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HomeMy WebLinkAboutPR 24881: INCIDENT RESPONSE MANAGEMENT SYSTEM CONTRACT nrt rtlrrrr INTEROFFICE MEMORANDUM Date: April 6, 2026 To: The Honorable Mayor and City Council Through: Ronald Burton, C.P.M., City Manager From: Calvin Matthews, P.E. Water Utilities Director RE: PR 24881 —Incident Response Management System Contract Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to award a contract to Daupler, Inc. of Overland Park, Kansas as the lowest and best evaluated proposer to provide a web-based incident response management system for the Water and Public Works Department for the yearly Incident Response Management System with a total first year cost of$94,996.00. Background: The Water Utilities Department currently has two daytime dispatchers to receive daytime calls for water and wastewater incidents and outsources after-hours calls to an answering service. To better assist the staff with response and for management to oversee incident issues, an incident reporting management system was sought out to provide the management of customer grievances, after-hours callouts, daytime overflow, work orders, and incident response processes. On February 11, 2026 and February 18, 2026,the Purchasing Division advertised a Request for Proposals for the Incident Response Management System. The City received two (2) proposals for the Incident Response Management System on March 4, 2026. City Staff evaluated the proposals and is recommending Daupler, Inc. of Overland Park, Kansas is the best fit to provide the needed service. The Water Utilities Department proposes to enter into a one-year contract with Daupler, Inc. "Remember,we are here to serve the Citizens of Port Arthur" Cin of ort rthn Budget Impact: The total first year projected budgetary impact is$94,996.00 includes a one-time implementation cost of$29,999 and an annual subscription cost of$64,997. This amount is budgeted in Account No. 410-40-200-5420-00-00-000, Professional Services. Yearly renewals are subject to budget approvals. Recommendation: It is recommended that City Council approve PR 24881, authorizing the City Manager to enter into a contract with Daupler, Inc. of Overland Park, Kansas as described/outlined above. "Remember,we are here to serve the Citizens of Port Arthur" PR No. 24881 4/6/26 cm Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER IN A ONE-YEAR CONTRACT WITH DAUPLER, INC. OF OVERLAND PARK, KANSAS, FOR THE INCIDENT MANAGEMENT REPORTING SYSTEM, WITH A PROJECTED FIRST YEAR BUDGETARY IMPACT OF $94,996.00. FUNDING IS AVAILABLE IN WATER UTILITIES ACCOUNT NO. 410-40-200-5420-00- 00-000.,PROFESSIONAL SERVICES. WHEREAS, the Water Utilities Department currently has two daytime dispatchers to receive daytime calls for incidents affecting residents and outsources after-hours call answering service; and, WHEREAS, to better assist with staff response and for management to oversee incident issues, an incident reporting management system was sought out to provide the management of customer grievances, after-hours callouts, daytime overflow, work orders, and incident response processes; and, WHEREAS,the Purchasing Division of the Finance Department advertised a Request for Proposals on February 11, 2026 and February 18, 2026, attached hereto as Exhibit "A"; two (2) proposals were received and opened on March 4, 2026; and, WHEREAS, the proposals were evaluated by City Staff and Daupler Inc. of Overland Park, Kansas was selected as the best fit to provide the needed services based on the overall evaluation criteria(Exhibit"B") for the incident response management system; and, WHEREAS, the Water Utilities Department proposes to enter into a one-year contract with Daupler,Inc. with a projected total first year budgetary impact of$94,996.00,which includes a one-time implementation cost of$29,999.00 and an annual subscription cost of$64,997.00; and, WHEREAS, annual subscription renewals are subject to annual appropriation and approval of the budget by City Council; and, PR No. 24881 4/6/26 cm Page 1 of 3 WHEREAS, all annual subscription renewals will be presented to City Council at the appropriate time. NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,TEXAS: THAT,the facts and opinions in the preamble are true and correct. THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute a one-year contract with Daupler, Inc. of Overland Park, Kansas (Exhibit "C") for the incident management reporting system, with a projected total first year budgetary impact of $94,996.00; and, THAT, the term of this contract shall be for one (1) year with a total first year projected budgetary impact of$94,996.00 which includes a one-time implementation cost of$29,999.00 and an annual subscription cost of$64,997.00; and, THAT, funding for this service is provided for in the Water Utilities Department Account No. 410-40-200-5420-00-00-000, Professional Services; and, THAT, annual subscription renewals are subject to annual appropriation and approval of the budget by City Council; and, THAT, all annual subscription renewals will be presented to City Council at the appropriate time. THAT a copy of the caption of this resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of , 2026 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: PR No. 24881 4/6/26 cm Page 1 of 3 NOES: Charlotte M. Moses Mayor ATTEST: Sherri Bellard City Secretary PR No. 24881 4/6/26 cm Page 1 of 3 APPROVED AS TO FORM: Roxann Pais Cotroneo City Attorney APPROVED FOR ADMINISTRATION: drit1 Ronald t urt• , k PM City M. _er Suhail Kanwar, P.E. Director of Public Services 4/0/ Calvin Matthews, . . Water Utilities Director APPROVED AS TO THE AVAILABILITY OF FUNDS: LY nda) Boswell, MA CCi'FO Y � Finance Director Clifto . Williams Jr. CPPB Purchasing Manager Exhibit "A" (Advertisement for Request for Proposals) CITY OF PORT ARTHUR Advertisement for Bids Incident Response Management System February 11, 2026 February 18, 2026 PUBLIC NOTICE CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR PROPOSALS N(TICE IS HEREBY GIVEN THAT sealed Proposals,addressed to the City of Port Arthur,will be reeived at the Office of the City Secretary,City Hail 444 4th Street or P.O. Box 1089, Port Arthur, Teas 77641 no later than 3:00 P. M., Wednesday, March 4, 2026.Applicant names will be read alad beginning at 3:15 P.M.,Wednesday,March 4,2026 on this date in the City Council Chambers, Cif;Hall,5th Floor for certain services briefly described as: REQUEST FOR PROPOSALS INCIDENT RESPONSE MANAGEMENT SYSTEM Proosals received after the deadline stated above,regardless of method of delivery,will not be con- sicked and returned unopened. Cores of the Specifications and other Contract Documents are on file in the Purchasing Office,444 4th street,City of Port Arthur,and are open for public inspection without charge.They can also be retrived from the City's website at www.portarthurtx.gov/bids.aspx or www.publicpurchase.com. TheCity of Port Arthur reserves the right to reject any and all proposals and to waive infor- manes. PerChapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance,the City Council shall not awzd a contract to a company that is in arrears in its obligations to the City. /s/Clifton Williams Purchasing Manager • PUBLIC NOTICE CITY OF PORT ARTHUR,TEXAS ADVERTISEMENT FOR PROPOSALS NOTICE IS HEREBY GIVEN THAT sealed Proposals, addressed to the City of Port Arthur,will be received at the Office of the City Secretary, City Hall 444 4th Street or P.O. Box 1089,Port Arthur, Texas 77641 no later than 3:00 P. M.,Wednesday, March 4,2026.Applicant names will be read aloud beginning at 3:15 P.M.,Wednesday,March 4,2026 on this date in the City Council Chambers, City Hall,5th Floor for certain services briefly described as: REQUEST FOR PROPOSALS INCIDENT RESPONSE MANAGEMENT SYSTEM Proposals received after the deadline stated above,regardless of method of delivery,will not be con- sidered and returned unopened. Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,444 4th Street, City of Port Arthur,and are open for public inspection without charge.They can also be retrieved from the City's website at www.portarthurtx.gov/bids.aspx or www.publicpurchase.com. The City of Port Arthur reserves the right to reject any and all proposals and to waive infor- malities. Per Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance, the City Council shall not award a contract to a company that is in arrears in its obligations to the City. is/Clifton Williams Purchasing Manager Exhibit "B" (Proposal Evaluation) City of Port Arthur Incident Response Management System Agenda Totals P26-020 Weight Concourse Tech, Inc. Daupler, Inc. New York,NY Overland Park. KS Price 120 102 81 System Features & Compatibility 100 57.5 87.5 Company& Staff Qualifications 80 54 76 Past Performance 60 34.5 58.5 Project Approach & Timeline 40 31 28 Total 400 279 331 YOL�lNMA SGYPION-g0(�tDEft.VX 4/6/2026 7. Yolanda Scypion-Goudeaux, Purchasing Assistant Date r `Eta elf si CHARLOTTE M.MOSES,MAYOR RONA LD BURTON,CPM HAROLD L.DOUCET,SR., City of CITY MANAGER MAYOR PRO TEM SHERRI BELLARD,TRMC COUNCIL MEMBERS: CITY SECRETARY WILLIE BAE LEWIS,JR. o r 1 r t h tt1 TIFFANY L.HAMILTON EVERFIELD ROXANN PAIS COTRONEO DONEANE BECKCOM Texas CITY ATTORNEY THOMAS KINLAW,III DONALD FRANK,SR. February 19,2026 REQUEST FOR PROPOSAL INCIDENT RESPONSE MANAGEMENT SYSTEM DEADLINE: Sealed proposal submittals must be received and time stamped by 3:00p.m.,Central Standard Time,Wednesday,March 4,2026(The clock located in the City Secretary's office will be the official time.) All proposals received will be read aloud at 3:15p.m.on Wednesday,March 4, 2026. in the City Council Chambers, City Hall, 5th Floor, Port Arthur, TX. Proposals will be opened in a manner to avoid public disclosure of contents; however, only the names of proposers will be read aloud. MARK ENVELOPE: P26-020 DELIVERY ADDRESS: Please submit one(1)original and five(5)USB of your RFP to: CITY OF PORT ARTHUR CITY OF PORT ARTHUR CITY SECRETARY or CITY SECRETARY P.O. BOX 1089 444 4TH STREET,4th Floor PORT ARTHUR, TEXAS 77641 PORT ARTHUR, TEXAS 77640 POINTS OF CONTACT: Questions concerning the Request for Proposal should be directed in writing to: City of Port Arthur, TX Clifton Williams, Purchasing Manager P.O. Box 1089 Port Arthur, TX 77641 Clifton.Williams@portarthurtx.gov Purchasing Division/Finance Department I Purchasing Manager,Clifton Williams, P.O.Box 1089 1 444 4th Street I Port Arthur,Texas 77641 1409.983.8160 I Fax 409.983.8291 The enclosed REQUEST FOR PROPOSAL (RFP)and accompanying General Instructions are for your convenience in submitting proposals for the enclosed referenced services for the City of Port Arthur. Proposals must be signed by a person having authority to bind the firm in a contract. Proposals shall be placed in a sealed envelope, with the Vendor's name and address in the upper left-hand corner of the envelope. ALL PROPOSALS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. It is the sole responsibility of the firm to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of delivery method chosen by the firm. Faxed or electronically transmitted RFP submittals will not be accepted. elezpvit- G()4/14 �xd Clifton Williams Purchasing Manager Page 2 of 20 REQUEST FOR PROPOSAL INCIDENT RESPONSE MANAGEMENT SYSTEM (To be Completed ONLY IF YOU DO NOT BID.) FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY RESULT IN REMOVAL FROM THE VENDOR'S LIST. However, if you are removed you will be reinstated upon request. In the event you desire not to submit a bid,we would appreciate your response regarding the reason(s). Your assistance in completing and returning this form in an envelope marked with the enclosed bid would be appreciated. NO BID is submitted: this time only not this commodity/service only Yes No Does your company provide this product or services? Were the specifications clear? Were the specifications too restrictive? Does the City pay its bills on time? Do you desire to remain on the bid list for this product or service? Does your present work load permit additional work? Comments/Other Suggestions: Company Name: Person Completing Form: Telephone: Mailing Address: Email: City, State,Zip Code: Date: Page 3 of 20 REQUEST FOR PROPOSALS (RFP) INCIDENT RESPONSE MANAGEMENT SYSTEM PURPOSE The City of Port Arthur (City) seeks proposals from qualified Firms or Companies (Proposers) to provide a web-based Incident Response Management System (IRMS) for the Water Utilities and Public Work Department.The system will manage customer grievances,after-hours callouts,Daytime overflow, work orders, and incident response processes. PROJECT SCOPE Project Description The City is soliciting sealed Proposals to obtain a web-based software system to handle customer grievances, after-hours callouts, and work order management for the Water Utilities and Public Work department. Response Management System Specifications: 1. After-hours call support services for the department's calls: gather information and use an algorithm to triage all calls appropriately to the designated and assigned Department staff. After-hours are 5:00 pm to 8:00 am. 2. Mass notification capabilities through SMS text message, phone call, and/or email to specified service areas or a polygonal drawing on a map of the service area. 3. Citizen engagement portal with the ability to provide a link to a citizen who calls in, allowing them to confirm reported information, provide additional information, submit photographs, provide customer feedback scoring, and track the response process. 4. An interface where an external stakeholder,such as a citizen,can confirm reported information and submit additional information regarding their incident, such as photos and a description. a. The description should be analyzed automatically by an algorithm to determine the type and severity of the incident being reported. 5. Provides objective documentation of response activities, including: a. Crew arrival and departure timestamps b. Crew arrival and departure location validation c. Crew communication with customers, including text and phone calls d. Team formation with the internal response team Page 4 of 20 6. Provides access to detailed customer information for each incident response, including: a. Responding crew members b. Location validation c. Arrival and departure timestamps gathered automatically through the use of GPS, either via smartphone or through an integration with a fleet management system. d. Response timeline e. Resident information f. Citizen Direct Communication, including photographs and notes of communication from the citizen 7. Provides response data analytics, including: a. Baseline overall response performance b. User-specific response performance c. Call responsiveness during team formation d. Daily incident distribution for resource allocation e. Heatmap by incident 8. Provides a tool that can automatically determine if multiple incident reports are associated and, if so, identify related incidents as an "event", giving city employees access to communicate with citizens to provide a response timeline, estimated time of arrival, and estimated time that service will be restored. a. Engagement with citizens should be through both IVR (interactive voice response)and opt-in text messages. 9. Provides easy-to-use software that follows existing procedures and empowers Department staff regardless of experience level. 10. Provides an incident creation interface for use by Managers, Customer Service, or Admin staff. 11. Easily photograph on-scene conditions within the mobile interface. 12. Easily review, search, and query all incidents via a customized dashboard. 13. Export standard incident reports,to the Department's guidelines, for sending to internal and external Stakeholders.Reports should be in a standard,non-proprietary file format, such as a PDF,TIF, XLS, or CSV format. 14. A cloud-based solution is preferred. 15. Installation and integration services must be included Page 5 of 20 The City of Port Arthur requires comprehensive responses to every section within this RFP. Conciseness and clarity of content are emphasized and encouraged. Vague and general proposals will be considered non-responsive and will result in disqualification. To facilitate the review of the responses, Firms shall follow the described proposal format. The intent of the proposal format requirements is to expedite review and evaluation. It is not the intent to constrain Vendors with regard to content,but to assure that the specific requirements set forth in this RFP are addressed in a uniform manner amenable to review and evaluation. Failure to arrange the proposal as requested may result in the disqualification of the proposal. It is requested that proposals be limited to no more than 50 pages, excluding resumes. All pages of the proposal must be numbered and the proposal must contain an organized,paginated table of contents corresponding to the sections and pages of the proposal. A. EXPERIENCE & KNOWLEDGE The offeror shall provide the following information. 1. List similar work done in the past 5 years. 