Request for Competitive Sealed Proposals

RFCSP BGZ1802

Facility Management and Operation Services for the

Kay Bailey Hutchison Convention Center Dallas

Date Issued: May 3, 2018

 Table of Contents

1 Introduction 3
2 Purpose 3
3 Background 4
4 Goals 4
5 Roles & Responsibilities 5
6 Scope 6
7 Qualifications 8
8 Submittal Requirements 8
9 Submittal Information and Due Date 12
10 Addenda and Supplemental Information 14
11 Business Inclusion and Development (BID) Plan 14
12 Insurance Requirements 15
13 Payment & Performance Bonds 15
14 Mandatory Pre-Proposal Meeting 15
15 Communication and Inquiries 15
16 Modifications 16
17 Late and Withdrawn Submittals 16
18 Opening and Acceptance of Proposals 16
19 Evaluation and Criteria 16
20 Rejection or Acceptance of Submittals 18
21 Disqualifications of Proposers 18
22 Discussion with Reasonably Qualified Proposers 19
23 Negotiations 19
24 Approval by City Council and Offering of Contract 20
25 Confidentiality 20
26 Ownership 20
27 Conflict of Interest 20
28 Indemnity 21
29 Lobbying by Bidders and Proposers on City Contracts 21
30 Wage Floor 22
31 Environmental 23
32 Certificate of Interested Parties (Form 1295) 23
33 Exhibit Listing 24

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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
1. INTRODUCTION
As one of the nation’s largest convention centers, the Kay Bailey Hutchison Convention
Center Dallas (KBHCCD) serves as a major economic engine for the City of Dallas. In FY 2016-
17, KBHCCD hosted 94 events, of which 13 were citywide events, with a minimum of 2,500
room nights on peak, and hosted more than 1 million total attendees. As of October 1, 2017,
KBHCCD will be hosting 69 definite events, with 14 citywide events in FY 2017-18, and the
number of events continues to grow. A list of definite events is included as Exhibit A.
Furthermore, KBHCCD continues to see revenue increases annually, with a 24% growth in
revenue over the last four years. The recurrent revenue growth is due in large part to the
increase in Hotel Occupancy Tax and Alcohol Beverage Tax collections, both dedicated
revenue streams for the KBHCCD, as well as building-generated revenue from a year-around
active schedule.
To further increase growth in building occupancy, customer satisfaction, event attendance,
and revenue, the City of Dallas desires to position the KBHCCD for greater responsiveness in
a competitive industry. As a first step, the City of Dallas is seeking a qualified firm to provide
comprehensive facility management and operation services. It is the desire of the City that
the Successful Proposer will continue to operate the KBHCCD as a high-quality, state-of-the-
art facility that is competitive in the industry, while assisting the City in identifying the most
advantageous operating structure.
2. PURPOSE
The City of Dallas (City), is issuing this Request for Competitive Sealed Proposals (RFCSP) to
solicit proposals from fully qualified and experienced firms providing comprehensive facility
management and operation services. The Successful Proposer will be responsible for the
management and operation of the KBHCCD, for a term of five (5) years, with two (2)
additional five-year renewal options, at the City’s sole discretion. The facility management
and operation services shall include, but will not be limited to:

 Financial and administrative services

 Sales, marketing and communications
 Contract administration and negotiation for facility and exclusive service vendors
 Personnel management
 Facility management and maintenance
 Event contracts and services
 Life/public safety
The purpose of this document is to request proposals for such facility management and
operation services based on the criteria outlined herein. It is expected that each proposer
demonstrates their ability to fulfill the request and requirements outlined in this solicitation
when preparing their proposal. It is the proposer’s responsibility to effectively communicate
their qualifications, services and products to the City by thoroughly responding to each
requirement.

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 At the conclusion of this RFCSP process, the Successful Proposer will be responsible for the
full and complete management and operation of the KBHCCD as a convention and trade
show facility, subject to contract terms and conditions. It is the desired goal of the City to
execute a management contract with the Successful Proposer no later than September 30,
2018, with a Notice to Proceed following the executed contract.
3. BACKGROUND
Located in Downtown Dallas, KBHCCD is the 12th largest convention facility in the United
States. The KBHCCD, owned and operated by the City of Dallas, is a nationally prominent
convention and trade show facility with total exhibit space constituting approximately one
million square feet, and 726,600 square feet of prime exhibit space. In addition to
conventions and trade shows, the facility accommodates consumer shows, conferences,
community functions, banquets, meetings and seminars. There are 88 individual meeting
rooms totaling 99,567 square feet of space, three ballrooms totaling 65,129 square feet, a
9,816 seat arena and a general assembly theater with 1,750 fixed seats. On Level II there is
approximately 250,000 square feet of lobby/common space, that support the contiguous six
exhibit halls.
KBHCCD staff provides in-house sales, marketing, event services, audio/visual, electrical and
plumbing services. With the support of our contracted exclusive service providers, KBHCCD
delivers an exceptional experience for our clients and visitors, including: food and beverage
services through Centerplate, telecommunication services from Smart City, parking services
provided by Ace Parking, and event security and life safety provided by various preferred
vendors.
The KBHCCD’s Master Plan was completed in 1988, and became the basis of subsequent
expansions in 1994 and 2002. In 2010 a Facility Assessment was completed and identified
over $170 million in needed capital improvements and repairs. Increases in revenue have
allowed KBHCCD staff to transfer excess revenues to the Capital Improvement Fund, $11.5
million on average each year, to address the capital needs. Recent upgrades to the LEED-
certified facility, include: a 10 Gbps bandwidth connectivity funded and implemented by
Smart City, the addition of over 200 security cameras, new carpet and flooring in common
spaces and low-energy LED lighting. Current capital projects underway include: restroom
renovations, replacement of escalator/elevators, water infiltration repairs, F-Hall Truss
repair, wayfinding improvements, Ballroom A upgrades, and Building A meeting room
renovations. The City anticipates the Successful Proposer will work collaboratively with the
City to update the Master Plan and address capital needs.
4. GOALS
The City of Dallas desires to continue to operate a high-quality, state-of-the-art facility that is
competitive in the convention industry and attracts diverse events, including entertainment
and cultural events, conventions/tradeshows, consumer/public shows, meetings and
community events. It is the City’s intention that the KBHCCD will continue to be operated in a

