park and recreation department


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CITY OF DALLAS SPECIFICATIONS FOR BAZ1524 AUDIO/VISUAL EVENT COORDINATION/MANAGEMENT & MAINTENANCE INTENT The intent of these specifications is to solicit proposals from interested and qualified parties to provide audio and visual event coordination/management and maintenance at the Cotton Bowl and Esplanade sound systems at City of Dallas (City) Fair Park. The term of this contract will be three (3) years with two (2) one (1) year renewal options. The City goal is to achieve a complete and operational audio visual (AV) maintenance and event program to encompass all of the areas of concern. BACKGROUND This contract will include AV Event Coordination/Management and maintenance of AV Equipment in the Cotton Bowl and Fair Park Esplanade Water Fountain. The Cotton Bowl stadium opened in 1930 in Dallas, Texas, United States. Originally known as Fair Park Stadium, it is located in Fair Park, site of the State Fair of Texas. Concerts or other events using a stage allow the playing field to be used for additional spectators. The Cotton Bowl was the longtime home of the annual college football post-season bowl game known as the Cotton Bowl Classic, for which the stadium is named. In January 2010, the game was moved to Cowboys Stadium in Arlington. The stadium has been home to many football teams over the years, including: SMU Mustangs (NCAA), Dallas Cowboys (NFL; 1960–1971), Dallas Texans (NFL) (1952), Dallas Texans (prior to moving to Kansas City) (AFL; 1960–1962), and soccer teams, the Dallas Tornado (NASL; 1967– 1968), and FC Dallas (the Dallas Burn before 2005) (Major League Soccer; 1996–2002, 2004– 2005). It was also one of the nine venues used for the 1994 FIFA World Cup. This City of Dallas operated stadium now plays host to a variety of events, including concerts, soccer games, football games, festivals, marathons, and more! The Fair Park Esplanade, a 700-foot-long reflecting pool capped with three (3) fountains, was built for the 1936 Texas Centennial. Esplanade is located between Centennial Hall and the Automotive Building, just beyond the park's main entrance off of Parry Avenue. http://www.fairpark.org/index.php?option=com_content&view=category&id=35&Itemid=8 Daily, the Fair Park Esplanade Fountain offers visitors exciting shows set to music, as well as offering a modified schedule of show performances for special events. In all, 272 water jets will become a part of the pool, spraying some 100 feet into the air at times. More than 170 white lights line the jets, pool and surrounding buildings, creating special effects to the musical numbers. YouTube http://www.youtube.com/watch?v=rxy72R5WLEw The area immediately surrounding the Esplanade Fountain is frequently utilized for large festivals with staging, sound and/or lighting components hosted by the City of Dallas, including Fair Park Sparks, Fair Park Fourth, and Holiday DeLights. Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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The Esplanade Fountain uses a PLC (Programmable Logic Controller) to play preprogramed shows. The shows are access via an AMX touch panel unit that communicates to the SPM (Show Playback Module). MANDATORY ON-SITE PRE-PROPOSAL MEETING/TOUR Mandatory pre-proposal conferences will be held at Fair Park which will be followed by visiting tour of the Cotton Bowl, Press Box and Esplanade. All potential proposers shall attend at least one (1) of the two (2) pre-proposal meetings to be considered for award. It is anticipated that each meeting/tour will be approx. two (2) hours. See