2. Examples of recent(last 2 years) similar projects 3. List the experience and qualifications of the team. B. PROJECT APPROACH The contractor shall provide the following information 1. Provide an overview of your approach to delivering the required services,including timelines, system capabilities,and any unique features of your IRMS.. C. COST The contractor shall provide the following information 1. Provide detailed pricing for the system, including licensing fees, maintenance costs, installation fees, and any additional services. 2. Any other fees required. D. REFERENCES Include three(3)business references for which similar services have been provided to municipalities. Include the following: 1. The term (beginning and ending dates)of your contract agreement(s); 2 A brief description of the scope of work; and 3. Contact name, title, address, email, and telephone number. The offeror(s) hereby authorize(s) and request(s) any person, firm, corporation and/or government entity to furnish any information requested by the City in the verification of the references provided and for determining the quality and timeliness of providing the services. Page 6 of 20 EVALUATION AND SELECTION PROCESS All proposals will be screened by an evaluation committee and those proposers selected for a short list may be invited to attend an interview, at the proposers own expense. Any invitation for an oral presentation will be solely for the purpose of clarifying proposals received from each qualifying proposer, and will not represent any decision on the part of the evaluation committee as to the selection of a successful proposer. The City will evaluate all responses based on the experience, personnel qualifications, references, methodology/strategy, cost, and quality of response. The City reserves the right to negotiate the final fee prior to recommending any Vendor for a contract. The City's process is as follows: 1. The evaluation committee shall screen and rate all of the responses that are submitted. Evaluation ratings will be on a 100-point scale and shall be based on the following criteria: a. Price(30 points): • Total cost of the system, including initial setup, licensing, and long-term maintenance costs. b. System Features& Compatibility(25 points): • The extent to which the proposed system meets the required specifications and can be easily integrated with existing City systems. c. Company and Staff Qualifications(20 points): • Experience of the proposer and its personnel in similar projects. d. Past Performance (15 points): • Proposer's success in similar work performed. e. Project Approach and Timeline (10 points): • Clarity and feasibility of the proposed approach and timeline for implementation. 2 City staff shall recommend the most qualified Contractor to the City Council for contract agreement approval. 3. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of the response. All finalist(s) shall pay their own costs incurred in preparing for,traveling to,and attending interviews. The City reserves the right to use all pertinent information (also learned from sources other than disclosed in the RFP process)that might affect the City's judgment as to the appropriateness of an award to the best evaluated proposer. This information may be appended to the proposal evaluation process results. Page 7 of 20 GENERAL INFORMATION: Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions as directed. TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this RFP, the terms "Bid" and `Proposal" shall be equivalent. AWARD: The City of Port Arthur will review all proposals for responsiveness and compliance with these specifications. The City reserves the right to award on the basis of the Lowest and Best Offer in accordance with the laws of Texas, to waive any formality or irregularity, and/or to reject any or all proposals. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineations,alteration,or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF PROPOSAL: The proposer may withdraw its proposal by submitting written request, over the signature of an authorized individual, to the Purchasing Division any time prior to the submission deadline. The proposer may thereafter submit a new proposal prior to the deadline. Modification or withdrawal of the proposal in any manner, oral or written, will not be considered if submitted after the deadline. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. 7. No payments shall be made to any person of public monies under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. ADDENDA: Any interpretations, corrections or changes to the RFP will be made by addenda no later than 48 hours prior to the date and time fixed for submission of proposals. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. The City assumes no responsibility for the proposer's failure to obtain and/or properly submit any addendum. Failure to acknowledge and submit any addendum may be cause for the proposal to be rejected. It Page 8 of 20 ... is the vendor's responsibility to check for any addendums that might have been issued before bid closing date and time. All addenda will be numbered consecutively, beginning with 1. PORT ARTHUR PRINCIPAL PLACE OF BUSINESS: Any bona fide business that claims the City of Port Arthur as its principal place of business must have an official business address (office location and office personnel)in Port Arthur,the principal storage place or facility for the equipment shall be in Port Arthur and/or the place of domicile for the principal business owner(s) shall be in Port Arthur or such other definition or interpretation as is provided by state law. Contractors outside the City of Port Arthur are allowed to bid. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics,the unit price shall prevail. PURCHASE ORDER: A purchase order(s) shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Accounts Payable,P.O. Box 1089, Port Arthur, Texas 77641. PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. The City's standard payment terms are net 30, i.e. payment is due 30 days from the date of the invoice. SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax;therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. The City of Port Arthur may request and rely on advice, decisions, and opinions of the Attorney General of Texas and the City Attorney concerning any portion of these requirements. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws,ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and,the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to any-one owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this RFP. Page 9 of 20 sue. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the contractor shall not have any claim against the City of Port Arthur for quantities less than the estimated amount. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, TX 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete all the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered more suitable for the purpose involved. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. TERMINATION FOR CAUSE: If,through any cause,the Contractor shall fail to fulfill in a timely and proper manner his obligations under this contract, or if the Contractor shall violate any of the covenants, agreements or stipulations of this contract, the City shall thereupon have the right to terminate this contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off until such time as the exact amount of damages due the City from the Contractor is determined. TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time giving at least thirty(30)days notice in writing to the Contractor. If the Contract is terminated by the City as provided herein, the Contractor will be paid for the service that it has performed up to the termination date. If this contract is terminated due to fault of the Contractor,the previous paragraph hereof relative to termination shall apply. Page 10 of 20 Pr RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require the Contractor to furnish releases or receipts for any or all persons performing work and supplying material or service to the Contractor, or any sub-contractors for work under this contract, if this is deemed necessary to protect its interests. CARE OF WORK: The Contractor shall be responsible for all damages to person or property that occurs as a result of his fault or negligence in connection with the work performed until completion and final acceptance by the City. SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor or permit any sub-contractor to perform any work included in this Contract until he has received from the City of Port Arthur written approval of such agreement. INSURANCE:All insurance must be written by an insurer licensed to conduct business in the State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense, purchase, maintain and keep in force insurance that will protect against injury and/or damages which may arise out of or result from operations under this contract,whether the operations be by himself or by any subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable, of the following types and limits 1. Standard Worker's Compensation Insurance: 2. Commercial General Liability occurrence type insurance City of Port Arthur, its officers, agents, and employees must be named as an additional insured): a. Bodily injury $500,000 single limit per occurrence or$500,000 each person/$500,000 per occurrence for contracts of$100,000 or less; or Bodily injury $1,000,000 single limit per occurrence or$500,000 each person/$1,000,000 per occurrence for contracts in excess of$100,000; and, b. Property Damage $100,000 per occurrence regardless of contract amount; and, c. Minimum aggregate policy year limit of$1,000,000 for contracts of $100,000 or less; or, Minimum aggregate policy year limit of$2,000,000 for contracts in excess of$100,000. 