RFQ-2026-025 - Sculptural Artwork for Grimes Park.pdf

RFQ-2026-018

Sculptural Artwork for Grimes Park

RFQ-2026-025

SCULPTURAL ARTWORK FOR GRIMES PARK

Issued: Thursday, July 16, 2026

QUALIFICATION SUBMISSION DEADLINE:

****** August 19, 2026, by 4:00 PM Local Time *******

NO LATE QUALIFICATIONS SHALL BE ACCEPTED

RESPONSES SHALL BE DELIVERED

OR MAILED TO:

City of DeSoto

Purchasing Division

211 E. Pleasant Run Road

DeSoto, Texas 75115

RFQ OPENING WILL BE HELD IN PERSON

& VIRTUALLY ON:

August 19, 2026 @ 4:00 PM Local Time Join the meeting now

Meeting ID: 255 088 950 065 79

Passcode: AB3wa9qi

Dial in by phone at 1 (469) 965-2602

Phone Conference ID: 871 246 138#

NON-MANDATORY PRE-SUBMITTAL

CONFERENCE WILL BE HELD: July 29, 2026 @ 3:00 PM Local Time

Pre-bid conference will be held virtually via Teams

Meeting ID: 234 328 568 436 802

Passcode: UP6FY3Ps

Dial in by phone at 1 (469) 965-2602

Phone Conference ID: 881 198 821#

NAME AND ADDRESS OF COMPANY

SUBMITTING QUALIFICATION:

Contact Person:_________________________

Title: __________________________________

Phone: ( ) _________________________

Email: _________________________________

Signature: ______________________________

Printed Name: ___________________________

FOR ADDITIONAL INFORMATION

REGARDING THIS RFQ PLEASE

CONTACT:

Connor Mitchell, Purchasing Manager cmitchell@desototexas.gov

THIS COVER SHEET MUST BE

RETURNED WITH RESPONSE TO:

Purchasing Division

Attn: Purchasing Manager

211 E. Pleasant Run Road

DeSoto, Texas 75115-3939

Acknowledgment Of Addenda: #1_______ #2 _______ #3 _______ #4 _______ #5 _______ https://teams.microsoft.com/meet/25508895006579?p=U0XM2Xo4LJtDdXo3G4 https://teams.microsoft.com/meet/234328568436802?p=e8MUQD9Yy63d1kW7tu mailto:cmitchell@desototexas.gov

CITY OF DESOTO

Financial Services Department

RFQ-2026-025

DUE DATE: August 19, 2026 at 4:00 PM (CST)

This RFQ will be opened at:

City of DeSoto Jim Baugh Government Center

211 E Pleasant Run Rd, DeSoto, TX 75115

****QUALIFICATIONS RECEIVED LATER THAN THE DATE AND

TIME ABOVE WILL NOT BE CONSIDERED****

Please return the ORIGINAL BID, THREE (3) COPIES (PAGE NUMBERED), AND ONE (1) USB

VERSION in sealed envelope. Be sure that return envelope shows the RFQ Number, RFQ Title, and is marked “SEALED BID: RFQ-2026-025 – Sculptural Artwork for Grimes Park”.

RETURN/DELIVER RESPONSE TO:

City of DeSoto Jim Baugh Government Center

This RFQ does not constitute a binding offer. The City is under no obligation to accept any qualification and may cancel or amend this RFQ at any time. Proponents bear all costs of qualification preparation.

TABLE OF CONTENTS

RFQ Introduction

Section 1 – Project Description

Introduction

Project Background

Section 2 – Scope of Work

Project Details

Alignment With DeSoto Cultural Arts Masterplan

Artist’s Responsibility

Tentative Schedule of Events

Section 3 – Evaluation Criteria

Evaluation Procedure

Award of Qualification

Section 4 – Qualification Submission Instructions and Information

Qualification Organization and Required Content

Governing Forms

Governing Law

Unauthorized Communications

RFQ Contact Person

Qualification Delivery

Confidentiality and Protection of Proprietary Information

Clarifications & Addenda

Tax Exemption

Escalation

RFQ Documents

Checklist

Submittal of Forms

Modifications or Withdrawal of Qualifications

Opening of Qualifications

Responder(s) Selection

Non-Endorsement

City’s Expressed Rights

Attachments

A. Sculpture Site Images

B. Official Qualification Form and Certification

C. HB Forms

D. Conflict of Interest Disclosure Requirement

E. Business Information Form

F. Insurance Requirement Affidavit

G. References Sheet

H. Drug-Free Workplace Certification

I. Sample Service Contract

REQUEST FOR QUALIFICATIONS

The City of DeSoto is seeking to commission an artist or artist team to design and produce a permanent, interactive sculptural installation for Grimes Park. Guided by the City’s theme “So

Much To Love,” the artwork should celebrate play, movement, connection, and shared outdoor experiences that reflect the park’s role as a gathering place for families and youth. The sculpture is intended to invite physical interaction and engagement as part of active park use. While the artwork will be installed near the playground, multiple locations near the playground may be considered.

