City of DallasRequest for Competitive Sealed Proposals

ForPromotional Examination Administrator

BRZ1705

SECTION 1 – BACKGROUND 1.1 PurposeThe City of Dallas (hereinafter, “the City”) seeks proposals from qualified vendors to develop and administer the promotional examination processes for the Dallas Fire Recue Department and the Dallas Police Department for a term of thirty-six (36) months. These promotional examinations will be based on existing comprehensive job analyses. The specifications are detailed below by categories, Group 1 – Fire and Group 2 – Police. Vendors may bid on Group 1, Group 2, or both.

1.2 Background – GeneralThe Police and Fire Departments are not unionized. However, the City does have a meet and confer agreement with the Police and Fire Associations. There are no current issues pertaining to testing and no pending litigation or consent decrees at this time involving City of Dallas tests.

1.3 Vendor RequirementsVendor will provide all personnel, equipment, tools, materials, supervision, and other items and non-personnel services necessary to conduct the promotional examination for each rank listed. Vendor shall utilize employees who have the qualifications, education, experience, training and certifications necessary to provide all services as described in this RFCSP. Vendor shall dedicate a sufficient number of employees to provide all services in the manner required by and within the time requirements of the contract. The vendor shall conduct an initial kick-off meeting with the City to present a Plan of Action and Milestones for project execution within two weeks of date of contract execution. Vendor shall be available to conduct weekly conference calls or in-person meetings as requested by the City.

The City will be responsible for obtaining hotel accommodations for evaluators and vendor, catering, and transportation from the hotel to the assessment center facility, if applicable.

SECTION 2 – STATEMENT OF EXPERIENCE 2.1 ExperienceThe qualifications and operational capabilities of prospective vendors are fundamental criteria which the City will assess in selecting the most advantageous Proposer(s).

Vendor shall have all of the following qualifications: A minimum of five years’ experience in the field of Industrial-Organizational Psychology with particular

emphasis on designing and conducting promotional examinations in fire/police department settings. Experience conducting public safety promotional testing for large governmental agencies similar to the City

of Dallas, TX. Experience in designing written exams and assessment centers for Fire and/or Police Department positions. Experience in statistical analyses. Experience facilitating group meetings (e.g., focus groups, orientations). An understanding of the requirements and professional standards as outlined in the Uniform Guidelines on

Employee Selection Procedures, Principles for the Validation and Use of Personnel Selection Procedures, and other rules and regulations that govern testing.

Experience developing testing instruments based on job analysis results. Experience working with concepts, practices, and procedures in the area of test development. Experience developing and validating examinations including multiple-choice written examinations,

assessment centers and other employment tests. Experience writing formal written exam and assessment center reports. Experience providing expert testimony in fire/police cases.

Vendor shall be available, throughout the term of the contract, to meet with the City, in person, five to ten times at the discretion and request of the City.

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SECTION 3 – FIRE SPECIFICATIONS (GROUP 1)

3.1 BackgroundThe City of Dallas Civil Service Department develops and administers entry level and promotional examinations for the Dallas Fire Rescue Department. The Fire Operations uniformed ranks for which there are Civil Service examinations include Fire Rescue Officer Trainee, Driver Engineer, Lieutenant, Captain, and Battalion Chief. The Fire Prevention uniformed ranks for which there are Civil Service examinations include Fire Prevention Officer Trainee, Senior Fire Prevention Officer, Lieutenant, Captain, and Section Chief. Classification specifications for these ranks may be found in the attached document, Fire Class Specifications (Operations and Prevention). The classification specifications describe the purpose of the position, the essential functions, the KSAOs required to perform the work, special requirements, and the working conditions and hazards. The upcoming examinations for the Fire Rescue ranks will be based on results from comprehensive job analyses. The City has determined the need to conduct promotional examinations for all Fire Rescue ranks in 2017 and all Fire Prevention ranks in 2018. The current Civil Service selection strategies implemented for the four lowest ranks (Fire Rescue Officer Trainee, Driver Engineer, Fire Prevention Officer Trainee, Senior Fire Prevention Officer) use 100 item multiple-choice written examinations only. The promotional strategies for the remaining ranks employ multiple-choice written examinations and assessment centers. Historically, the City has used three to four exercises in the assessment centers. This strategy will be continued to provide continuity between all ranks being tested in 2017. The Fire Rescue Officer Trainee and the Fire Prevention Officer Trainee are not a part of this RFCSP. The minimum qualifications for each rank are described in the Civil Service Rules which are located at http://dallascityhall.com/departments/civilservice/DCH%20Document/civilservice_rules.pdf .