3. Commercial Automobile Liability Insurance (Including owned, non-owned and hired vehicles coverage's). a. Minimum combined single limit of$500,000 per occurrence, for bodily injury and property damage. b. If individual limits are provided, minimum limits are $300,000 per person, $500,000 per occurrence for bodily injury and$100,000 per occurrence for property damage. Contractor shall cause Contractor's insurance company or insurance agent to fill in all information required (including names of insurance agency, contractor and insurance companies, and policy numbers, effective dates and expiration dates)and to date and sign and do all other things necessary to complete and make into valid certificates of insurance and pertaining to the above listed items, Page 11 of 20 Io' and before commencing any of the work and within the time otherwise specified, Contractor shall file completed certificates of insurance with the Owner. None of the provisions in said certificate of insurance should be altered or modified in any respect except as herein expressly authorized. Said CERTIFICATE OF INSURANCE Form should contain a provision that coverage afforded under the policies will not be altered,modified or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port Arthur. Contractor shall also file with the City of Port Arthur valid CERTIFICATE OF INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as the Insured. Said completed CERTIFICATE OF INSURANCE Form (s)shall in any event be filed with the City of Port Arthur not more than ten 10 days after( ) y execution of this Contract. Page 12 of 20 „„0-1 au r Incident Response Management System City of Port Arthur, TX March 2, 2026 PREPARED FOR: PREPARED BY: Clifton Williams Ellie Dusselier Purchasing Manager Account Executive Port Arthur,TX Purchasing Department Daupler, Inc. P.O. Box 1089 8024 Conser St. Port Arthur,TX 77641 Overland Park, KS 66204 Clifton.Williams@portarthurtx.gov ellie.dusselier@daupler.com (409)983-8160 (913) 578-8064 ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 1 { Contents: A. Experience and Knowlesge 3 "Daupler has changed the way we do business. Our B. Project Apporach 8 supervisors easily manage on-call staff and dispatch C. Cost 15 people. Communication with our teams has improved a ton. Response times are D. References 17 better, customers are getting better service. Crews Appendix (Required Forms) 19 love the quick access to tools. We're very happy, couldn't ask for a better platform." — Tim Segard, Durham, NC �" ©2026 Daupler,Inc. 1.888.20'1.5652 daupler.com daupler Expereince & Knowledge 1. Similar Work Founded byutilityprofessionals p esslonals in 2017, Daupler is trusted by more than 200 utilities across 42 states to manage customer grievances, after-hours callouts, Daytime overflow,work orders, and incident response rkk processes. Daupler will be the single source provider wai for Port Arthur and will deliver all proposed solutions .,,. . . directly from our headquarters in Overland Park, � a / Kansas. For nearly a decade, Daupler has worked with many utilities of ranging scopes and sizes. In the past 5 it years, Daupler has successfully launched over 150 " Y incident response management systems with water utilities and public works departments. While these ii a systems have ranged in scope and size,they nM f .Q consistently deliver operational efficiency d % 1. improvements and improve response management in every capacity. � : Daupler's Response Management System (Daupler RMS) is a configurable software platform designed to meet the needs of utilities of any size. From those serving populations of 5,000 to municipalities with over a million service connections (meters). Seamlessly scaling alongside the needs of our utility partners has set Daupler apart from other systems available in the market. C.., ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 3 daupler Past Projects & Team 2. Recent Projects Daupler partners with each of our individual utility partners to configure a system that aligns with their unique response management needs and existing protocols. A selection of similar projects completed in the last 2 years include: Durham, NC Abilene, TX Durham, NC originally implemented after-hours call Abilene,TX was looking for an all-in-one software answering and dispatch for its water and sewer solution to improve customer relations, maintenance division in 2018. This reduced their documentation,transparency, and response times overtime costs by one-third. In the last eight years,they when they found Daupler. Abilene's water and have consistently added modules, departments and wastewater departments rely on Daupler for response integrations. They have introduced a CityWorks management, mass notifications, and after-hours call integration to simplify documentation, expanded call taking. Daupler has also successfully integrated with answering coverage to 24/7/365, and added Daupler their work order system to break down data silos and Notify for proactive mass notifications. Service is ensure systems communicate with each other ongoing. automatically. Service is ongoing. Johnson County Special Utilities District, TX Deaf Smith Electric, TX Johnson County sought out Daupler to act as their Deaf Smith Electric has been using Daupler since Response Management System to assist with 2022 and have seen a large improvement in incident documentation,triage and dispatch for their water and identification accuracy and response management wastewater department. They then transferred after- across the entire organization. They use Daupler hours call handling to Daupler to alleviate their on-call RMS, Notify, and Answering after-hours with Spillover staff. After using Daupler Answering they requested to improve internal and external communication, spillover call taking assistance when they become documentation, and restoration times. Service is inundated during large events or when their day-time ongoing. staff is unable to answer citizens promptly. Service is ongoing. ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 4 daupler 3. Experience and Qualifications t° Daupler's diverse and cross-functional team brings ge decades of relevant experience in utilities, public works, 4. customer service, and software development. Our team 44, shares a common passion for supporting the critical ,R community services we rely on every day, along with a / strong commitment to client success and satisfaction. , ' +: Daupler consistently exceeds client expectations by '' 411101 streamlining workflows and empowering municipal , , staff to deliver essential services more effectively to 'f ► ` their communities. Our platform helps utilities coordinate and document incident response, maintain program compliance, 40111 optimize workflows, and gather accurate data and valuable operational insights. What Makes Daupler Unique? • We specialize in supporting water,wastewater, Where Daupler Excels: stormwater, and public works • Founded and led by professionals with deep utility, Reducing response times through dispatch, and technology experience. automated callouts and escalation • Dedicated Account Manager and Implementation Specialist for every client L' Improving documentation and audit trails • Configurable,scalable solutions that can be l _� across departments implemented quickly and deliver value rapidly • Robust systems integrations capabilities to Increasing customer transparency during preserve data continuity and reduce manual effort complex events • 24/7 customer support and maintenance services included at no additional cost (P, 02026 Daupler,Inc. 1.888.201.5652 daupler.com 5 Project Team Daupler's proposed project team combines deep municipal utility experience, advanced technical expertise, and proven record of implementing response management solutions for public agencies. The team assigned to Port Arthur has successfully led similar projects in the last five years, ensuring seamless implementation, efficient operations, and exceptional customer service from day one. Our team's structure provides full lifecycle ownership, from executive oversight and account management to technical integration, support, and long-term partnership strategy. All team members will have the capacity to provide complete support to Port Arthur. Project Team mN� Ellie Dusselier, Account Executive d Role: Internal Sponsor _ = e ellie.dusselier@daupler.corn I (913) 578-8064 Ellie is a results-driven software sales professional, experienced in working with utilities all across the U.S. She is an expert at managing large accounts and cultivating strong client relationships. Ellie continuously delivers measurable impact to her clients and their diverse operational needs. Ellie will ensure Port Arthur receives top-tier service and empathy throughout their lifecycle with Daupler. Paul Browning, Engineering Vice President Role: Technical Lead Ft paul.browning@daupler.com I (888) 201-5652 gip As the Engineering Vice President, Paul leads Daupler's technical setup and system configuration efforts. He has 16+years of experience ensuring the municipal clients have reliable, secure, and easy to use systems that work seamlessly around the clock. For Port Arthur, Paul will oversee the setup of Daupler's Response Management System (RMS) so that every call, request, and report flows smoothly between systems. Paul will also oversee system reliability and security, ensuring port Arthur's answering service remains stable and operational under all conditions. Cv ©2026 Daupler,Inc. 1,888,201.5652 daupler.com 6 Aaron Winter, Lead Implementation Specialist Role: Implementation Lead v. -\, aaron.winter@daupler.com l (913)392-2540 Aaron has extensive experience implementing answering programs and response management for cities nationwide. He has helped lead and train teams on call-handling protocols,escalation procedures, CRM integrations, etc. He will work with the team to help configure Port Arthur throughout the onboarding process, including system configuration and workflow setup. Aaron will work with Port Arthur's team to ensure that call scripts, routing paths, and escalation procedures are accurate, efficient, and tailored to port Arthur's operational structure. Brad New, Director of Client Support Role: Support and Quality Assurance Lead .� `""' brad@daupler.com l (913) 391-6310 Brad oversees Daupler's national Client Support operations. His team ensures round-the-clock service reliability, responsiveness, and performance excellence. For Port Arthur, Brad will oversee the support infrastructure behind Daupler's solutions, ensuring the systems, processes, and personnel that power Port Arthur's response management solution remain stable. His responsibilities include monitoring service performance, managing escalation procedures, maintaining redundancy, leading quality assurance, and ensuring prompt resolution of any technical or operational issue. } Wyatt Darnell, Director of Account Management Role: Project Manager wyatt@daupler.com l (913)706-1315 i AO Wyatt Darnell leads Daupler's Account Management organization and will serve as the Project Manager for Port Arthur, overseeing all day-to-day activities from project kickoff through full operational launch and ongoing performance management. As Daupler's Director of Account Management, Wyatt has led over 50 citywide and utility deployments. Wyatt and team will coordinate all implementation milestones, including scheduling workflow design, system testing, and the final transition to live operations. He will act as the central liaison between Port Arthur project stakeholders and Daupler's internal departments, ensuring seamless communication, clear accountability, and proactive issue resolution throughout the engagement. ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 7 B. Project Approach Proposed Solution To meet the needs of Port Arthur, Daupler proposes our web-based response management system, Daupler Response Management System (Daupler RMS) further enhanced by our Daupler Noitfy, and Daytime Spillover modules. This suite of solutions will modernize Port Arthur's after-hours call handling, incident management, dispatch workflows, and resident engagement. The proposed suite of solutions satisfy 100% of Port Arthur's functional and technical requirements. This proposal outlines the components,features, support, and pricing associated with Daupler RMS, Notify, and Daytime Spillover. Our comprehensive solution for incident response management includes: • An integrated suite of Daupler solutions to manage incoming calls and incidents, event identification, citizen engagement tools, and mass notifications. • A project team comprised of key Daupler staff members who will work closely with Port Arthur personnel to configure and implement the Response Management Solution • Ongoing Daupler Support and Maintenance to ensure reliable operations and continuous performance. Daupler RMS is a highly-secure software platform engineered by experienced professionals dedicated to advancing utility operations. Daupler focuses on enabling operational improvements in water utilities and public works. The solution is complemented by strategically located, multilingual call centers staffed with utility-trained operators to provide after-hours emergency response services. These operators document incidents directly within the platform, follow established procedures, and initiate appropriate local response protocols. t, ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 3 7 daupler Delivery Plan Successful implementation of the Daupler RMS solution suite will require close collaboration between Daupler and Port Arthur. Together,we will deliver a solution that works for your team and enhances service to Port Arthur's community members. Daupler will deliver a streamlined,efficient onboarding process designed to ensure the response management system is fully operational, accurate, and aligned with Port Arthur's departmental workflows. Our implementation process has been refined through hundreds of municipal deployments. The Daupler team operates under a coordinated framework that ensures accountability, communication, and transparency at every stage. Port Arthur will benefit from: • Structured implementation guidance supported by a team familiar with existing Port Arthur workflows • Quarterly business reviews to assess performance metrics, resident feedback, and process enhancements • Defined escalation paths for internal support and guidance • A single primary point of contact (Project Manager)throughout the entire customer lifecycle • 24/7 support availability for system-related inquiries or urgent issues Level of Effort Implementation is designed to minimize burden on Port Arthur's staff. Staff will be asked to attend 2-3 meetings and provide inputs such as incident types and response procedures, on call schedules, shapefiles of service region, and user lists. Implementation Process Daupler follows a structured implementation methodology aligned with the following phases: • Daupler will apply a structured implementation methodology proven successful across dozens of municipal deployments over the last year. Key project tasks will include: • Kickoff: Review Port Arthur's SOPs, crew rosters, standard protocols, and escalation procedures • System Design: Configure response workflows for water,wastewater, stormwater, and pump station alarms • Platform Configuration: Set up incident types, automated dispatch rules, and event detection thresholds • Training &Go-Live: Conduct operator and admin training,quality validation, and phased rollout • Post Launch Support: Monitor overnight performance and provide regular impact reviews (t ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 9 daupler Support and Maintenance The contract price includes two training sessions along with the ongoing support. Organizations that require additional training for end users may purchase extended sessions as