Specification 01.pdf

Template Number: OPS-PUB-114.PUR Version Number: 2026.03.01

City of Dallas

Request for Proposal (RFP)

Turnkey Banner Sponsor Program for the Park and Recreation Department

BGZ26-00031015

Solicitation Contact:

Nakita Bennett 214-670-3396 nakita.bennett@dallas.gov

Date Issued: 9/17/26

Pre-proposal Conference Date & Time:

10/5/2026 3:30 PM

Microsoft Teams Meeting:

https://teams.microsoft.com/meet/23 3960235390691?p=nocz6IjtxskfDqMQs K

Question Due Date & Time:

10/8/26 @2:00 PM

Submission Due Date & Time:

10/23/26 @ 1:00 p.m.

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Proposal Documents & Information

1.3 Pre-Solicitation Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

2. Scope of Work

2.1 Overview

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

2.5 Performance Measures

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2.6 Service Completion Schedule ............................................... Error! Bookmark not defined.

2.7 Service Warranty

2.8 Contract Transition ................................................................ Error! Bookmark not defined.

2.9 Insurance Requirements

2.10 Bonding Requirements.......................................................... Error! Bookmark not defined.

3. Submittal Requirements

3.1 Minimum Qualifications of Proposers

3.2 Proposal Submittal Requirements

3.3 Proposal Submission Documents

3.4 Development Costs

3.5 Cooperative Purchasing

4. Evaluation & Award process

4.1 Evaluation Criteria

4.2 Award Method

4.3 Opening of Proposals

4.4 Review for Responsiveness

4.5 Evaluation of Proposals

4.6 Best and Final Offers (BAFO)

4.7 Selection for Negotiation

4.8 Negotiation Process

4.9 Reservation of Rights

4.10 Rejection or Acceptance of Proposals

4.11 Late, Modified, or Withdrawn Proposals

4.12 Disqualification of Proposers

5. Contract Administration

5.1 Contract Term

5.2 Delivery Orders ..................................................................... Error! Bookmark not defined.

5.3 Contract Type ........................................................................ Error! Bookmark not defined.

5.4 Contract Amount ................................................................... Error! Bookmark not defined.

5.5 Firm Pricing ........................................................................... Error! Bookmark not defined.

5.6 Records & Audits

5.7 Default by Contractor

5.8 Assignment of Contract

5.9 Termination

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5.10 Performance Measures & Contract Management

5.11 Invoicing

6. Compliance & Regulatory Requirements

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) PolicyError! Bookmark not defined.

6.2 Equal Employment Opportunity/Nondiscrimination

6.3 Indemnity

6.4 Conflict of Interest

6.5 Certificate of Interested Parties (Form 1295)

6.6 Permits Required by Law

6.7 Confidentiality

6.8 Wage Floor Rate Requirement

6.9 Wage Floor Reporting Requirement

6.10 Wage Floor Compliance Requirement

7. Miscellaneous

8. Attachments

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1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting Proposals to establish a three year Indefinite

Delivery/Indefinite Quantity (ID/IQ) service price agreement for the provision of a turnkey banner sponsorship program to be utilized by the Park and Recreation Department.An ID/IQ contract is established when quantities and/or delivery schedules cannot be determined. Services will be ordered on an as-needed basis during the term of this contract.

1.2 Proposal Documents & Information

All Proposal documents can be obtained through the City’s solicitation portal at www.dallascityhall.bonfirehub.com. For technical assistance visit https://dallascityhall.bonfirehub.com/portal/support or contact support at support@gobonfirehub.com or 1-844-226-3862.

Proposers may view all supporting documents, pre-Proposal meeting details, site visit details (if applicable), and submit their questions on Bonfire. Proposers should complete all required documents and upload those documents listed in the Required Information section in Bonfire.

1.3 Pre-Solicitation Meeting

During the solicitation process, Proposers are required to limit their communication regarding this project to the Procurement Specialist assigned to this solicitation. A pre-Proposal meeting will be held by the City where Proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-solicitation meeting will be the only time when proposers and requesting department(s) will communicate directly, all subsequent communication must be directed to the assigned Procurement Specialist. All prospective

Proposers are encouraged to attend.

1.4 Questions & Communications

All questions shall be submitted electronically through the City’s solicitation portal; the City will respond to all questions by way of an addendum which will be posted as part of the solicitation.

