01. RFP 601440000053907.pdf

Dated: July 2026

Request for Proposal

Asphalt Windrow Elevator

Solicitation No.: 601440000053907

NIGP Class-Item: 760-53

Purchaser: Brian Jordan, CTCD

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Solicitation Calendar of Events

Solicitation Open Date: September 30, 2026

Non-Mandatory Pre-Response Conference:

October 9, 2026, 10:00 AM Central Time

Deadline for Submission of Questions:

Reference Paragraph 7 – Contact Information

October 12, 2026

TxDOT Response to Questions to be posted by Date:

October 19, 2026

Solicitation Close Date: October 30, 2026, 3:00 PM Central Time

Tentative Date for Contract Award: December 30, 2026

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1. Description:

This solicitation is to establish a contract for a heavy-duty asphalt windrow elevator designed for high-production road paving. This windrow elevator utilizes a dolly wheel system on the front to distribute weight, maintain consistent rolling elevation against the ground, and smoothly attach directly to the paving tractor. This system is engineered to prevent material segregation and keep continuous paving speeds on long stretches of road.

2. Electronic State Business Daily (ESBD):

A notification of this solicitation and any updates are posted on the ESBD. The solicitation, addenda, or additional information are posted on Euna Procurement. It is the responsibility of the interested parties to periodically check the ESBD and Euna Procurement for updates to the procurement prior to submitting a response. Vendors active on the CMBL at the time the solicitation was posted will receive notifications regarding addenda or additional information related to the solicitation.

http://www.txsmartbuy.gov/esbd https://txdot.bonfirehub.com

3. Proprietary:

Not applicable for this solicitation.

4. Service or Delivery Location:

Delivery Address:

4250 North Clack

Abilene, TX. 79601

5. Delivery Hours:

Delivery must be made between 8:00 AM and 4:00 PM Monday through Thursday except on regularly-observed state or federal holidays. Reference State and Federal Holidays schedule.

6. Estimated Quantities:

Not applicable for this solicitation.

7. Contact Information:

The individuals listed below are the only authorized TxDOT contacts. Contacting any other TxDOT personnel regarding this solicitation, may result in the respondent being disqualified. Any changes as a result of questions will be made by TxDOT in the form of an addendum to the solicitation; no oral changes will be considered.

For clarification or questions regarding this solicitation, respondents may contact:

Primary Contact: Brian Jordan, CTCD

Phone: 512-416-4739

Email: brian.jordan2@txdot.gov

Secondary Contact: Jason Jones, CTCD

Phone: 915-790-4347

Email: jason.jones@txdot.gov

When submitting questions through vendor discussion, the vendor must include the name of the document and paragraph number related to the question.

http://www.txsmartbuy.gov/esbd https://txdot.bonfirehub.com/

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NOTE: For assistance in submitting questions through Euna Procurement use the following link and reference the document and paragraph the question pertains to:

https://customer.eunasolutions.com/public/s/article/how-do-i-contact-the-project-owner

8. Pre-Response Conference:

TxDOT will conduct a non-mandatory pre-response conference for all interested respondents to familiarize them with the requested goods and/or services and to give all potential respondents an opportunity to seek answers to any questions which they may have concerning the solicitation.

Respondents should arrive not later than the scheduled start time stated in the solicitation.

TxDOT will not be responsible for repeating information already provided.

Respondent should have a representative attend the pre-response conference.

Respondent’s representative must sign a register.

Any changes to the solicitation requirements resulting from the pre-response conference will be made by TxDOT in the form of an addendum to the solicitation.

The pre-response conference information is shown below:

All personnel attending the pre-conference must log in to the WebEx using the following steps:

Respondent must list their name and company when attending the WebEx, as shown below:

Example: John Doe – TxDOT

Meeting number: 2309 613 1426

Meeting password: gFzHFj7Yx63

WebEx Link:

https://txdot.webex.com/txdot/j.php?MTID=me8e419cbaf09129a3bbcd95b4c6cf47e

Call-in number: 415-655-0003 United States TOLL

IMPORTANT NOTICE: Please note that this WebEx service allows audio and other information sent during the session to be recorded, which may be discoverable in a legal matter. By joining this session, you automatically consent to such recordings. If you do not consent to being recorded, discuss your concerns with the host, or do not join the session.

