RFP for Law Enforcement Uniforms Final.pdf

Solicitation Number No.: 2025-007-7032 Pre-Proposal Meeting Date: 12/13/2024 @ 11AM Project Title: Law Enforcement Uniforms Proposal Due Date: 1/9/2025

PUR-FRM-051

REV. 2 – 7.20.2023

REQUEST FOR PROPOSAL

LAW ENFORCEMENT UNIFORMS

Solicitation Number No.: 2025-007-7032 Pre-Proposal Meeting Date: 12/13/2024 @ 11AM

Contents

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 Late and Withdrawn Proposals XXI.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

Solicitation Number No.: 2025-007-7032 Pre-Proposal Meeting Date: 12/13/2024 @

11AM

REV. 2 – 7.20.2023

I. Introduction, Purpose, and Intent

Dallas County, Texas (hereinafter “County”) is requesting proposals from experienced and qualified firms to establish a Countywide five-year service price agreement with two one-year renewal options for the purchase of law enforcement uniforms for use by County personnel in the Dallas County Sheriff’s Department, the Dallas County Marshals Service, the Dallas County Fire Marshal’s Office, and the Dallas County Constables; the following are examples of divisions that will be using the agreement:

• Traffic Unit

• West Tower Jail

• Intake & Release Section

• Patrol Fleet

• Intelligence Section Patrol Division

• Transportation Division

• Communications

• Warrants Execution Section

• South Tower Jail

• Courtesy Patrol

• Court Services Section

• Data Management Division

• Constables

• Support Services / Sterrett Kitchen

Division

• Dallas County Security

• North Texas Auto Theft Task Force

• Fire Marshal

• Fiscal Bond Division

• Reserve & Posse Unit

• Academy & Training Section

• North Tower Jail

II. Specifications

A. Qualifications

The County may make such investigation as it deems necessary to determine the ability of the Proposer to provide the required services, and the Proposer shall furnish to the County such data as may be requested for this purpose. The County reserves the right to reject any offer if evidence submitted by or investigation of such Proposer demonstrates the firm does not meet the minimum qualifications or is not properly qualified to deliver the products and services requested.

1. Proposer shall have a minimum of three (3) years’ experience in providing law enforcement uniform services of similar size and scope as required by the County.

2. Proposer shall have been actively engaged in a law enforcement business capable of performing the specifications outlined in this RFP, as a prime, for a minimum of three (3) years within the last five (5) years under its current name and in good standing with a track record of performance and must provide evidence of such.

Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise.

3. Distribution Facility

a. Proposer must have a facility located in the DFW Metropolitan area.

b. Facility must be open for service Monday through Friday from 8:00 am to 5:00 pm.

(times must accommodate all three shifts).

c. The facility must stock reassembled inventory items as specified in the RFP specifications and provide for local measurement and pickups of uniforms at the local facility.

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d. Tailors, seamstress and other qualified personnel must be on-duty at all times (Monday thru Friday 8:00 a.m. to 5:00 p.m.) to take measurement and/or alteration for officers.

e. A female employee must be available to measure female officers.

f. Parking facilities must have easy access for use by County personnel.

4. Punchout System/Online Electronic Ordering Management System

Proposer must have an established web-based punchout system available for County use. The punchout system must interface/integrate with Oracle Fusion. This punchout system must be intuitive, easy to use, contain efficiencies that effectively allows the County to place orders, track orders, run reports, various search methods, comply with the contract pricing structure, comply with the contract unit of measure, and limit selection options to contracted items only.

The punchout system must be made available at no cost to the County. No additional cost to the County also includes any integration, implementation, or other requirements to make the system functional and available to the County for specified requirements.

a. Functionality Requirements

At a minimum, the punchout system portal shall have the following functionality:

1) All County contracted items shall be available on the punchout system and pricing shall be consistent with vendor’s pricing at time of award.

2) Allow access to order status and provide additional order information to limit support queries.

a. Ad hoc back-order reports by:

i. Purchase Order No.

ii. Item number and description

b. Back-order(s) estimated shipping date.

c. Reports must be exportable.

3) Allow access to review previous orders that were placed by the County.

4) Allow access to real time stock information directly from Proposer’s website.

