Solicitation Number No.: 2026-044-7129 Pre-Proposal Meeting Date: 8/26/2026 @ 11AM CST Project Title: Client Application Services for Dallas County Health and Human Services Weatherization Program Proposal Due Date: 9/24/2026 by 2:00PM CST

PUR-FRM-051

REV. 2 – 7.20.2023

REQUEST FOR PROPOSAL

Client Application Services for Dallas County Health and Human Services Weatherization Program

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization Program

Contents I. Introduction, Purpose and Intent II. Background III. Scope of Work I. Evaluation Criteria II. Proposal Format III. Documents Submitted with Proposal or Upon Request VII. Opening of Proposals VIII. Additional Questions and Answers During and/or After the Pre-Proposal Conference X. Location and Invoicing XI. Communication XII. Review of Proposals XIII. Proposal Pricing XIV. Insurance XV. Discussion With Reasonably Qualified Proposals XVI. Rejection or Acceptance of Proposals XVII. Late and Withdrawn Proposals XVIII. Confidentiality XIX. Disqualification Of Proposers XX. Permits Required by Law XXI. Records and Audit XXII. Assignment of Contract XXIII. Default by Proposer XXIV. Termination XXV. Miscellaneous XXVI. Indemnity XXVII. Selection Process XXVIII. Development Costs XXIX. Contract Award XXX. Certificate of Interested Parties (Form 1295) XXXI. Conflict of Interest

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization Program

REV. 2 – 7.20.2023

I. Introduction, Purpose and Intent

The purpose of this RFP is to establish services for client application services for the Dallas County Health and Human Services (DCHHS) Weatherization Assistance Program (WAP). These services will support the weatherization (program) of increasing the volume of multifamily properties. The awarded vendor will assist in completing applications for applicants that were identified as eligible by WAP and live in low-income properties and coordinate the collection of landlord agreements and required tenant documentation.

The intent of this Request for Proposal (hereinafter referred to as RFP) is to establish a five-year service price agreement for client application services for the Dallas County Health and Human Services (DCHHS) Weatherization Program (WAP), in accordance with the requirements described herein.

II. Background

Dallas County Health and Human Services (DCHHS) administers the Weatherization Program (WAP), which provides weatherization services to eligible low-income households to improve energy efficiency, reducing utility costs, and improving the overall health and safety of the home. As demand for services continues to grow, DCHHS seeks to increase the volume of eligible multifamily residential properties.

To support this expansion, DCHHS requires client application services to assist property owners and tenants with completing the required documentation, and facilitate the submission of complete applications for program review and approval.

III. Scope of Work

3.1 Respondent is responsible for all charges, wages, salaries, benefits, overhead, insurance, labor, supplies, transportation, service, supervision, management, reports, and all other associated cost including incidentals necessary to perform services outlined in this solicitation.

3.2 Respondent shall have expertise in the program and how multifamily properties are eligible for weatherization measures and heating, ventilation, and air conditioning (HVAC) grant and incentive programs administered by governmental agencies and utility companies for the improvement of real property.

3.3 The Respondent shall assist multifamily residential housing properties that have been pre-screened by

WAP in completing their applications. WAP will review submitted applications, and weatherization program staff will make the final eligibility determination.

3.4 The Respondent, hereafter Contractor, responsibilities shall include but are not limited to:

3.4.1 Assist property owners/managers of the eligible multi-family properties with properly completing the landlord documents that are submitted to WAP. The landlord documents required are:

3.4.1.1 Landlord Permission Perform Assessment and Inspections for Rental Units.

3.4.1.2 Landlord Financial Participation Form.

3.4.1.3 Landlord Agreement

3.4.2 Collaborate with on-site property management staff and tenants to collect any information required to fully and properly complete the program required multi-family tenant income eligibility applications in accordance with program application requirements.

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

REV. 2 – 7.20.2023

3.4.2.1 Respondent shall determine the manner, means, details and methods for the performance of such services and shall have no other duties, rights, obligations or responsibilities with respect to WAP.

3.4.3 Review of paper-based applications submitted by applicants to ensure they are completed correctly before submitting them to the program.

3.4.3.1 Respondent will be on-site at the properties to provide the applications physically to the applicants.

3.4.3.2 Applications are currently available in both English and Spanish. Respondent shall have staff available to review applications completed in Spanish.