Final siting will be determined during design development in coordination with City staff.

The selected responder (“Responder”) will be invited to enter into an agreement with the City, in a form to be provided by the City (“Agreement”), to provide the Services in accordance with the

Scope of Work of this RFQ. The City has the ultimate authority to approve any qualification and to authorize the execution of the negotiated Agreement. A complete copy of this RFQ may be obtained from:

https://vendors.planetbids.com/portal/78951/bo/bo-search

Respondents are invited to review the information and submit their qualifications per the criteria established within this RFQ. Written questions regarding this RFQ must be received by the

Purchasing Office no later than August 13, 2026. Questions may then be responded to by written amendment to this document. Oral statements or instructions shall not constitute an amendment to the RFQ.

All submittals must be received by the due date and time assigned at the submittal location specified herein. Any response received at the specified submittal location after the due date and time assigned will be returned unopened. All members of the public are invited to view the RFQ opening meeting through Teams at:

City of DeSoto Public RFQ Opening | Meeting-Join | Microsoft Teams or by dialing +1 469-965-

2602, Meeting ID: 296 874 050 815 10. A late response may be opened to ascertain the sender’s address if it is not written on the envelope. The City reserves the right to reject any or all submittals, or to withhold the award for any reason it may determine, and to waive or not to waive any informalities in any submittal. All information regarding the content of the specific submittals will remain confidential until a contract is finalized or all responses are rejected.

RFP OPENING LOCATION: City of DeSoto

City Council Conference Room

211 E. Pleasant Run Road

DeSoto, Texas 75115

SUBMITTAL DUE DATE: August 19, 2026 at 4:00 P.M. CST

SUBMITTAL LOCATION: City of DeSoto

Finance Department (Purchasing Office)

QUESTIONS SHALL BE DIRECTED TO: CMitchell@desototexas.gov https://vendors.planetbids.com/portal/78951/bo/bo-search https://teams.microsoft.com/meet/29687405081510?p=14oBfSPcxX97HmJaNF mailto:CMitchell@desototexas.gov

1.0 PROJECT DESCRIPTION

INTRODUCTION

The City of DeSoto’s theme, “So Much To Love,” serves as the guiding framework for this project. At Grimes Park, the theme should be interpreted through play, movement, connection, and shared outdoor experiences, reflecting the rich diversity of the DeSoto community and celebrating the many cultures, perspectives, and stories that make the city vibrant and unique.

PROJECT BACKGROUND

DeSoto is part of the Dallas/Fort Worth Metroplex, which consists of twelve counties and over

200 cities and towns, including Dallas and Fort Worth. The DFW Metroplex is home to over seven million people and covers 9,286 square miles. DeSoto is part of the “Best Southwest” regional sub-market (including DeSoto, Cedar Hill, Lancaster, and Duncanville) totaling ~200,000+ regional residents in the immediate trade area. DeSoto is a 21 square mile community in southern

Dallas County with a growing population approaching 60,000 residents. While DeSoto is one of the oldest settlements in North Texas dating back to 1847, it remained predominantly rural until the 1940s.

In January 2021, the City of DeSoto adopted its first Cultural Plan. One of the key strategies detailed in the Plan is to establish a process for implementing an Art in Public Places program.

This idea recognizes the importance of providing residents and visitors access to quality artistic experiences in the public sphere.

Guided by the City’s theme “So Much To Love,” the project should celebrate play, movement, connection, and shared outdoor experiences, reflecting the rich diversity of the DeSoto community and celebrating the many cultures, perspectives, and stories that make the city vibrant and unique.

The artwork should encourage playful interaction and physical engagement. Artists are encouraged to propose sculptural forms that can be touched, climbed on, moved through, or otherwise experienced as part of active park use. The installation should feel inviting and intuitive, supporting informal play for users of different ages, abilities, and backgrounds while remaining safe, durable, and appropriate for a public park environment.

2.0 SCOPE OF WORK

The following General Scope of Work is envisioned for the project and should be considered when responding to the RFQ. Nothing in this description shall be construed to limiting the potential scope of work to this description or to requiring that this description be included in the final scope of work for the project. Nothing in the following General Scope of Work should be construed as limiting the types of work that a potential Responder may address in a response to this Request for

Qualifications. Responders should address all services which, based on their experience, are deemed necessary to achieving the City’s goals.

PROJECT DETAILS

The project purpose is to seek collaborative support and approval for a new public art installation at Grimes Park, featuring statues of children playing. This initiative aims to enhance community identity, celebrate youth and recreation, and create a visually engaging public space along a high-traffic area of the city.

The proposed installation consists of life-size bronze or composite statues depicting children engaged in various forms of play, running, jumping, and interacting with one another, to reflect the vibrant, family-friendly nature of Grimes Park. The artwork will intentionally represent the diversity of DeSoto’s residents, highlighting children of different backgrounds, cultures, and abilities in a way that fosters representation, belonging, and community pride.