Proposal Instructions for details on pre-proposal meeting dates, times and locations listed in the RFCSP Signature sheet. This shall be the only contact between the proposer and the department during the bidding process. After the preproposal meeting, all correspondence shall go through the City of Dallas buyer assigned to this procurement. If the proposer does not ask questions or clarify assumptions, the City shall assume the proposer(s) agree(s) with, and understand(s), the City’s requirements. NOTE: All Addenda and any additional applicable correspondence (general information, questions/responses) to this proposal will be made available “exclusively” through the City of Dallas website for viewing/retrieval. Proposers are solely responsible for frequently checking the website for updates to the solicitation: https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService ATTACHMENT 1 - INSURANCE The awarded vendor(s) must provide a certificate of insurance, within ten (10) days after award, evidencing proof of insurance coverage listed in Attachment 1 Insurance Requirements. The City of Dallas will be provided a Waiver of Subrogation waiving Rights of Recovery against City of Dallas on the Workers’ Compensation/Employers Liability policy. The City will be shown as the certificate holder. This insurance must stay in force for the duration of the contract. Failure to maintain required insurance constitutes breach of contract regarding this agreement. The policy shall be sent to the City’s Risk Department, 1500 Marilla St., Room 6AS, Dallas, TX 75201 at the time of renewal or any changes. PAYMENT AND PERFORMANCE BOND Contractor shall provide payment and performance bonds in the amount of 25% of the annual proposal amount. The bonds shall remain in force until the project is complete for this service. Failure to maintain required payment and performance bond constitutes breach of contract regarding this agreement. PAYMENT The event coordination and management including any replace/repair parts installations and rental equipment shall be provided before payment is released. The City of Dallas does not pay delivery charges; therefore, vendors should work their delivery and freight cost into their proposal price. SPECIFICATION DETAILS Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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Pricing Structure: Group A – Cotton Bowl A1. Audio/Visual (AV) Coordination/Management for Cotton Bowl Events A2. Rental Equipment as needed for Cotton Bowl & Media Room A3. Parts needed for maintenance to Cotton Bowl Equipment Group B – Esplanade B1. Lighting Event Coordination/Management at Fair Park Esplanade B2. Rental Equipment as needed for Esplanade Events B3. Parts needed for maintenance to Esplanade Equipment SECTION A1 – COTTON BOWL EVENT COORDINATION/MANAGEMENT This contract requires Audio/Visual Event Management and Coordination. This section includes events such as the OU football game, Heart of Texas Bowl, numerous high school football games and events held at the Cotton Bowl. Several of these football games will be televised. The successful proposal shall coordinate with City staff and with television crews during that type event/game. The Cotton Bowl Cost Sheet reflects the typical event coordinator/manager’s responsibilities. All proposers shall use the Bid Sheet provided by the City. The Cost Sheet is a good overview of current job details as it provides the current hours, events and A/V job classes utilized, game sizes, etc. Below is a sample of the type personnel that have been required for the Cotton Bowl AV Management in the past: 



