Bid Invitation8700
Adult and Youth League Officials
Issue Date:11/15/2024
Questions Deadline:11/25/2024 01:00 PM (CT)
Response Deadline:12/4/2024 01:00 PM (CT)
Denton - Purchasing
Contact Information
Contact:Cori Power
Address:Procurement
901-B Texas Street
Denton, TX 76209
Phone:(940) 349-7100 x7748
Email:Cori.Power@cityofdenton.com
Deadline: 12/4/2024 01:00 PM (CT)8700Page 1 of 27 pages
Event Information
Number:8700
Title:Adult and Youth League Officials
Type:Invitation for Bid
Issue Date:11/15/2024
Question Deadline:11/25/2024 01:00 PM (CT)
Response Deadline:12/4/2024 01:00 PM (CT)
Notes:The City highly recommends that respondents do not wait until minutes
before the due date and time to submit proposal.
The submittal process may take significant time.
Submissions accepted via IONWAVE or hard copy ONLY (no emails).
Questions must be submitted by the deadline via IONWAVE only (no
emails/no phone calls)
________________________________________________________________
________________________________
A Public Opening will be conducted for this solicitation on Wednesday,
December 4, 2024, at 2:00 PM CST.
To attend the Public Opening in-person, see physical location below:
Development Services Center
Training Room FIVE
401 N. Elm St
Denton, TX 76201
To attend virtually, join on your computer, mobile app, or room device.
Click here to join the meeting
Meeting ID: 281 125 792 178
Passcode: Xxd7xt
*Call in (audio only) option is no longer available through Teams
________________________________________________________________
________________________________
The City of Denton (the City) is requesting submissions to contract with an individual
or business with considerable experience in providing goods or services of this
solicitation. The responses and the cost solutions shall be submitted to the City of
Denton in a sealed submission.
The awarded individual or business shall possess a proven track record of using
innovative approaches to providing goods and services that represent the best value
to their clients. The awarded individual or business shall have the ability to
Deadline: 12/4/2024 01:00 PM (CT)8700Page 2 of 27 pages
accomplish all aspects of the requested services. The selected individual or firm
should be able to provide innovative methods to deal with municipal challenges, and
cost effective solutions.
A firm may submit a solicitation response for one or more of the categories of
product or services requested in this solicitation.
It is the intent of the entity to consider interlocal cooperative agreements and
state/federal contracts in determining the best value for the entity.
Billing Information
Contact:City of Denton
Address:Accounts Payable
215 E McKinney St
Denton, TX 76201-4299
Bid Attachments
8700 - Scope of Work Adult and Youth League Sport Officials.pdf Download
8700 - Scope of Work Adult and Youth League Sport Officials
Contract - Services (Updated 7.25.24).1.docx Download
City of Denton SAMPLE Service Contract
Insurance Requirements Sports Officials - 8700.docx Download
Insurance Requirements Sports Officials - IFB 8700
CIQ.docx Download
Conflict of Interest Questionnaire
Local Preference Resolution.pdf Download
Local preference resolution that includes application
Requested Attachments
Invoice example
(Attachment required)
Please attach an example of your invoice based on the City requirements in Attribute 7
Conflict of Interest Questionnaire
(Attachment required)
The individual or business must disclose any business relationship that would have an effect, of a conflict of interest.
Please attach a signed copy of the conflict of interest questionnaire.
Safety Record
(Attachment required)
The City of Denton desires to avail itself of the benefits of Section 252.0435 of the Local Government Code, and
consider the safety records of potential contractors prior to awarding City contracts. Pursuant to Section 252.0435 of
the Local Government Code, the City of Denton has adopted the written definition and criteria as shown in the Safety
Record Questionnaire for accurately determining the safety record of a respondent prior to awarding City contracts.
Deadline: 12/4/2024 01:00 PM (CT)8700Page 3 of 27 pages
Bid Attributes
1 SECTION 1
General Information
2 Contract Term
It is the intention of the City of Denton to award a contract for three (3) years, effective from date of award. The City
and the Supplier shall have the option to renew this contract for an additional two (2) one-year periods.
The contract shall commence upon the issuance of a Notice of Award by the City of Denton and shall automatically
renew each year, from the date of award by City Council. The Supplier’s request to not renew the contract must be
submitted in writing to the Purchasing Manager at least 60 days prior to the contract renewal date for each year. At the
sole option of the City of Denton, the Contract may be further extended as needed, not to exceed a total of six (6)
months
3 Pricing
Firm Price
Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases
are allowed at any time. Price increases shall only be considered as stipulated below in “PRICE ADJUSTMENTS”.
Price Decreases/Discount Increases
Respondents are required to immediately implement any price decrease or discount increase that may become
available. The City of Denton must be notified in writing for updating the contract.
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4 Price Adjustments
Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from
date of contract award. Any request for price adjustment must be based on the, U.S Department of Labor, Bureau
of Labor Statistics, Producer Price Index (PPI) or the manufacturer published pricing list. The maximum escalation
will not exceed +/- 8% for any individual year. The escalation will be determined annually at the renewal date. The
price will be increased or decreased based upon the annual percentage change in the PPI or the percentage
change in the manufacturers price list. Should the PPI or manufacturer price list change exceed a minimum
threshold value of +/-1%, then the stated eligible bid prices shall be adjusted in accordance with the percent
change not to exceed the 8% limit per year. The supplier should provide documentation as percentage of each
cost associated with the unit prices quoted for consideration.