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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
 professional and fiscally responsible manner consistent with best industry practices and all
applicable laws and ordinances. In pursuing a facility management services provider, the City
has identified the following goals:
a. Maximize customer satisfaction
b. Maintain and attract industry-trained staffing
c. Enhance revenues and ensure efficient operation
d. Maximize the economic impact and facility utilization
e. Maintain and improve the facility
f. Achieve all objectives in a professional manner, consistent with best industry
practices and all applicable laws and ordinances
5. ROLES & RESPONSIBILITIES
In order to execute the scope of services for this management contract, the Successful
Proposer is responsible for the day-to-day operations of the KBHCCD, including, but not
limited to: hiring and training staff; direct solicitation, negotiation and management of
various product and service provider contracts; coordination of facility utilization; budget
development, cost control and financial management; sales and scheduling; housekeeping;
and maintenance. The Successful Proposer’s responsibilities are further detailed in Section 6
– Scope of this Solicitation.
The City has the responsibility and authority to discharge the following obligations regarding
the management and operation of the KBHCCD, and nothing in the contract with the
Successful Proposer shall limit or abridge these powers:

 Provide all initial land, buildings and FF&E to contractor (to be inventoried at time of
contract execution), in existing condition with all faults and warranties.
 To make periodic inspections of the facilities and FF&E to verify that they are being
maintained in a neat and orderly condition
 Negotiate, execute and oversee the contract with the Successful Proposer for the
facility management and operation of the KBHCCD
 To receive all revenue from the operation of the KBHCCD by the successful Proposer
and fund all operating expenses within a budget developed by the successful
Proposer and approved by the City
 To approve the line item budget for facility management proposed by the Successful
Proposer, including all costs for the operation of the facilities and management fee,
as well as approval of all rental rates, fees and charges
 To budget and appropriate funds to pay all the debt service
 To approve in advance and in writing a capital improvement program for the facilities
prepared by the Successful Proposer
 To monitor the Successful Proposer’s overall performance through periodic
performance audits

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  To develop any management structure deemed necessary to properly administer the
needs of the Successful Proposer’s contract

 The City of Dallas will continue to manage ancillary leases and facilities, including The
Black Academy of Arts & Letters, Union Station, Reunion Parking Garage, and the
Office of Special Events.
6. SCOPE
At the conclusion of the process outlined in this RFCSP, the City intends to enter into a
management contract for services to manage and operate the KBHCCD. The scope that will
be incorporated into the management contract will be subject to the City’s oversight, and
may include, but is not limited to the following items:

Management
 Perform all day-to-day functions and operations of the KBHCCD and operate the
KBHCCD at all times in the public interest and in accordance with the highest
professional and ethical standards.
 Establish an effective system of communication that encourages linkages and
collaborative efforts between the KBHCCD and other segments of the hospitality
industry, including Visit Dallas, and the Dallas hotel industry and other visitor industry
segments.
 Attract and book events within an 18-month time frame and collaborate with and
support Visit Dallas for events that book outside the 18-month time frame and within
24-months for Omni Dallas Hotel. In addition, the Successful Proposer shall develop
and print promotional materials and maintain the KBHCCD website.
 Negotiate and execute all agreements for use of KBHCCD space for events.
 Assume from the City all rights, liabilities, obligations, and duties set forth in any
existing and assignable KBHCCD service contracts. However, any termination for
convenience rights the City may have under any existing and assignable KBHCCD
service contracts is non-transferable and will not be assumed by the Successful
Proposer.
 The Successful Proposer shall also directly solicit, negotiate and execute all future
agreements, and must obtain City approval for any agreements exceeding the
Successful Proposer’s contract term.
 Promote, and stage all events to maximize revenues and net income.
 At the contractor’s sole discretion and responsibility, employ, pay, supervise and
discharge all personnel deemed necessary.
o It is the City’s desire that the Successful Proposer will propose a plan to
employ KBHCCD employees.
 Thoroughly train and closely supervise all employees so that they are aware of and
habitually practice high standards of cleanliness, courtesy and service.