Audio Engineers (A1): This person is in charge of the main audio system. Responsible for recording, mixing, frequency coordination, and reproducing live sound aspects of the event and may also participate in the pre-production of the audio design. Perform maintenance and repairs to Cotton Bowl equipment. AV Techs (A2): Assists running cables, rig assembly for hanging audio systems, backline, wireless mics, and other duties that the A1 designates. Perform maintenance and repairs to Cotton Bowl equipment.

Overview requirements for the Cotton Bowl Event Management/Coordination are as follows: Pre-Event Coordination a. Attend pre-event meetings to ensure client needs are fulfilled b. Attend run through of show to troubleshoot items, identify shortcomings in equipment c. Coordinate with television crews and event production to ensure proper coordination of event and show (communication for audio mixing within the stadium during event (television production trailer generally)). d. Press Conferences Event Responsibilities 1) Set up and coordination of in-house television feed 2) Set up of 7th floor club televisions and isolated floor audio to the specification of client 3) Set up of 6th floor club televisions and isolated floor audio to the specification of client 4) Set up of 5th floor club televisions and isolated floor audio to the specification of client 5) Set up of 4th floor club televisions and isolated floor audio to the specification of client Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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6) Set up of the 3m club floor club televisions and isolated floor audio to the specification of client 7) Coordination and channel setting of under balcony televisions 8) Coordination and channel setting of concourse televisions 9) Pre/post-game press conference set-up of media center (might include microphone set up on interview tables, lighting installation and removal, set up of multi box available to media for audio feeds, in-conference mixing of audio levels, wireless microphone control for media patrons, coordination of video feed back to press box for media, podium set up) 10) Responsible for frequency coordination between television production, security, event radios, radio broadcast, satellite trucks, etc. 11) Coordination of team communications, specifically coaches phones to coaches booths on 7th floor 12) Coordination of referees microphones broadcast over house PA system 13) Coordination of referee clear com communication to instant replay booth on roof 14) Coordination of officials in ear monitors and television production audio 15) Other duties necessary for successful AV event coordination 16) Contractor shall remove and dispose of all trash and debris generated through and during this contract and for the proper disposal thereof at no additional cost to the City. SECTION A2 - COTTON BOWL EQUIPMENT RENTAL Contractor shall provide Rental Equipment necessary for events as listed in the specification to include scaffolding. Rental Responsibilities: a. Provide rental equipment b. Install and set-up rental equipment and test to ensure functionality c. Contractor shall be responsible for any and all work necessary to set-up or install rental equipment and provide full functionality based upon requested rental. d. Any damages to Fair Park property by Contractor of this contract shall be repaired at the Contractor’s expense, and to the satisfaction of the City. e. Contractor shall be responsible for removal and disposal of any and all trash and debris generated during this contract and for the proper disposal thereof at no additional cost to the City. f. All work shall comply with all applicable federal, state and local regulations. g. Work shall be performed in accordance with industry standards. h. All permits required shall be procured by the Contractor. No separate fee will be paid by the City for permits, licenses, etc. These costs shall be “rolled-in” to the Contractor’s pricing for the actual rentals. SECTION A3 - COTTON BOWL EQUIPMENT PARTS Contractor shall provide a discount from an established catalog(s) and pricing lists for parts and equipment needed for maintenance and repair of Cotton Bowl AV equipment. SECTION B1 - ESPLANADE EVENT COORDINATION/MANAGEMENT Below is a sample of the type personnel that may be required for these services: 



Project Manager (PM): This person is the on-site operations manager and the liaison between the client, the crew, and venue management. Specific roles of the Project Manager should be out-lined by the client to ensure the proper selection of an individual. Provides maintenance and repairs to Esplanade A/V equipment. Audio Engineer or Audio Tech (A1): This person is in charge of the main audio system. Responsible for recording, mixing, frequency coordination, and reproducing live sound

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aspects of the event and may also participate in the pre-production of the audio design. Provides maintenance and repairs to Esplanade A/V equipment. Overview requirements for the Fair Park Esplanade are as follows: 1) Coordinate with City Representative and any City Client to define staging, lighting and audio needs according to event or rider requirements 2) Installation and set-up of defined rental staging, lighting and audio needs 3) On-site coordination during installation 4) On-site coordination of Walkthrough and/or sound check 5) On-site coordination of lighting and audio during event and/or performance 6) On-site coordination during event strike/dismantle 7) Dismantle of staging, lighting and audio needs 8) Contractor shall be responsible for all work necessary to maintain equipment and provide full functionality to Esplanade video and audio system 9) Contractor shall remove and dispose of all trash and debris generated through and during this contract and for the proper disposal thereof at no additional cost to the City SECTION B2 - ESPLANADE EQUIPMENT RENTALS Contractor shall provide all necessary equipment for events to include installation, set-up, and testing. Below is a sample of the type personnel that may be required for these services:    

Audio Assist or Stage Tech (A2): The A2 assists running cables, rig assembly for hanging audio systems, backline, wireless microphone frequency control, and other duties that the A1 designates. Lighting Tech (L1) - Designs the “Look” for the show and oversees construction of the lighting systems. Programs and operates lighting board and is responsible for lighting cues during the show. Pre-production involvement is highly recommended. Stage Hands – General Labor that assists in load-in, set-up, strike, and load-out. Their main role is to assist with laborious task such as, stage building, set-piece placement, truss placement, case pushing, cable runs, scaffold building, etc. Deck Hands – Assembles staging, set, and prop pieces.