9. Logo License:

Not applicable for this solicitation.

10. Financial Requirements:

Not applicable for this solicitation.

11. Performance and Payment Bonds:

Not applicable for this solicitation.

12. Security Requirements:

Not applicable for this solicitation.

13. Accessibility Requirements:

Not applicable for this solicitation.

14. License Agreement, Master Service Agreements or Order Forms:

https://customer.eunasolutions.com/public/s/article/how-do-i-contact-the-project-owner

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Not applicable for this solicitation.

15. HUB Subcontracting Plan or DBE Attachments:

TxDOT has reviewed this solicitation and determined there are no probable subcontracting opportunities. Therefore, a HUB Subcontracting Plan (HSP) is not required for this solicitation unless a Respondent will use subcontractors. If a Respondent will subcontract any portion of this Contract, the Respondent must submit a completed HSP located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php, with its Response.

16. Response Submission:

16.1. GENERAL FORMAT: The respondent must submit one signed and dated response to include the documentation required per response paragraph 16.3 through the Euna Procurement system: https://txdot.bonfirehub.com/.

NOTE: Any response sent to TxDOT personnel via email - whether directly, courtesy copy (cc), or blind copy (bcc) - will be considered non-responsive. For hand delivery or courier service, United States Postal Service, Federal Express, United Parcel Service, or other mail service, contact the purchaser for assistance.

16.2. The respondent shall not encrypt or password protect response or embed documents within the response; each section must be its own separate document.

16.3. RESPONSE: Failure by the respondent to submit the documentation listed below may result in the response being considered non-responsive. The response submission must be submitted with each section named with the “Section #” and brief description not to exceed 30 total characters as a separate document in the following format:

16.3.1. Section 1 – Pricing Schedule

16.3.2. Section 2 – Execution of Proposal

16.3.3. Section 3 – Texas Family Code Schedule

16.3.4. Section 4 – Addenda: Acknowledgement of Associated Addenda, if applicable.

16.3.5. Section 5 – Data Sheet Schedule: The respondent must complete and submit the Data Sheet Schedule.

16.3.6. Section 6 – HUB Subcontracting Plan or DBE Attachments: Not applicable for this solicitation.

16.3.7. Section 7 – Vendor Qualifications, Experience, and References Schedule: Complete and return detailing respondent qualifications and experience to include certifications or licenses required.

16.3.8. Section 8 – Compliance with Specification: The respondent’s ability to meet the requirements as specified in the solicitation must be demonstrated including but not limited to detailed literature, specification sheets, or documentation that clearly outlines how the item meets or exceeds the technical specifications, features, and performance capabilities of the item referenced in the solicitation. Any alternative item proposed must meet the quality, functionality, and performance standards of the requested item. Any deviations from the specified item should be clearly stated and justified in the submission.

All literature should be clear and concise and provide sufficient details to enable a thorough evaluation of the item.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://txdot.bonfirehub.com/

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16.3.9. Section 9 – Assumptions Schedule: The respondent must provide a comprehensive listing of all assumptions made in preparing its response to this solicitation. All respondent assumptions must reference the solicitation section and/or paragraph number. No price data may be included in the assumptions. If the respondent does not have assumptions to the solicitation, please note this on the Assumptions Schedule document.

16.3.10. Section 10 – Exceptions Schedule: If the respondent takes exceptions to any portion of the solicitation, these exceptions must be specifically and clearly identified by paragraph in the response and the respondent’s proposed alternative must also be provided for consideration. If the respondent does not have exceptions to the solicitation, please mark it on the Exceptions Schedule. The respondent must not take a ‘blanket exception’ to the entire solicitation.