The City, its agents, and employees shall not be responsible for any information given by way of verbal communication. It is the Proposer’s responsibility to obtain clarification on any information contained in this solicitation.

1.5 Unauthorized Communications

The period of time from the solicitation’s release until Council award is known as the Cone of

Silence. During the Cone of Silence, Proposers shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

No officer, employee, agent, or representative of the Proposer shall have any contact or communication, with any member of the City Council, City staff, or City consultants, or directly or indirectly seek to influence any City Council member, City staff, or City consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Proposer being disqualified from the procurement process.

http://www.dallascityhall.bonfirehub.com/ https://dallascityhall.bonfirehub.com/portal/support mailto:support@gobonfirehub.com

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1.6 Addenda

The City will post an Addendum on Bonfire with responses to all questions received before the deadline. Interpretations, corrections, or changes to the solicitation made in any other manner are not binding upon the City, and Proposers shall not rely upon such interpretations, corrections, or changes.

Proposers shall acknowledge all Addenda issued and are encouraged to check the City’s solicitation portal frequently for any updates.

1.7 Solicitation Timeline

The Tentative Schedule of events is listed on the City’s solicitation portal for each specific solicitation. However, the City reserves the right to change those dates when necessary.

1.8 Cancellation

The City has sole discretion and reserves the right to cancel this RFP, or to reject any or all

Proposals received prior to the award.

1.9 General Terms & Conditions

Proposers must review the General Terms & Conditions (Attachment A) prior to submitting a

Proposal. By submitting a Proposal, Proposers agree to provide the services described in this solicitation in accordance with the general conditions and specifications.

2. SCOPE OF WORK

2.1 Overview

The City of Dallas (City) is soliciting proposals to provide a turnkey banner sponsor program for the Park & Recreation Department. The selected vendor (“Vendor”) will provide end-to-end services to support the sale, management, production, and fulfillment of banner sponsorship

(“Banners”) at designated venue locations (“Spaces”).

The objective is to establish a scalable sponsorship program that enables both direct (City-led) and marketplace (Vendor-led) advertising sales, supported by an integrated e-commerce platform and fulfillment system.

2.2 Specifications

The Proposer will provide:

1. Sales and Sponsorship Management

a. Support sponsorship sales efforts for banner sponsor inventory.

b. Provide sales support for:

i. Marketplace Banners (Vendor-led sales)

ii. Assist with marketing strategy and sales materials for Storefront Banners (City-led sales)

c. Collaborate with the City to establish pricing for all space inventory.

d. Manage relationships for Vendor-sourced clients.

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2. E-Commerce Platform

a. Design, build, and host an online storefront that enables sponsors to:

i. View available inventory

ii. Select and purchase Banners

iii. Upload artwork

iv. Review and approve proofs

v. Complete payment transactions

b. Provide ongoing maintenance, uptime, and user support for the platform.

3. Production & Fulfillment

a. Coordinate production of banner materials, including:

i. Printing

ii. Finishing (e.g., grommets)

iii. Shipping and handling

b. Ensure production quality meets industry standards.

c. Deliver completed Banners to the City.

4. Coordination and Administration

a. Provide administrative support including:

i. Order tracking

ii. Customer service for sponsors

iii. Financial tracking and reporting

b. Manage billing, collections, and payment reconciliation.

c. Manage and communicate banner sales, renewals, and expiration dates.

5. Pricing and Payment Structure

a. Pricing

i. Banner pricing will be jointly established by the Proposer and the City

ii. Any fulfillment related fees and charges.

iii. Processing fees

b. Revenue distribution The Proposer will be compensated through an agreed-upon revenue-sharing model associated with banner sponsorship sales. The City anticipates two sales channels:

City-led Sales: The City secures the sponsor and utilizes the proposer's platform and fulfillment services. The proposer may receive negotiated service fees for production, payment processing, fulfillment, platform usage, and other agreed-upon administrative services.

Vendor-led Sales: The proposer is responsible for identifying, soliciting, and securing sponsors. The Vendor may receive a higher negotiated revenue share or commission to compensate for its sales and account management efforts.

The Vendor's proposal should clearly identify:

• Revenue-sharing percentages or commission structure for each sales channel.

• All implementation, platform, maintenance, customer support, production, fulfillment, payment processing, and administrative fees.