Rental Responsibilities: a. Provide rental equipment b. Install and set-up rental equipment and test to ensure functionality c. Contractor shall perform all work necessary to set-up or install rental equipment and provide full functionality based upon requested rental. d. Any damages to Fair Park property by Contractor of this contract shall be repaired at the Contractor’s expense, and to the satisfaction of the City. e. Contractor shall remove and dispose of all trash and debris generated during this contract and for the proper disposal thereof at no additional cost to the City. f. Electrical power supply will be provided by the City of Dallas or their assigned contractor for work occurring on/near the Esplanade Fountain where rental equipment will be installed. g. All work shall comply with all applicable federal, state and local regulations. h. Work shall be performed in accordance with industry standards. i. Staging – Rentals shall be Water Resistant and Fire Retardant Canopy, Backdrop, Sidewalls, and Skirting, and be compliant with manufacturer’s specifications with regard to weight, wind load, etc. j. All permits required for staging, lighting and audio, including truss, shall be procured by Contractor. No separate fees will be paid by the City for permits, licenses, etc. These costs shall be “rolled-in” to the Contractor’s pricing for the actual rentals. Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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SECTION B3 - ESPLANADE EQUIPMENT PARTS Contractor shall provide a discount from an established manufacturer’s catalog/price lists for parts and equipment needed for maintenance and repair of the ESPLANADE AV equipment. EXPERIENCE & QUALIFICATIONS The following are the minimum requirements to be considered for award of this contract. Any subcontractors shall also meet these requirements. COTTON BOWL a. 5 years experience in AV event coordination & management to include stadium sports and concert experience (with attendance 30k+). b. 1 year Production TV experience. c. 1 year Experience with National Media – Press Conference experience required. d. 1 year Experience providing Instant Replay (Audio) e. 3 years Experience providing Frequency Coordination f. 3 years Experience working with Large Outdoor and Indoor AV of similar size to this specification (with attendance 30k+). g. Management Staff (Project Manager/A1 Engineer) shall have a minimum five (5) years of experience in managing a crew of similar size within the past 6 years. h. Staff/Techs/Others shall have a minimum of two (2) years of experience working with similar systems and equipment in the past three (3) years. ESPLANADE a. Five (5) years of experience in audio visual event coordination & management in this or a related field such as special events, concerts, sporting events, etc. b. Management staff (Project Manager/A1 Engineer) shall have a minimum five (5) years of experience in managing a crew of similar size within the past 6 years for special events, concerts, sporting events, etc. c. Staff/Techs/Others shall have a minimum of two (2) years of experience working with similar systems and equipment in the past three (3) years. PROPOSAL INFORMATION SPECIFICATION REVIEW AND CLARIFICATION A. Any adjustments to the Specifications shall be posted as addenda on the Advantage Vendor Self Service Website, https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService, for prospective Proposers. B. No other informational meetings shall be held. In fairness to all potential proposers, only the Buyer may discuss the terms of this solicitation. DOCUMENTATION FROM THE PROPOSER(S) SHALL INCLUDE: A. Evidence of Proposer Qualifications Provide information with regard to minimum qualifications, the following shall be submitted with the proposal or 3 days after request by the buyer: (1) A cover page that indicates the following information: a) Proposer’s entity name, physical address, and mailing address Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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b) Primary contact person and alternate contact person’s name, title, phone number, fax number and email address (2)

A one-page Statement of Interest that briefly describes the Proposer’s unique qualifications as they pertain to this particular project and the proposers understanding of the City’s needs for this proposal.

(3)

A one-page Statement of Qualifications to include summary of relevant background and experience.

(4)

An organizational chart, job descriptions and the qualifying experience of each person (resumes) who will be involved in the project. Additionally, bios and resumes of key personnel who would be involved in the project should be included.