The artwork will be placed along a public-facing street to ensure maximum visibility and community impact. The installation is intended to be interactive and joyful, inviting parkgoers of all ages, abilities, and backgrounds to connect with the spirit of play, inclusion, and community wellness.

The artwork should reflect Grimes Park’s role as a highly active regional park and a gathering place for families, youth, and the broader community.

Artists should demonstrate the ability to create an engaging and interactive experience through sculptural forms. Proposals may include a single integrated installation or a series of related elements. Approaches may be representational, abstract, or a combination of styles, provided the work is accessible and inviting to a broad public audience. The artwork should encourage physical interaction and participation. Artists are encouraged to propose forms that support movement and exploration as part of active park use. The experience may unfold as visitors move through or around the work, reinforcing play as a shared and communal activity.

Proposed materials and construction methods must be suitable for outdoor installation and frequent public interaction. Durability, safety, and long-term maintenance will be prioritized. The installation will be located within Grimes Park near the playground. Multiple potential locations may be considered. Final siting will be determined during design development in coordination with

City staff.

The overarching goal of the project is to create a shared positive public experience that fosters connection, encourages movement, and reflects the energy of the park. The artwork should reinforce a sense of belonging and shared humanity through play.

This RFQ is open to professional artists or teams (ages 18 and older) residing in North Texas as defined by the North Central Texas Council of Governments and are legally qualified to work in the US. Artists must have demonstrated experience in public art commissions within the last ten years. Submissions not meeting eligibility requirements will not be considered.

Artists are strongly encouraged to consider how their work can foster a sense of belonging and inclusivity, creating a space where all community members feel seen, welcomed, and inspired to engage. Designs that thoughtfully reflect cultural diversity, multigenerational use, and universal accessibility are especially encouraged.

Materials must be suitable for outdoor use and frequent physical interaction. Artists may propose a range of durable materials. Longevity, safety, and maintenance will be prioritized over specific material types.

The artwork will be placed along a public-facing street to ensure high visibility and community impact. Exact setting will be confirmed during design development in coordination with City staff.

• Medium: Interactive sculpture constructed of durable, outdoor-appropriate materials

• Location: Grimes Park, along a public-facing street frontage

• Budget: $30,000

From the date of project approval, the estimated timeline for completion and installation is approximately 90 days. This includes final design approval, fabrication, site preparation, and installation.

The City of DeSoto looks forward to receiving qualifications from talented artists and sculptors who can capture the essence of military service, community pride, and the theme of "So Much To

Love" at Grimes Park. Let your creativity flourish and leave a lasting impact on the City of DeSoto through your artistic vision and celebrate the vibrant spirit of DeSoto while enhancing public spaces in our community!

Thank you for your interest in contributing to the artistic legacy of the City of DeSoto!

ALIGNMENT WITH DESOTO’S CULTURAL ARTS MASTERPLAN

This project directly supports several goals outlined in the City of DeSoto’s Cultural Arts

Masterplan, including:

• ENHANCING PUBLIC SPACES - By beautifying and activating a key community park with engaging public art that reflects the diversity of the community and creates a welcoming environment for all residents.

• PROMOTING ARTS & CULTURE - Aligns with the City's commitment to expanding cultural opportunities and artistic expression throughout DeSoto, with an emphasis on showcasing diverse perspectives, stories, and experiences.

• COMMUNITY ENGAGEMENT & IDENTITY - The artwork celebrates local values such as family, youth, and recreation, while honoring the cultural richness and diversity of

DeSoto, reinforcing its identity as a vibrant, inclusive, and connected community.

• PLACEMAKING & ECONOMIC VITALITY - By improving the aesthetics of public spaces in a way that is inclusive and representative, this installation contributes to increased park usage and can have a positive ripple effect on nearby businesses and neighborhoods.

ARTIST’S RESPONSIBILITY

Selected artist(s) or artist team will be expected to work with City Staff or their designees to develop and implement the specifications and details of the Sculptural art project, including the following:

• Developing the final concept design qualification, inclusive of descriptive narrative, project budget, and project timeline

• Designing an interactive sculptural installation intended for physical engagement and outdoor use

• Selecting materials appropriate for long-term outdoor installation and frequent public interaction

• Ensuring all interactive elements meet applicable safety and accessibility standards

• Coordinating site conditions, foundations, and installation methods with City staff

• Providing all labor, equipment, and materials required for fabrication and installation

• Ensuring the artwork is permanently installed and structurally sound

• Including all project-related costs within the approved project budget

• Attending meetings with community stakeholders as necessary (virtual or in person)

• Obtaining all required permits

• Maintaining appropriate general liability insurance naming the City of DeSoto as an additional insured throughout the term of the contract.