3.4.3.2.1 If staff is not available, they must notify the program.

3.4.4 Collect, verify, and maintain required documentation (income, residency, eligibility).

3.4.5 Ensure compliance with WAP eligibility guidelines and grant funding source requirements.

3.4.6 Applications must be completed within 30 days of starting the application.

3.4.6.1 If there is a delay in completing an application within 30 days, the vendor shall notify DCHHS of the delay.

3.4.7 Completed applications must be submitted to program (WAP) within 3 business days of applicant submitting the completed application to vendor.

3.4.8 Respondent shall provide timely responses to WAP and applicants within 24 hours of inquiries.

3.4.9 Respondent shall provide a dedicated point of contact for DCHHS and applicants to contact

(phone number and email address).

3.4.10 The respondent is to ensure data accuracy, integrity, confidentiality

3.5 Vendor Qualifications and Experience

3.5.1 Respondent shall have three (3) years of relevant experience.

3.5.2 Respondent shall have experience with federally funded programs, preferably WAP or similar energy assistance programs

3.5.3 Respondent shall have experience serving low-income and diverse populations

3.5.4 Respondent shall have the capacity to manage large-scale intake operations and data systems

3.5.5 DCHHS WAP will provide training on the application and what supporting documents will be required to be considered a “complete application” if needed.

3.6 Background Checks and Drug Screening And Testing Services

3.6.1 Contractor shall perform background checks on all employees and personnel providing services under this agreement at no additional cost to the County (at Contractor expense). “Background check” means, including but not limited to, the research and verification of an individual’s employment history, criminal history, identity, driving record history, current and past residences, and any discrepancies contained therein. The following items will be included in a background check, at a minimum:

3.6.1.1 Contractor shall establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.

3.6.1.2 E-Verify all employees and personal providing services.

3.6.1.3 Employment history (10 years)

3.6.1.4 Social security number verification.

3.6.1.5 Assumed names and aliases search.

3.6.1.6 State criminal records search for an unlimited period of time including court records search, Motor Vehicle Driving Records search, Department of Public Safety search, Department of Corrections search, Administrative Office of Court Search, a County criminal records search

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

REV. 2 – 7.20.2023

for all counties of residence, and a Justice of the Peace criminal records search for all precincts of residence.

3.6.1.7 Federal criminal records search for an unlimited period of time, including National Sex Offender Public Registry Search and National Criminal Records Database Search.

3.6.1.8 Current and prior address check.

3.6.1.9 Employee photo picture.

3.7 Compliance Requirements

3.7.1 All applicable federal, state, and local laws and regulations

3.7.2 U.S. Department of Energy (DOE) Weatherization Assistance Program guidelines

(https://www.energy.gov/cmei/scep/wap/weatherization-assistance-program)

3.7.3 Texas Department of Housing and Community Affairs (TDHCA) requirements

(https://www.tdhca.texas.gov/weatherization-assistance-program-wap-program-guidance)

3.7.4 Data privacy and security standards, including protection of personally identifiable information

(PII)

3.8 Deliverables and Performance Expectations

3.8.1 Respondent shall provide WAP a monthly report of multi-family properties identified and preliminarily screened for eligibility, including property address, ownership information, unit count, and basic eligibility indicators.

3.8.2 Timely processing of applications within established service-level timelines

3.8.3 Applications must be reviewed for accuracy by vendor before submitting to DCHHS. DCHHS will not pay for inaccurate applications.

Compliance with all applicable Weatherization Assistance Program (WAP), Department of Energy (DOE), and state regulation

3.8.4 Contractor shall submit a minimum of 42 applications monthly to the program.

3.8.4.1.1 If contractor is not able to submit the minimum of applications, they must notify the program.

I. 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 and Qualifications 35 Technical Approach & Methodology 25 Capacity and Staffing 15 Cost 10 Small Business Enterprise 15 Total Points 100

II. 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. Cover Letter

• Provide a signed letter on company letterhead introducing your firm and summarizing your interest in this RFP.

• Acknowledge the requirements and scope of work as described in the solicitation.

https://www.energy.gov/cmei/scep/wap/weatherization-assistance-program https://www.tdhca.texas.gov/weatherization-assistance-program-wap-program-guidance

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

REV. 2 – 7.20.2023

• Include a statement confirming your firm’s ability and commitment to perform all services as described, including compliance with all regulations.

• Provide the name, title, telephone number, and email address of the primary contact person for your proposal.

2. Company Profile and Experience

• Provide a brief history of your company, including the year founded, size, locations, and ownership structure;

• Describe your company’s experience.

• Identify any subcontractors you intend to use and provide similar documentation for them.