(5)

A list of no less than four (4) references (clients/customers), with names and contact phone numbers, that can attest to the Proposer’s capacity to provide similar services to those included in this Proposal. Ideally, the references shall include clients to whom the Proposer has provided similar services within the past three (3) years.

(6)

The City, at its discretion, may request an on-site visit and demonstration of the proposers completed client projects.

(7)

Provide procedure for handling of emergencies during an event, i.e.: damaged equipment, repairs, replacement equipment, unqualified or problem employees.

B. Proposal Detail (Provide separate detail for each: Cotton Bowl & Esplanade) (1) Description of how your company intends to meet each of the Minimum Requirements outlined in the Specifications Section above. (2) Identify specific sections to include Minimum Requirements that are to be performed by subcontractor(s). Include a Statement of Qualifications for each subcontractor. (3) Detail phases or steps for any upgrades to existing systems proposed. (4) Description of ongoing support provisions. (5) Provide options for training (Esplanade) of the City staff. (6) Provide any re-configurations required to support any proposed upgrade to existing system, including specifications for any software components required. (7) Provide a list of previous engagements; similar in size & scope to this specification, that demonstrates the ability of your company to perform requested services. (8) Provide a list of other agency upcoming engagements that you have already scheduled for the specified term of this agreement. C. Costs for maintenance of AV Systems (1) Proposal pricing shall include vendor training as well as provide ongoing support and maintenance on the equipment to include any part replacement/install. NOTE: All Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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parts shall be of the latest technology to maintain ease of operation. (2) The City is requesting that the proposals be submitted with suggested phases for any suggested upgrades and the completion of the work during the contract period. (3) All costs shall be included on provided Cost Sheet or detailed in a similar manner on a separate self-generated “Contractor Cost Sheet” but shall provide all detail pricing break-downs as in the City Cost Sheet. No additional charges (e.g. for sales tax, transportation, permits, licenses, fees, container packing, installation, training, out-ofpocket expenses, etc.) will be considered unless so specified in the submitted proposal. (4) Proposal shall include itemizations with specific manufacturer names, model, specifications and unit prices (Discount or Mark-up) for each of the requested or suggested replace equipment/parts. (5) Proposals shall be broken out by “COTTON BOWL - A/V Management” and “ESPLANADE AUDIO Management.” (6) Cost for the event management and maintenance of all listed AV systems in one (1) year increments, to include optional two (2) additional years. (Note: there is a separate cost listing for anticipated rental equipment and repair/replacement parts) ORAL PRESENTATIONS If deemed necessary, the City may after the initial proposal evaluations, schedule oral presentations with any or all Proposers. PROPOSAL DUE DATE All submissions shall be received at the address below no later than 2:00 p.m. on the due date. All Proposals shall be addressed to: RFCSP# BAZ1524 Audio/Visual Event Coordination/Management and Maintenance Attn: Alejandra Rios, City of Dallas Buyer III 1500 Marilla St., Room 3FN Dallas, TX 75201 Any submission received after 2:00 p.m. on the Due Date will be considered late and nonresponsive and returned to the applicant unopened. The City reserves the right to reject any and/or all proposals or waive irregularities. If the proposer does not ask questions or clarify any assumptions, the City will assume proposer(s) understand(s) the City’s requirements and that the proposer’s offering will meet those needs at the price stated. All submissions shall be submitted in a sealed envelope clearly marked with RFCSP# BAZ1524 Audio/Visual Event Coordination/Management and Maintenance and the RFCSP Due Date and Time. All submittals shall include one (1) complete, original proposal marked “ORIGINAL”, seven (7) complete copies of the original proposal, one electronic copy on a flash drive or CD, and other related documentation required by this RFCSP.