• Site access and Working on-site

• Providing detailed instructions for long-term care and maintenance of the artwork, installation and related components

• Providing detailed documentation on colors and other custom details

The final qualifications shall be suitable for all ages.

TENTATIVE SCHEDULE OF EVENTS

Event Estimated Date

RFQ Release Date Thursday, July 16, 2026

Pre-Submittal Conference Wednesday, July 29, 2026, at 3:00 PM

(CST)

RFQ Questions Deadline Date Thursday, August 13, 2026, at 5:00 PM

(CST)

Deadline for Qualification/Bid Submissions Wednesday, August 19, 2026, at 4:00 PM

(CST)

Short-Listed Artists Notified TBD

Selected Artist Under Contract TBD

Target Installation TBD

3.0 EVALUATION CRITERIA

Qualifications will be evaluated by the City based on the following criteria:

Criteria Weight (%)

Quality and Aesthetics of Past Work 40%

Experience with Public Art Projects of a Similar

Size and Scope

30%

Creativity and Innovation of Concepts and Ideas 15%

Ability to Communicate Concepts and Ideas 10%

Demonstrated Experience Working with

Communities

5%

EVALUATION PROCEDURE

A three to five-person selection panel consisting of representatives from the DeSoto, Texas

Cultural Arts Foundation, community members, and arts professionals will review all eligible submissions.

Up to three artists will be short-listed by the selection panel. Short-listed artists will be asked to develop a concept design qualification and will be compensated a stipend of $150.00 upon presentation of their completed concept design qualification. Concept Design Qualification shall include: a concept narrative explaining the general context and approach of the artist’s idea, draft budget, timeline, and a scaled visual representation of the artwork concept that could be a drawing, painting or digital rendering.

The selection panel will review each short-listed artists’ completed concept design qualification and choose one artist to award the commission. Short-listed artists will be strongly encouraged to review all aspects of the site prior to submitting a final concept design qualification. Determination for a site visit has not yet been established.

AWARD OF QUALIFICATION

It is understood that the City reserves the right to request additional information, waive immaterial errors or omissions, to accept or reject any and all Qualifications, or to re-solicit for Qualifications, as it shall deem to be in the best interests of the City of DeSoto. Receipt and consideration of any

Qualifications shall under no circumstances obligate the City of DeSoto to accept any

Qualifications. If an award of contract is made, it shall be made to the responsible Responder whose Qualification is determined to be in the best interests of the City of DeSoto.

The City reserves the right to award a single contract or multiple contracts by section listed in the

Scope of Work.

4.0 QUALIFICATION SUBMISSION INSTRUCTIONS AND

INFORMATION

Responders must submit a physical submission in response to the solicitation.

One (1) original PDF file formatted to be easily printed on standard 8.5 x11 paper, three (3) bound copies, and one (1) USB flash-drive with identical digital files of all Qualification documents will be submitted in sealed packages. Responder’s name and address should be marked on the outside of the envelope. Facsimile transmittals or offers communicated by telephone will not be accepted or considered. Qualification information that is not submitted in sealed packages will not be considered.

The Responder is solely responsible for the method and timeliness of delivery. Delays due to mailing services, couriers, weather, or technology failures shall not be considered grounds for acceptance of a late submission. Qualifications must arrive fully completed and delivered to the specified location prior to the deadline.

QUALIFICATIONS ORGANIZATION AND REQUIRED CONTENT

Qualification submissions should be submitted as a PDF file formatted to be easily printed on standard 8.5 x11 paper. Responses should be organized as follows:

1. Cover Sheet: Artist (s) contact information (Name(s), mailing address, telephone number and email).

2. Credentials: CV/Resume (limit 2 pages)

3. Three Professional References: Names, phone numbers and email addresses

4. Interest Statement (up to 1 page): Details on relevant experience and a general approach to the project.

5. Images of Previous Works: (up to 10 images, one per page)

6. Annotated Image List: Brief descriptions each with title, date of completion, location, materials and art budget. For team application, please specify the lead artist for each project.

PLEASE DO NOT SUBMIT IMAGES OF INCOMPLETE

PROJECTS, PRELIMINARY SKETCHES, OR QUALIFICATION

IDEAS FOR THIS PROJECT

GOVERNING FORMS

In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, the City of DeSoto’s interpretation shall govern. Where substitutions are used, they must be of equivalent value or service, and specified by the Contractor as such, in the columns to the right on the "Minimum Specifications' Forms". The City’s specifications may be exceeded and should be noted by the Contractor as such. Any RFQ NOT MEETING the

Minimum Requirements specified will be rejected.

GOVERNING LAW

This request for qualifications is governed by the competitive RFQ bidding requirements of the

City’s Purchasing guidelines, Texas Local Government Code, §262.021 et seq., as amended.

Contractors shall comply with all applicable federal, state, and local laws and regulations.