The numbers of candidates who participated in the last round of promotional processes for each rank are listed below.

Classification Written Exam Assessment CenterFire Operations Battalion Chief (2013) 38 31Fire Operations Captain (2013) 95 80Fire Operations Lieutenant (2014) 173 119Driver Engineer (2014) 507 N/AFire Prevention Section Chief (2012) 5 3Fire Prevention Captain (2012) 11 7Fire Prevention Lieutenant (2012) 27 15Senior Fire Prevention Officer (2013) 18 N/A

The traditionally used assessment center exercises for each rank are listed below.

Classification Assessment Center ExercisesFire Operations Battalion Chief (2013) In-basket, operational exercise, and oral presentationFire Operations Captain (2013) Operational, personnel, and policy exercisesFire Operations Lieutenant (2014) Operational, personnel, and policy exercisesFire Prevention Section Chief (2012) In-basket, operational, personnel, and policy exercisesFire Prevention Captain (2012) Operational, personnel, and policy exercisesFire Prevention Lieutenant (2012) Operational, personnel, and policy exercises

Historically, the Fire Prevention assessment centers for Lieutenant, Captain, and Section Chief are administered in this order during the same week, one day for each rank. Evaluators are trained together and shared appropriately (e.g. evaluators are at or above the rank tested).

Target test dates (based on testing location availability) for each rank is listed below. Facilities will be provided by and paid for by the City.

Classification Written Exam Assessment CenterFire Operations Battalion Chief TBD* TBDFire Operations Captain 5/9/2017** 7/8/2017-7/12/2017Fire Operations Lieutenant 7/6/2017 TBD

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Driver Engineer September/October 2017 N/AFire Prevention Section Chief Calendar Year 2018 Calendar Year 2018Fire Prevention Captain Calendar Year 2018 Calendar Year 2018Fire Prevention Lieutenant Calendar Year 2018 Calendar Year 2018Senior Fire Prevention Officer Calendar Year 2018 N/A

*Examination may be provided by City of Dallas Civil Service Department. Vendor should still provide pricing for examination. **The City will send out any required notices for the May 9, 2017 examination.

SECTION 4 – PROJECT UNDERSTANDING AND SCOPE

4.1 ObjectivesThe purpose of the promotional examination process is to

Develop valid examination instruments (one-hundred item multiple choice examinations and assessment centers as applicable) for the ranks of Fire Operations Battalion Chief, Operations Captain, Operations Lieutenant, Driver Engineer, Fire Prevention Section Chief, Prevention Captain, Prevention Lieutenant, and Senior Fire Prevention Officer.

Allow the City to promote individuals based on essential KSAOs required for the job. Help engender the community’s confidence in the City and Fire Rescue Department by maintaining a

knowledgeable and qualified workforce.

4.2 Scope of Work The scope of the project is limited to employees within the City. These employees will serve as the subject

matter experts (SME) for the various stages of the test development process (e.g., job observations, focus groups, item reviews, etc.), and the Vendor will be expected to consult with the SMEs.

Provide evaluators for assessment centers. The evaluators will be at or above the level being assessed and will be from cities comparable to the City of Dallas in size.

Provide a proposed project plan with timelines for each rank listed. The timelines shall include estimated time span for each step of the test development process, estimated incumbent and supervisor time requirements for each step requiring SME participation.