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Follow the instructions in the official advertisement and City of Dallas website, https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService, from which the RFCSP Packet is downloaded from for instructions to address any questions you may have concerning the RFCSP. PUBLIC INFORMATION All information, documentation, and other materials submitted in response to this RFCSP are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act after the solicitation is completed and contact executed with the selected Proposer. Contract Language - If the Proposer has any concerns regarding its ability or willingness to meet with any terms and conditions expressed in this RFCSP or in the attached sample contract, please include a statement that addresses the particular terms and any alternative language preferred by the Proposer. INQUIRIES ABOUT THE RFCSP Prior to and following the pre-proposal conference, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to: RFCSP# BAZ1524 Audio/Visual Event Coordination/Management and Maintenance Attn: Alejandra Rios, City of Dallas Buyer III [email protected] All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is three (3) days following the Pre-Proposal Conference. Requests for information will not be honored beyond the established timeframe to allow sufficient time for distribution of the requested information to respondents. Responses provided will be written and will be issued via Addendum. Addenda will be made available electronically on the City’s procurement website: https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService. No negotiations, decisions or actions initiated by any respondents as a result of any verbal discussion with any City employee shall be binding upon the City of Dallas. Only respondents will be notified of any communications after the RFCSP closing. All inquiries shall be directed to the buyer assigned to this procurement. Inquiries are not to be directed to any consultant of the City or City staff member. Such action may disqualify respondents from further consideration of this RFCSP. During your review of the RFCSP, respondents may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, respondents shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all respondents before the RFCSP Due Date and time. The Business Development and Procurement Services Department will make all necessary arrangements for direct contact with other City departments, if required.

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SELECTION PROCESS 1.

Criteria for Review and Evaluation The following criteria shall be used to evaluate and determine the ranking for the proposals:

A.

B.

C.

D.

Proposer’s Experience and Qualifications (Max 30 points): (1)

Demonstrated knowledge and ability to successfully maintain the Fair Park A/V audio/video systems listed in this proposal;

(2)

Demonstrated experience with audio/video systems and fountain/music systems

(3)

Organizational structure and qualifications of key individuals.

(4)

Experience supporting large outdoor events (up to & including $30k+)

(5)

Experience with referee microphones on a collegiate and professional level and press conference video/audio.

Proposer’s Program/Maintenance Plan (Max 25 points): (1)

The extent to which the proposed event management plans meet and exceed the minimum requirements of the specifications;

(2)

Demonstration of additional components, parts or design changes not specifically requested that would improve the functionality of the audio/video systems/programs;

(3)

Degree to which the proposed plans will benefit (save time, money, efforts, etc.) for the City

Cost (Max 30 points): (1)

Cost for Cotton Bowl event management and maintenance to include equipment repairs, parts, and equipment rentals

(2)

Cost for Esplanade event management and maintenance to include equipment repairs, parts, and equipment rentals

Business Inclusion and Development (BID) Plan (Max 15 %).

Demonstrated inclusion and commitment to and understanding of the City’s Business Inclusion and Development (BID) Plan – It is the policy of the City of Dallas to involve Minority and Women Business Enterprises (M/WBE) to the greatest extent feasible on the City’s construction, procurement and professional services contracts. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City of Dallas has adopted the Business Inclusion and Development Plan (BID Plan) for all City of Dallas contracts. The following information shall be submitted with the proposal and shall include: Rev. 2 - 08/19/13 Doc#BDPS-FRM-135

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Submission of an Affirmative Action Plan or Policy



Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204



Submission of the RFP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-FRM-205) documenting the history of M/WBE utilization on previous contracts



Submission of the RFP/RFQ Contractors Affidavit Type of Work by Prime and Subconsultant Form (BDPS-FRM-206) which includes a significant number of diverse M/WBE firms in meaningful roles on the project (1) The name, address and telephone number of each M/WBE (2) The description of the work to be performed by each M/WBE; and (3) The approximate dollar amount/percentage of the participation

Submission of the Business Inclusion and Development Affidavit (BDPS-FRM-203) which demonstrates the intent to comply with the policy and evidence of M/WBE inclusion to meet the BID goal for the project. The BID Affidavit exhibits evidence of acknowledgement of the City of Dallas’ BID Plan 2.