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  Operate the KBHCCD through a competent, successful general manager capable of,
and empowered to operate the KBHCCD and to be responsive to the desires and
directives of the City in the areas of contract enforcement, scheduling, personnel
relations and any and all other matters pertinent to the operation and management
of the KBHCCD. It is expressly understood that the general manager of the KBHCCD
will be located on-site. The City shall have the right to reject the character of services
and require that undesirable practices be discontinued or remedied.
 Develop procurement policies and adhere to City Code of Ordinances as directed by
the City.
 Prepare and submit annual budgets for the KBHCCD’s operation, including proposed
rental rates, fees, and charges for services. The Successful Proposer shall also
establish a system of internal controls to provide reasonable assurances that the
KBHCCD’s resources are used in an effective and efficient manner. The Successful
Proposer shall keep full and accurate accounting records relating to its activities at
the KBHCCD, in accordance with generally accepted accounting principles.
 Provide regular reports to the City’s designated contract manager or representative.
 Abide by all applicable local, county, state and federal laws pertaining to the
operation of KBHCCD and shall secure all license and permits necessary.
 Establish a program to utilize local minority businesses in all procurement and
contract opportunities issued and require all first-tier bidders, vendors, contractors,
suppliers and partners to participate in the program to utilize local minority
businesses whenever possible.
 Monitor and report on a quarterly basis M/WBE goals and performance to the Office
of Business Diversity.
o Construction Services 30.00%
o Architects and Engineers 25.66%
o Other Professional Services 36.30%
o Other Services 23.80%
o Goods 18.00%
Maintenance and Repair

 Make recommendations on operating improvements, including capital improvements

that would improve client experience and enhance operational efficiencies.
 Maintain the KBHCCD in good, safe, clean, sanitary, repaired and usable condition in
accordance with applicable laws and consistent with industry standards. The
Successful Proposer shall strive to uphold and improve conditions to a level that
matches or exceeds that of a first-class convention and trade show facility in the
United States.
 Responsible for all non-capital preventive maintenance and maintenance and repair
of the KBHCCD. The interior, exterior and infrastructure of the physical facility and
grounds will be maintained by the successful Proposer, including non-capital repairs
and maintenance. The Successful Proposer shall be responsible for informing the City

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 of degraded conditions. The Successful Proposer is further responsible for taking all
actions necessary to maintain the validity of all warranties and for ensuring the
repairs to any part of the KBHCCD or FF&E which is under warranty is accomplished
under warranty.
 Maintain a neat and orderly operation at all times, and shall be responsible for, or
shall oversee vendor contracts pertaining to the necessary housekeeping services to
properly maintain the KBHCCD. No signs or advertising identifying the Successful
Proposer or its subcontractors shall be placed on the premises unless first approved,
in writing, by the City. The Successful Proposer shall make available all areas of the
KBHCCD under its control for examination at any time by the City.
 No alterations or additions shall be made to the KBHCCD, or any part thereof, without
first having obtained the written consent of the City. Authorized alterations or
additions shall become the property of the City at the expiration or termination of the
Agreement.
 FF&E shall not be removed from the KBHCCD without the express written permission
of the City. The successful proposer shall replace, at its own expense, any FF&E
provided under the Agreement that has been destroyed or damaged with like
equipment.
 At the conclusion of the term of the negotiated agreement, the Successful Proposer
shall be responsible for returning the KBHCCD and FF&E to the City in the same
condition in which they were provided, except for normal wear-and-tear.

7. QUALIFICATIONS
The Successful Proposer should have at least five years of successful experience as the sole
and exclusive provider of facility management services in convention centers or comparable
facilities. Comparable facilities are defined as a major market exhibition facility or
convention center with over 200,000 square feet of functional space, including exhibition
space, ballrooms, meeting rooms, and arenas/theaters.
Proposers shall demonstrate successful facility management and operations of a minimum of
five (5) comparable or larger convention centers as well as the proposer’s responsibilities and
scope of work demonstrated in each engagement. Proposer shall provide contact
information of the public entity’s contract manager, or equivalent position, overseeing
proposer’s agreement for convention center management.
8. SUBMITTAL REQUIREMENTS
Qualified Proposers are to provide a thorough submittal using the guidelines presented
herein. Submittals should be prepared simply and economically, providing a straightforward,
concise description of the Proposer’s ability to meet the requirements of this RFCSP.
Submittals that appear unrealistic in terms of technical commitments, lack of technical
competence or are indicative of failure to comprehend the complexity and risk of this
Management Agreement may be rejected.

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 The following provides an outline of the information to be included in the submittal. This
outline is not all-inclusive and Proposer can add information as deemed appropriate.
Emphasis should be placed on conforming to RFCSP instructions, responding to the RFCSP
requirements, and the completeness and clarity of content.
A. Background/Project Summary:
Describe the Proposer’s understanding of the City’s vision for the KBHCCD, the work
to be done and the types of initiatives that the Successful Proposer may take to meet
the goals and objectives set forth in this solicitation.
B. Proposer Capability:
Demonstrate the Proposer’s capacity and experience by providing:

 Name of the business entity that will be responsible for the management and
operation of KBHCCD, date of formation and current address
 List of officers or directors of the business entity
 Organizational chart and resumes of key personnel who will be involved in the
day-to-day operation of the KBHCCD, including identification and
qualifications of General Manager candidate(s). Resumes should include
experience, education and performance records of individuals who will have
supervisory responsibility over the KBHCCD
 Proposer’s experience and number of years in managing convention centers
and comparable facilities, including a list of current and former clients. Include
references for Successful facilities managed by the Proposer, including name,
address, email and telephone numbers of key individuals who we may
contact. Also, include the listing and size of other facilities/centers that the
Proposer has managed. A minimum of five (5) years’ experience managing
convention centers or comparable facilities is required.
 Proposer’s ability to fund and sustain major projects and/or major multi-year
projects, including, but not limited to, facilities
construction/management/maintenance, and capital campaigns. Include
information demonstrating how the business entity was successful in
managing the project(s) within the operating budget, and how it addressed
any unforeseen costs during the operational period. Provide examples of
experience using innovative funding strategies
 Evidence of financial stability and capacity of the ownership of the business
entity for the past 3 years, including audited i) balance sheets, ii) income
statement, iii) Statement of Changes, iv) notes to financial statements, v)
corporate/partnership federal income tax return (last fiscal year). Also provide
credit report and credit history letter from a financial institution.