Vendor shall conduct the test development in compliance with applicable laws and professional standards of the testing industry.

Develop the selection instruments. The test development process shall include: o Conducting field observations and/or focus group meetings to gain the required understanding of

the position. o Providing a candidate orientation video to help candidates prepare for the written examination and

a mechanism for answering candidates’ questions. (60 days prior to test)o Developing all multiple-choice items for the 100-item written exam.o Conducting SME reviews of items to ensure item quality, relevance, and content validity.o Constructing final exam and creating alternate forms and answer keys as needed. o Conducting a pass-point session for the written exam, using the modified Angoff or other

appropriate method, to determine a legally defensible cut score.o Conducting written exam challenge process (4 days of challenges, 2 days of comments, 1 day

challenge review panel). This includes writing staff responses to challenged test items.o Providing a minimum of three separate days for on-site candidate orientations for the assessment

center process for each rank tested to accommodate three shifts.o Obtaining external evaluators from comparable cities to participate in the assessment center.o Developing the assessment center exercises.o Conducting SME reviews of the assessment center exercises to ensure exercise quality, relevance

and content validity.o Developing behaviorally anchored rating scales for each assessment center exercise.o Providing on-site evaluator training prior to the administration of the assessment center to include

at a minimum the training agenda, descriptions of the dimensions assessed, behavioral observation training, common rating errors, and mock exercise evaluation for calibration purposes.

o Scheduling candidates and evaluators for the assessment center administration.o Administering the assessment center over a three day period (one exercise per day).

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o Providing results of the assessment center process to candidates including a combined written exam and assessment center score using the weights outlined by the job analysis.

o Ensuring test security before during and after the assessment center.

More detailed descriptions of the test development process can be found in the attached document, Promotion Exam Activities.

Focus group meetings and orientation sessions shall be held in City offices. They cannot be conducted via webinar or phone conference. The City will provide assistance in coordinating SME participation and securing meeting facilities.

Conduct statistical analyses on examination process. Vendor shall provide a written exam and assessment center report as applicable for each rank. Vendor shall provide price quotes for each rank to be assessed and each component of the testing process

(written exam and assessment center). Refer to the attached document, Price Sheet – Fire.o One quote for each of the 8 written exams listed in section 3.1.o One quote for each of the 6 assessment centers listed in section 3.1.o One quote for each of the 8 ranks listed in section 3.1.

The City of Dallas reserves the right to award contracts for any of the ranks listed or any individual test component.

SECTION 5 – POLICE SPECIFICATIONS (GROUP 2)

5.1 BackgroundThe Police uniformed ranks for which there are Civil Service examinations include Police Officer Trainee, Senior Corporal, Sergeant, and Lieutenant. Classification specifications for these ranks may be found in the attached document, Police Class Specifications. The classification specifications describe the purpose of the position, the essential functions, the KSAOs required to perform the work, special requirements and the working conditions and hazards. The upcoming examinations for the Police ranks will be based on results from comprehensive job analyses. The City has determined the need to conduct promotional examinations for Police ranks in 2017. The current Civil Service selection strategies implemented for the two lowest ranks (Police Officer Trainee and Senior Corporal) use 100 item multiple-choice written examinations only. The promotional strategies for the remaining ranks employ 100 item multiple-choice written examinations and assessment centers. Historically, the City has used three to four exercises in the assessment centers. This strategy will be continued to provide continuity between all ranks being tested in 2017. The Police Officer Trainee is not a part of this RFCSP. The minimum qualifications for each rank are described in the Civil Service Rules which are located at http://dallascityhall.com/departments/civilservice/DCH%20Document/civilservice_rules.pdf .

The numbers of candidates who participated in the last round of promotional processes for each rank are listed below.

Classification Written Exam Assessment CenterPolice Lieutenant (2013) 124 94Police Sergeant (2014) 226 153Police Senior Corporal (2015) 579 NA

The traditionally used assessment center exercises for each rank are listed below.