• Any one-time implementation costs or recurring service fees.

c. The City's preference is that ongoing platform maintenance, hosting, software updates, and standard user support be included as part of the proposer's proposed compensation model. The

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City does not intend to separately procure these services unless specifically negotiated and approved in the final agreement.

2.3 Communication Requirements

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the City. Written correspondence from the City shall be answered within twenty-four (24) hours. The awarded contractor shall respond to phone calls and emails from the City within four

(4) hours of receipt.

2.4 Commencement Date

The commencement date of this contract shall be upon Council approval and contract execution.

2.5 Performance Measures

The City intends to actively monitor proposer performance through a combination of Service

Level Agreements (SLAs), Key Performance Indicators (KPIs), regular reporting, and periodic performance reviews. Performance measures may include, but are not limited to:

Implementation o Completion of platform implementation according to the approved project schedule.

o Successful integration and launch of the online storefront.

Sales Performance o Number and value of Vendor-generated sponsorship sales.

o Marketplace inventory utilization.

o Renewal rates for existing sponsors.

o Growth in sponsorship revenue over time.

Customer Service o Response time to sponsor inquiries.

o Resolution time for customer issues.

o Sponsor satisfaction and retention.

o Accuracy of order processing.

Production and Fulfillment o Timely production and delivery of banners.

o Quality control and compliance with approved specifications.

o Percentage of orders delivered on schedule.

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Financial Management o Accurate invoicing.

o Timely collection of sponsor payments.

o Prompt payment reconciliation.

o Monthly financial reporting.

o Accurate revenue distribution to the City.

o Management of delinquent accounts and collections.

Platform Performance o System availability (uptime).

o Technical support response times.

o Resolution of system issues.

o Security and protection of customer payment information.

The proposer will be expected to provide regular reports (monthly or quarterly, as determined by the City) summarizing operational, financial, and sales performance. The City reserves the right to conduct periodic performance reviews and require corrective action plans if agreed-upon performance standards are not achieved.

2.6 Service Warranty

All services provided under this contract shall be warranted to be free from poor workmanship, planning and materials, which affect the integrity of the service. The warranty shall be for the customary warranty period. The warranty will begin with the City’s acceptance of the service provided.

If the service fails and is believed to be the awarded Contractor’s responsibility, the City of Dallas shall give a written notice for additional service. The Contractor shall make corrections at the

Contractor’s expense in a manner mutually agreed upon by the City and the Contractor. The warranty period will start over upon the City’s final acceptance.

2.7 Insurance Requirements

The successful contractor will be required to purchase, within fifteen (15) days of the award, and maintain during the term of the contract, insurance as described in Attachment B, and agrees to the indemnification agreement therein.

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Proposers

Proposals will only be considered from Proposers who have been established in the business of providing the provision of a turnkey banner sponsorship program for a minimum of 3 years. If requested, Proposers shall provide a minimum of 3 reference and/or other documentation

BGZ26-00031015 9 of 19 demonstrating minimum qualifications. Proposals shall be accepted from authorized providers for the requested Services. If during the term of the agreement the awarded vendor loses authorization the City reserves the right to obtain the Services from another source.

3.2 Proposal Submittal Requirements

Proposal will be structured and formatted as follows.

a. Company overview and relevant experience

b. Description of Banner program and platform capabilities

c. Sales strategy approach

d. Production and fulfillment capabilities

e. Proposed service levels (SLAs)

f. Pricing structure and fee breakdown

g. Implementation timeline

h. References from existing customers

3.3 Proposal Submission Documents

Proposers must include the following documents in their submission:

Form Name Form Number

Business Information Form OPS-02

Conflict of Interest Policy & Questionnaire OPS-07 and State Form

CIQ

Local Preference Affidavit OPS-31

Living Wage Affidavit OPS-3

SBE Affidavit BEH-FRM-602.SAW

Local Participation & Workforce Impact Form BEH-FRM-604.SAW

SBE Utilization Plan & Commitment to Local Economic Impact BEH-FRM-605.SAW

Engagement Score & Past Commitment Form BEH-FRM-606.SAW

SBE Good Faith Effort Documentation Form (if applicable) BEH-FRM-607.SAW

Prime Self-Performance Declaration (if applicable) BEH-FRM-609.SAW

Subcontractor Intent Form BEH-FRM-610.SAW

Any other City Documents as Required

3.4 Development Costs

Neither the City of Dallas or its representatives shall be liable for any expenses incurred in connection with preparing a response to this solicitation. Respondents are encouraged to prepare their Proposals simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