C. Operational Plan Overview:

Provide an operational plan overview for addressing the requirements of this
Solicitation. This should include, at a minimum, the following:

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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
  Proposer’s overall philosophy and approach to the management and
operation of the KBHCCD
 Overview of Proposer’s projected staffing levels and organizational structure
 Overview of the operating policies and procedures to be employed by the
Proposer to operate, manage, maintain, promote, enhance and improve the
KBHCCD
 Describe any proposed initiatives specific to a proposed management
approach for the KBHCCD that would reduce the operating costs, increase
operating revenue and enhance customer service
 Approach to financial management, employee management and
administrative policies and procedures
 Summary of Proposer’s intended utilization plan and reporting of M/WBE,
consistent with the City’s Business Inclusion and Development (BID) Plan
 Description of event management and accounting system
 Summary of Proposer’s approach to Preventive Maintenance Programs,
including methods for assuring that all maintenance work is scheduled,
completed, documented, and performed in a manner that is consistent with
generally accepted terms for building maintenance
 Summary of Proposer’s approach to ensuring environmental sustainability as
part of the operations of KBHCCD, and with respect to capital repairs.
Specifically, identify approach to incorporating “green-environmental
friendly” and “clean energy” products and services
 Summary of Proposer’s approach to ongoing engagement of tenants and
users of the KBHCCD
 Summary of the Proposer’s experience working with CVBs, including detail as
to programs, goals and results for Successful projects that distinguish the
Proposer’s ability to work in conjunction with these organizations.

D. Marketing/Sales Plan Overview:

Provide a summary of components of a marketing plan that Proposer would consider
for use at the KBHCCD, including examples of marketing initiatives that might be
implemented. Focus discussion on strategies for increasing utilization, within the 18-
month booking period, and in-line with existing contractual booking agreements with
Visit Dallas and the Omni Dallas. The marketing plan should include short- and long-
term goals and tactics for implementation.
E. Transition Plan Overview:
Identify key elements of a Transition Plan that addresses the following broad
categories. It is noted that the Transition Plan does not need to include details
specific to the KBHCCD, but should provide sufficient detail to highlight the depth of
the Proposer’s understanding of the transition process.

 Review of KBHCCD operating procedures

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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
  Plan to incorporate fair consideration to retained qualified and experienced
employees
 Recruitment and retention of key staff
 Review of existing contracts for goods and services, leases and other
agreements
 Review of existing event contracts
 Review of existing building policies and fee structures
 Review and modification of key event management and accounting systems
 Review of sales and marketing efforts and developments of a marketing plan
 Review of existing building systems and facilities
F. Fee Proposal:

Provide a fee proposal that includes the initial contract term annual management fee
required to operate the KBHCCD. The fee proposal should include (i) the annual
management fee (inclusive of any fixed and variable fees), along with (ii) a proposed
incentive fee component, as described below. Together, these two fees shall
constitute Proposer's total compensation for performance under the contract.
1. Fixed Fee Component. Proposers are required to propose a compensation
arrangement that includes an annual fixed management fee. Proposers are
required to indicate whether or not all or any part of the proposed general
manager's salary is to be derived from either the fixed management fee or the
incentive fee. Any portion of the general manager's salary which is not derived
from the management or incentive fee must be included in the staffing plan and
proposed operating budgets for the KBHCC.
2. Incentive Fee Component: Proposers are also required to propose an incentive
fee that shall be applicable during the operating period of the agreement. Note
that the City considers the following performance areas as critical to any
conceptual incentive structure:
a) operating revenue generation – generating KBHCC operating revenue within
current sources and new/creative revenue sources that exceed an agreed-on
benchmark.
b) cost containment – limiting KBHCC operating costs below an agreed-on
benchmark.
c) customer satisfaction – conducting event customer surveys and (1) achieving
acceptable survey return rates, and (2) achieving superior customer
satisfaction scores.
d) room night generation – achieving and exceeding agreed-on benchmarks for
room night generation from event booked by KBHCC staff (typically events
booking within 18 months).
KBHCC maintenance – achieving and exceeding agreed-on benchmark scores
for KBHCC cleanliness and condition, as determined by City representatives.

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 Proposers are required to provide a framework for the basis of their proposed
incentive structure, which will be finalized through negotiation with the City.
The KBHCCD’s construction and numerous expansions were financed with tax-exempt
bonds. Consequently, the compensation arrangements and terms that the City may
agree upon with the Successful Proposer in the Management Agreement are
governed by Federal tax laws that restrict the private business use of facilities
financed with tax-exempt bonds. Proposers will be required to ensure that their
proposals are in full compliance with IRS procedures and guidelines and Federal tax
laws governing private business use of facilities financed with tax-exempt bonds,
including Rev. Proc. 2017-13 promulgated by the Internal Revenue Service.
G. Financial Pro Forma:
Utilizing the template provided in Exhibit D to this Solicitation, prepare a forecast of
annual attendance and sources and uses of operating and non-operating revenues,
including capital improvement allocations, over a 5-year period. Include a narrative
description of the impact of the Proposer’s approach to management and operations
on the financial performance of the KBHCCD. Identify required operating subsidy
and/or capital funding from the City necessary to achieve financial targets. Proposers
are encouraged to identify new and innovative potential revenue sources for
KBHCCD. It is expected that the pro forma will be refined based upon post-selection
due diligence and negotiations. Notwithstanding this, the credibility and financial
outcomes of the pro forma will be an important selection criterion and should
present a viable and reasonable forecast of costs and revenues, along with risks and
benefits.
H. Performance Plan:
Identify performance metrics for measuring Proposer’s success in managing and
operating KBHCCD, including mechanisms for identifying needs for improvements. In
broad terms, these metrics should focus on the City’s key performance objectives for
the KBHCCD, as described in this Solicitation. Proposer should identify associated
timeframes for achieving specific milestones and approach to remediation if targets
are missed. The performance measures should include, at a minimum: i) number of
visitors, ii) number of events held, iii) net and gross revenues, iv) capital expenditures,
v) mechanisms for measuring the level of satisfaction by visitors, vendors, and clients,
and vi) M/WBE participation.
9. SUBMITTAL INFORMATION AND DUE DATE
Requirements and procedures for providing submittals in response to this RFCSP are
described herein. Sealed submittals shall be delivered in person or by mail to the address
listed below by 2:00PM CDT on June 28, 2018. Starting at 2:01PM on the due date,
submittals will not be accepted and will be returned to the Proposer unopened. Electronic,