Request must be submitted in writing with supporting evidence for need of such increase to the Purchasing
Manager at least 60 days prior to contract expiration of each year. Respondent must also provide supporting
documentation as justification for the request. If no request is made, then it will be assumed that the current
contract price will be in effect.
Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as competitive
with the general market price at the time, and become effective upon the renewal date of the contract award or
reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted
increase is rejected, the Contractor may request cancellation of such items from the Contract by giving the City of
Denton written notice. Cancellation will not go into effect for 15 calendar days after a determination has been
issued. Pre-price increase prices must be honored on orders dated up to the official date of the City of Denton
approval and/or cancellation.
The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation number.
The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes.
5 Invoices
A. The Contractor shall submit separate invoices in duplicate on each purchase order or purchase release after
each delivery. If partial shipments or deliveries are authorized by the City, a separate invoice must be sent for each
shipment or delivery made.
B. Proper Invoices must include a unique invoice number, the purchase order or delivery order number and the
master agreement number if applicable, the Department’s Name, and the name of the point of contact for the
Department. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A
copy of the bill of lading and the freight waybill, when applicable, shall be attached to the invoice. The Contractor’s
name, remittance address and, if applicable, the tax identification number on the invoice must exactly match the
information in the Vendor’s registration with the City. Unless otherwise instructed in writing, the City may rely on the
remittance address specified on the Contractor’s invoice.
C. Invoices for labor shall include a copy of all time-sheets with trade labor rate and deliverables order number
clearly identified. Invoices shall also include a tabulation of work-hours at the appropriate rates and grouped by
work order number. Time billed for labor shall be limited to hours actually worked at the work site.
D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all Subcontract and
other authorized expenses at actual cost without markup.
E. Federal excise taxes, State taxes, or City sales taxes must not be included in the invoiced amount. The City will
furnish a tax exemption certificate upon request.
A sample invoice must be submitted with this solicitation
Acknowledge
(Required: Check if applicable)
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6 Cooperative Purchasing Agreement
As permitted under Interlocal Cooperation Act C Texas Government Code, Chapter 791, other governmental entities
may wish to also participate under the same terms and conditions contained in this contract. The governmental
entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will
issue their internal purchase orders directly to the contractor(s).
Yes No (Please Select)
(Required: Check only one)
7 Submittal Instructions
The City of Denton will accept electronic submittals in Ionwave or hard copy submittals until the date and time on the
cover sheet of this solicitation. Any submission received after the date and/or hour set for solicitation opening will be
returned unopened. The City will not allow late submissions due to technical difficulties. Each respondent is
responsible for taking the necessary steps to ensure their submission is received by the date and time noted
herein. The City is not responsible for technical difficulties that may result in the submission arriving after the set
time.
Hard copy submissions may be hand delivered (by firm or express courier) to the address listed below:
City of Denton
Materials Management
IFB 8700 Adult and Youth League Sports Officials
901B Texas Street
Denton, TX 76209
The City of Denton reserves the right to accept or reject in part or in whole any submission, and to waive
technicalities of the submission, in the best interest of obtaining best value for the City.
Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date
and time noted herein. The City is not responsible for missing, lost or late mail or any mail delays, internal or
external, that may result in the submission arriving after the set time.
HARD COPY SUBMISSION FORMAT
Respondents shall provide detailed information to allow the City to properly evaluate the submission. The City
requests the following format be used:
1. Hard copy submissions shall be bound only utilizing a staple or binder clip. Do not submit responses in a
binder or file folder.
2. Submission shall be no more than 200 pages in length
3. Utilize tabs to identify exhibits and attachments
4. Hard Copy Submittals shall include one (1) original signed by an officer authorized to bind the firm
5. Submit response, before the published due date. Hard copy submittals must be in a sealed envelope with the
solicitation number and name.
6. The submission shall include the following:
a. Completed Bid Invitation
b. Response Attachments
c. Conflict of Interest Questionnaire
d. Appendices may be used for additional documentation or clarification at the respondent's option
e. USB flash drive with all submittal documents
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8 Evaluation Procedures
Selection of a firm(s) to provide the aforementioned materials and services shall be in accordance with the City of
Denton Purchasing Policies and procedures. The City of Denton shall evaluate each submission utilizing the
following process:
Step 1: A public opening will be conducted. Responses will be read aloud thirty minutes after the opening
time and date published on the coversheet.
Step 2: The City of Denton will evaluate the submissions in accordance with the minimum qualifications and
adherence to the specifications.
Step 3: Upon selection of the lowest responsible respondent meeting the specifications, a written
recommendation will be presented to the appropriate approving authority for the City of Denton (the City
Manager, Public Utility Board, City Council) requesting authorization to proceed with contract execution for the
proposed services. Provided the City of Denton cannot successfully contract with the lowest responsible
respondent, the City of Denton shall formally, and in writing, end all negotiations with that firm and the City of
Denton may elect to proceed to negotiate with the next lowest responsible respondent until a contract is reached
or negotiations with all responsible respondents end.
9 Protests
Any interested party who is aggrieved in connection with a solicitation or award of a contract may protest per the
City of Denton policy located here on page 54 - Procurement Policy.