Classification Assessment Center ExercisesPolice Lieutenant (2013) In-basket, operational exercise, and oral presentationPolice Sergeant (2014) In-basket, operational, and personnel exercisesPolice Senior Corporal (2015) N/A

Target test dates (based on testing location availability) for each rank is listed below. Facilities will be provided by and paid for by the City.

Classification Written Exam Assessment CenterPolice Lieutenant April 25, 2017 June 10-14, 2017

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Police Sergeant May 22, 2017 August 14-18, 2017Police Senior Corporal TBD TBD

SECTION 6 – PROJECT UNDERSTANDING AND SCOPE

6.1 ObjectivesThe purpose of the promotional examination process is to

Develop valid examination instruments (one-hundred item multiple choice examinations and assessment centers as applicable) for the ranks of Police Lieutenant, Sergeant and Senior Corporal.

Allow the City to promote individuals based on essential KSAOs required for the job. Help engender the community’s confidence in the City and Police Department by maintaining a

knowledgeable and qualified workforce.

6.2 Scope of Work The scope of the project is limited to employees within the City. These employees will serve as the subject

matter experts (SME) for the various stages of the test development process (e.g., job observations, focus groups, item reviews, etc.), and the Vendor will be expected to consult with the SMEs.

Provide evaluators for assessment centers. The evaluators will be at or above the level being assessed and will be from cities comparable to the City of Dallas in size.

Provide a proposed project plan with timelines for each rank listed. The timelines shall include estimated time span for each step of the test development process, estimated incumbent and supervisor time requirements for each step requiring SME participation.

Vendor shall conduct the test development in compliance with applicable laws and professional standards of the testing industry.

Develop the selection instruments. The test development process shall include: o Conducting field observations and/or focus group meetings to gain the required understanding of

the position. o Providing a candidate orientation video to help candidates prepare for the written examination and

a mechanism for answering candidates’ questions. (60 days prior to test)o Developing all multiple-choice items for the 100-item written exam.o Conducting SME reviews of items to ensure item quality, relevance, and content validity.o Constructing final exam and creating alternate forms and answer keys as needed. o Conducting a pass-point session for the written exam, using the modified Angoff or other

appropriate method, to determine a legally defensible cut score.o Conducting written exam challenge process (4 days of challenges, 2 days of comments, 1 day

challenge review panel). This includes writing staff responses to challenged test items.o Providing a minimum of three separate days for on-site candidate orientations for the assessment

center process for each rank tested to accommodate three shifts.o Obtaining external evaluators from comparable cities to participate in the assessment center.o Developing the assessment center exercises.o Conducting SME reviews of the assessment center exercises to ensure exercise quality, relevance

and content validity.o Developing behaviorally anchored rating scales for each assessment center exercise.o Providing on-site evaluator training prior to the administration of the assessment center to include

at a minimum the training agenda, descriptions of the dimensions assessed, behavioral observation training, common rating errors, and mock exercise evaluation for calibration purposes.

o Scheduling candidates and evaluators for the assessment center administration.o Administering the assessment center over a three day period (one exercise per day).o Providing results of the assessment center process to candidates including a combined written

exam and assessment center score using the weights outlined by the job analysis.o Ensuring test security before during and after the assessment center.

More detailed descriptions of the test development process can be found in the attached document, Promotion Exam Activities.

Focus group meetings and orientation sessions shall be held in City offices. They cannot be conducted via webinar or phone conference. The City will provide assistance in coordinating SME participation and securing meeting facilities.

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Conduct statistical analyses on examination process. Vendor shall provide a written exam and assessment center report as applicable for each rank. Vendor shall provide price quotes for each rank to be assessed and each component of the testing process

(written exam and assessment center). Refer to the attached document, Price Sheet – Police.o One quote for each of the 3 written exams listed in section 5.1.o One quote for each of the 2 assessment centers listed in section 5.1.o One quote for each of the 3 ranks listed in section 5.1.