5) Allow access to shipping details as soon as an order is shipped.

a. Tracking No.

b. Shipping Date

c. Shipping Address

d. Purchase Order No.

e. Requester name

f. Detailed packing slip

g. Number of boxes/packages

h. Method shipment

i. Estimated time of arrival

b. Technical Requirements

In order to integrate with the County’s current system, the punchout system must meet the following technical requirements:

1) Must interface with Oracle Fusion

2) Must be intuitive.

3) Must be proven in the industry for no less than three years.

4) Must have searchable functions by keyword, item number, and description.

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a. Must have filter capabilities to include, but not limited to, stock, size, color, type of garment e.g. shirt (oxford, polo, shirt (long sleeve, short sleeve), shorts, trousers, t-shirt, etc.

5) Must only show contracted items.

B. Product Requirements

1. Exhibit A General Requirements and Specifications outlines the uniform items and specifications to be included in this contract.

2. Inventory/Stock Availability

a. County has an ongoing requirement for the items indicated in this contract. It is an express condition of any award that the successful firm shall be able to deliver all uniform items, in a full range of sizes for men and women, within X 10 business days of purchase order issuance.

b. For expeditious orders, the vendor shall be able to delivery within X 5 business days, and/or if the vendor is local, make products available for pick up within X 5 business days.

c. The successful firm is expected to maintain a 95% fill rate on all orders to satisfactorily service the County account for the term of the agreement. 95% fill rate will begin forty-five (45) calendar days after notification of award.

d. Once the order is received by the County, measurements shall be scheduled, performed, completed, and product delivered within five business days. Finished products shall be delivered to the County within seven business days.

e. The successful firm shall provide extreme ranges of sizes, or any odd sizes required within seven (7) days after receipt of an order. Failure to maintain the specified inventory and availability may result in termination of the contract.

3. Unless otherwise specified, all uniforms, supplies or equipment offered by Proposer shall be new, unused in any regard and of the most current design. All uniforms, supplies, and equipment shall be new in all respects. Seconds or flawed items will not be acceptable. All uniforms, supplies, or equipment shall be designed and manufactured for their intended purpose and, unless otherwise specified, fully assembled and ready for use on delivery.

4. Any reference to a manufacturer’s product by brand name or number is intended to solely establish the minimum quality and performance characteristics required. Proposers may submit alternate products but must attach two (2) copies of manufacturer specifications for any alternate product as part of their proposal submission. Alternate products must meet the minimum requirements established herein unless “no substitutes” is designated for specific item(s). The County shall have the sole discretion in determining whether the product proposed meets the minimum requirements as specified. Further, the proposer must demonstrate that the alternate product proposed has a specified operating track record to show the uniform will perform per the specified brand. The acceptance of a proposer’s alternate product rests solely with the County.

• The County reserves the right to request samples for the purpose of evaluating product.

Any samples requested and submitted shall become property of the County. The County shall not be charged for the samples, nor any other fees associated with providing samples for the purpose of evaluation.

5. Workmanship/Product Quality

a. All workmanship shall be of first-class quality in every respect and shall be full cut to permit reasonable alteration.

b. Garments shall be delivered clean, pressed, and under pressed in a skillful manner.

c. There shall be no defective stitching, loose ends of thread or raw edges of fabric showing in any part of finished garment.

d. All garments shall be free from defects, which affect appearance of which might impair serviceability.

e. The successful firm shall provide the top-grade quality material and services available in accordance with standard industry practices. Failure to provide quality material and/or service may lead to termination of this agreement by County.

6. Substitutions and Equivalents

a. Proposer may offer an equivalent for construction items that will not adversely change or alter the quality and finished product.

b. Substitutions or equivalents shall not apply to the fabric contents, colors, or any custom details. All substitutions must be of equal or better-quality material at the same or less cost.

c. All substitutions must be noted in your proposal submission and must be accompanied by detailed specifications for product or process change.

d. No substitutions to fabric content, construction, or any other items shall be allowed without the express written authorization of the County. Substitutions and/or Discontinued items need to be of equal or better-quality material at the same or less cost.