1
0
Section 2
Business Overview Questionnaire
1
1
Firm's Legal Name
(Required: Maximum 1000 characters allowed)
1
2
Address Line 1
(Required: Maximum 1000 characters allowed)
1
3
Address Line 2
(Optional: Maximum 1000 characters allowed)
1
4
City
(Required: Maximum 1000 characters allowed)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 7 of 27 pages
1
5
State
(Required: Maximum 1000 characters allowed)
1
6
Zip Code
(Required: Maximum 15 characters allowed)
1
7
Agent Authorized to sign contract
The agents name and email who is authorized to sign the contract
(Required: Maximum 1000 characters allowed)
1
8
Subsidiary of:
(Optional: Maximum 1000 characters allowed)
1
9
Organization Class
Partnership Corporation Individual Association
(Required: Check only one)
2
0
Tax Payer ID
(Required: Maximum 1000 characters allowed)
2
1
Date Established
__ __ / __ __ / __ __ __ __
(Required)
2
2
Historically Underutilized Business
Yes, We are a registered HUB.
(Optional: Check if applicable)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 8 of 27 pages
2
3
Please provide a detailed listing of all products and/or services that your company provides.
(Required: Maximum 4000 characters allowed)
2
4
Has your company filed or been named in any litigation involving your company and the Owner on a
contract within the last five years under your current company name or any other company name?
If so provide details of the issues and resolution if available. Include lawsuits where Owner was involved. (Notice:
Failure to disclose this information during proposal submission, and later discovered, may result in contract
termination at the Owner's option.)
(Optional: Maximum 4000 characters allowed)
2
5
Have you ever defaulted on or failed to complete a contract under your current company name or any
other company name? If so, where and why? Give name and telephone number of Owner.
(Optional: Maximum 4000 characters allowed)
2
6
Have you ever had a contract terminated by the Owner? If so, where and why? Give name and
telephone number (s) of Owner (s).
(Optional: Maximum 4000 characters allowed)
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2
7
Has your company implemented an Employee Health and Safety Program compliant with 29 CFR 1910
"General Industry Standards" and/or 29 CFR 1926 "General Construction Standards" as they apply to
your Company's customary activities?
http://www.osha.gov/pls/oshaweb/owasrch.search_form?
p_doc_type=STANDARDS&p_toc_level=1&p_keyvalue=1926
(Optional: Maximum 4000 characters allowed)
2
8
Resident/Non-Resident Bidder Determination
Texas Government Code Section 2252.002: Non-resident bidders. Texas law prohibits cities and other governmental
units from awarding contracts to a non-resident firm unless the amount of such a bid is lower than the lowest bid by
a Texas resident by the amount the Texas resident would be required to underbid in the non-resident bidders state.
In order to make this determination, please provide the name, address and phone number of:
a. Responding firms principle place of business:
b. Company's majority owner principal place of business
c. Ultimate Parent Company's principle place of business
(Optional: Maximum 4000 characters allowed)
2
9
Prohibition on Contracts with Companies Boycotting Israel
Pursuant to Section 2270.002 of the Texas Government Code, Respondent certifies that either (i) it meets an
exemption criteria under Section 2270.002; or (ii) it does not boycott Israel and will not boycott Israel during the term
of the contract resulting from this solicitation. Respondent shall state any facts and provide documentation that
make it exempt from the boycott certification in its Response.
Exemption criteria includes the following:
1. Company is a sole proprietorship;
2. Company employs less than 10 full-time employees;
3. Value of the contract is less than $100,000
“Boycott Israel” is defined to mean refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or
with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action
made for ordinary business purposes. “Company” is defined to mean a for-profit sole proprietorship, organization,
association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or limited liability
company, including a wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of those
entities or business associations that exists to make a profit.
Sole proprietorship Employs less than 10 Full time employees
Value of the contract is less than $100,000 Does not Boycott Israel
(Required: Check only one)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 10 of 27 pages
3
0
Section 3
Minimum Qualifications
3
1
Three(3) years experience providing similar products or services
Yes No (Please Select)
(Required: Check only one)
3
2
Reference 1 - Government/Company Name
Person who you have done business with in the past. **Cannot be a City of Denton employee**
(Required: Maximum 1000 characters allowed)
3
3
Reference 1 - Phone
Enter phone number.
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
3
4
Reference 1 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
3
5
Reference 1 - Email Address
(Required: Email address)
3
6
Reference 1 - Scope of Work
(Required: Maximum 1000 characters allowed)
3
7
Reference 1 - Contract Period
(Required: Maximum 1000 characters allowed)
3
8
Reference 2 - Government/Company Name
Person who you have done business with in the past. ***Cannot be a City of Denton employee***
(Required: Maximum 1000 characters allowed)
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3
9
Reference 2 - Phone
Enter phone number.
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
4
0
Reference 2 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
4
1
Reference 2 - Email Address
(Required: Email address)
4
2
Reference 2 - Scope of Work
(Required: Maximum 1000 characters allowed)
4
3
Reference 2 - Contract Period
(Required: Maximum 1000 characters allowed)
4
4
Reference 3 - Government/Company Name
Person who you have done business with in the past. **Cannot be a City of Denton employee**
(Required: Maximum 1000 characters allowed)
4
5
Reference 3 - Phone
Enter phone number.