Contractor is further advised that these requirements shall be fully governed by the laws of the State of Texas and that the City of DeSoto may request and rely on advice, decisions and opinions of the

Attorney General of Texas and the City Attorney concerning any portion of these requirements.

Questions requiring only clarification of instructions or specifications will be handled verbally. If any question results in a change or addition to this RFQ, the change(s) and addition(s) will be forwarded to all contractors involved as quickly as possible in the form of a written addendum only.

Verbal changes to RFBs/RFP’s/RFQ’ s must be backed-up by written addendum or written Q/A clarifications which would be posted on PlanetBids.com or by contacting Connor Mitchell. Without written Addendum or written Q / A clarification, verbal changes to RFQ will not apply. Sign the

Contractor’s Affidavit Notice, complete answers to Attachments A, B, C, D, E, F, G, H, I and return all with your response.

UNATHORIZED COMMUNICATIONS

After release of this solicitation, Responders’ contact regarding this RFQ with members of the RFQ evaluation, interview or selection panels, employees of the City or officials of the City other than the Purchasing Manager, Buyer, or as otherwise indicated is prohibited and may result in disqualification from this procurement process. No officer, employee, agent or representative of the

Responders shall have any contact or discussion, verbal or written, with any members of the City

Council, members of the RFQ evaluation, interview, or selection panels, City staff or City’s

Contractors, or directly or indirectly through others, seek to influence any City Council member, City staff, or City’s Contractors regarding any matters pertaining to this solicitation, except as herein provided. If a representative of any Responders violates the foregoing prohibition by contacting any of the above listed parties with whom contact is not authorized, such contact may result in the Responders being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding with regard to this RFQ.

RFQ CONTACT PERSON

Connor Mitchell, Purchasing Manager

City of DeSoto Jim Baugh Government Center

QUALIFICATION DELIVERY

Qualifications must be received in the Purchasing Office prior to or at the due date and time. It is the sole responsibility of the Responder to ensure timely delivery of the RFQ. The City will not be responsible for failure of service on the part of the U.S. Postal Office, courier companies, or any other form of delivery service chosen by the responder. Late responses will be returned to the responder unopened.

Responders are reminded that the U.S. Postal Service deliveries may be delayed. Responders are responsible for on-time deliveries of RFQ documents to the City of DeSoto, and are strongly encouraged to use alternate means, such as overnight/hand delivery carriers, or allow ample time for USPS deliveries to be received on time.

Mail or Deliver Sealed Responses to the Following Address:

Purchasing Office

PACKETS LABELED: “RFQ-2026-025 – SCULPTURAL

ARTWORK FOR GRIMES PARK”

CONFIDENTIALITY AND PROTECTION OF PROPRIETARY INFORMATION

The City of DeSoto recognizes that submissions in response to this RFQ may contain confidential, proprietary, or sensitive business information. The City will make reasonable efforts to protect such information from public disclosure to the extent permitted by law.

If a Responder wishes to protect any portion of its Qualification from public disclosure, the

Responder must clearly mark each page containing confidential or proprietary information with the words “PROPRIETARY INFORMATION”.

Only the specific material that is properly identified will be treated as confidential to the extent permitted by law. Information not marked as proprietary will be considered public and may be released in response to a public information request.

The City will protect such information only to the extent allowed by the Texas Public Information

Act (TPIA). Under the TPIA, the Office of the Attorney General, makes the final determination on whether such information is exempt. If a public information request is received, the City will notify the Responder. It is the Responder’s responsibility to submit justification and request an

Attorney General ruling under Texas Government Code §552.305. The City will not submit a request on behalf of any Responder.

CLARIFICATIONS AND ADDENDA

Any explanation, clarification, or interpretation desired by a Responder regarding any part of this

RFQ must be submitted to the City’s Purchasing Division no later than eight (8) business days prior to the published submission deadline for this RFQ. All requests for clarification must be submitted through www.planetbids.com or emailed to cmitchell@desototexas.gov. Emails must clearly identify the RFQ number and title.

If the City, in its sole discretion, determines that a clarification is required, such clarification shall be issued in writing. Only written addenda issued by the City of DeSoto Purchasing and Contracting

Department shall be binding. Interpretations, corrections, or changes to the RFQ made in any manner other than a written addendum are not binding, and Responders shall not rely on any oral or informal communications. Oral explanations or instructions provided before contract award shall not be relied upon.

Failure to return any and all issued addendums, if requested may adversely affect the responder’s opportunity for award.

TAX EXEMPTION

The City of DeSoto is exempt from Federal Excise and State Sale Tax; therefore, tax must not be included in any contract that may be awarded from this RFQ.

ESCALATION

The City of DeSoto, Texas must be able to compare RFQ prices on the basis of final cost to the

City. It is important to the City that it has protection against unforeseen price increases before delivery dates. It is therefore required that ALL PRICING WILL REMAIN FIRM UNLESS

THIS RFQ ALLOWS FOR OPEN MARKET PRICE INCREASES (AS SO SPECIFIED

WITHIN).