7. Fabric and Color Compatibility

Due to existing stock, uniforms in use and color compatibility concern, the brand names and colors indicated in the specifications are acceptable. Fabric color shall perfectly match the County’s standardized uniforms and equipment. Firms proposing any other names and colors will be required to provide a specification sheet on the material proposing to be equal with the following information addressed.

a. Weave

b. Weight

c. Fiber Content

d. Ply of Yarn

e. Breaking Strength

f. Construction

g. Fiber Length

h. Dye Procedure

i. Kaumograph

During the term of the agreement, the County reserves the right to request samples and evaluate alternate fabrics from other manufacturers. Color variance from current uniforms will be unacceptable. Samples are requested when the department has to change manufacturers due to items being discontinued and/or replaced and consistent back orders. If a product is discontinued during the term of this agreement, the County may allow the successful firm to provide a substitute item. The successful firm may request permission to substitute an item by providing the following information:

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a. Documentation from manufacturer regarding product discontinuance.

b. Documentation for replacement product.

c. Documentation from manufacturer indicating replacement product meets, functions, or exceeds specifications required.

d. Documentation indicating the pricing for replacement product remains the same or less than the contracted price.

C. Service Requirements

1. Customer Service Representative

a. Proposer shall assign a dedicated Customer Service Representative (CSR) to service the

County.

b. CSR shall be the point of contact to address any issues, receive orders, answer questions, and track shipments.

c. If the CSR assigned to the County changes during the contract period, the successful firm must notify the County in writing prior to the change.

d. CSR must be available to make regular and timely visits to each department utilizing this contract with a minimum of one visit per month during the term of the contract.

2. Measurements

a. Measurements for officers shall be kept on file so that uniform orders can be processed through e-mail, fax, and/or electric ordering system.

b. On-site measurement of specified employees and/or academy classes shall be done with both parties mutually agreeing upon dates. All measurement services will be performed at no additional charge to the County.

c. Proposer must supply a female to assist in the measurement of female employees.

3. Garment Fittings

a. Proposer shall provide fitting services at their local location; this service provides officers with the opportunity for a new fitting if size has changed or adjustment is needed, and to measure new hires.

b. Proposer shall provide a sizing chart or other breakdown to show the range of sizes, which are considered ‘standard’. All items must be available in both men’s and women’s sizing, also over-sizing should be clearly noted.

c. Standard sizes as submitted by the proposer size chart shall be factory hemmed and/or on-site store hemmed.

d. Upon request, uniform size-runs for Quarter Master Fitting may be needed. Proposer must provide uniform size run within ten (10) working days from the date requested at no cost to the County.

4. Alterations

a. Proposer must be able to complete on-site alterations if required by County or must be able to make alterations and return garment to agency within seven (7) business days of fitting.

b. Proposer shall be required to remove old department emblems and rank chevrons from uniforms as necessary as promotions are made within the department.

c. be re-issued to department members.

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d. Pricing for alterations shall be based upon a fixed cost and must be noted in your proposal submission.

e. Proposer must provide itemized alterations cost list.

5. County Supplied Items

a. The County will supply embroidered chevrons and patches to be sewn on all finished garments as specified.

b. Prices should include the sewing of all patches and name tapes.

D. Order Requirements

The quantities contained in this RFP are estimated annual requirements only and should not be construed to represent either minimum or maximum quantities to be ordered during the term of the agreement. County bases estimates upon annual usage. It is specifically understood and agreed that these quantities are approximate, and any additional quantities will be paid for at the contracted price(s). It is further understood that the supplier shall not have any claim against the County for quantities less than the estimated amount.

1. All uniforms orders will be placed on an “as needed basis” only without regard to any specified quantity. No minimum order requirements will be considered.

2. The successful firm shall not accept and/or release orders of any kind without an official County purchase order number.

3. If orders are placed and the successful firm fails to furnish the materials by the guaranteed date, the County reserves the right to cancel the order without liability on its parts.

4. Pre-Production Samples

a. Upon request, the successful firm shall submit a pre-production sample(s) of the actual fabric for both construction and color approval by the County before subsequent production and shipment.

b. Pre-production sample(s) shall be supplied at the successful firm’s expense. Sample(s) shall be retained for the duration of the agreement, or at the discretion of the County.

5. Special Oversized Orders

a. Special orders for hard to fit officers (Men’s size 60+, Women’s size 28+) shall be delivered within 20 business days of purchase order issuance.

b. A turnaround time of no more than four weeks for any uniform shirt, trousers, or jacket will be required.