(__ __ __) __ __ __ - __ __ __ __ext:
(Required)
4
6
Reference 3 - Contact Person & Title
(Required: Maximum 1000 characters allowed)
4
7
Reference 3 - Email Address
(Required: Email address)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 12 of 27 pages
4
8
Reference 3 - Scope of Work
(Required: Maximum 1000 characters allowed)
4
9
Reference 3 - Contract Period
(Required: Maximum 1000 characters allowed)
5
0
Registered with the State of Texas
The responding individual or business must be registered in the State of Texas, or the County of Denton, to provide
the products or services required in the solicitation, and the individual or business must have all licensure required
by the State to provide any services required under this contact.
To learn how to obtain information about filing with the State of Texas, or obtaining copies or certificates from the
Secretary of State visit Webpage: http://www.sos.state.tx.us/corp/copies.shtml; Phone 512-463-5578; or email
corpcert@sos.state.tx.us.
5
1
Section 4
Terms and Conditions
5
2
General Provisions
1. SILENCE OF SPECIFICATIONS
The apparent silence of these specifications as to any detail or the apparent omission from it of a detailed
description concerning any point, shall be regarded as a meaning that the only best commercial practices are to
prevail. All interpretations of these specifications shall be made on the basis of this statement.
2. RESPONDENTS COST TO DEVELOP SUBMITTAL
Respondents to this solicitation are responsible for all costs of submittal preparation, delivery and any oral
presentations required as part of the selection process. All materials submitted in response to the solicitation
become property of the City of Denton and will be returned only at the option of the City.
3. MINIMUM RESPONSE
Submittals that do not, at a minimum, contain the response Attachments will be subject to disqualification at the sole
discretion of the City of Denton. If any firm submitting a proposal is a corporation, it must be registered to conduct
business in the State of Texas. Proof of this registration must be included as part of the submittal.
4. VALIDITY PERIOD
The information included in the solicitation response(s), and any cost information obtained from a negotiation
process, remain valid for 120 days from the response due date or until the contract is approved by the governing
body.
5. REJECTION OF SUBMITTAL
ANY PROPOSAL SUBMITTED AFTER THE DUE DATE AND TIME SPECIFIED WITHIN SECTION III, SHALL BE
REJECTED. THE CITY SHALL REJECT RESPONSES SUBMITTED BY FIRMS THAT DO NOT MEET MINIMUM
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QUALIFICATIONS.
The City of Denton reserves the right to reject any and all submittals received in response to the solicitation and to
waive any minor technicalities or irregularities as determined to be in the best interest of the City.
6. PROPRIETARY INFORMATION
If a respondent does not desire proprietary information in the submission to be disclosed, the respondent shall
identify all proprietary information in the submission. This identification will be accomplished by individually marking
each page or line item detail with the words “Proprietary Information”. If the respondent fails to identify proprietary
information, the respondent agrees that by submission of its response, that those sections shall be deemed non-
proprietary and made available upon public request. Respondents are advised that the City, to the extent permitted
by law, will protect the confidentiality of all submissions. Respondent shall consider the implications of the Texas
Public Information Act, particularly after the solicitation process has ceased and the contract has been awarded.
While there are provisions in the Texas Public Information Act to protect proprietary information, where the
respondent can meet certain evidentiary standards, please be advised that a determination on whether those
standards have been met will not be decided by the City of Denton, but by the Office of the Attorney General of the
State of Texas. In the event a request for public information is made, the City will notify the respondent, who may
then request an opinion from the Attorney General pursuant to 552.305, Texas Government Code. The City will not
make a request of the Attorney General.
7. NON-ENDORSEMENT
If a submission is accepted, the successful respondent shall not issue any news releases or other statements
pertaining to the award or servicing of the agreement that state or imply the City of Denton’s endorsement of the
successful respondent’s services.
8. ASSIGNMENT
The successful contractor shall not sell, assign, transfer or convey this contract in whole, or part, without the prior
written consent of the Purchasing Manager.
9. UNAUTHORIZED COMMUNICATIONS
After release of this solicitation, respondent contact regarding this solicitation with members of the evaluation,
interview or selection panels, employees of the City or officials of the City other than the Purchasing Manager, or
authorized City of Denton purchasing staff, or as otherwise indicated is prohibited and may result in disqualification
from this procurement process. No officer, employee, agent or representative of the respondent shall have any
contact or discussion, verbal or written, with any members of the City Council, members of the evaluation, interview,
or selection panels, City staff or City’s consultants, or directly or indirectly through others, seeking to influence any
City Council member, City staff, or City’s consultants regarding any matters pertaining to this solicitation, except as
herein provided. If a representative of any respondent violates the foregoing prohibition by contacting any of the
above listed parties with who contact is not authorized, such contact may result in the respondent being disqualified
from the procurement process. Any oral communications are considered unofficial and non-binding with regard to
this solicitation.
10. DISQUALIFICATIONS
Any terms and conditions attached to a solicitation will not be considered unless specifically referred to on a
solicitation and may result in disqualification. Any submissions that do not clearly outline all qualifications may be
disqualified.
11. INTELLECTUALLY PROPERTY INDEMNIFICATION
The contractor will indemnify, defend and hold harmless the City of Denton, and its authorized users, against any
action or claim brought against the City of Denton, or its authorized users that is based on a claim that software
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infringes any patent rights, copyright rights or incorporated misappropriated trade secrets. Contractor will pay any
damages attributable to such claim that are awarded against the City of Denton or its authorized users, in a
judgment or settlement. If the City of Denton or its authorized users’ utilization of the software becomes subject to a
claim, or is likely to become subject to a claim, in the sole opinion of the City of Denton, or its authorized users, the
Contractor shall, at its sole expense (1) procure for City of Denton or its authorized users, the right to continue
using such software under the terms of this Contract; or (2) replace or modify the software so that it is non-
infringing.