The City of Dallas reserves the right to award contracts for any of the ranks listed or any individual test component.

SECTION 7 – OUTLINE FOR RFCSP SUBMITTAL

7.1 ProposalAll proposals shall be submitted in a sealed envelope clearly marked with “BRZ1705 Promotional Examination Administrator” and include the due date and time. All submittals shall include one complete, original proposal marked “ORIGINAL”, seven (7) complete identical copies of the original proposal, one electronic copy on a flash drive or CD, and other related documentation required by this RFCSP.

All proposals shall be received at the address below no later than 2:00 p.m. on the due date. All proposals shall be addressed to:

City of DallasBusiness Development and Procurement Services

Attention: Elizabeth Maldonado1500 Marilla St., Room 3FN

Dallas, TX 75201

Any proposals received after 2:00 p.m. on the due date will be considered late and non-responsive and returned to the applicant unopened. The City reserves the right to reject any and/or all proposals or waive irregularities.

Responses should include the following sections:

Cover Letter Table of Contents The name of the Proposer’s legal entity that will be providing service to the City A short description of the Proposer’s corporate structure, including the name of the parent company, if any,

and affiliates doing business in Texas. Provide an organizational chart showing the structure to be used for this specific project and the roles and locations of each team member. Identify any additional personnel the proposer or a sub consultant team would need to hire in order to complete this project in a timely manner.

Identify all subcontractors involved in this project including company name, primary contact person and contact information.

Provide a brief history of the company including the number of years in the business of providing services similar to the requirements of this solicitation.

Describe the firm’s experience and understanding of the following requirements:o The requirements and professional standards as outlined in the Uniform Guidelines on Employee

Selection Procedures, Principles for the Validation and Use of Personnel Selection Procedures, and other rules and regulations that govern testing.

o Conducting test development in a fire and police department setting.o Designing, administering and analyzing selection instruments.o Developing testing instruments based on job analysis results.o Developing and validating examinations. o Providing expert testimony for fire and police cases.

Briefly describe the firm’s approach to this project. The proposer may provide the firm’s general approach to projects of this nature; however, the approach should specifically address issues, concerns, methodology, etc. that may be important for this project and indicate the firm’s suitability for the project.

Provide references for test development projects for Fire and Police Departments similar in size to Dallas, TX.

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Provide sample timelines for test development projects developed for Fire and Police Departments similar in size to Dallas, TX.

7.2 Methodology / Operation Provide resumes of staff expected to be assigned to this project and describe their roles and responsibilities. Indicate who will be the primary contact for the City. Provide a proposed project plan with timelines. The timelines shall include estimated time span for each

step of the test development and administration, estimated incumbent and supervisor time requirements for each step requiring SME participation, as well as the resulting test development report.

Proposer may recommend multiple approaches. Describe the proposed methodology to develop the selection instruments including: A description of the test development process. Statistical methodology or the methods to analyze data. Pass point setting process. The final product(s) that will be provided to the City. Sample multiple choice test items and assessment center exercises of what will be used in this City of

Dallas project. A list of all materials with descriptions that will be provided to the City.

SECTION 8 – RELEVANT PROPOSAL INFORMATION

8.1 Pre-proposal ConferenceThe City shall hold a pre-proposal conference for potential Proposers concerning the City’s requirements. The pre-proposal conference will be held at 10:00 a.m. on December 7, 2016 at Dallas City Hall, 1500 Marilla St., L1FN Room C, Dallas, TX 75201. This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-qualification conference, it will be posted as an addendum online for all potential Proposers to view. This RFCSP shall only be modified by written addendum. Verbal agreements or statements are not official and are non-binding on the City.

8.2 RFCSP InquiriesDuring the Solicitation process, all inquiries and requests for information regarding this RFCSP shall be submitted in writing to: Elizabeth.maldonado@dallascityhall.com .