Any period longer than four weeks requires proposer notification to the Quarter Master, who shall make the determination to continue with the order or purchase it from another source. Failure to consistency meet and maintain the required fill rate on all initial orders shall deemed cause for contract performance review and may be subject to termination for cause.

6. Returns/Rejections

a. Any product that fails to meet specifications, workmanship, or proper fit is subject to rejection and can be cause for termination of contract.

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b. Special attention will be paid to uniform garments in regard to neatness and straightness of seams and stitching. Any garment that contains broken, crooked, or lose stitching will not be acceptable.

c. Any item that fails to meet specifications will be returned to the successful firm at their expense, and no restocking charges will be allowed for the items returned. No Exception.

d. The successful firm will be expected to pick up item(s) within fifteen (15) calendar days of notification. If item(s) are not picked-up, item(s) may be discarded and noted for non-payment of item(s).

7. Employee Purchases

County employees will only be allowed to purchase items listed in the contract for each individual rank with the exception of shoes. Personal orders may include skull cap, sweater, windbreaker, undervest shirt, badges & flat/wallet badges. Items are order through the portal but are paid for by the individual employee using their credit card and tax is included.

8. Ordering of Non-Contracted Items

County may use online/electronic ordering system, fax, telephone, and e-mail when ordering non contracted items.

9. Mandatory Reporting

a. The successful firm shall furnish a mandatory usage report at the end of each quarter

(every three (3) months).

b. The report shall detail the items purchased on this contract, to include the date of order, purchase order number, item description, product numbers, sizes, and delivery location for all orders placed against the contract.

c. Reports must be submitted within thirty (30) calendar days after the end of each reporting period.

d. The format of the report shall be approved by the County.

e. Reports should also be furnished upon request as needed, providing the County with an accurate spending record by department/division.

E. Shipping/Packaging

i. All individual orders must be packaged individually and must be folded and wrapped in plastic.

The employee’s name, purchase order number, and authorization number must be indicated on the outside of the package.

ii. All bulk orders must be folded and can be delivered in boxes. Boxes shall be marked with purchase order number and packing slip with the following information:

a. Name and address of successful firm.

b. Name and address of requesting department.

c. County purchase order number.

d. Description of product or material shipped.

e. Product item number.

f. Quantity and dollars amount.

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F. Delivery Requirements

1. The successful firm will be responsible for payment of all charges associated with the inside delivery, pickup, transport, shipping and handling of all garments, products, supplies, and materials ordered from this contract.

2. Deliveries shall be FOB to the County destination as indicated on each purchase order. The successful firm shall retain title and control of all goods until delivered to designated sites and contract coverage has been completed. The successful firm will be notified of any damaged goods received by the County.

3. Department personnel will not make more than two trips to the distribution facility. If more than two trips are needed due to out-of-stock situations, etc., the successful firm shall be required to deliver the items ordered at no additional charge to the County. Excessive out-of-stock is defined as more than eight (8) items per month. In the event of repeated out of stock situations, the County has the right to:

a. Purchase the required item(s) from another source.

b. Consider the proposer in default of the contract.

County has an immediate requirement for the uniforms and services specified herein. Delivery is very important to the success of this contract. Performance under the contract will be measured to a large degree upon the timely delivery of the product in accordance with product requirements terms established under this contract.

a. Upon contract commencement, initial orders and those received within the first month of the contract shall be received by the agency within a maximum of 45 days after receipt of order. This allowance is provided for the sole purpose of allowing the Contractor sufficient set-up time and incorporation of inventory plan outlined in the response submittal.

b. After the initial first month period, delivery time will be reduced to a maximum of seven

(7) days after receipt of orders and measurements if applicable.

c. Repeated instances of deliveries exceeding the maximum number of days will be considered grounds for contract termination. Proposers are urged to give careful consideration to County requirements and to the manufacturer’s production capabilities when establishing a delivery date(s).

III. Samples

Proposer hereby agrees to furnish, without charge, any samples deemed necessary in evaluating the RFP, and/or any ongoing special project. All samples shall be supplied within 3–5 business days after request by a County department. Failure to provide samples within 3–5 business days may be considered a non-responsive proposer.