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 faxed, or emailed submittals will not be accepted. All submittals shall include the project
name and number, organization/entity name, address, telephone number, and designated
contact person regarding the submission.
All submittals shall be typed and bound on 8.5” x 11” paper. One (1) original, eight (8)
identical copies, and one (1) electronic PDF document (flash drive or CD only) of the
submittal shall be delivered to:
Dallas City Hall
ATTN: John Kohut
Office of Procurement
1500 Marilla Street, Room 3FN
Dallas, Texas 75201
Each proposal shall be tabbed and follow the outline below:
Tab 1 - Cover Letter:
The submission shall be transmitted with a cover letter, signed by the submitting
Proposer's authorized representative identifying its interest in serving as agent for this
proposal, identifying general contents of the transmittal and identifying the name,
address, telephone number, and email address of the firm's contact person for the
submission.

Tab 2 - Table of Contents

Tab 3 - Executive Summary:

In this section, proposer should provide information about their company, facilities,
business experience and background. Include complete information regarding experience
in this type of service, number of years in this type of business, number of employees,
etc.

Tab 4 – Submittal Requirements (as outlined in Section 8):

a. Background and Project Summary
b. Proposer’s Capability
c. Operational Plan Overview
d. Marketing/Sales Plan Overview
e. Transition Plan Overview
f. Fee Proposal
g. Financial Pro Forma
h. Performance Plan

Tab 5 - Other Information:

In this section, the proposer should include any additional information proposer would
like to impart to the Selection Committee.

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 Tab 6 – Business Inclusion and Development (BID) Plan:
Tab 7 – Required Forms
10. ADDENDA AND SUPPLEMENTAL INFORMATION
Corrections and/or changes to this RFCSP shall be posted online as addendum on the City’s
website at https://bids.dallascityhall.com/webapp/VSSPROD/AltSelfService.
It may be necessary for the City to request supplemental information from individual
Proposers after proposals have been submitted and reviews. Such information will be
requested in writing to the specific Proposer and will be used by the City in evaluating the
proposal and will not be shared with other Proposers during the evaluation and award
process.
11. BUSINESS INCLUSION AND DEVELOPMENT (BID) PLAN
It is the policy of the City of Dallas to involve M/WBE to the greatest extent feasible on the
City’s construction, procurement and professional services contracts. The City and its
contractors shall not discriminate on the basis of race, color, religion, national origin, or sex
in the award and performance of contracts. In consideration of this policy, the City of Dallas
has adopted the Business Inclusion and Development Plan (BID Plan) for all City of Dallas
contracts.
Current M/WBE goals for this contract are: Other Services 23.80%
The following information shall be submitted with the proposal and shall include:
 Submission of an Affirmative Action Plan and/or Policy
o If your company does not have an Affirmative Action Plan the Business
Inclusion and Development staff can provide the Affirmative Action
Requirements (BDPS-PRO-204) which will serve as a template to be utilized for
the criterion.
 The Ethnic Workforce Composition Report (BDPS-FRM-204).
 Submission of documentation showing the RFCSP/RFQ Contractor’s Affidavit History
of M/WBE Utilization Form (BDPS-FRM-205) on previous contracts on the form
provided.
 Firm(s) Team make-up includes a significant number of diverse M/WBE firms in
meaningful roles on the project. Please submit the RFCSP/RFQ Contractor’s Affidavit
Type of Work by Prime and Sub-consultant Form (BDPS-FRM-206).
o The name, address and telephone number of each M/WBE; (b) the
description of the work to be performed by each M/WBE; and (c) the
approximate dollar amount/percentage of the participation.
 Evidence of acknowledgement of the City’s Business Inclusion and Development (BID)
Plan, signed Business Inclusion and Development Affidavit (BDPS-FRM-203) that
demonstrates intent to comply with the policy and evidence of M/WBE inclusion to
meet the BID goal for the project.

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  Implementation and monitoring plan for a diversity program as described in Section
5.
The successful Proposer shall be required to comply with the City’s BID Policy in all
procurement and contracting opportunities during the management and operation of the
KBHCCD.