All requests for information shall be submitted prior to the established RFCSP cutoff date and time. The cut off time for questions is no later than two 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 proposers. 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 proposal negotiations, decisions or actions initiated by any proposers as a result of any verbal discussion with any City employee shall be binding upon the City of Dallas. Only proposers will be notified of any communications after the proposal 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 proposers from further consideration of this RFCSP.

During the initial review of the RFCSP and preparation of proposals, proposer(s) may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this RFCSP is unclear, proposer(s) shall submit written questions to the buyer in time to allow the City to answer the questions and distribute written responses to all proposers 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.

8.3 Opening of ProposalsProposals will be opened by the City at 2:00 p.m. the day following the due date so as to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets,

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confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

8.4 Selection of Best Qualified Proposals An evaluation committee will review the proposals submitted by all proposers. On the basis of the evaluation criteria, the City will determine which proposal(s) 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.

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.

The City of Dallas or its representative reserves the right to cancel this agreement anytime if the services are deemed unsatisfactory.

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

8.6 Discussion with Reasonably Qualified ProposersThe 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. If discussions or interviews are held, the buyer may request best and final offers.The request for best and final offers may include:

Notice that this is the opportunity to submit written best and final offers. Notice of the date and time for submission of the best and final offer. Notice that if any modification is submitted, it shall be received by the date and time specified or it may

not be considered.Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the City of Dallas, considering price or cost and the evaluation factors in the RFCSP.

After the most advantageous proposer(s) has been identified, contract negotiations may commence. If at any time contract negotiation activities are judged to be ineffective, Purchasing will cease all activities with the respondent and begin contract negotiations with the next highest ranked respondent. This process may continue until either both the respondent and Business Development and Procurement Services executes a completed contract or Business Development and Procurement Services determines that no acceptable alternative proposal exists.

The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications. Therefore, each proposal should contain the Respondent’s best terms from a price and technical standpoint.

8.7 Rejection or Acceptance of ProposalsThis 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.

The City will require the recommended proposer to sign the necessary contract documents prepared by the City Attorney's Office. A sample contract is included as an attachment.

8.8 Late & Withdrawn ProposalsProposals offered to the City after the time and date due will not be accepted. Any proposal may be withdrawn prior to the scheduled due date.

8.9 Confidentiality

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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. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information.

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

Reason to believe collusion exists among the proposers. The proposer is involved in any litigation against the City of Dallas. 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.

SECTION 9 – INVOICINGInvoices shall reflect pricing in the contract provided to the City with the proposal submittal. Invoices submitted for payment shall include the following:

Vendor name and remit address as listed with the City of Dallas. Service location address and Unit that requested service(s) Date of service delivery Contract number including the name of person that authorized the order Quantity, unit cost and extended cost. (The City of Dallas does not pay sales tax.) Total cost of the order. (No delivery or freight charges shall be included.)

Invoices without proper order reference information shall be returned to the vendor for correction. Service provider will invoice the Civil Service Department for completed work. Under no circumstances will the City make payments in advance of services rendered. All invoices are to be sent to: City of Dallas, Civil Service Department, 1500 Marilla St., Room 1C South, Dallas, TX 75201.

SECTION 10 – CONTRACTThe successful proposer will be required to execute a contract in substantially the form as Sample Contract of these specifications. The form will be tailored by the City Attorney to meet the particular requirements of this procurement. All proposers are expected to submit their proposal on the basis of the requirements of these specifications, including the form contract. Proposers are responsible for reviewing the form contract carefully and seeking private legal advice if question arises regarding the legal aspects of the contract.

SECTION 11 – INSURANCE REQUIREMENTSThe awarded vendor must provide a certificate of insurance evidencing proof of insurance coverage listed in the Insurance Attachment Requirement within fifteen (15) days of award. The City of Dallas will be provided a Waiver of Subrogation Waiving Rights of Recovery against the City 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.

SECTION 12 – METHOD OF AWARDThe City reserves the right to award by the method deemed most advantageous to the City.