Evaluation of Proposals The City will evaluate the proposals and submit a recommendation to the Park Board and City Council for approval. The City may, in its sole discretion, expand or reduce the criteria upon which it bases its final decision regarding the selection of a Proposer. The final selection, if any, will be the proposal which best meets the requirements set by the City. An evaluation committee will review the statement of qualifications submitted by all proposers. The committee will review only those proposals from firms meeting the qualifications outlined in in the specifications and that are qualified to participate and to provide the services. On the basis of the evaluation criteria, the City will determine which proposal(s) among the qualified firms are best qualified for the award of the contract. The City may at any time, investigate a proposer’s ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City of Dallas’ request; however, if failure to submit such information does not clarify the City’s questions concerning the ability to perform, the City may discontinue further consideration of a particular proposal. The City would typically be interested in previous experience in performing similar or comparable work, staffing, and personnel turnover and other relevant information. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

3.

Discussion with Reasonably Qualified Proposers The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the respondents determined by the evaluation criteria to be reasonably viable to being selected for award.

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Following evaluation of the best and final offers, Purchasing may select for negotiations such offers that are deemed to have demonstrated competence and qualifications to perform the services at a fair and reasonable price. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a contract on the basis of initial proposals received. Therefore, each proposal should contain the Respondent’s best terms that demonstrate competence and qualifications to perform the services at a fair and reasonable price. Also, only proposers submitting a proposal will be notified of any communications after the RFCSP closing. 4.

Contract Award The City and the Successful Proposer will negotiate a final contract, based on the terms outlined in this RFCSP. A sample agreement, with the general terms for the final contract, is attached as Sample Contract for Services. By submitting a proposal, the Proposer agrees to be bound by these terms and conditions unless otherwise noted in the Submittal. The final contract is subject to Park Board and City Council approvals. After selecting the most qualified Proposer(s), the City will then request a cost proposal. The City will review the proposal(s) to ensure the services are provided at fair and reasonable prices. The selection and award of this RFCSP will be made to the one or more proposers on the basis of demonstrated competence and qualifications to perform the services at fair and reasonable prices. Award will be made by Group (Venue) and shall be based on the evaluation criteria. The City reserves the right to award by the method deemed most advantageous. No work shall commence until the contract documents are signed. No contract shall be binding on the City until it has been approved as to form by the City Attorney, and executed by the City Manager. Further, no contract for this project may be signed by the City without the authorization of the City Council or the City Manager.

5.

Default by the Contractor The following events shall, at the City’s option, be deemed to be events of default under its contract. The list of events is not an all-inclusive list: a. The filing by or against the Contractor of any petition under Federal Bankruptcy Laws, or any similar state or Federal laws providing for relief of debtors: b. The Contractor’s making an assignment for the benefit of creditors; c. The voluntary suspension of business by the Contractor; d. The breach of any warranties of the Contractor contained in this Contract in any material aspect; e. The Contractor’s attempts to assign this Contract without the express prior written consent of the City; f. The Contractor fails to make any monthly payment to the City when due or any other payment or reimbursement to the City when due; The Contractor fails to comply with any term, provision or covenant of this Specification or the services contract to be executed between the City and Contractor, if the failure is not remedied within ten (10) days after written notice is conveyed from the Director or his or her designee.

6.

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

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a. Reason to believe collusion exists among the proposers b. The proposer is involved in any litigation against the City of Dallas c. The proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas within the past five years 7.

Rejection or Acceptance of Proposals This RFCSP does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP.

8.

Late and Withdrawn Proposals Proposals offered to the City after the time and date will not be accepted. Any proposal may be withdrawn prior to the scheduled Due Date.

9.

Confidentiality Respondents are advised that materials contained in proposals are subject to open records after the contract award, and may be viewed and copied by any member of the public, including news outlets and competitors. The Attorney General may make the final determination as to whether documents are releasable.

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