an optional add-on as needed. This proven methodology enables Daupler to deliver an implementation that is efficient,accurate,and fully aligned with Port Arthur's expectations.With a dedicated project team, minimal staff burden,and a clear roadmap, Port Arthur can move forward with confidence. Essential support and maintenance components are outlined below: SOFTWARE • Real-time updates to Daupler software services UPGRADES • Automatic upgrades to new Daupler tools • Online help desk offering 24/7 submission HELP DESK and support tracking WITH • Call center with dedicated support UNLIMITED specialists ACCESS • Email support 24/7 at support@daupler.com • Provided at integration TRAINING • Annual web-based group training includes SEMINARS coverage of all new Daupler features • One-on-one training available as needed ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 10 i t r 70 , 1; J Response Management System � A. p g Capabilities 1. After-Hours Call Support Daupler Answering call centers are staffed 24/7 to field calls after hours, ' during holidays and weekends. Daupler proposes handling Port Arthur's calls Monday through Friday from 5:00 pm to 8:00 am. In the event of Port Arthur requiring extended assistance, Daytime Spillover call taking will handle any excess calls during daytime hours, ensuring no citizen inquiry is missed by providing seamless live agent support that maintains your service quality and responsiveness when call volume spikes. � Daupler's Response Management System (RMS) gathers information - -' from all calls and triages the issue using our proprietary Daupler Al to t f �. automatically analyze the information submitted by citizens and . \ -A;.� i 1;`' determines the severity, incident type, and dispatches to the appropriate ' > department. f € '• y ,, 2. Mass Notification Capabilities r. , Daupler Notify enables mass notifications to citizens through SMS text , message, phone call, and/or email. Recipients of these messages may be defined by a specified service areas or a custom polygonal drawing ta- on a map of the service area. .4 3. Citizen Engagement Portal tA4-; _.. Daupler Engage provides a city-branded link to a citizen engagement ''<'�'x " :,- �4,. -", portal for citizens who call in, allowing them to confirm reported information, provide additional information, submit photographs,follow % � along with response process, and submit feedback. ; f {i � } i h i F i t.3 F '-k ' ', ''''1::''''':';',S14.71k;.;12';',. :A 444,,,,,..„44,44:,t1/4, ,f a w ©2026 Daupler,Inc. 1.888.201.5652 daupler.com s " s i , _, „,, , .,,.. . ..... ....?„, „„ , . •,, ,n 4. An Interface to Submit Information Daupler provides a secure, citizen-facing interface that enables external stakeholders to confirm reported incident details and submit additional ` ; _ N information, including photos and written descriptions. This interface can " be accessed via SMS,web link, or utility-branded portal, eliminating the need for app downloads and ensuring accessibility during active events. Immediately following the incident being reported, Daupler analyzes the c..;. information and triages the issue using our proprietary Daupler Al. Issues are then promptly categorized by issue type and severity for ease-of- response by Port Arthur staff. 5. Objective Documentation of Response Activities " .ter ' ` Daupler enables full transparency into every response. Crew response . times can be tracked and documented objectively. Port Arthur staff are - 4,k "i ._ able to easily view all of the following information within the Daupler RMS interface: a. Crew arrival and departure timestamps } .."4 :. :; b. Crew arrival and departure location validation t j' c. Crew communication with customers, including text and phone calls - d. Team formation with the internal response team l' .\ . With an optional AVL system integration,the platform can automatically �� t,. Nor- record and report crew arrival and departure times based on location -' • - :t`' data. E • 3 73 ..- t 6. Access to Detailed Customer Information g ; . - - } Responding crews are provided with access to detailed customer -;fir'' #" 4+ information for each incident response, including: P••,`j, .-• s^ 1 a. All responding crew members b. Location validation, address and turn-by-turn directions _. , *. c. Time stamps of arrival and departure,which can be gathered automatically through an AVL integration "j= d. Complete internal response timeline , e. All resident information gathered during the initial report, and any w»;,,..;,,ti additional information provided by the resident after using the text link to t E' " the Daupler incident or captured via phone call with the responding crew t member ` - .. `` f. Objective information, including photographs and notes, directly K communicated by the citizen Cod ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 12 7. Response Data Analytics Daupler Analytics provides insight into: a. Baseline overall response performance including by location and incident type b. User-specific response performance including time and response outcomes c. Call responsiveness during team formation 44.70 d. Daily incident distribution for resource allocation e. Heatmap by incident easily filtered by date and type .. These metrics can be viewed and downloaded as spreadsheets or dashboards by Port Arthur authorized members in PDF, XLS, or CSV format to be sent to internal stakeholders. 8. Incident Report Grouping Daupler Event Detection automatically evaluates incoming incident111 reports to determine when multiple reports are associated and groups them into a single 'event'within Daupler RMS. Once identified, authorized personnel are provided with a centralized event interface that enables them to monitor related reports, update status information, and # communicate to impacted citizens. This approach is designed to reduce duplicate dispatches, improve situational awareness, and ensure mow consistent communication during larger events. • , 46. a. An IVR will deploy to capture additional incoming calls related to an ;r 10 existing event and allow citizens to opt in to receive status updates with SMS text messages. 1-1 An Event Detection dashboard is provided for city employees to send out 41100 event-related messages to those who have opted in. Citizens can receive messages regarding response timeline, estimated time of arrival, and estimated restoration time. 9. Easy-to-Use Software Daupler is an intuitive, easy-to-use platform and Daupler specialists will provide adequate training to teams, ensuring the successful utilization of the software and all additional modules. r w ©2026 Daupler,Inc. 1.888.201.5652 daupler.com I 3 " '�- e ; . s 10. Incident Creation Interface Daupler RMS provides a user-friendly incident creation tool enabling Managers, Customer Service, or Admin staff to create and document incidents in the system with minimal effort. Through structured fields and .'- ., .# guided prompts, staff can enter caller information, location details, issue -i 4 type, and priority level. Once created, incidents are immediately available for tracking, escalation, and dispatch coordination. 11. On-Scene Conditions '` � ' While on-site responding to incidents, staff can enter photos of on-scene P ? conditions within the open incident page, providing expert insight or escalation of the severity reported. —_ 12. Querying All Incidents �~ i All incidents can be easily reviewed, searched, and categorized within the Daupler RMS interface. Acto 13. Report Exports Daupler takes security incredibly seriously. Daupler is an AWS cloud-based ,._ • - "` Y^4 software and SOC 2 Type II compliant for data and cyber security. -- � 14. Cloud-Based Solution i`. �� r . Daupler RMS and the accompanying solutions are all provided to Port Arthur ;_ staff as a cloud-based software solution accessible via any internet- ' connected device. := 15. Intallation and Integration Services .i• Daupler provides transparent pricing modules with no hidden fees. Any ' ,:,* additional requirements or integrations the City requests will be priced and :, , -.,_ ,: " communicated with full transparency. , -� / . ' ~ yl , / '" ', Daupler can be easily integrated with our client's current and future • ' ''`: enterprise system landscape. Our integration system is flexible and works '> _ ! `�` i with all types of system vis RESTful API specifications. Our knowledgeable 'y ' ', . staff will provide clear information requests to collect the inputs for a ,, y_, seamless integration process. Daupler has integrated with a large variety of ,"it" ,. a. systems (CRM,work order platforms, GIS