The City will require the selected proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the successful proposers and the City of Dallas.

No work shall commence until the contract document(s) are signed; and proposer has provided necessary evidence of insurance as required.

In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected proposer(s) and commence negotiations with another proposer.

If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities.

Misrepresentation of the proposers’ ability to perform as stated in the proposal may result in cancellation of the contract award.

The City of Dallas reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available.

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The City of Dallas will require the Contractor to sign the necessary contract documents prepared by the City Attorney’s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee.

Contract award will be subject to approval by the Dallas City Council. The City of Dallas will require the awarded vendor Contractor to sign the necessary contract documents prepared by the City Attorney’s Office prior to going to Council.

Proposers understand and agree that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for proposers actions.

SECTION 13 – PRICINGPricing provided in the responses will be considered firm for the term of this contract from the date of the award.

SECTION 14 – METHOD OF SELECTIONAll Proposals received by the above referenced due date will be reviewed by an Evaluation Committee as part of a two-step selection process. The first part of this process, proposal review, may result in the creation of a short list to consist of those solution providers that are to be invited to present their solution. The second part of this process is to evaluate and rank the proposers’ proposals including information provided in the presentation.

The City may initiate a Best and Final Offer (BAFO) process with the Proposers who are ranked highest. A recommendation for award of a contract will be made to the proposer(s) that offer the solution that best meets the needs of the City.

SECTION 1 5 – EVALUATION

15.1 Evaluation CriteriaThe Selection Committee will consist of management, and end-user personnel and others designated by the City. This committee will evaluate the proposals based on criteria listed below:

A. Project Understanding & Methodology 35% B. Cost to the City 30% C. Experience & Capability 20%D. Business Inclustion & Development Plan (BID) 15%

TOTAL 100%

As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references.

15.2 Basis of EvaluationIt is each proposer’s responsibility to effectively communicate their qualifications, services and products to the City of Dallas by thoroughly responding to each requirement contained in this RFCSP.

The evaluation is based upon the following criteria:

A. Project Understanding & Methodology – 35% Proposer’s proposed work plan and approach to project Demonstrated understanding of the scope of work as evidenced in the submittal Proposed approach adequately answers questions Experience working with concepts, practices, and procedures in the area of evaluation and police

staffing Proper attention given to critical issues Confirmation of the proposal’s approach to meet the requirements of the scope of work

B. Cost to the City – 30% Proposers shall quote firm prices. Pricing shall be firm for the duration of the contract. The contract

shall commence on the date of award by the city manager and upon the execution of the contract, as to form by the City Attorney.

Costs not included or calculated in the applicable unit prices as bid shall not be paid by the City, regardless of the intentions of the proposer when the bid was submitted and regardless that those costs were actually incurred.

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Proposals should include all applicable costs. This proposal shall be structured as a service contract.

C. Experience & Capability – 20% Proposers will be evaluated for their success in delivering projects in similar nature to those

provided in these specifications. Each proposer should submit an example of prior work. Vendor qualifications will mirror items listed in section 2.1 located on page 1. Staffing size and types dedicated to the project. Qualifications and experience highlighting expertise and a proven track record of assigned

personnel having significant roles with similar type projects.

D. Business & Inclusion Development Plan (BID) – 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 following information shall be submitted with the proposal and shall include: Submission of an Affirmative Action Plan or Policy – 1% Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204) – 1% Submission of the RFCSP/RFQ Contractors Affidavit History of M/WBE Utilization Form (BDPS-

FRM-205) documenting the history of M/WBE utilization on previous contracts – 4% Submission of the RFCSP/RFQ Contractors Affidavit Type of Work by Prime and Sub-consultant

Form (BDPS-FRM-206) which includes a significant number of diverse M/WBE firms in meaningful roles on the project – 7%

The name, address and telephone number of each M/WBE The description of the work to be performed by each M/WBE; and 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%

The City of Dallas reserves the right to consider any other factors that may be relevant to its needs including other value added services that may be proposed.