3.5 Cooperative Purchasing

The City has interlocal agreements with many other governmental agencies that provide for the use of the City’s contracts, so long as the vendors agree to extend the same terms, conditions, and pricing to other entities. Proposers shall indicate in their Proposal whether they agree to extend the terms, conditions, specifications, and pricing of its agreement with the City to other governmental entities. All purchases by other governmental entities shall be billed directly to that

BGZ26-00031015 10 of 19 governmental entity and paid by that governmental entity. The City shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own materials/services as needed.

4. EVALUATION & AWARD PROCESS

4.1 Evaluation Criteria

An evaluation committee will evaluate aspects of the proposal based on the criteria outlined below.

• Experience and Expertise: 25 Points o Proposer’s relevant experience and expertise in providing turn-key banner sponsorship programs as it relates to the requirements stipulated in the RFP. Comparable projects and/or deliverables will be considered.

o Qualifications, experience and competence of professional personnel who will be assigned to the contract by the Proposer including tenure with the firm, length of time in the industry and type of experience.

o Response for references

• Revenue Share: 30 Points o City-Led Sales – Proposed revenue percentage to the City for City secured sponsorship utilizing proposer’s platform and fulfilment services. Proposer may charge a processing fee. Proposer to provide percentage for processing fee as part of proposal.

o Vendor-Led Sales – Proposed revenue to the City for proposer secured sponsorships.

Proposer may receive a higher negotiated revenue share or commission to compensate for its sales and account management efforts.

• Approach and Methodology: 25 Points o Understanding of the Park and Recreation Department’s needs and scope of work.

o Soundness of proposed approach, methodology and deliverables for providing turn-key banner sponsorship programs as it relates to the requirements stipulated in this RFP.

o Responsiveness, organization and clarity of proposal.

• Developing Regional & Inclusive Vendor Enterprises (DRIVE) Plan…………………20 Points o It is the policy of the City of Dallas to involve certified small business enterprises (SBEs) to the greatest extent feasible in the City’s contracting opportunities. The City further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy for City of Dallas contracts.

o Evaluation points shall be awarded as follows:

▪ SBE Utilization – up to 8 points

• Proposed SBE Commitment

• First-time Contracting

▪ Local Economic Impact – up to 6 points

• Local Workforce

• Local Supply Chain Usage

• Local Community Investment

▪ Engagement Score – up to 6 points

• Past Subcontractor Utilization

• Documented Engagement Efforts

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• Past Timely Payments to Subcontractors o As a prerequisite for City Council award, the contractor must demonstrate and document its good faith effort (GFE) to meet the established participation goal. Any apparent most advantageous proposer who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

o Assistance in preparing the DRIVE forms may be obtained by sending an email to businessenterprisehub@dallas.gov

4.2 Award Method

The City’s intent is to award this solicitation to the highest ranked proposer in its entirety, but the

City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a submission is responsive. The City reserves the right to reject any and all Proposals and to waive any minor irregularities or discrepancies in any submission as may be in the best interest of the City. Late Proposal s will not be considered for award. An award will only be made to a Proposer that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

4.3 Opening of Proposals

The City will open Proposals during the bid reading. Proposal readings take place at 2:00 PM on

Fridays and can be viewed on the City’s website https://dallascityhall.com/government/Pages/Live.aspx. Any Proposal tabulation(s) posted after the submission date will be considered draft until final approval of the award recommendation(s).

4.4 Review for Responsiveness

The City will review Proposals for compliance to determine whether they are responsive and responsible, and whether they meet the minimum requirements of this RFP. The City may conduct all necessary inquiries or investigations, including but not limited to contacting references, to verify the information submitted. Proposals that do not meet the minimum requirements may be deemed non-responsive and excluded from further evaluation.

4.5 Evaluation of Proposals

Proposals determined to be responsive and responsible will be evaluated in accordance with criteria stated in this RFP. Proposers considered reasonably qualified under these criteria may be invited to participate in discussions, interviews, or presentations to further clarify their submissions.