and AVL). Integrations have not "* ' . been included in the initial scope of this project, but can be added at any ` -; _ '� , *"# • time and will be clearly and openly communicated with Port Arthur staff. w ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 14 C. Cost Detailed pricing for the proposed solution is provided in the table below. All pricing quoted herein is valid for 30 days from the date of this proposal and includes licensing, maintenance, and installation. After Hours Call Center and Dispatch Services Fee One-Time Fees Daupler Implementation&Support 24/7 support to ensure your team has access to assistance whenever it's needed, day or night. Our implementation team will guide you every step of the way to $29,999 ensure a smooth,efficient, and successful setup tailored to your goals. Annual Subscription Fees DAUPLER RMS Daupler Subscription Fee, Paid Annually. Daupler Answering-After Hours: Live, utility-specific call-answering provided at a flat fee,between the hours of 5 pm to 8 am Monday-Friday,weekends and holidays. Daupler Al: Al/Classifier technology used to instantly triage inputs,escalate issues,and dispatch resources efficiently. $44,999 Daupler Engage: Web-based portal enables residents to provide additional photos and notes for crew members, helping reduce unnecessary truck rolls. Daupler Event Detection: Detects disruptions of service faster and sends real- time, event-specific updates to residents who subscribe. Daupler Analytics: Heat mapping and crew performance tracking. Daupler Daytime Spillover: Max: 1,000 minutes. $4,999 Daupler Dispatch Assist 24/7: Simple interface that allows internal call-takers to efficiently dispatch crews while improving customer service and documentation. WAIVED Daupler Notify: Send mass notifications during emergencies and planned maintenance projects. Daupler Notify makes it easy to send information to $14,999 impacted customers quickly and cost-effectively. SUB-TOTAL ANNUAL COST: $64,997 TOTAL FIRST YEAR COST: $94,996 (,V ©2026 Daupler,Inc 1.888.201.5652 daupler.com 15 C. Cost Optional Services can be added on at any time. Prices quoted in this proposal will only remain valid for 30 days. Optional Add-On Solutions Fee One-Time Fees Enhanced Customer Training $4,999 Includes two (2) additional training sessions prior to go-live for admin and crew. ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 16 D. REFERENCES Daupler has extensive experience supporting municipalities across the U.S. with large-scale answering services and response management technology that improve communication, operational visibility, and citizen satisfaction. The following Texas references, Deaf Smith Electric,Abilene, and Johnson County SUD demonstrate Daupler's ability to meet and exceed the specific objectives for Port Arthur outlined in this RFP. Deaf Smith Electric, TX Tim Burkhalter General Manager Office: 806-364-1166 Email:tburkhalter@deafsmith.coop Address: 1501 E 1st St, Hereford,TX 79045 Term: 02/2022- Present Scope: Deaf Smith Electric Cooperative partnered with Daupler to implement a Response Management System (RMS) integrated with their outage management system. Over time,the solution has expanded to include Notify, after-hours call answering and spillover support, ensuring members are informed during emergencies and can consistently reach a live representative during outages and peak call events. Deaf Smith Electric benefits from seamless data flow between member calls, outage events, and crew dispatch. w02026 Daupler,Inc. 1 883 201 5652 daupler.com 17 Johnson County SUD, TX Dana Collier Manager of Customer Service Office: 817-760-5226 Email: dcollier@jcsud.com Address: 740 FM 3048, Joshua,TX 76058 Term: 03/2023 - Present Scope: Johnson County Special Utility District partnered with Daupler to modernize its service request and emergency response operations through Daupler's Response Management System (RMS). With RMS in place,Johnson County SUD has streamlined how water and wastewater issues are reported, documented, and dispatched, ensuring accurate information capture and structured workflows from the first call to resolution. To strengthen reliability,the District utilizes after-hours and spillover call answering support, providing residents with 24/7 access to a live representative during emergencies and peak call periods. This approach reduces missed calls, improves response times, and ensures critical service issues are routed quickly to on-call crews. Abilene, TX Jeremiah Bihl Assistant Director of Water Utilities Office: 325-676-6471 Email:jeremiah.bihl@abilenetx.gov Term: 01/2025- Present Scope: Daupler implemented Daupler Answering and Daupler RMS. The software and answering capabilities relieved PWC Customer Service representatives of the constant phone calls and eliminated the need for dispatchers to answer customer calls after hours. av ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 18 daupler Appendix A. Letter of interest B. Affidavit C. Conflict of Interest Questionaire D. HB 89 F. Sb 252 G. Non Collusion Affidavit For any clarifications or follow-up questions, please do not hesitate to reach out Ellie Dusselier Account Executive ellie.dusselier@daupler.com (913) 578-8064 ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 19 APPENDIX A LETTER OF INTEREST RFP—INCIDENT RESPONSE MANAGEMENT SYSTEM DEADLINE: MARCH 4, 2026 The undersigned firm submits the following information (this RFP submittal) in response to the Request for Proposals (as amended by any Addenda), issued by the City of Port Arthur, TX (City) to supply Lobbyist for City of Port Arthur. Enclosed, and by this reference incorporated herein and made a part of this RFP, are the following: ❖ Completed RFQ Letter of Interest Form ❖ Completed Affidavit ❖ Completed Conflict of Interest Form + Completed Non-Collusion Affidavit ❖ HB 89 ❖ SB 252 Firm understands that the City is not bound to select any firm for the final pre-qualified list and may reject any responses submitted. Firm also understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the firm, and that the required materials to be submitted will become the property of the City and will not be returned. Firm agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP. Firm accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. X)NV'PAY , �Yl(�, d�`2�1 —2 0 2(p Firm Name Date cdeo uthorized Signature Title l01/4AN 12)6VI.1ePrNb Name (please print) Telephone `J0k7n ( davvItr.(�w, Email Ond ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 20 APPENDIX B AFFIDAVIT All pages in Offeror's Responses containing statements, letters, etc., shall be signed by a duly authorized officer of the company whose signature is binding. The undersigned offers and agrees to one of the following: I hereby certify that I do not have outstanding debts with the City of Port Arthur. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. DavOa, -T-nC,. O2-21-I - 20-40 Firm Name Date horized Signature Title JOMN gei.TVA--cvo Name (please print) Telephone �fl iv () Woo lf,r.(OM Email STATE: y,f‘Yt COUNTY: -SlArnnYal SUBSCRIBED AND SWORN to before me by the above named 1 Q 1 yl je y &1 el on this the CogVi ry day of LH , 20 y(p ♦---- ------- - , HALEE BRUMBAUGH Notary Public-State of Kansas Notary Public My Appointment Expires -21-2 412q ornimmurmorwwwwwwww RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 21 APPENDIX C CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B.23.Bath Leg.,Regular Session. OFFICE USE ONLY This questionnaire is being tiled in accordance with Chapter 176.Local Government Code.by a vendor who Date Received has a business relationship as defined by Section 176 001(1-a)with a local governmental entity and the vendor meets requirements under Section 176.006(a) By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7111 business day alter the date the vendor becomes aware oh facts that require the statement to be filed. See Section t76 006(a•t).Local Government Code A vendor commits an offense if the vendor knowingly violates Section 176 006.Local Government Code An offense under this section is a misdemeanor J Name of vendor who has a business relationship with local governmental entity. J Check this box it you are filing an update to a previously filed questionnaire.