. Best Rating of “A” or better, and in amounts not less than the following minimum limits of coverage:

The policies may provide coverage, which contains deductibles or self-insured retention. Such deductibles and/or self-insured retention shall not be applicable with respect to the coverage provided to Dallas County under such policies. The Contractor shall be solely responsible for all deductibles and/or self-insured retention.

REV. 4 – 9.3.2025

All insurance required herein shall be maintained in full force and effect throughout the term of this contract, including all extensions or renewals.

1.1. Workers Compensations and Employer’s Liability Insurance or self-insured employee in the amount and in compliance with the provisions as provided for by Texas Law as established by the Texas Workers Compensation Act, Title 5, Subtitle A, Texas Labor Code for all his employees assigned to operate or work under this Contract. In the event the Contractor elects to sublet any work, Contractor shall require Sub-Contractors to provide Workers’ Compensation Insurance for all of the latter’s employees unless the Contractor affords such employees protection. Contractors shall be responsible for workers’ compensation insurance for subcontractors or sub-lessees who directly or indirectly provide service under Dallas County contract.

Workers’ Compensation Insurance with statutory limits, and Employer’s Liability Insurance with limits of not less than $500,000:

Employers Liability - Each Accident $500,000 Employers Liability - Each Employee $500,000 Employers Liability - Policy Limit $500,000

Policies under this Section shall apply to State of Texas and include the following endorsements in favor of Dallas County:

a. Waiver of Subrogation

b. Thirty (30) day Notice of Cancellation

1.2. Commercial General Liability: Contract shall maintain Commercial General Liability Insurance coverage must include the following: (a) Premises; (b) Operations; (c) Independent Contractor’s Protective Liability; (d) Products and Completed Operations; (e) Medical Expense; (f) Personal and Advertising Injury; (g) Contractual Liability; (h) Broad form property damage, to include fire legal liability. Such insurance shall carry in an amount not less than One Million and 00/100 ($1,000,000.00) for bodily injury (including death), property damage, and blanket contractual coverage per occurrence with a general aggregate of Two Million and 00/100 ($2,000,000.00) and products and completed operations aggregate of Two Million and 00/100 ($2,000,000.00).

Policies under this Section shall apply to State of Texas and include the following endorsements in favor

c. Additional Insureds: Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers.

1.3. Automobile Liability Insurance: Contractor shall maintain Automobile Liability Insurance covering all owned, hired and non-owned automobiles used in connection with work with limits not less than Five Hundred Thousand 00/100 ($500,000.00) Combined Single Limit of Liability for Bodily Injury and Property Damage. Such insurance is to include coverage for loading and unloading hazards.

Policies under this Section shall apply to State of Texas and include the following endorsements in favor

c. Additional Insureds: Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers.

1.4. Builders Risk Insurance: Contractor shall maintain during the term of this contract, at its own expense, All Builders Risk Insurance in the amount equal to one hundred percent (100%) of the initial contract amount plus values of subsequent modifications and change orders. Covered perils shall include but not be limited to: Contractor’s labor and workmanship, materials, fixtures, equipment, defects, fire, wind, lightning, and other weather-related hazards, damage, extended coverage, vandalism, and malicious mischief, and theft.

Policies under this Section are subject to the laws of the State of Texas and include the following endorsements in favor of Dallas County

a. Name Dallas County as loss payee as its interest may appear

1.5. Performance Bond (for contracts in excess of $50,000): Contractor within ten (10) days after contract award or prior to the commencement of any work or delivery services under this contract Contractor shall furnish to the County a Performance Bond in the amount equal to one hundred percent (100%) of the contract amount, executed by a solvent corporate surety or corporate sureties which are on the approved list of the United States Department of Treasury (Federal register Circular 570 - "Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and Acceptable Reinsuring Companies", Sections 9304 through 9308 of Title 31 of the United States Code. Surety Companies Acceptable on Federal Bonds. The Surety must also be duly authorized to do business in the State of Texas.

1.6. Payment or Material and Labor Bond (for contracts in excess of $25,000): Contractor within ten

(10) days after contract award or prior to the commencement of any work or delivery services under this contract Contractor shall furnish to the County a Payment or Material and Labor Bond in the amount equal to one hundred percent (100%) of the contract amount, executed by a solvent corporate surety or corporate sureties which are on the approved list of the United States Department of Treasury (Federal register Circular 570 - "Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and Acceptable Reinsuring Companies", Sections 9304 through 9308 of Title 31 of the United States Code. Surety Companies Acceptable on Federal Bonds. The Surety must also be duly authorized to do business in the State of Texas.

The bonds must clearly and prominently display on the bond or on an attachment to the bond the name, mailing address, physical address, and telephone number, including the area code, of the surety company to which any notice of claim should be sent, or the toll-free telephone number maintained by the Texas Department of Insurance under Chapter 521.051 of the Texas Insurance Code, and a statement that the address of the surety company to which any notice of claim should be sent may be obtained from the Texas Department of Insurance by calling the toll free telephone number.

In the event the contract is prematurely terminated due to Contractor’s breach and/or nonperformance of the contract, the County reserves the right to act on the performance bond and/or seek monetary restitution. In the event civil suit is filed to enforce this provision, County will seek its attorney’s fees and costs of suit from Contractor which amount Contractor shall pay in the event that County prevails in such action.

REV. 4 – 9.3.2025

All bonds shall be delivered to the Dallas County Purchasing Agent located at 500 Elm Street, 5th Floor, Suite 5500, Dallas, Texas 75202. No work shall be authorized until the bond has been submitted to Dallas County Purchasing Agent.

Contractor agrees that, with respect to the above-referenced insurance, all insurance contracts/policies will contain the following required provisions:

a. Endorsement: Except Workers Compensation and Professional Liability, name Dallas County and its elected and appointed boards, officers, officials, agents, representatives, directors, employees and volunteers as additional insured(s) (as the interest of each insured may appear) as to all applicable coverage;

b. Endorsement: Provide for thirty (30) days prior written notice will be given to the County for cancellation, non-renewal or material reduction/change in coverage provided under all policies, except in cases of cancellation for non-payment, in…