4.6 Best and Final Offers (BAFO)

If discussions or interviews are conducted, the City may request Best and Final Offers. Such requests will specify:

mailto:businessenterprisehub@dallas.gov https://dallascityhall.com/government/Pages/Live.aspx

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• That this is the opportunity to submit a Best and Final Offer;

• The date and time for submission;

• That modifications must be received by the deadline to be considered; and

• Any changes to the proposal requirements.

4.7 Selection for Negotiation

After evaluating proposals and any Best and Final Offers, the City may identify the proposer(s) whose submission is most advantageous, considering evaluation factors. The City may then begin negotiations with the highest-ranked proposer(s).

4.8 Negotiation Process

If negotiations with the highest-ranked proposer(s) are unsuccessful, the City may discontinue discussions and begin negotiations with the next highest-ranked proposer. This process may continue until a contract is executed or the City determines that no acceptable proposal exists.

4.9 Reservation of Rights

The City reserves the right to reject any or all proposals or to award a contract based solely on initial submissions, without discussion or clarifications. Each proposal should therefore reflect the proposer’s best terms from both a technical and pricing standpoint. Only proposers submitting a proposal will receive communications after the RFP submission due date.

4.10 Rejection or Acceptance of Proposals

This solicitation does not commit the City to award a Contract. The City reserves the right to reject any and all Proposals, to waive technicalities or irregularities, and to accept any Proposal it deems to be in the interest of the City. The City shall not be liable for any costs incurred by any company responding to this solicitation. If applicable, the City requires the recommended Proposer to sign the necessary Contract documents prepared by the City Attorney’s Office. If applicable, a sample

Contract is included as an attachment. Proposers must take exception to any term of the Contract to which it will not agree in its Proposal.

4.11 Late, Modified, or Withdrawn Proposals

Proposals are required to be submitted electronically using the City’s solicitation portal. The system will not accept submittals after the Submission Due Date and Time and hard copies are not permissible. Proposals may be modified at any time prior to the Submission Due Date and

Time. If a Proposal is modified, it must be resubmitted by the Submission Due Date and Time to be responsive. Proposals may be withdrawn at any time prior to the Submission Due Date and

Time. Withdrawn Proposals may be resubmitted prior to the Submission Due Date and Time. No

Proposals may be modified or withdrawn after the Submission Due Date and Time without forfeiture of the Bid Security, if any.

4.12 Disqualification of Proposers

Proposers may be disqualified for, but not limited to, the following reasons:

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4.12.1 Reason to believe collusion exists among the Proposers.

4.12.2 The Proposer is involved in any litigation against the City.

4.12.3 The Proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City.

5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of three (3) years , with two one-year renewal option. Renewals require mutual agreement. If the Contractor declines, the City may extend the contract up to 180 days for re-solicitation. The City reserves the right not to offer an extension.

5.2 Records & Audits

The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized in this Contract. These records shall be retained for a minimum of two (2) years after the conclusion of the Contract.

The City reserves the right to audit any records it deems necessary for the execution of this

Contract.

5.3 Default by Contractor

The following events shall be deemed to be events of default by Contractor under this Contract:

5.3.1 Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors;

5.3.2 Contractor attempts to assign the Contract without the prior written consent of the

City;

5.3.3 Contractor shall fail to perform, keep or observe any term, provision or covenant of the Contract; or

5.3.4 Contractor fails to properly and timely pay Contractor personnel, supplies or other contractors and the failure impacts the City in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default.

If the default is not corrected to the satisfaction and approval of the Director within the time specified of such notice, the City may immediately cancel the Contract. At the discretion of the

Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract. The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract. No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

5.4 Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract or any part therein or its right, title or interest therein or its power to execute the same to any other

BGZ26-00031015 14 of 19 persons, firm, partnership, company or corporation without the prior written consent of the City.

Should the Contractor assign, transfer, sublet convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the

Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

5.5 Termination

The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods delivered and accepted prior to the effective date of such termination.

5.6 Performance Measures & Contract Management

The City reserves the right to cancel this agreement at any time if service performance, timeliness, quality of work is determined to be unsatisfactory or inconsistent with contract requirements.

5.7 Invoicing

For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City 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 City 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:

5.7.1 Name and address of the department for which goods were provided

5.7.2 Contact information of City staff who placed order (name, phone number, department)

5.7.3 Date of order of goods

5.7.4 Detailed description of goods

5.7.5 Price of goods (charges for all goods covered by this contract are to be separately stated and explained

5.7.6 Total cost of goods

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 City cancelled.