RFQ DOCUMENTS

Review of Documents: Responders are expected to examine all documents that make up the RFQ.

Responders shall promptly notify the City of any omission, ambiguity, inconsistency or error that they may discover upon examination of the RFQ. The City assumes no responsibility for any errors or misrepresentations that result from the use of incomplete RFQs.

Location of Documents: The Purchasing Division issues RFQs. The location and phone number for the Purchasing Division is specified in the advertisement and the RFQ.

Preparation of Qualification: Each responder must furnish the information required by the RFQ on the documents provided. RFQs submitted on other than the forms included in the RFQ package may be considered non-responsive. Any attempt to alter the wording in the RFQ may result in rejection of the RFQ.

Signature: The Responder must sign each document in the RFQ requiring a signature (When

Applicable). If addenda are issued, the responder must initial any physical change made to the RFQ.

RFQ Preparation Costs: All costs associated with preparing a qualification in response to a RFQ solicitation shall be borne by the Responder.

http://www.planetbids.com/ mailto:cmitchell@desototexas.gov

Payment Terms: All payment terms shall be “Net 30 Days” unless specified in the RFQ document.

CHECK LIST

Contractors are asked to review this RFQ package to be sure that all applicable parts are included.

If any portion of this RFQ package is missing, notify the Purchasing Department immediately. It is the Contractor’s responsibility to be familiar with all the Requirements and Specifications. Be sure you understand the following before you return your response.

Cover Sheet (Your company name, address and your signature (IN INK) should appear on this page.)

Instructions to Responders (You should be familiar with all of the Instructions to

Responders.)

Special Requirements (This section provides information you must know in order to make an offer properly.)

Specifications / Scope of Work (This section contains the detailed description of the product/service sought by the City.)

Attachments

Attachments A, B, C, D, E, F, G, H, & I. Be sure to complete applicable forms and return with packet.

Signed and completed RFQ solicitation cover page (Found on Page 2 of this RFQ document)

Other - Final Reminders to double check before submitting

Is your RFQ sealed with RFQ Title, Responder Name, & return address and contact information on outside?

Did you complete, sign and submit page 1?

Did you provide the number of copies as required on the cover page?

Did you visit Planet Bids for any addendums?

SUBMITTAL OF FORMS

EACH RESPONDER IS TO SUBMIT THE COMPLETE ORIGINAL RFQ PACKET TO

FACILITATE EVALUATION. IF THE COMPLETE ORIGINAL RFQ PACKET IS NOT

SUBMITTED, YOUR RESPONSE MAY BE CONSIDERED AS “NON-RESPONSIVE TO

SPECIFICATIONS” AND MAY NOT BE CONSIDERED FOR FURTHER EVALUATION.

Be sure envelope is completely and properly identified and sealed, showing the RFQ number, RFQ due date and RFQ name in the lower left-hand corner. Failure to do so may result in a late RFQ delivery.

MODIFICATIONS OR WITHDRAWAL OF QUALIFICATIONS

Qualifications may be modified in writing at any time prior to the due date and time.

Qualifications may be withdrawn in writing at any time prior to the due date. A Qualification may also be withdrawn in person by a responder, provided the withdrawal is made prior to the due date.

The responder must sign a receipt of withdrawal. No qualifications may be withdrawn after the due date without forfeiture of the bid security (if required), unless there is a material error in the qualification. Withdrawn qualifications may be resubmitted, with or without modifications, up to the due date. The City may require proof of agency from person withdrawing qualification.

OPENING OF QUALIFICATIONS

The Purchasing Division representative responsible for opening qualifications shall confirm the time and announce the RFQ opening. The representative shall then personally and publicly open and read aloud all qualifications received on time.

RESPONDER(S) SELECTION

If awarded, the agreement shall be based on the City’s evaluation criteria and compliance with RFQ requirements. Awarded Responder shall provide copy of daily publication to the following City staff responsible for posting RFQs and/or notices: The City Secretary, the Purchasing Manager, and

Deputy City Manager. Responder may provide additional copies to some other key divisions of the

City.

NON-ENDORSEMENT

If a Qualification is accepted, the successful Responder, hereinafter “Contractor,” shall not issue any news releases or other statements pertaining to the award or servicing of the Contract that state or imply the City of DeSoto’s endorsement of the successful Responder’s services.

THE CITY EXPRESSLY RESERVES THE RIGHT TO:

• Extend the RFQ opening date and time;

• Consider and accept alternate qualifications, if specified in the qualification documents, when most advantageous to the City;

• Waive as an informality minor deviation from specifications, provided they do not affect competition or result in functionally unacceptable goods or services;

• Add additional terms or modify existing terms in the RFQ;

• Negotiate with shortlisted proponents and reject any or all qualifications;

• Reject or cancel any or all qualifications; and/or

• Reissue an RFQ.