12. INSURANCE REQUIREMENTS

The successful proposer will be required to purchase and maintain insurance, during the
term of the contract, as described in Exhibit L and agree to the indemnification agreement
therein:

 Failure to provide proof of required insurance to the City’s representative within

fifteen (15) days following award notifications may disqualify the Successful vendor.
 If the Successful Proposer allows required insurance coverage to lapse during the
term of the agreement, they shall be found in default, and the agreement may be
terminated, depending on the type of insurance and the Proposer’s ability to
reinstate coverage within a reasonable time.
 Mark-up’s to the insurance requirements shall be submitted with the RFCSP response
by the due date.
13. PAYMENT & PERFORMANCE BONDS
The successful Proposer will be required to purchase and maintain, through the term of this
contract, a payment and performance bond, or irrevocable letter of credit in favor of the
City, at 25% of the annual amount of the contract.
14. MANDATORY PRE-PROPOSAL MEETING
The mandatory pre-proposal meeting and site visit will be held from 9:00AM to 4:00PM on
MAY 17TH and 9:00AM TO 4:00PM ON MAY 18TH, 2018 at the Kay Bailey Hutchison
Convention Center Dallas. This will be the only opportunity for prospective Proposers to talk
directly with representatives of the department. If information of a significant nature is
identified in the pre-proposal meeting, 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. Proposers are
strongly encouraged to attend.
15. COMMUNICATION AND INQUIRIES
All questions and requests for clarification must be submitted in writing prior to 5pm on May
10, 2018. Direct all questions to the buyer at john.kohut@dallascityhall.com. Please

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 reference the solicitation number on the subject line. Following the mandatory pre-proposal
meeting and site visit, clarification questions only must be submitted in writing prior to 5pm
on May 25, 2018.

 During the solicitation process, potential Proposers and their team members are
prohibited from contacting City Personnel or the City’s Consultants with the intent of
promoting their team. Failure to comply with this requirement will result in
elimination from this opportunity, with the following exceptions:
o At the pre-proposal meeting.
o To the Evaluation Committee during buyer-coordinated Proposer
presentations.
 Verbal questions and explanations are not permitted other than at the pre-proposal
meeting and buyer-coordinated Proposer presentations. All questions are to be
submitted in writing to the buyer listed above no later than the due date.
 The City shall not meet with representatives of any Proposer to discuss the proposal
except during buyer-coordinated Proposer presentations and final negotiations.
 The City reserves the right to contact Proposer for clarification after responses are
opened and/or for further negotiation with any Proposer, if desired by the City.
 Proposer shall not contact City employees or officers to explain, clarify or discuss
their proposals before an award is made, except as set out in this section.
 Violation of these provisions by Proposer may lead to disqualification of proposal.
16. MODIFICATIONS
Minor modifications or corrections of oversights in your proposal may be allowed at the
City’s sole discretion, however the City cannot guarantee that revised proposal elements will
be accepted.
17. LATE AND WITHDRAWN SUBMITTALS
Submittals received by the City after the scheduled due date and time will not be considered.
Any submittals may be withdrawn prior to the scheduled due date and time.
18. OPENING AND ACCEPTANCE OF PROPOSALS
All proposals shall be received by Office of Procurement no later than the due date. Upon
receipt, all proposals become the property of the City of Dallas, which will not be liable for
any costs incurred by any firm responding to this RFCSP. All proposals submitted shall
remain valid for one hundred and fifty (150) days following the proposal opening date. Any
proposal submitted before the due date can be withdrawn before the proposal due date.
Any proposals not so withdrawn shall constitute an irrevocable offer to provide the City
services set forth in the specifications.
19. EVALUATION CRITERIA
Proposals may be ranked without interviews; hence Proposers are encouraged to submit
their submittals as comprehensively as possible. A comprehensive, fair, and impartial

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 evaluation will be made of all proposals received in response to this RFCSP. An Evaluation
Committee will consist of City staff, including, but not limited to, technical staff,
management, end-user representatives and others designated by the City. The Evaluation
Committee will determine the responsiveness and acceptability of each proposal and each
will be scored accordingly, based upon the following criteria:

Available
Criterion Points

Financial Considerations
Financial capability of organization/entity 5
Reasonableness of Proforma 8
Proposer’s financial compensation 10

Qualification & Experience

Qualifications of General Manager candidate(s) 15
Firm experience with major market convention centers 8

Project Approach
Demonstrated creativity in management and marketing 8
Approach to maintenance and event management 8
Demonstrated ability to interact with CVB and other entities 8
Transition Plan and seamless integration with existing 15
operations
Business Inclusion and Development Plan (BID) 15

Total 100

A. Financial Considerations
a. Financial capability of organization/entity
b. Reasonableness and feasibility of pro forma operating projections and
demonstrated ability to maximize private participaton in KBHCCD and minimize
the City’s obligations
c. Proposed financial compensation in the form of management and/or incentive
fee(s) and any capital investmetns into the KBHCCD
i. It is the Proposer’s responsibility to ensure that the proposed financial
compensation comply with Rev. Proc. 2007-13 of the Internal Revenue
Service
B. Qualifications & Experience
a. Demonstrated capability to manage and operate a first-class convention and
trade show facility or similar large-scale project
b. Ability to identify realistic performance milestones and mitigation process
C. Project Approach
a. Ability to establish a vision for KBHCCD and meet the City’s objectives as
described in this RFCSP

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 b. Proposed approaches to general operations, repair and maintenance, customer
service, sales and marketing, and other improvements to curent operational
practices.
c. Thoughtfullness and applicability of proposed Transition Plan to unique elements
relative to KBHCCD
D. Business Inclusion and Devleopment Plan (BID)
a. Demonstrated inclusion and commitment to and understanding of the City’s
Business Inclusion and Development (BID) Plan – It is the policy of the City to
involve Minority and Women Business Enterprises (M/WBE) to the greatest
extent feasible on the City’s construction, procurement and professional services
contracts.
b. The following information shall be submitted with the proposal and shall include:
i. Submission of an Affirmative Action Plan or Policy – 1%
ii. Submission of the Ethnic Workforce Composition Report (BDPS-FRM-204)
– 1%
iii. 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%
iv. 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%
v. The name, address and telephone number of each M/WBE
vi. The description of the work to be performed by each M/WBE
vii. The approximate dollar amount/percentage of the participation
c. 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’s BID Plan - 2%