All sample packages submitted for review must be clearly labeled on the box and product with the RFP number, vendor name, and contact information. It is the vendors’ responsibility to contact the department requesting the sample, to verify receipt of the sample.

Samples shall be sent to Dallas County Purchasing Department, 500 Elm St., 5th Floor, Suite 5500, Dallas, Texas 75202.

IV. Evaluation Criteria

Award shall be made to the responsible proposer(s) whose proposal(s) is determined to be the best evaluated offer resulting from negotiations and taking into consideration all aspects of proposal evaluation criteria and submission items. Submission of a proposal implies vendor acceptance of the evaluation criteria and vendor recognition that subjective judgments must be made by the Evaluation Committee. Award is subject to Dallas County Commissioners Court approval.

Criteria Points

Qualifications and Experience 35 Approach 20 Proposed Punchout System 15 Cost 15 Small Business Enterprise 15 Total Points 100

V. 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.

A. Letter of Transmittal

The letter of transmittal must include the following:

1. Clearly identify the submitting organization.

2. Identify the name and title of the person authorized by the organization to contractually obligate the organization.

3. Identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization.

4. Identify the names, titles, and telephone numbers of persons to be contacted for clarification.

5. Identify the official business address and tax identification number.

6. Explicitly indicate acceptance of all the General Conditions and Requirements conditions.

B. Qualifications and Experience

1. Experience

a. Outline experience for a minimum of three (3) years’ experience in providing law enforcement uniform services of similar size and scope as required by the County.

b. Provide evidence of being actively engaged in providing law enforcement uniform services business for a minimum of three (3) years within the last five (5) years under your current name and in good standing with a track record of performance. If name changes have occurred in the past ten (10) years, provide these name changes in chronological order.

2. Distribution Facility

a. Provide the physical address of your distribution facility.

b. Outline the days and hours of operation for your distribution facility.

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c. Explain how your distribution facility meets the requirements outlined in Section II.

Specifications, A. Qualifications, Item 3. of this RFP.

C. . Punchout System

a. Provide an overview of your punchout system from entering an order through product delivery and indicate how long the punchout system has been in use.

b. Explain how your punchout system meets the requirements as outlined in Section II. Specifications, A. Qualification, 4. Punchout System/Online Electronic Ordering Management System, a.

Functionality Requirements of this RFP.

c. Explain how your punchout system meets the requirements as outlined in Section II. Specifications, A. Qualifications, 4. Punchout System/Online Electronic Ordering Management System, b. Technical Requirements of this RFP.

d. Provide performance history (uptime/downtime) of the punchout system.

D. Service Requirements

1. Customer Service

a. Please confirm that you will assign a dedicated Customer Service Representative (CSR) to the County and provide a brief description of the services the CSR will be providing to the County.

b. Explain how your company handles complaints and problems.

c. Explain your company policy and procedure for item returns.

d. Explain how your company will handle notifications for delivery delays, backorders, and out of stock items.

2. Measurements, Fittings, and Alterations

a. Please explain how you meet the requirements outlined in Section II. Specifications, C.

Service Requirements, 2. Measurements.

b. Please explain how you meet the requirements outlined in Section II. Specifications, C.

Service Requirements, 3. Garment Fitting.

c. Please explain how you meet the requirements outlined in Section II. Specifications, C.

Service Requirements, 4. Alterations.

3. Size Charts and Catalogs

a. Proposer must include size charts clearly indicating standard size ranges and oversize size ranges for both males and females.

b. The size charts submitted will be kept on file and serve as the basis for placing orders for the duration of the contract.

E. Cost Proposal

All associated costs for providing the items and services outlined in this RFP must be included in this section. Any costs not included will not be considered or paid by the County.

1. Attachment A Item Cost Sheet

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a. Specify unit cost for each item where indicated.

b. Specify any charges for each oversized items where indicated.

c. Specify the brand/item number proposed for each item where indicated.

d. Note any comments or deviations to the specifications for each product where indicated.

If there are no comments/deviations to an item, please indicate “N/A” in the corresponding section(s).