3. Experience and Qualifications

• Must provide three references

• Must have three (3) years of relevant experience.

• Must have experience with federally funded programs, preferably WAP or similar energy assistance programs

• Must have experience serving low-income and diverse populations

• Must have the capacity to manage large-scale intake operations and data systems

4. Technical Approach and Compliance

• Detail your procedures and methods for completing the tenant applications;

• Compliance with all federal, state, and local laws;

• Processes for maintaining accurate records and responding to public records requests.

5. Capacity and Staffing

• Relevant experience of key personnel;

• Adequacy of staffing levels;

• Management and supervision plan;

• Ability to meet project timeliness.

6. Pricing Proposal

• Provide a detailed, itemized pricing schedule covering:

o Per multi-family application submitted to WAP.

• Include any volume discounts or price adjustments if applicable over the five-year contract term.

• Confirm that pricing includes all labor, supervision, management, permits, overhead, taxes, insurance, and incidentals required for full compliance.

• Include a clear statement that all pricing is firm and fixed for the term of the contract unless otherwise noted.

7. Exceptions to the RFP

• Clearly identify and describe any exceptions, deviations, or conditions to the terms, requirements, or specifications outlined in the RFP.

• For each exception, provide:

o The specific RFP section or requirement affected.

o A detailed explanation of the exception or proposed alternative.

o The rationale for the exception and its impact on your proposal or performance.

o Any potential cost or schedule implications.

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

REV. 2 – 7.20.2023

• If no exceptions are taken, provide a statement such as:

“The proposer takes no exceptions to the requirements of this RFP and fully complies with all terms and conditions.”

8. References and Past Performance

• Provide at least four (4) references from clients with contracts similar in size and scope to this RFP, serviced within the last three (3) years.

• For each reference, include:

o Company or agency name o Contact person name and title o Telephone number and email address o Description of services performed, including waste types and volumes o Contract period (start and end dates)

• Highlight any contract renewals or long-term partnerships as evidence of client satisfaction.

III. Documents Submitted with Proposal or Upon Request

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

2. Attachment A- Cost Sheet is mandatory and must be submitted with your proposal.

IV. 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 respondent 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 August 26, 2026 at 11:00 a.m. (CST), the pre-proposal meeting will be conducted through a conference call.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/213756848611743?p=DylWINuCxe8onZuPEO Meeting ID: 213 756 848 611 743 Passcode: N4An7gb6

Need help? | System reference Dial in by phone +1 469-208-1731,,703730421# United States, Carrollton Find a local number Phone conference ID: 703 730 421# For organizers: Meeting options | Reset dial-in PIN

The deadline for the submission of questions is September 10, 2026 at 4:00 p.m. (CST) through Bidnet.

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Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

REV. 2 – 7.20.2023

V. Term and Commencement Date

This will be a five-year service price agreement commencing upon award by Commissioners Court, upon meeting any insurance and/or bonding requirements (if applicable) and/or fully executing the contract (if applicable).

VI. 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.

VII. Opening of Proposals

Proposal reading shall be conducted: September 24, 2026, 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_ZTBiNDhkMmUtMjdkMy00YzE5LTgxNzctNWM2MTc5ZmUwYjNl%40thread.v2/0?cont ext=%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.

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.

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

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

All additional questions must be received by September 10, 2026, at 4:00pm (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.

IX. Proposal Submittal and Exception Requirements

To be considered for award, the proposal response must be submitted by September 24, 2026 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 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZTBiNDhkMmUtMjdkMy00YzE5LTgxNzctNWM2MTc5ZmUwYjNl%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%7CPaige.Cooper%40dallascounty.org%7C3e3d777b468e4eb7ca3608def3d1660a%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639216278165772416%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YZKJT1tKXieIQsEySJnmWfo1UYfBr0RA7f28l2FL5aY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZTBiNDhkMmUtMjdkMy00YzE5LTgxNzctNWM2MTc5ZmUwYjNl%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%7CPaige.Cooper%40dallascounty.org%7C3e3d777b468e4eb7ca3608def3d1660a%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639216278165772416%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YZKJT1tKXieIQsEySJnmWfo1UYfBr0RA7f28l2FL5aY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZTBiNDhkMmUtMjdkMy00YzE5LTgxNzctNWM2MTc5ZmUwYjNl%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%7CPaige.Cooper%40dallascounty.org%7C3e3d777b468e4eb7ca3608def3d1660a%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639216278165772416%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YZKJT1tKXieIQsEySJnmWfo1UYfBr0RA7f28l2FL5aY%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZTBiNDhkMmUtMjdkMy00YzE5LTgxNzctNWM2MTc5ZmUwYjNl%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%7CPaige.Cooper%40dallascounty.org%7C3e3d777b468e4eb7ca3608def3d1660a%7C51adcfad72f1479cb28f52412e04014b%7C0%7C0%7C639216278165772416%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YZKJT1tKXieIQsEySJnmWfo1UYfBr0RA7f28l2FL5aY%3D&reserved=0

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will be able to receive solicitation notices, view open solicitations, and submit their response online to desired business opportunities.