NOTE: TxDOT reserves the right to waive minor errors and omissions, reference paragraph 2.02(h) of TxDOT Terms and Conditions.

17. Evaluation:

17.1. TxDOT will consider best value for the state (reference TxDOT Terms and Conditions, Paragraph 2.07).

17.2. TxDOT reserves the right to omit discussions, negotiations or not make an award.

17.3. Respondent is strongly encouraged to provide its best Proposal in the response.

TxDOT makes no guarantee there will be any opportunity to make oral presentations, attend discussions or to negotiate at any point during the evaluation process. TxDOT may seek additional information, negotiate, and solicit Best and Final Offers (BAFO) from respondents determined to be in the competitive range.

17.4. Evaluation of Responses: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered.

Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. TxDOT reserves the right to conduct studies and other investigations as necessary to evaluate any response.

17.5. Respondent’s assumptions and exceptions will be reviewed to ensure they do not descope or significantly change the solicitation, as advertised. Any assumptions or exceptions which descope or significantly change the solicitation will result in the respondent being disqualified. All questions regarding assumptions or exceptions will be addressed during Discussions or Negotiations.

17.6. Evaluation Criteria:

Pass/Fail Criteria: In addition to the weighted criteria, TxDOT will review responses based on the Pass/Fail criteria as follows:

17.6.1. All Documents in Response Submission section above are included in the response.

17.6.2. Financial review – Not applicable for this solicitation.

17.6.3. Vendor performance rating through the CPA Vendor Performance Report: http://www.txsmartbuy.gov/vpts - Reference Terms and Conditions paragraph 2.11.

http://www.txsmartbuy.gov/vpts

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17.6.4. HUB Subcontracting Plan or DBE Attachments - Not applicable for this solicitation.

17.7. A TxDOT evaluation committee will evaluate and score each response based on the established criteria described in this solicitation. Respondents must not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements. Responses will be evaluated and scored on a weighted system to determine the response offering the best value.

17.7.1. Only responses that pass the criteria referenced in Pass/Fail will be reviewed and scored.

17.7.2. Written responses will be evaluated as indicated below:

Respondent qualifications and experience 15 Points

Respondent’s approach to meeting requirements detailed in the Specification

45 Points

Pricing from Respondent’s original written proposal 40 Points

17.8. TxDOT reserves the right to check references and include in scoring of the next evaluation phase.

17.9. Definitions Oral Presentation, Discussion, Revised Proposal, Negotiations:

17.9.1. Oral Presentation – A visual representation of the respondent’s proposal which should highlight the strengths and unique aspects of the respondent’s proposal and may include a site visit or a demonstration of the proposed solution and must provide answers to clarification questions from the evaluation team. The presentation must be drafted based on the agenda format provided and time allocated by TxDOT.

17.9.2. Discussion – A conversation between the respondent(s) and TxDOT to discuss the Proposal. This meeting is to resolve outstanding or unanswered questions and for clarifications by both parties; will not include negotiations.

17.9.3. Revised Proposal – A revision to the original proposal based on clarifications and questions answered in the discussion phase.

17.9.4. Negotiations – This phase will include only those items that require finalizing. The negotiations may include, but not be limited to:

Exceptions to the terms and conditions, pricing, or additional items within the scope of work based on the respondent’s proposal.

17.10. Oral Presentations:

17.10.1. TxDOT reserves the right to down select and invite the highest scoring respondents to participate in oral presentations.

17.10.2. If oral presentations are requested, TxDOT will advise each respondent in writing of the location, date, and time of the scheduled oral presentation. A minimum of 14 business days’ notice will be given to the respondent(s) selected for the oral presentation phase.

Attendance at the oral presentation is mandatory. Failure to attend the

8 – 39 oral presentation at the location, date, and time designated by TxDOT will disqualify the response submitted by the respondent.