6. COMPLIANCE & REGULATORY REQUIREMENTS

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

It is the policy of the City of Dallas to involve certified small business enterprises (SBEs) to the greatest extent feasible in the City’s contracting opportunities. The City further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased

BGZ26-00031015 15 of 19 competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy for City of Dallas contracts.

6.1.1 The SBE participation goal for this contract is 7.75%.

6.1.2 As a prerequisite for City Council award, the contractor must demonstrate and document its good faith effort (GFE) to meet the established participation goal. Any apparent Proposer who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

6.2 Equal Employment Opportunity/Nondiscrimination

The selected Proposer shall not discriminate against any employee or applicant for employment because of race, age, color, national origin, religion, marital status, sex, sexual orientation, military or veteran status, political opinions or affiliations, genetic characteristics, or disability, consistent with applicable laws. The selected bidder shall prohibit discrimination regarding, but not limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship. The selected bidder shall also comply with all applicable requirements of the Americans with Disabilities Act, 42 U.S.C.A. §§12301-12233, as amended.

The selected bidder agrees to post in conspicuous places, available to employees and applicants, notices setting forth the provisions of this nondiscrimination clause.

6.3 Indemnity

The selected Proposer agrees to defend, indemnify and hold the City, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs, and expenses for personal injury (including death), property damage or other harm for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the selected Proposer’s breach of any of the terms or provisions of the contract, or by any other negligent or strictly liable act or omission of the selected Proposer, its officers, agents, employees, or subcontractors, in the performance of the contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence or fault of the City, its officers, agents, or employees and in the event of joint and concurrent negligence or fault of the selected Proposer and City, responsibility, and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without waiving any governmental immunity available to the City under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity.

6.4 Conflict of Interest

CHARTER XXII Sec. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER PROHIBITED

No city official or employee shall have any financial interest, direct or indirect, in any contract with the city, or be financially interested, directly or indirectly, in the sale to the city of any land, materials, supplies or services, except on behalf of the city as a city official or employee. Any violation of this section shall constitute malfeasance in office, and any city official or employee

BGZ26-00031015 16 of 19 guilty thereof shall there by forfeit the city official’s or employee’s office or position with the city.

Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the city shall render the contract involved voidable by the city manager or the city council.

The alleged violations of this section shall be matters to be determined either by the trial board in the case of employees who have the right to appeal to the trial board, and by the city council in the case of other employees.

The prohibitions of this section shall not apply to the participation by city employees in federally funded housing programs, to the extent permitted by applicable federal or state law.

This section does not apply to an ownership interest in a mutual or common investment fund that holds securities or other assets unless the person owns more than 10 percent of the value of the fund.

This section does not apply to non-negotiated, form contracts for general city services or benefits if the city services or benefits are made available to the city official or employee on the same terms that they are made available to the general public. (f) This section does not apply to a nominee or member of a city board or commission, including a city appointee to the Dallas Area

Rapid Transit Board. A nominee or member of a city board or commission, including a city appointee to the Dallas Area Rapid Transit Board, must comply with any applicable conflict of interest or ethics provisions in the state law and the Dallas City Code. (Amend. of 8-12-89, Prop.

No. 1; Amend. of 8-12-89, Prop. No. 15; Amend. of 11-4-14, Prop. Nos. 2 and 9) 11H

6.5 Certificate of Interested Parties (Form 1295)

All Proposers recommended by City staff for a contract pursuant to this solicitation will be required to comply with Section 2252.908 of the Texas Government Code. Each vendor shall complete Form 1295-Certificate of Interested Parties- for every contract for which they’re recommended. The Proposer will complete the form electronically at the Texas Ethics

Commission website, https://www.ethics.state.tx.us/filinginfo/1295/, and submit a copy to the procurement specialist before the contract information will be sent to the City Attorney’s Office to draft the contract. Once the terms of the contract are fully negotiated; the recommended vendor has signed the contract indicating agreement with the terms of the contract; and the Form

1295 is on file at the Texas Ethics Commission website with a copy provided to the procurement specialist; the staff recommendation will be placed on a City Council agenda to award the contract.