(The law requires that you file an updated completed questionnaire with the appropriate tiling authority not later than the 7th business day after the date on which you became aware that the originally tiled questionnaire was incomplete or inaccurate.) J Name of local government officer about whom the information is being disclosed. Name of Officer Describe each employment or other business relationship with the local government officer.or a family member of the officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described Attach additional pages to this Form CIO as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income.from the vendor? Yes I) I No 8 Is the vendor receiving or likely to receive taxable income other than investment income from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? (i 1 Yes No J Describe each employment or business relationship that the vendor named in Section I maintains with a corporation or other business entity with respect to which the local government officer servos as an officer or director,or holds an ownership interest of one percent or more. I j Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts 1 as described in Section 176003(a)(2)(13),excluding gifts described in Section 176.003(a-t) Z-Zto— 222.(0 Ser. a of yen or doing business with the governmental ennty Dam Form provided by cocas Ethics Commission www.ethics state to us Revised 1110'2015 ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 22 CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Acomplete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm.For easy reference,below are some of the sections cited on this form. Local Government Code§176.001(1-a):'Business relationship"means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal,state,or local governmental entity or an agency of a federal,state,or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public;or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by,and reporting to,that agency. Local Government Code 4 176.003(a)(2)(A)and(B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income,other than investment income,that exceeds$2,500 during the 12-month period preceding the date that the officer becomes aware that (i)a contract between the local governmental entity and vendor has been executed; cr (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than$100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed,or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code§176.006(a)and(a-1) (a)Avendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity,or a family member of the officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any gift described by Section 176.003(a-1);or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor (A) begins discussions or negotiations to enter into a contract with the local governmental entity;or (B) submits to the local governmental entity an application,response to a request for proposals or bids,correspondence, or another writing related to a potential contract with the local governmental entity;or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer,or a family member of the officer,described by Subsection(a); (B) that the vendor has given one or more gifts described by Subsection(a);or (C) of a family relationship with a local government officer. Form providad by Texas Ethics Commission www.ethics.state.tx.us Revised 111302015 ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 23 APPENDIX D House Bill 89 Verification I J D 1N lefg j\j (Person name), the undersigned representative (hereafter referred to as "Representative") of *PON) ZYlL• (company or business name, hereafter referred to as "Business Entity"), being an adult over the age of eighteen (18) years of age, after being duly sworn by the undersigned notary, do hereby depose and affirm the following: 1. That Representative is authorized to execute this verification on behalf of Business Entity; 2. That Business Entity does not boycott Israel and will not boycott Israel during the term of any contract that will be entered into between Business Entity and the City of Port Arthur; and 3. That Representative understands that the term "boycott Israel" is defined by Texas Government Code Section 2270.001 to mean refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes. rTh SI ATURE OF REPRESENTATIVE SUBSCRIBED AND SWORN TO BEFORE ME, the undersigned authority. on this 2 / day of FePrOa , 20 Z(Q HALEE BRUMBAUGH Notary Public-State of Kansas My Appointment Expires Z I APINIMIPMNIIMmerglimupwsplupwasomplimma Notary Public ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 24 APPENDIX E SB 252 CHAPTER 2252 CERTIFICATION inirrie p , the undersigned and Representative of bow\jY zvu,• (Company or Business Name) being an adult over the age of eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152 and Section 2252.153, certify that the company named above is not listed on the website of the Comptroller of the State of Texas concerning the listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further certify that should the above- named company enter into a contract that is on said listing of companies on the website of the Comptroller of the State of Texas which do business with Iran, Sudan or any Foreign Terrorist Organization, I will immediately notify the City of Port Arthur Purchasing Department. JOIN Name of Company Representative (Print) Si ature of Company Representative -202k) Date to, ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 25 I APPENDIX F NON-COLLUSION AFFIDAVIT CITY OF PORT ARTHUR § STATE OF TEXAS § By the signature below,the signatory for the bidder certifies that neither he nor the firm,corporation, partnership or institution represented by the signatory or anyone acting for the firm bidding this project has violated the antitrust laws of this State,codified at Section 15.01,et seq.,Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in the same line of business, nor has the signatory or anyone acting for the firm, corporation or institution submitting a bid committed any other act of collusion related to the development and submission of this bid proposal. Signature: eat 0:elie / Printed Name: Printed Name: Ellen Dusselier Title: Account Executive Company: Daupler,Inc. Date: 02-26-2026 Ellen Account Daupler, SUBSCRIBED and sworn to before me the undersigned authority by Dusselier the Executive of, Inc. on --- - -- ---- - behalf of said bidder. HALEE BRUMBAUGH Notary Public-State of Kansas My Appointment Expires X-22 2lp Notary Public in and for the State of Kansas My commission expires: 08-22-2026 ©2026 Daupler,Inc. 1.888.201.5652 daupler.com 'c Exhibit "C" (Contract with Daupler, Inc.) INCIDENT RESPONSE MANAGEMENT SYSTEM AGREEMENT WITH DAUPLER, INC. THIS AGREEMENT is made this the of , 2026, by and between an individual, firm partnership or corporation, Daupler, Inc., of Overland Park, Kansas hereinafter called "Vendor", and the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called the "Owner" or "City". WITNESSETH: That for and in consideration of the payments, terms, conditions and agreements set forth herein, Owner and Vendor agree as follows: 1. The term of this Contract shall be for one year from the date of execution, unless sooner terminated under the provision hereof. The City can terminate this contract at its convenience which includes, but not limited to, funding not being available in any budget cycle with thirty (30) days written notice. 2. The Vendor will provide Incident Response Management System, as delineated and submitted in their proposal dated March 4, 2026. 3. During the term of this Contract, the Vendor will furnish all of the materials and services, as stated in the specifications. 4. The Vendor agrees to deliver all services during the term of this contract, as shown in the proposal at the unit prices, shown below, and will be the contracted vendor for the following items indicated: One-Time Fees Cost Daupler Implementation & Support, one- time fee $29,999 Annual Subscription Fees Daupler RMS, Answering After Hours, AI, Engage, Event Detection, Analytics $44,999 Daupler Daytime Spillover (Max : 1,000 minutes) $4,999 Duapler Dispatch Assist 24/7 Waived Daupler Notify $14,499 5. Annual subscription renewals are subject to annual appropriation and approval of the budget by City Council, and annual subscription renewals will be presented to City Council for their approval. 6. The term "Contract Documents" means and includes the following: A. Agreement B. Advertisement for Request for Proposals C. Proposal Documents 7. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in two (2) copies each of which shall be deemed an original on the date first above written. SIGNED AND AGREED to on the day of , 2026. WITNESS: Daupler, Inc.: Name: Title: SIGNED AND AGREED to on the day of , 2026. ATTEST: CITY OF PORT ARTHUR: Sherri Bellard Ronald Burton, CPM City Secretary City Manager