17.10.3. TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting.

17.10.4. Oral presentations, if conducted, will be evaluated as indicated below and scores will replace the written response scores below:

Respondent qualifications and experience 15 Points

Respondent’s approach to meeting requirements detailed in the Specification

45 Points

Pricing from Respondent’s original written proposal 40 Points

17.11. Discussions:

17.11.1. TxDOT reserves the right to down select and invite the highest scoring respondents to participate in discussions and may request revised Proposal.

17.11.2. If discussions are requested, TxDOT will advise each respondent in writing of the location, date, and time of the scheduled discussion. A minimum of 5 business days’ notice will be given to the respondent(s) selected for the discussion phase. Attendance at the discussion meeting is mandatory. Failure to attend the discussion meeting at the location, date and time designated by TxDOT will disqualify the response submitted by the respondent.

17.11.3. TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting.

17.11.4. When a revised Proposal is requested, respondents must submit one clean and one red-lined version as instructed by TxDOT.

17.11.5. Discussions, if conducted, whether a revised Proposal is requested or not, will be evaluated as indicated below and scores will replace the previous evaluation scores (i.e., written, or oral responses).

Respondent’s revised approach to meeting the requirements detailed in the Specification

60 Points

Respondent’s revised pricing 40 Points

18. Negotiations: TxDOT reserves the right to select and invite the highest scoring respondent(s) to participate in negotiations and may request a BAFO following completion of negotiations. TxDOT will conduct negotiations at a designated location and mutually agreed to date(s) and time for the meeting(s).

18.1. When a BAFO is requested, respondents must submit one clean and one red-lined version as instructed by TxDOT.

NOTE: Any assumptions or exceptions taken by the down selected respondent(s) that require negotiations will also be addressed during these meetings.

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19. Post Award Meeting: The successful respondent(s) may be required to attend a post award meeting with TxDOT within 10 business days after the award. If a post award meeting is scheduled, TxDOT will advise each respondent in writing of the location, date, and time. The purpose of the meeting is to discuss the terms and conditions of the award and to provide additional information regarding the contract. The awarded vendor and TxDOT shall identify specific goals, strategies, and activities planned for meeting program area objectives.

20. Debriefing Meeting: A respondent who responded to the solicitation may request a debriefing meeting within 30 calendar days of the award being posted to the ESBD.

Respondent must request this meeting in writing from the purchaser listed on the solicitation.

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TEXAS DEPARTMENT OF TRANSPORTATION

TERMS AND CONDITIONS

TABLE OF CONTENTS

PART 1. INTRODUCTION

1.01 GENERAL

1.02 STATUTORY AUTHORITY

1.03 TITLE VI ASSURANCE

1.04 ENVIRONMENTAL IMPACT

1.05 COMPLIANCE WITH LAWS

PART 2. GENERAL INSTRUCTIONS

2.01 SPECIFICATIONS

2.02 RESPONSE SUBMISSIONS

2.03 PRICING

2.04 ADA CONSIDERATIONS AND NOTIFICATION

2.05 RESPONSE OPENINGS AND DISCLOSURE OF INFORMATION

2.06 ALTERATIONS OR WITHDRAWAL OF RESPONSES

2.07 DETERMINING AWARD

2.08 PREFERENCES

2.09 DELIVERY

2.10 INSPECTIONS AND TESTS

2.11 VENDOR PAST PERFORMANCE

PART 3. RESPONDENT AFFIRMATIONS

3.01 FALSE STATEMENTS

3.02 REPRESENTATIONS, WARRANTIES, AND COVENANTS

3.03 GRATUITIES

3.04 CERTAIN BIDS AND CONTRACTS PROHIBITED

3.05 ANTITRUST LAWS

3.06 DECEPTIVE TRADE PRACTICES; UNFAIR BUSINESS PRACTICES

3.07 COLLUSION

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3.08 INELIGIBILITY UNDER FAMILY CODE