12. RIGHTS TO DATA, DOCUMENTS, AND COMPUTER SOFTWARE
(GOVERNMENTAL ENTITY OWNERSHIP)
Any software, research, reports studies, data, photographs, negatives or other documents, drawings or materials
prepared by contractor in the performance of its obligations under this contract shall be the exclusive property of
the City of Denton and all such materials shall be delivered to the City by the contractor upon completion,
termination, or cancellation of this contract. Contractor may, at its own expense, keep copies of all its writings for its
personal files. Contractor shall not use, willingly allow, or cause to have such materials used for any purpose other
than the performance of contractor’s obligations under this contract without the prior written consent of the City;
provided, however, that contractor shall be allowed to use non-confidential materials for writing samples in pursuit of
the work.
The ownership rights described herein shall include, but not be limited to, the right to copy, publish, display,
transfer, prepare derivative works, or otherwise use the works.
13. PATENT RIGHTS
The contractor agrees to indemnify and hold harmless the City from any claim involving patent right infringement or
copyrights on goods supplied.
14. AWARD
The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by
entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the
respondent. The City reserves the right to award a contract to a primary vendor, and one or multiple secondary
vendors; whichever is most advantageous, or provides the "best value" to the City, unless denied by the
respondent. The City reserves the right to consider interlocal cooperative agreements and state/federal contracts
in determining the best value for the City. Additional approvals could be required if outside funding is used.
15. CONTRACTS
The successful awarded vendor(s) will be required to sign an original contract. A sample contract is attached.
16. INSURANCE
The City requires standard insurance for services performed on site. The successful awarded vendor will be
required to provide a certificate of insurance as outlined in the contract.
17. CHANGES DURING CONTRACT TERM
The awarded contractor shall not change specifications during the contract term without prior approval. Any
deviation in the specifications or change in the products must be approved in advance by the City of Denton.
Notice of a change shall be submitted in writing to purchasing@cityofdenton.com, with the solicitation number in the
subject line, for review. Products/Services found to have changed specifications without notification, and
acceptance, will be returned at the supplier’s expense. Products that have been installed will be replaced at the
contractor’s expense.
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18. ADDING NEW PRODUCTS OR SERVICES TO THE CONTRACT
AFTER AWARD
Following the Contract award, additional services or products of the same general category that could have been
encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written
request may be sent to successful Contractor (s) to provide a proposal on the additional services and shall submit
proposals to the City of Denton as instructed. All prices are subject to negotiation with a Best and Final Offer
(“BAFO”). The City of Denton may accept or reject any or all pricing proposals, and may issue a separate
solicitation for the services/products after rejecting some or all of the proposals. The commodities and services
covered under this provision shall conform to the statement of work, specifications, and requirements as outlined in
the request. Contract changes shall be made in accordance with Local Government Code 252.048
19. SAFETY AND ENVIRONMENTAL HAZARDS
The City does not warrant or guarantee against the possibility that safety or environmental hazards or potential
hazards (including premises and special defects) may exist at the City’s facilities. The Contractor shall be
responsible for identifying any hazardous conditions and notifying the City of these conditions in writing no later
than 30 days after contract award and prior to initiation of service delivery on the property. This will be
accomplished by the Contractor conducting an environmental assessment and an occupational health, and safety
inspection of the service bay or field service areas by competent, qualified and appropriately licensed practitioners.
The costs of these inspections and any subsequent corrective action will be negotiated between the City and the
Contractor.
All contractors to the City of Denton are required to ensure absolute safety standards are applied and enforced.
The City of Denton will not be responsible for individual contractor safety, and the awarded contractor shall not hold
the City of Denton responsible. Known hazards shall immediately be reported and all safety precautions shall be
taken to prevent potential safety issues from occurring.
20. CONTRACTOR STANDARDS OF PERFORMANCE
Monthly Time Standards - Contractors shall fully understand that the City relies on the product or service of the
solicitation to provide vital municipal services, and the availability and reliability of the equipment is of the essence.
With this in mind, the Contractor shall meet the following performance standards at all times. Labor disputes,
strikes, and other events, except those beyond the Contractor's control such as acts of God, shall not relieve the
Contractor from meeting these standards. For service category, the Contractor must ensure the given level of
service is achieved, within the designated number of working hours.
Contractor shall deliver goods or services within specified delivery times for 95% of all orders.
21. ANTICIPATED PROBLEMS AND PROPOSED SOLUTIONS
Respondent shall offer written observations, based upon previous experiences in public projects of this magnitude,
addressing any anticipated problems and offer proposed solutions to those problems.
22. ADDITIONAL GENERAL REQUIREMENTS
A. Prior to commencement of the services, the City and selected individual or business will conduct an initial
meeting to review the overall scope, schedule, deliverables and planning process to implement a successful
program.
B. The awarded Contractor shall provide to the City of Denton, detailed reports of time and services provided to the
City on a monthly basis.
C. Staff available to assist the selected provider is limited; the proposals submitted should not anticipate extensive
staff assistance during equipment repairs or maintenance.