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 Business
Diversity team:

Laura Hurtado
Laura.hurtado@dallascityhall.com
214-243-2130

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20. REJECTION OR ACCEPTANCE OF SUBMITTALS
This RFCSP does not commit the City to award any contract. The successful proposer shall be
qualified to transact business in the State of Texas and all proposals from companies not
legally permitted to do business in Texas shall not be considered. Failure to submit a
proposal in the required format and the forms required by this RFCSP may cause the
proposal to be rejected.
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 reserves the right to reject specific elements contained in all submittals. The City shall
not be liable for any costs incurred by any company responding to this RFCSP.
21. DISQUALIFICATIONS OF PROPOSERS
Proposers may be disqualified for non-compliance with requirements and, for any, but not
limited to, the following reasons:

 Reason to believe collusion exists among the proposers.

 The proposer, or any of its sub-contractors, 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.

 The proposer’s lack of financial stability.

 The proposer’s failure to use the City of Dallas approved forms or follow City of Dallas
guidelines, procedures, rules or regulations.

22. DISCUSSION WITH REASONABLY QUALIFIED PROPOSERS

After identifying the highest ranked Proposers, the Evaluation Committee may determine
that oral presentations are required before making a final decision. The City may invite the
proposers with the highest evaluation scores to make such presentations. Discussions will be
on an individual basis and closed to third parties and other proposers.
During the presentation, the City and the Proposer will review in detail all aspects of the
City’s requirements and the proposal. During these reviews, the Proposer may offer
revisions and the City may accept the revisions in the proposal. Similarly, the City may ask for
revisions, and the Proposer may accept.
The City expects to accept the “best and final offer” that most meets the City’s criteria. The
City may accept an initial proposal without additional presentations if the City judges such
proposal to be far superior to all other competing proposals, the City also reserves the right
to reject all proposals.

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 Proposers will be accorded fair and equal treatment with respect to any opportunity for
discussion and revision of proposals, such revisions will be permitted after proposal
submissions and prior to award for the purpose of obtaining best and final offers.
23. NEGOTIATIONS
The proposals submitted will be considered binding upon the Proposer. Financial
negotiations will continue throughout the proposal process, and the City is free to request,
receive and accept revised rates from any and all proposing vendors, at the City’s sole
discretion.
The City reserves the right throughout the proposal process to negotiate with proposers over
any and all terms of their proposal, to waive any informality and minor irregularities in the
proposal process, to solicit additional information and accept any modifications at its sole
discretion.

24. APPROVAL BY CITY COUNCIL AND OFFERING OF CONTRACT

Contract award is subject to approval by the Dallas City Council. The City will require the
successful proposer to sign the necessary contract documents prepared by the City
Attorney’s Office prior to going to Council. A sample contract is attached to this RFCSP
Exhibit E.
25. CONFIDENTIALITY
Any information deemed confidential shall be clearly noted as such on each page or pages of
Proposer’s submittal. Efforts will be made to keep the marked information confidential;
however, the City cannot guarantee it will not be required to disclose all or part of any public
record under the Texas Open Records Act.
Proposals will be opened by the City as to avoid disclosure of contents to competing
Respondents, and kept secret and confidential during the process of negotiation. Trade
secrets and confidential information contained in a proposal are not open to public
inspection (bid pricing, however, is not considered to be confidential under any
circumstances). Bidders who include information in a proposal that is legally protected as
trade secret or confidential shall clearly indicate what information constitutes a trade secret
or confidential information by marking that part of the proposal “trade secret” or
“confidential” at the appropriate place. The City will not be responsible for any public
disclosure of the trade secret or confidential information if it is not marked as provided
above. If a request is made under the Texas Open Records Act to inspect information
designated as trade secret or confidential in a proposal, the bidder shall, upon request,
immediately furnish sufficient written reasons and information as to why the information
designated as a trade secret or confidential shall be protected from disclosure, in order for