3.09 CONTRACTING WITH EX-TXDOT EXECUTIVE DIRECTOR

3.10 DEBT TO THE STATE

3.11 RESPONDENT ELIGIBILITY

3.12 NEPOTISM DISCLOSURE

3.13 BOYCOTTING ISRAEL

3.14 DISCLOSURE OF RESTRICTED EMPLOYMENT

3.15 ANTI-TERRORISM OR TERRORIST ORGANIZATION PROHIBITED

3.16 CONTRACTING INFORMATION RESPONSIBILITIES

3.17 HUMAN TRAFFICKING PROHIBITION

3.18 NO CONFLICTS OF INTEREST

3.19 COVID VACCINE PASSPORTS

3.20 FIREARM AND AMMUNITION DISCRIMINATION

3.21 LONE STAR INFRASTRUCTURE PROTECTION ACT

3.22 BOYCOTTING ENERGY COMPANIES

3.23 FOREIGN ADVERSARIES

PART 4. GENERAL TERMS AND CONDITIONS

4.01 CONTRACTS

4.02 FUNDING

4.03 NO QUANTITY GUARANTEES

4.04 INVOICING

4.05 PAYMENT

4.06 INTELLECTUAL PROPERTY

4.07 ELECTRONIC AND INFORMATION RESOURCES ACCESSIBILITY STANDARDS

4.08 CYBER SECURITY TRAINING

4.09 SITE VISITS

4.10 INSPECTIONS AND TESTS

4.11 VENDOR PERFORMANCE

4.12 NON-WAIVER OF RIGHTS

4.13 LIMITATION ON AUTHORITY; NO OTHER OBLIGATIONS

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4.14 VENUE AND JURISDICTION; APPLICABLE LAW

4.15 VENDOR ASSIGNMENTS

4.16 FORCE MAJEURE

4.17 RIGHT TO AUDIT

4.18 INDEMNIFICATION

4.19 DAMAGE TO TXDOT PROPERTY

4.20 PUBLIC INFORMATION ACT AND CONFIDENTIALITY

4.21 BUY TEXAS

4.22 COMPETENCE OF VENDOR

4.23 CORRECTIONS TO WORK

4.24 IT SERVICE CONTRACTS SECURITY

4.25 NOTICES

4.26 PUBLIC DISCLOSURE

4.27 DISASTER RECOVERY PLAN

4.28 DISCLOSURE OF INTERESTED PARTIES

PART 5. INSURANCE

5.01 PROOF OF INSURANCE

5.02 DURING TERM OF CONTRACT

5.03 WAIVER OF SUBROGATION ENDORSEMENT

5.04 WORKERS’ COMPENSATION INSURANCE

5.05 COMMERCIAL GENERAL LIABILITY INSURANCE

5.06 COMMERCIAL AUTOMOBILE POLICY

5.07 ADDITIONAL INSURANCE REQUIREMENTS

PART 6. VENDOR PERSONNEL MANAGEMENT

6.01 INDEPENDENT CONTRACTOR

6.02 ALCOHOL, DRUG, AND SMOKE-FREE WORKPLACE

6.03 REPLACEMENT OF PERSONNEL

6.04 LABOR/MATERIAL/EQUIPMENT

6.05 VENDOR STAFF

6.06 FELONY CRIMINAL CONVICTIONS

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6.07 SUBCONTRACTING REQUIREMENTS

6.08 PAYMENT OF SUBCONTRACTORS

6.09 VENDOR TITLE VI AFFIRMATIONS

6.10 E-VERIFY

PART 7. DISPUTE RESOLUTION

7.01 DISPUTE RESOLUTION

PART 8. CONTRACT TERMS

8.01 TERM OF CONTRACT

8.02 ORDER OF PRECEDENCE

8.03 PRICING

8.04 TERMINATION OF A CONTRACT

8.05 REMEDIES

8.06 SALE OR ASSIGNMENT

8.07 EXTENSION OF CONTRACTS

8.08 SEVERABILITY CLAUSE

8.09 AMENDING THE CONTRACT

8.10. THIRD-PARTY BENEFICIARIES

8.11 BINDING EFFECT AND SURVIVAL OF OBLIGATIONS

Appendix A

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TEXAS DEPARTMENT OF TRANSPORTATION

TERMS AND CONDITIONS

PART 1. INTRODUCTION

1.01 GENERAL

These Terms and Conditions apply to the solicitation for goods and/or services [whether a Request for Quote (RFQ), Invitation for Bid (IFB), Request for Offer (RFO) or Request for Proposal (RFP)] offered by the Texas Department of Transportation (TxDOT) (“solicitation”) and any contract issued by TxDOT resulting from the solicitation (“purchase order” or “contract”).