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23. PAYMENT AND PERFORMANCE REQUIREMENTS
a. PAYMENT AND INVOICES:
Payment processing: The City review, inspection, and processing procedures for invoices ordinarily require thirty
(30) days after receipt of invoices, materials, or services. Submissions which call for payment before thirty (30)
days from receipt of invoice, or cash discounts given on such payment, will be considered only if, in the opinion of
the Purchasing Manager, the review, inspection, and processing procedures can be completed as specified. It is
the intention of the City of Denton to make payment within thirty days after receipt of valid invoices for which items
or services have been received unless unusual circumstances arise. The 30 day processing period for invoices will
begin on the date the invoice is received or the date the items or services are received, whichever is later.
Direct deposit for payments: Contractors are encouraged to arrange for receiving payments through direct
deposit. Information regarding direct deposit payments is available from the City of Denton Purchasing website:
www.dentonpurchasing.com.
Invoices shall be sent directly to the City of Denton Accounts Payable Department, 215 E McKinney St, Denton,
TX, 76201-4299. A pro-forma invoice shall be sent to the contract administrator as identified in the Notice to
Proceed. It is the intention of the City of Denton to make payment on completed orders within thirty days after
receipt of invoice or items; whichever is later, unless unusual circumstances arise. Invoices must be fully
documented as to labor, materials, and equipment provided, if applicable, and must reference the City
of Denton Purchase Order Number in order to be processed. No payments shall be made on invoices
not listing a Purchase Order Number.
b. PAYMENT TO PERFORMANCE MILESTONES
Awarded contractor shall prepare and submit invoices after completion of specific project milestones. The
invoice shall detail the major milestones accomplished and detailed cost information for project. These milestones
shall be submitted to the City of Denton and the City’s Project Staff shall review such for completion and accuracy,
prior to payment authorization.
c. TAX EXEMPTION
The City of Denton qualifies for sales tax exemption pursuant to the provisions of Article 20.04 (F) of the Texas
Limited Sales, Excise and Use Tax Act. Any Contractor performing work under this contract for the City of Denton
may purchase materials and supplies and rent or lease equipment sales tax free. This is accomplished by issuing
exemption certificates to suppliers. Certificates must comply with State Comptroller’s ruling #95-0.07 and #95-0.09.
24. SUBMISSION ERRORS
Prices offered shall be used for submission analysis and for agreement pricing. In case of errors in the pricing
extension or totals, the unit pricing offered by the respondent will govern.
25. RIGHT TO PROTEST
Any interested party who is aggrieved in connection with a solicitation or award of a contract above the formal
threshold may protest to the Procurement Director. Protests based upon alleged improprieties in a solicitation that
are apparent before the solicitation due date shall be filed not less than five (5) working days before the solicitation
due date. In all other cases, protests shall be filed within five (5) days of notice of intent to award or in the absence
of a notice of intent to award, prior to the award date. Filing of a protest must be in accordance with Article 12 of
the Procurement Policy Manual found on the City of Denton webpage, Materials Management department page,
under the Standard Terms, Conditions, and Policies section.
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5
3
General Provisions - Additional for Goods & Services
1. PREFERENCES
A. LOCAL PREFERENCES
1. It is the intent of the City of Denton to comply with Sections 271.905 and 271.9051 of Texas Local Government
Code allowing for consideration of the location of a bidder’s principal place of business in award of a bid.
2. Scope-This policy applies to the purchase of real property and personal property that is not affixed to real
property or services (including construction services) through a Competitive Bid.
Lowest Responsible Bid – Price is the single determinant factor when awarding a bid to a responsible
bidder.
Best Value Bid – Price is only one of a number of determining factors that are weighted for evaluation
purposes. (Texas Local Government Code 252.043
3. Criteria
A. Lowest Responsible Bids
A five percent (5%) price differential will apply to construction bids less than $100,000 and all other
bids, including services, less than $500,000. Excludes telecommunication and information services.
A three percent (3%) price differential will apply to bids, excluding construction and services, greater
than $500,000.
The chart below is a summary of the criteria for Lowest Responsible Bids:
oLocal Government Code
271.9051
oLocal Government Code 271.905
o 5% price differential o 3% price differential
o Construction bids less than
$100,000
o All other bids, excludes construction and
services, greater than $500,000
o All other bids, including
services, less than $500,000
B. Best Value Bids-Price is only one of a number of determining factors that are weighted for evaluation
purposes as provided in Local Government Code 252.043. As a result, an additional weighted factor will be
added to all such bids for bidders meeting local preference criteria. The appropriate weight, either 5% or 3%,
will be consistent with the criteria outlined in the chart above.
C. Local Bidder Preference Consideration Application
A new and complete application must be submitted with each competitive bid by the due date, including
a Tax Certification from the Denton County Tax Assessor/Collector.
This application serves to ensure the qualification of a bidder as a local bidder and serves as the basis
for meeting the statute’s requirement that the governing body find, in writing, that a bidder is a local
bidder.
D. Bidders seeking local preference must meet all specifications and minimum requirements contained in the
bid documents.
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E. Exceptions-This policy does not apply to purchases obtained through a Request for Qualifications (RFQ),
Request for Proposals (RFP), bids involving Federal funds, Cooperative Programs or Interlocal Agreements.
F. Award of Contract-The City Council may award a competitively bid contract to the lowest responsible
bidder, local bidder or reject all bids.