X. 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

• 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.

XI. 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 Paige Cooper.

All questions regarding this solicitation are to be submitted in writing to Paige Cooper, 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 Paige.Robinson@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.

mailto:Bidsync

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

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.

Respondent 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.)

XII. 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.

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.

XIII. Proposal Pricing

Proposal pricing shall be firm for the first 12 months of the contract 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 proposal was submitted and regardless that those costs were actually incurred.

Price increase(s) shall not be automatic, the respondent shall request on an annual bases a price increase which shall not exceed 5% annually as warranted. Respondent shall submit, for the County's consideration, supporting documentation that substantiates the requested price increase. Cumulative change orders and/or price increases shall not exceed 25% of the original amount awarded during contract term. A price increase shall be mutually agreed http://www.dallascounty.org/department/purchasing/currentbids.php

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upon by the County and Contractor. Request for price increases and change orders shall be reviewed and considered at the County's sole discretion.

XIV. 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.

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

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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. Professional Liability / Cyber Liability Insurance: Contractor shall maintain Professional Liability (Errors and Omissions) Insurance with limits of not less than One Million and 00/100 Dollars ($1,000,000.00) per claim and One Million and 00/100 Dollars ($1,000,000.00) aggregate. Such coverage shall protect against claims arising from negligent acts, errors, omissions, or the failure to perform professional services in connection with this Contract.

If Contractor stores, transmits, processes, or otherwise handles confidential, personally identifiable, financial, medical, or other sensitive information electronically in connection with services provided under this Contract, Contractor shall also maintain Cyber Liability Insurance with limits of not less than One Million and 00/100 Dollars ($1,000,000.00) per claim and One Million and 00/100 Dollars ($1,000,000.00) aggregate. Coverage shall include protection against claims arising from data breaches, unauthorized access, privacy violations, network security failures, and the loss or disclosure of confidential information.

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

b. Thirty (30) Day Notice of Cancellation

Project Title: Client Application Services for Dallas County Health and Human Services Weatherization

Coverage may be written on a claims-made basis provided the retroactive date precedes the effective date of this Contract and such coverage is maintained continuously throughout the term of the Contract and for a period of not less than two (2) years following expiration, termination, or completion of the Contract.

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 the event of which notice shall be provided as required by state law to Dallas County;

c. Endorsement: Contractor agrees to waive subrogation against Dallas County, its officers and employees for injuries, including death, property damage or any other loss;

d. Provide for endorsement that the “other insurance” clause shall not apply to County where County is the additional insured on the policy;

e. All insurance required herein shall be maintained in full force and effect until all work or services required to be performed under the terms of the contract is satisfactorily completed and formally accepted;

f. All insurance coverage shall be on a per occurrence basis, if coverage is written on a claims-made basis, the retroactive date shall be prior to or coincide with the date of the Contract and the certificate of insurance shall state that the coverage is claims-made and indicate the retroactive date.

The coverage shall be continuous for the duration of the contract agreement and for not less than two (2) years following the end of the contract agreement. Coverage, including renewals, shall have the same retroactive date as the original policy applicable to the contract agreement;

g. Contractor shall be solely responsible for the deductible and/or self-insured retention for any loss;

h. Contractor insurance policies coverage shall be written on a primary basis and non-contributory with any other insurance coverages and/or self-insurance carried by Dallas County;

i. Default/Cumulative Rights/Mitigation. It is not a waiver of default if the non-defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this contract agreement are cumulative, and either Party’s use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the Parties may have by law, statute, ordinance or otherwise. Contractor has a duty to mitigate damages.

j. Approval and acceptance of Contractor’s services and work by County shall not constitute nor be deemed a release of the responsibility and liability of Contractor for the accuracy and competency of Contractor’s services or work; nor shall such approval and acceptance be deemed to be an assumption of such responsibility by the County for any defect, error or omission in the services performed by Contractor in this regard;

k. Contractor shall provide that all provisions of this contract agreement concerning liability, duty and standard of care, shall be underwritten by contractual liability coverage sufficient to include obligation within applicable policies;

l. Contractor and their freight contractors must be prepared to show coverage verification prior to entering upon County premises;