6.6 Permits Required by Law

Contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

6.7 Confidentiality

Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. The City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by the City to avoid https://www.ethics.state.tx.us/filinginfo/1295/

BGZ26-00031015 17 of 19 disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award. Respondents who include information in a bid that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the bid “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open

Records Act to inspect information designated as trade secret or confidential in a Proposal, the

Proposer shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

6.8 Wage Floor Rate Requirement

On November 10, 2015, the Dallas City Council passed Resolution 15-2141 which requires prime contractors, awarded general service contracts valued greater than $50,000, and first-tier subcontractors on the contract to pay their employees rendering services on the contract a wage floor of not less than $23.06 per hour.

Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts greater than $50,000 shall be effective immediately on all new contracts awarded after November

10, 2015. Contractor’s bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current

Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract. The City reserves the right to audit such contracts for compliance with the wage floor requirement as mandated by Resolution 15-2141. This requirement does not apply to construction contracts in which prevailing wage of employees is governed by the Davis-Bacon

Act as defined in the Texas Local Government Code 2258, purchase of goods, procurements made with grant funds or procurements made through cooperative and/or inter-local agreements.

The purpose of this policy is to promote an acceptable wage floor for working families in the City of Dallas, increase the level of service delivered to the City through specific contracts and reduce turnover in such contracts thus maintaining a continuous and consistent level of service for vested parties.

The City Manager shall use the following definitions to administer the benefactors of the “wage floor” for purposes of the referenced resolution:

• "City" means the City of Dallas, Texas.

• "General Services Contract" means any agreement between the City and any other Person or business to provide general services through an awarded City contract valued greater than

$50,000. A General Services Contract for purposes of the Resolution does not include (i) a contract between the City and another governmental entity or public utility, (ii) a contract subject to federal or state laws or regulations that would preclude the application of the application of the wage floor, (iii) or a contract with all services under the contract performed outside of the City of Dallas.

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• "Subcontractor" means any Person or business that has entered into its own contract with a prime contractor to perform services, in whole or in part, as a result of an awarded City general

• "Employee" means any person who performs work on a full-time, part-time, temporary, or seasonal basis, including employees, temporary workers, contracted workers, contingent workers, and persons made available to work through services of a temporary services, staffing or employment agency or similar entity.

6.9 Wage Floor Reporting Requirement

Contractors awarded City general services contracts as described in the wage floor rate requirement section of this specification shall be required to provide the buyer the residential zip code and respective number of employees directly impacted by the wage floor requirement ten days after Council approval and on January 1st. but not later than January 31st. for the term of the contract. The Contractor shall submit the report to the contract administrator during the established period.

6.10 Wage Floor Compliance Requirement

Contractors submitting a response to a solicitation for general services must comply with the wage floor requirement to be considered responsive. The City may request that Contractors, at any time during the pre- or post-award process, demonstrate compliance with the wage floor requirement. Contractors not compliant with the wage floor requirement will be deemed non-responsive and will not be considered for award. Contractors awarded general service contracts must comply with the wage floor policy and reporting requirements for the term of the contract, failure to remain in compliance may result in breach of contract.

7. MISCELLANEOUS

7.1 After executing the Contract, no consideration will be given to any claim of misunderstanding.

7.2 Proposers shall submit with the Bid, the required Contractor’s qualification statement with supporting information as stated herein along with all other supporting documentation requested.

7.3 Proposers shall thoroughly familiarize themselves with the provisions of these

Specifications.

7.4 The City reserves the right to reject all Proposals and to waive any minor irregularities.

7.5 A Proposal may be disqualified if the corporation or individual Proposer is in arrears or in default to the City for delinquent taxes or assessments or on any debt or Contract, whether as defaulter or bondsman; or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, Proposers may be disqualified for poor prior performance on similar

Contracts with other entities.

7.6 The Contract with the Contractor will be drawn by the City and may contain such other provisions as are deemed necessary to protect the interests of the City.

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7.7 The Contractor agrees to abide by the rules and regulations as prescribed herein. The

Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

7.8 If either party hereto is prevented from completing its obligations under the Contract by act of God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof.

7.9 The section headings in these Specifications are for convenience in reference and are not intended to define or limit the scope of any of the conditions, terms or provisions of these specifications. Should any question arise as to the proper interpretation of the terms and conditions of these specifications, the decision of the City Attorney or his authorized representative shall be final.

8. ATTACHMENTS

A. General Terms and Conditions

B. Insurance Requirements