B. VENDORS THAT MEET OR EXCEED AIR QUALITY STANDARDS
1. This section applies only to a contract to be performed, wholly or partly, in a non-attainment area or in an
affected county, as those terms are defined by Section 386.001, Health and Safety Code.
2. A governmental agency procuring goods or services may:
give preference to goods or services of a vendor that demonstrates that the vendor meets or exceeds any
state or federal environmental standards, including voluntary standards, relating to air quality; or
require that a vendor demonstrate that the vendor meets or exceeds any state or federal environmental
standards, including voluntary standards, relating to air quality.
The preference may be given only if the cost to the governmental agency for the goods or services would not
exceed 105 percent of the cost of the goods or services provided by a vendor who does not meet the
standards.”
2. PERFORMANCE LIQUIDATED DAMAGES
The Contractor shall incur contractual payment losses, as initiated by the City for performance that falls short of
specified performance standards as outlined below:
Delivery beyond contracted lead times
Performance below contracted levels (services only)
The Contractor shall be assessed a one (1%) percent fee each month when any one of the performance standards
outlined above are not met in full. The Contractor shall be assessed a two (2%) percent profit fee each month when
any two (2) or more performance standards outlined above are not met in full. At the end of each month, the City
will review the monthly reports and determine the percentage of penalty to be assessed to the Contractor’s monthly
profit margin.
3. WARRANTIES
The contractor shall provide a warranty that is standard in the industry. Repair or Maintenance of fleet not
performed to industry standards shall be accomplished at the contractor’s expense, at the option of the City.
4. QUANTITIES
The quantities indicated on the Pricing Sheet are estimates based upon the best available information. The City
reserves the right to increase or decrease the quantities to meet its actual needs without any adjustments in the
prices. Individual purchase orders will be issued on an as needed basis.
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5. SAMPLES
Respondents must make samples available upon request by the City of Denton prior to award with no costs to the
City.
6. AUTHORIZED DISTRIBUTOR
The respondent shall be the manufacturer or authorized distributor of the proposed products. The distributor shall
be authorized to sell to the City of Denton, and make available the manufacturer’s representative as needed by the
City.
7. SUBSTITUTIONS
Substitutions are not permitted without the written approval of The City of Denton Purchasing Department. If
specific manufacturers, brands or part numbers are listed in the exhibits, the City will not accept substitutes. If the
manufacturer part numbers provided has been updated, but do not change the material functionality, please note
the change in bid exceptions.
8. SHIPPING, DELIVERY, AND PACKAGING
Identification of Shipments:
In addition to the complete destination address, each delivery must be clearly marked with the purchase order
number. Each shipment must be accompanied by a packing slip.
Packaging and Labeling:
All items shipped must be properly labeled, with weather resistant labeling, showing the brand name, package
quantity, lot number (if applicable) and any other necessary identifying information.
Special Delivery Requirements:
City Department representatives may have specific, internal delivery rules and policies. These will be provided on
each purchase order issued. The contractor(s) will be required to adhere to those requirements.
Hours of Delivery:
Delivery shall be made during the hours of 8:00 am to 3:00 pm (CST) unless prior approval for after-hours delivery
has been obtained from the City. In the event of any approval by the City for after-hours delivery, Contractor may
not invoice any additional charges for that delivery. Contractor is encouraged to obtain City's hours of operation at
time of order.
Delivery Schedule:
Respondent's shall furnish, in the space indicated on the price sheet, a delivery schedule for each line item as to
time required for delivery after receipt of order (ARO) under normal conditions. Delivery Days means calendar
days, unless otherwise specified. Failure to state delivery time may disqualify Respondent. The City of Denton, at
its sole option, may choose to negotiate delivery times.
Delivery Delays:
If delay is foreseen, Contractor shall give written notice to the City and must keep City advised at all times of the
status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes
the City to purchase goods and services of this solicitation elsewhere and charge any increased costs for the
goods and services, including the cost of re-soliciting, to the Contractor. Failure to pay a damage assessment is
cause for contract cancellation and/or removal of the contractor from the City's authorized list of suppliers.
Deadline: 12/4/2024 01:00 PM (CT)8700Page 20 of 27 pages
Compliant Products:
Providing products or materials which do not meet all specification requirements does not constitute
delivery.Delivery does not occur until the contractor delivers products ormaterials in full compliance with the
specifications to City's F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the
Customer. City reserves the right to require new delivery or a refund in the event that materials or products not
meeting specifications are discovered after payment has been made.
Restocking Fee:
The City may request that a contractor accept return of merchandise already delivered or that a contractor cancel
an order prior to delivery. If the return is required through no fault of the contractor, the contractor may request a
reasonable restocking charge. The Customer may pay a restocking charge if the City determines that the charge is
justifiable. As a guideline, such charges shall not exceed 10%. There shall be no fees charged for cancellation of
an order prior to shipment by the Contractor.
5
4
Bid Acceptance
I have read and understand the Terms and Conditions, Specifications, and Insurance requirements, contained
herein, and further agree to abide and accept said Terms, Conditions and Specifications.
Yes Yes - with exceptions (Please Select)
(Required: Check only one)
5
5
Bid Acceptance Exceptions
If you answered yes - with exceptions to the above question please list the exceptions.