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ATTACHMENT “A”

IMAGES OF SCULPTURE SITE

ATTACHMENT “B”

OFFICIAL QUALIFICATION FORM and CERTIFICATION

FOR THE CITY OF DESOTO, TEXAS

This certification must be submitted with the Qualification.

Honorable Mayor and City Council Members:

The undersigned hereby proposes to furnish and deliver FOB destination point as listed on individual Purchase Orders:

The line items listed in accordance with the Net Prices and other conditions shown herein, and in accordance with the City’s Specifications and General Terms and Condition Specifications. When issued, Letters of Clarification shall automatically become part of this Qualification document and shall supersede any previous specifications or provisions in conflict with the Letters of

Clarification. It is the responsibility of the Responder to ensure that it has obtained such letters. By submitting a Qualification on this project, Responder shall be deemed to have received all Letters of Clarification and to have incorporated them into its Qualification. THE MANUFACTURER’S

NAME, PRODUCT NAME AND PRODUCT NUMBER SHOULD BE DESIGNATED IN

OFFERER’S NOTES, EVEN IF RESPONDING AS SPECIFIED.

The City may accept this Qualification and offer by issuance of a Notice of Award Letter and/or a Purchase Order covering award of said Qualification to this Responder at any time on or before the 120th day following the day this Official Qualification Form is opened by the City. This offer shall be irrevocable for 120 days after Qualification opening, or for 90 days after City Council awards the Qualification, whichever comes last, but this period may be extended by written agreement of the parties.

THIS RESPONDER IS AND REPRESENTS THAT IT IS AN EQUAL

OPPORTUNITY EMPLOYER

The undersigned hereby offers to furnish and deliver the goods and/or services as specified at the prices and terms herein stated and in accordance with the Invitation to Qualification, Clarification Letters, and General Terms and Condition Specifications, all of which are made a part of this offer.

All pages of the City of DeSoto’s form, including but not limited to the General Terms and

Conditions, Specifications and page one of this Qualification invitation are incorporated by reference into this Qualification for all purposes.

NOTICE TO ALL NEW RESPONDERS WHO HAVE NOT

CONDUCTED BUSINESS WITH THE CITY OF DESOTO

FEDERAL FORM W9 REQUIREMENT:

The “Request for Taxpayer Identification Number and Certification” Federal Form W-9 should be filled out and returned with your Qualification. This form is available from any Federal Office or from The City of DeSoto Finance Office and has not been included as part of this Qualification package. The form should be mailed to The City of DeSoto, Purchasing Department, 211 East

Pleasant Run Rd. DeSoto, TX 75115.

This form is REQUIRED to be on file BEFORE we can conduct any business with any

Responder. Submitting this form will assist us in setting your company up as a certified

Responder of the City of DeSoto.

RESPONDERS CERTIFICATION:

I, the undersigned, by signing the following statement agree that I have read and understand all of the terms and conditions, specifications, and requirements contained on each page of this Invitation to Qualification. I also understand that if this Qualification is accepted by the City of DeSoto all of the terms and conditions, specifications, and requirements submitted in my Qualification and any additions, changes, or deletions made during negotiations will be made a part of this qualification under a binding contract between my company and The City of DeSoto, Texas. I also certify that this qualification is made without previous understanding, agreement, or connection with any person, firm, or corporation making a qualification for the same materials, and is in all fair and without collusion or fraud:

OUR company is a (Check One):

Corporation ___(The Qualification MUST be signed by an Officer of the company)

Partnership ___(The Qualification MUST be signed by a General Partner)

Joint Venture ___(The Qualification MUST be signed by an Officer of the company)

Sole Proprietor ___(The Qualification MUST be signed by the Owner)

Is the company a small, minority, or woman-owned business enterprise?

MBE ___ WBE ___ SBE ___

Has the company been certified as a SMWBE by any governmental agency?

Yes ___ No ___

If yes, specify the governmental agency: ________________________________

Date of certification: _______________________

ADDENDUMS:

The Responder acknowledges receipt of the following Addenda: (If you have not received any

Addenda then write NONE across the blanks). If you have received Addenda then write beside the appropriate Addenda number the date received. ALL ADDENDA RECEIVED SHOULD BE

ATTACHED TO THE QUALIFICATION.

ADDENDUM # 1 _______________________________________________________

ADDENDUM # 2 _______________________________________________________

ADDENDUM # 3 _______________________________________________________

COMPANY NAME: __________________________________

COMPANY ADDRESS: __________________________________

CITY/STATE/ZIP: __________________________________

COMPANY REPRESENTATIVE

NAME: ____________________________________________________

TELEPHONE #:_________________________ FAX#:______________

EMAIL: ___________________________________________________

SIGNATURE: ______________________________________________

DATE: ____________________________________________________

ATTACHMENT “B”

HB FORMS

Terrorist Organizations & Boycotting of Israel

Responder hereby certifies that it is not a company identified on the Texas Comptroller’s list of companies known to have contracts with, or provide supplies or services to, a foreign organization designated as a Foreign Terrorist Organization by the U.S. Secretary of State. Responder further certifies and verifies that neither Responder, nor any affiliate, subsidiary or parent company of

Responder, if any (the “Responder Companies”), boycotts Israel, and Responder agrees that

Responder and Responder Companies will not boycott Israel during the term of this Purchase Order

For purposes of this Purchase Order the term “boycott” shall mean and include terminating business activities or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with Israel, or with a person or entity doing business in Israel or in an

Israeli-controlled territory.