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m. Failure to comply with lawful requirements or adequate liability requirements may result in delay of payments, subject to the orders of the Commissioners Court, not to exceed a period of up to two years from the termination of this contract agreement, or cancellation of this contract agreement or both (Dallas County Commissioners Court Order 2003-1792, September 30, 2003);

n. Insurance Certificates: The certificates of insurance shall list County as the certificate holder. Any and all copies of Certificates of Insurance shall reference any applicable (Solicitation Number, Commissioners Court Order Number, or contract number for which the insurance is being supplied). All insurance policies or duly executed certificates for the same required to be carried by Contractor under this contract agreement, together with satisfactory evidence of the payment of the premium thereof, shall be delivered to the: Dallas County Purchasing Agent located at 500 Elm Street, Suite 5500, Dallas, Texas 75202; and

o. All insurance required to be carried by Contractor or subcontractors under this contract agreement shall be acceptable to the County in form and content, in its sole discretion. All policies shall be issued by an insurance company acceptable and satisfactory to County and authorized to do business in the State of Texas. Acceptance of or the verification of insurance by County shall not relieve or decrease the liability of Contractor.

2. Insurance Lapse

In the event successful firm fails to maintain insurance as required by this contract, successful firm shall immediately cure such lapse in insurance coverage at successful firm’s sole expense and pay County in full for all costs and expenses incurred by County under this contract as a result of such failure to maintain insurance by successful firm, including costs and reasonable attorney’s fees relating to County’s attempt to cure such lapse in insurance coverage. Such costs and attorney’s fees, not to exceed fifteen hundred and 00/100 dollars ($1,500.00), shall be automatically deducted from monies or payments owed to successful firm by County. Moreover, the County shall retain five percent (5%) of the value of the Contract that shall be placed into an account from monies or payments owed to Contractor by County to cover County’s potential exposure to liability during the period of such lapse. The five percent (5%) retainage shall be held by County until six (6) months after the date lapse in coverage is cured or Term of the Contract has ended or has otherwise been terminated, canceled or expired and shall be released if no claims are received or lawsuits filed against County for any matter that should have been covered by the required insurance. The County shall retain the funds if a claim is received or lawsuit and use the funds to defend, pay costs of defense or settle the claim.

XV. Discussion With Reasonably Qualified Proposals

The County reserves the right to engage in discussions or conduct interviews, either oral or written, with the proposers determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the Contract Specialist may request best and final offers. The request for best and final offers may include:

• Notice that this is the opportunity to submit written best and final offers

• Notice of the date and time for submission of the best and final offer

• Notice that if any modification is submitted, it shall be received by the date and time specified or it will not be considered

• Notice of any changes in the Proposal requirements

Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the County, considering price or cost and the evaluation factors in the RFP.

After the most advantageous proposer(s) has been identified, Contract negotiations may commence. If at any time Contract negotiation activities are judged to be ineffective, Office of Procurement Services will cease all activities

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with the proposer and begin Contract negotiations with the next highest ranked proposer. This process may continue until either both the proposer and Commissioner’s Court executes a completed Contract or the Procurement Department determines that no acceptable alternative proposal exists.

The County reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a Contract based on initial proposals received. Therefore, each proposal should contain the Proposer’s best terms from a price and technical standpoint. Also, only proposers submitting a proposal will be notified of any communications after the RFP closing.

XVI. Rejection or Acceptance of Proposals

The County reserves the right to accept or reject in part or in whole any proposal submitted. The Purchasing Agent will recommend to Commissioners Court award to the highest ranked responsive and responsible respondent as determined by the Purchasing Agent.

XVII. Late and Withdrawn Proposals

All proposals must be submitted no later than the proposal due date and time established by this solicitation.

Proposals arriving after the due date and time will not be accepted. Late proposals delivered by carrier will be return to the respondent unopened.

A respondent has the right to withdraw their proposal prior to the proposal due date and time, thereafter, the respondent shall submit a formal request to the Dallas County Purchasing Agent requesting to withdraw their proposal.

XVIII. Confidentiality

Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response by the respondent. County cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Respondent who include information in a proposal that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the proposal “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a proposal, the respondent shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure to Attorney General of Texas for final determination.

XIX. Disqualification Of Proposers

Proposers may be disqualified for, but not limited to, the…