2. Provide an itemized alterations cost list. but will be considered as part of the awarded contract fee schedule.

3. Outline any fees associated with the integration of the punchout system.

4. Outline any additional costs to be charged to the County.

F. Substitution Requests

Proposer may offer an equivalent for items that will not adversely change or alter the quality of the finished product. If you are proposing a brand/item other than what is specified on Attachment A Item Cost Sheet, the following information for each substituted item must be submitted:

1. Catalogs and literature corresponding with the brand/item number for each substituted item.

2. Catalogs must contain detailed specifications for product or process change for each proposed substitution.

It is at the County’s sole discretion to determine if a proposed substitution is equivalent in nature to the items specified in Attachment A Item Cost Sheet.

G. References

Proposer shall provide reference letters from at least three customers where the proposer has provided services of similar size and scope as described in the RFP during the last five (5) year period.

3. Letters shall be on the reference’s company letterhead.

4. Letters shall include a point of contact, phone number, and email address.

5. Two (2) references must be within the State of Texas, preferably within the Dallas-Fort Worth

Metropolitan area.

VI. ` Documents Submitted with Proposal or Upon Request

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

B. Appendix A – Title VI Assurances/Compliance Form

VII. 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://prod.bidsync.com/dallas_county_texas, 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, https://prod.bidsync.com/dallas_county_texas

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its agents, and employees shall not be responsible for any information given by way of verbal communication.

Pre-proposal conference 12/13/2024 at 11a.m. (CDT), the pre-proposal meeting will be conducted online through a Microsoft Teams meeting.

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The deadline for the submission of questions is on December 18, 2024, at 12 p.m. (CDT) through BidSync.

VIII. Term and Commencement Date

This will be a five-year service price agreement with two one-year 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).

IX. 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.

X. Opening of Proposals

Proposal reading shall be conducted: 01/09/2025 at 2:30pm (CDT) 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_MGI5YTUwNjQtMTk5NS00NmM3LTliZTItZGRjYzRiYzE4NWU4%40th read.v2/0?context=%7B%22Tid%22%3A%2251adcfad-72f1-479c-b28f- 52412e04014b%22%2C%22Oid%22%3A%22dc94b7d2-ce5b-456d-9ec6- 391faa5311ac%22%2C%22IsBroadcastMeeting%22%3Atrue%2C%22role%22%3A%22a%22% 7D&btype=a&role=a Proposals will be publicly opened in compliance with public proposal opening statutory requirements.

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REV. 2 – 7.20.2023

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.

XI. 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 December 18, 2024, at 12 p.m. (CDT)

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.

XII. Proposal Submittal and Exception Requirements

To be considered for award, the proposal response must be submitted by January 9, 2025, at 2:00 p.m.

(CDT). Responses shall be submitted electronically through BidSync, the County’s online public solicitation platform https://prod.bidsync.com/dallas_county_texas. 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 April 27, 2020, Dallas County implemented a new public solicitation platform and will be posting all solicitations for goods, services, and construction through BidSync. Vendors seeking to do business with Dallas County will be required to register, https://prod.bidsync.com/dallas_county_texas. By registering, vendors will be able to receive solicitation notices, view open solicitations, and submit their response online to desired business opportunities.

XIII. 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)

REV. 2 – 7.20.2023

• 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

Invoices shall be sent to the:

The Ordering/Requesting Department indicated on the purchase order and:

Dallas County Auditor’s Office Attn: Accounts Payable 500 Elm Street, 4th Floor, Suite 4200 Dallas, Texas 75270

(214) 653-6472 Email to: accounts.payable@dallascounty.org

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.

XIV. 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 Suman Verma.

All questions regarding this solicitation are to be submitted in writing to Suman Verma, Dallas County Purchasing Department via Bidsync https://prod.bidsync.com/dallas_county_texas, 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 Suman.Verma@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, questions, 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.)

mailto:Bidsync https://prod.bidsync.com/dallas_county_texas mailto:Suman.Verma@dallascounty.org http://www.dallascounty.org/department/purchasing/currentbids.php

XV. 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.

XVI. 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 proposer when the response was submitted and regardless that those costs were actually incurred. Price increase(s) shall not be automatic, the proposer shall request on an annual basis a price increase which shall not exceed 5% annually as warranted. Proposer 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 upon by the County and Contractor. Request for price increases and change orders shall be reviewed and considered at the County's sole discretion.

XVII. Insurance

REV. 2 – 7.20.2023

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.

1. 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)…