(Additional exceptions will not be allowed during the negotiation process)
(Optional: Maximum 4000 characters allowed)
5
6
Additional Agreement
Any additional agreement that the supplier wishes to have considered as part of the resulting contract shall be
attached and submitted with the response to this solicitation. Any agreement that is submitted after the closing
date of the solicitation shall not be considered. Please note that agreements in direct conflict with the terms and
conditions of this solicitation may result in rejection of your response to the solicitation.
Acknowledged
(Required: Check if applicable)
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5
7
Acknowledgement
The undersigned agrees this submission becomes the property of the City of Denton after the official opening.
The undersigned affirms he has familiarized himself with the specification, drawings, exhibits and other documents;
the local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling
and storage of materials and equipment; and all other matters that will be required for the work before submitting a
response.
The undersigned agrees, if this submission is accepted, to furnish any and all items/services upon which prices are
offered, at the price(s) and upon the terms and conditions contained in the specification; The period for acceptance
of this submission will be 120 calendar days unless a different period is noted.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been
prepared in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of
this submission have not been communicated to any other respondent or to any employee of the City of Denton
prior to the acceptance of this submission.
Respondent hereby assigns to the City any and all claims for overcharges associated with this contract which arise
under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of
the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.
The undersigned affirms that they have read and do understand the specifications, all exhibits and attachments
contained in this solicitation package.
The undersigned agrees that the solicitation package posted on the website are the official specifications and shall
not alter the electronic copy of the specifications and/or pricing sheet, without clearly identifying changes.
The undersigned understands they will be responsible for monitoring the City of Denton Purchasing Website at: City
of Denton Solicitations to ensure they have downloaded all addendum(s).
I certify that I have made no willful misrepresentations in this submission, nor have I withheld information in my
statements and answers to questions. I am aware that the information given by me in this submission will be
investigated, with my full permission, and that any misrepresentations or omissions may cause my submission to be
rejected.
Acknowledge
(Required: Check if applicable)
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5
8
Certificate of Interested Parties Electronic Filing
In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.
The law states that the City may not enter into this contract unless the Contractor submits a disclosure of interested
parties (Form 1295) to the City at the time the Contractor submits the signed contract. The Texas Ethics
Commission has adopted rules requiring the business entity to file Form 1295 electronically with the Commission.
Contractor will be required to furnish an original Certificate of Interest Parties before the contract is
awarded, in accordance with Government Code 2252.908.
The contractor shall:
1. Log onto the State Ethics Commission Website at :
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
2. Register utilizing the tutorial provided by the State
3. Print a copy of the completed Form 1295
4. Enter the Certificate Number on page 2 of this contract.
5. Sign the Form 1295
6. Email the form to purchasing@cityofdenton.com with the contract number in the subject line. (EX: Contract
1234 - Form 1295)
The City must acknowledge the receipt of the filed Form 1295 not later than the 30th day after Council award.
Once a Form 1295 is acknowledged, it will be posted to the Texas Ethics Commission's website within seven
business days.
Acknowledge
(Optional: Check if applicable)
Bid Lines
1 Section A - Sports Officials
(Line excluded from response total)
2 Youth Basketball 6U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
45min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
3 Youth Basketball 8U-12U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 23 of 27 pages
4 Adult Basketball
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
55min Game Slot (including warm-up, half time, changeover)
3 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
5 Youth Flag Football 6U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
45min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
6 Youth Flag Football 8U-12U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
7 Adult Flag Football
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
8 Youth Volleyball 8U-14U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
60min Game Slot (including warm-up, half time, changeover)
3 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
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9 Adult Volleyball
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
55min Game Slot (including warm-up, half time, changeover)
3 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
0
Adult Kickball
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
1
Youth Outdoor Soccer 6U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
45min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
2
Youth Outdoor Soccer 8U-11U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
3
Adult Outdoor Soccer
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 2
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
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1
4
Youth Indoor Soccer 4U-5U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
45min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
5
Youth Indoor Soccer 8U-11U
(Response required)
Per Official :$Total:$
Item Notes:Max Number of Officials Needed Per Game: 1
60min Game Slot (including warm-up, half time, changeover)
2 Seasons per year
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
1
6
Assigning Fee (per Official)
(Response required)
Per Official:$Total:$
Supplier Notes:
No bid
Additional notes
(Attach separate sheet)
Deadline: 12/4/2024 01:00 PM (CT)8700Page 26 of 27 pages
Supplier Information
Company Name:
Contact Name:
Address:
Phone:
Fax:
Email:
Supplier Notes
The undersigned agrees this submission becomes the property of the City of Denton after the official opening. The
undersigned affirms they have familiarized themselves with the specification, drawings, exhibits and other documents; the
local conditions under which the work is to be performed; satisfied himself of the conditions of delivery, handling and
storage of materials and equipment; and all other matters that will be required for the work before submitting a response.
The undersigned affirms that they are duly authorized to execute this contract, that this submission has not been
prepared in collusion with any other respondent, nor any employee of the City of Denton, and that the contents of this
submission have not been communicated to any other respondent or to any employee of the City of Denton prior to the
acceptance of this submission. The undersigned affirms that they have read and do understand the specifications, all
exhibits and attachments contained in this solicitation package. I certify that I have made no willful misrepresentations in
this submission, nor have I withheld information in my statements and answers to questions. I am aware that the
information given by me in this submission will be investigated, with my full permission, and that any misrepresentations or
omissions may cause my submission to be rejected.
Print Name Signature
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