Discrimination Against Firearm & Ammunition Industries

Responder certifies and verifies that (1) neither Responder, nor any affiliate, subsidiary or parent company of Responder, if any (the “Responder Companies”), does not have a written or unwritten internal practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association based solely on its status as a firearm entity or firearm trade association and (2)

Responder agrees that Responder and Responder Companies will not discriminate during the term of the contract against a firearm entity or firearm trade association based solely on its status as a firearm entity or firearm trade association during the term of this agreement pursuant to the provisions of Texas Government Code Chapter 2274. For purposes of this Agreement, the term

“Discriminate against a firearm entity or firearm trade association” shall have the meaning defined in Texas Government Code Chapter 2274.

Boycotting of Energy Companies

Responder certifies and verifies that it is not a company identified on the Texas Comptroller’s list of companies known to boycott energy companies, as defined in Texas Government Code Chapter

809. Responder further certifies and verifies that neither Responder, nor any affiliate, subsidiary, or parent company of Responder, if any (the “Responder Companies”), boycotts energy companies and Responder agrees that Responder and Responder Companies will not boycott energy companies during the term of this agreement pursuant to the provisions of Texas Government Code Chapter

809. For purposes of this Agreement, the term “boycott energy company” shall have the meaning defined in Texas Government Code Chapter 809.

To Be Completed by Responder:

“I, __________________(Name of certifying official), the ____________ (title or position of certifying official) of __________________(name of company), does hereby verify on behalf of said company to the City that said company does not Boycott Israel and will not Boycott Israel (as that term is defined in Texas Government Code Section 808.001) during the term of this contract.

Signature of Certifying Official

Title:

Date:

ATTACHMENT “C”

CONFLICT OF INTEREST DISCLOSURE REQUIREMENT

Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity (i.e., The City of DeSoto) must disclose in the Questionnaire Form CIQ

(“Questionnaire”) the person’s affiliation or business relationship that might cause a conflict of interest with the local governmental entity. Bylaw, the Questionnaire must be filed with the DeSoto

City Secretary no later than seven days after the date the person begins contract discussions or negotiations with the City, or submits an application or response to a Request for Qualifications or

Qualifications, correspondence, or another writing related to a potential Contract with the City.

Updated Questionnaires must be filed in conformance with Chapter 176.

A copy of the Questionnaire Form CIQ is enclosed with the submittal documents. The form is also available at http://www.ethics.state.tx.us/forms/CIQ.pdf.

Questions about compliance shall be directed to the responder’s own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 is a Class C misdemeanor.

http://www.ethics.state.tx.us/forms/CIQ.pdf

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

FORM CIQ

This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

OFFICE USE ONLY

Date Received

1 Name of vendor who has a business relationship with local governmental entity.

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

4 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form

CIQ as necessary.

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity

Date

Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021

Form provided by Texas Ethics Commission www.ethis.state.tx.us Revised 1/1/2021

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/

Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity;

(B) a transaction conducted at a price and subject to terms available to the public; or

(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency.

Local Government Code § 176.003(a)(2)(A) and (B):

(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:

(2) the vendor:

(A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that

(i) a contract between the local governmental entity and vendor has been executed;

or

(ii) the local governmental entity is considering entering into a contract with the vendor;

(B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that:

(i) a contract between the local governmental entity and vendor has been executed; or

(ii) the local governmental entity is considering entering into a contract with the vendor.

Local Government Code § 176.006(a) and (a-1)

(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and:

(1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A);

(2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or

(3) has a family relationship with a local government officer of that local governmental entity.

(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of:

(1) the date that the vendor:

(A) begins discussions or negotiations to enter into a contract with the local governmental entity; or

(B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or

(2) the date the vendor becomes aware:

(A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

(B) that the vendor has given one or more gifts described by Subsection (a); or

(C) of a family relationship with a local government officer.

ATTACHMENT “D”

BUSINESS INFORMATION FORM

Complete Legal Name of Business

(Address) ___________________________________________________________

(City/State/ZIP) _______________________________________________________

Form of Business Entity (check one)

( ) Texas corporation ( ) Texas non-profit corporation ( ) Out-of-State corporation

( ) Texas professional corporation

______________________state of incorporation

(check one) _______profit _______non-profit

( ) Texas general partnership ( ) Texas limited partnership

( ) Out-of-State partnership

______________________state where partnership…