SECTION 16 – BUSINESS INCLUSION AND DEVELOPMENT The City encourages Proposers to consider utilization of subcontractors and to provide Minority Business Enterprise and Women Business Enterprise (MBE/WBE) subcontractors with a full and fair opportunity to submit proposals to participate on this contract. Proposers are encouraged to use the suggested voluntary outreach efforts by contacting the Buyer to obtain the necessary forms and instructions.

All proposers will complete and submit the Business Inclusion and Development (BID) forms attached to this RFCSP. The BID packet also includes an overview of the City's program and participation goals established by the Dallas City Council.

Help in preparing the forms may be obtained by contacting a member of the ResourceLink team:

Laura Hurtado214-243-2130

laura.hurtado@dallascityhall.com

SECTION 17 – SUPPLEMENTAL INFORMATIONThe City reserves the right to request additional information from individual proposers, or to request all proposers to submit supplemental materials in fulfillment of the content requirements of this RFCSP, or to meet additional information needs of the City.

The City may review any and all of the services performed by the Consultant under the awarded contract. The City is hereby granted the right to audit, at the City’s election, all of the Consultant’s records and billings relating to the

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performance of this contract. The Consultant agrees to retain such records for a minimum of three years following completion of this contract.

SECTION 18 – PAYMENT Payment will be made within thirty (30) days of receipt of accurate invoice that represents services rendered. No payments will be made from statements. Successful Proposers will ensure that the correct mailing and remittance addresses are on file with the City of Dallas.

SECTION 19 – TERMINATIONThe City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Proposer. The City will compensate Proposer in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such notice.

SECTION 20 – ERROR AND OMISSIONProposers shall not be allowed to take advantage of any error or omission in these specifications. The vendor is required to review these specifications carefully and notify the City Business Development & Procurement Services Department if errors are found.

SECTION 21 – WAGE FLOOR REQUIREMENTOn November 10, 2015 the Dallas City Council passed Resolution 15-2141 which requires prime contractors, awarded general service contracts valued greater than $50,000, and first-tier subcontractors on the contract to pay their employees rendering services on the contract a wage floor of not less than $10.37 per hour.

Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts greater than $50,000 shall be effective immediately on all new contracts awarded after November 10, 2015. Vendors bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract. The City reserves the right to audit such contracts for compliance with the wage floor requirement as mandated by Resolution 15-2141. This requirement does not apply to construction contracts in which prevailing wage of employees is governed by the Davis-Bacon Act as defined in the Texas Local Government Code 2258, purchase of goods, procurements made with grant funds or procurements made through cooperative and/or inter-local agreements.

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

The City Manager shall use the following definitions to administer the benefactors of the “wage floor” for purposes of the referenced resolution:"City" means the City of Dallas, Texas."General Services Contract" means any agreement between the City and any other Person or business to provide general services through an awarded City contract valued greater than $50,000. A General Services Contract for purposes of the Resolution does not include (i) a contract between the City and another governmental entity or public utility, (ii) a contract subject to federal or state laws or regulations that would preclude the application of the application of the wage floor, (iii) or a contract with all services under the contract performed outside of the City of Dallas."Subcontractor" means any Person or business that has entered into its own contract with a prime contractor to perform services, in whole or in part, as a result of an awarded City general services contract."Employee" means any person who performs work on a full-time, part-time, temporary, or seasonal basis, including employees, temporary workers, contracted workers, contingent workers, and persons made available to work through services of a temporary services, staffing or employment agency or similar entity.

Wage Floor Reporting RequirementsContractors awarded City general services contracts as described in the wage floor rate requirement section of this specification shall be required to provide the buyer the residential zip code and respective number of employees directly impacted by the wage floor requirement ten days after Council approval and on January 1 st. but not later than

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January 31st for the term of the contract. The Contractor shall submit the report to the contract administrator during the established period.

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

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