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 the City attorney to present the matter to the Attorney General of Texas for final
determination.
26. OWNERSHIP
Any and all creative concepts including Dallas specific logos, brands, scripts, storyboards,
drawings, and/or design work (in native format), and all written information and other
materials prepared for the execution of the project shall become the property of the City.
Materials developed exclusively for the City may not be used in similar manner by any other
municipality or other entity without express written consent from the City.
27. CONFLICT OF INTEREST
The proposer acknowledges that the following section of the Charter of the City of Dallas
prohibits certain transactions between the City and its officers and employees:
CHAPTER XXII SEC. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER PROHIBITED
No city official or employee shall have any financial interest, direct or indirect, in any
contract with the city, or be financially interested, directly or indirectly, in the sale to the city
of any land, materials, supplies or services, except on behalf of the city as a city official or
employee. Any violation of this section shall constitute malfeasance in office, and any city
official or employee guilty thereof shall there by forfeit the city official’s or employee’s
office or position with the city. Any violation of this section, with knowledge, express or
implied, of the person or corporation contracting with the city shall render the contract
involved voidable by the city manager or the city council. The alleged violations of this
section shall be matters to be determined either by the trial board in the case of employees
who have the right to appeal to the trial board, and by the city council in the case of other
employees. The prohibitions of this section shall not apply to the participation by city
employees in federally-funded housing programs, to the extent permitted by applicable
federal or state law. This section does not apply to an ownership interest in a mutual or
common investment fund that holds securities or other assets unless the person owns more
than 10 percent of the value of the fund. This section does not apply to non-negotiated,
form contracts for general city services or benefits if the city services or benefits are made
available to the city official or employee on the same terms that they are made available to
the general public. This section does not apply to a nominee or member of a city board or
commission, including a city appointee to the Dallas Area Rapid Transit Board. A nominee or
member of a city board or commission, including a city appointee to the Dallas Area Rapid
Transit Board, must comply with any applicable conflict of interest or ethics provisions in the
state law and the Dallas City Code. (Amend. Of 8-12-89, Prop. No. 1; Amend. Of 8-12-89,
Prop. No. 15; Amend. Of 11-4-14, Prop. Nos. 2 and 9).
28. INDEMNITY
The Successful Proposer agrees to defend, indemnify, and hold the City, its officers, agents,
and employees, harmless against any and all claims, lawsuits, judgements, costs, and

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 expenses for personal injury (including death), property damage or other harm for which
recovery of damages is sought, suffered by any person or persons, that may arise out of or
be occasioned by the Successful Proposer’s breach of any of the terms or provisions of the
contract, or by any other negligent or strictly liable act or omission of the Successful
Proposer, its officers, agents, employees, or subcontractors, in the performance of the
contract; except that the indemnity provided for in this paragraph shall not apply to any
liability resulting from the sole negligence or fault of the City, its officers, agents, or
employees an in the event of joint and concurrent negligence or fault of the Successful
Proposer and City, responsibility and indemnity, if any, shall be apportioned comparatively in
accordance with the laws of the State of Texas, without waiving any governmental immunity
available to the City under Texas law and without waiving any defenses of the parties under
Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto
and are not intended to create or grant any rights, contractual or otherwise, to any other
person or entity.
29. LOBBYING BY BIDDERS AND PROPOSERS ON CITY CONTRACTS
(Dallas City Code Sec. 12a-15.8, Subsection g) A person responding to a request for bids or
request for proposals on a City contract shall not (either personally or through a
representative, employee, or agent) lobby a City Council Member from the time the
advertisement or public notification of the request for bids or request for proposals is made
until the time the contract is awarded by the City Council. This subsection does not prohibit
a bidder or proposer from speaking at the City Council meeting where the award of the
contract is considered. (Ord. 27748)
30. WAGE FLOOR
On November 10, 2015, the Dallas City Council passed Resolution 15-2141 which requires
prime contractors, awarded general service contracts valued greater than $50,000, and first-
tier subcontractors on the contract to pay their employees rendering services on the
contract a wage floor of not less than $10.94 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 contract 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 2251,
purchase of goods, procurements made with grant funds or procurements made through
cooperative and/or inter-local agreements.

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 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 works 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 Requirements
Contractors awarded City general services contracts as described in the wage floor rate
requirement section of this specification shall be required to provide the buyer the
residential zip code and respective number of employees directly impacted by the wage floor
requirement ten days after Council approval and on January 1st but not later than January
31st for the term of the contract. The Contractor shall submit the report to the contract
administrator during the established period.
Wage Floor Compliance Requirements
Vendors submitting a response to a solicitation for general services shall 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 service
contracts shall 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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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
31. ENVIRONMENTAL
Recognizing the importance of exercising positive environmental stewardship, The City will
purchase environmentally preferred products whenever feasible and require contractors and
consultants to use recycled and other environmentally preferred products whenever feasible
as well environmental safe practices.
32. CERTIFICATE OF INTERESTED PARTIES (FORM 1295)
All vendors recommended by City staff for a contract pursuant to this RFCSP will be required
to comply with Section 2252.908 of the Texas Government Code. Each vendor shall
complete Form 1295 – Certificate of Interested Parties, for every contract which they’re
recommended. Vendor will complete the form electronically at the Texas Ethics Commission
website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm.
Vendor will submit a copy to the buyer before the contract information will be sent to the
City Attorney’s Office to draft the contract. Once the terms of the contract are fully
negotiated; the recommended vendor has signed the contract indicating agreement with the
terms of the contract; and the Form 1295 is on file at the Texas Ethics Commission website
with a copy provided to the buyer; the staff recommendation will be placed on a City Council
agenda to award the contract.

33. EXHIBIT LISTING

A. List of Definite Events

B. Master Plan
C. 2010 Facility Assessment
D. Financial Pro Forma Template
E. Sample Contract
F. KBHCCD Capacity & Floor Plans
G. 3-year Financial History
H. FY 2018 Adopted Budget
I. Listing of Existing Goods & Services Contracts
J. Current Organizational Chart
K. Current Capital Projects
L. Insurance Requirements
M. Master Control Plan for Management Systems
N. Contract with Ace Parking Management (Parking Management)

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KBHCCD Facility Mgmt. RFCSP Draft as of 5/5/2018
 O. Contract with Centerplate (Food & Beverage)
P. Contract with Visit Dallas (Visitors Bureau)
Q. Contracts with Members Building Management (Janitorial)
R. Contracts with Members Building Management (Set-up)
S. Contract with Schneider Electric (Security Cameras)
T. Contract with Smart City (telecommunications)
U. Excerpts from The Black Academy of Arts and Letters (Theater)
V. Hotel Room Block Agreement (Omni Hotel)

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