The term “response” or “bid” means the proposal, quote, bid, or offer made to TxDOT in response to the solicitation. The term “respondent” or “bidder” means the party who submits the response to the solicitation, including the vendor. The term “vendor” or “contractor” means the party listed as vendor in the contract. Any reference to time in the solicitation or contract shall mean central time.

1.02 STATUTORY AUTHORITY

The solicitation and contract are authorized by Government Code Title 10, Subtitle D (the “Purchasing Act”). The solicitation and contract are subject to all applicable requirements of the Purchasing Act [in particular, Government Code Chapter 2151 (General Provisions), Chapter 2155 (Purchasing: General Rules and Procedures), Chapter 2157 (Purchasing: Purchase of Automated Information Systems), and Chapter 2161 (Historically Underutilized Businesses, “HUBs”)] and those requirements established by rule of the Texas Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD), as contained in Title 34, Chapter 20, of the Texas Administrative Code (“TAC”), and to other applicable federal and state statutes and rules herein cited. Any references in this contract to the “Government Code” mean the Texas Government Code.

1.03 TITLE VI ASSURANCE

TxDOT, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat.

252, 42 U.S.C. §§ 2000d to 2000d-4) and 49 C.F.R. Part 21 and 28 CFR §50.3 (for purposes of this section and §6.10 only, the “Acts” and the “Regulations,” respectively), hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Nondiscrimination programs require that federal-aid recipients, sub-recipients, and contractors prevent discrimination and ensure nondiscrimination in all their programs and activities, whether those programs and activities are federally-funded or not.

1.04 ENVIRONMENTAL IMPACT

It is TxDOT’s intent to purchase goods, equipment, and services having the least adverse environmental impact within the constraints of statutory purchasing requirements, departmental need, availability, and sound economic considerations in accordance with 34 TAC §20.306 and 20.307.

1.05 COMPLIANCE WITH LAWS

Vendor must comply with all federal, state, and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting contract performance, including, if applicable, laws and regulations regarding

15 – 39 workers’ compensation, minimum and maximum salaries and wages, prompt payment, and licensing. Vendor must maintain all licenses and certifications required by law or by the contract throughout the term of the contract. When required, vendor must furnish TxDOT with satisfactory proof of its compliance.

PART 2. GENERAL INSTRUCTIONS

2.01 SPECIFICATIONS

(a) Respondent must carefully examine the solicitation. Respondent is responsible for securing any additional information from the TxDOT purchaser needed to gain a clear and full understanding of TxDOT’s requirements.

(b) TxDOT will not be bound by any oral statement or representation contrary to the written specifications of the solicitation. Any revision, clarification, or interpretation pertaining to the solicitation will be in writing and issued by TxDOT as an addendum. Any change or interpretation not in an addendum will not legally bind TxDOT. Any addendum must be issued through TxDOT’s Procurement Division.

(c) The goods furnished or services performed shall be in accordance with the specifications set forth in the solicitation and with these Terms and Conditions. TxDOT will provide clarification of the specifications and determine the quality and acceptability of goods furnished or work performed. If the solicitation is for a service, TxDOT will determine the manner of performance, the rate of progress of the work, and whether vendor’s performance of the service is acceptable.

(d) Any catalog, brand name, or manufacturer’s reference used in the solicitation is descriptive only (not restrictive) and is used to indicate type and quality desired.

Responses on brands of like nature and quality will be considered unless advertised as proprietary or sole source under Government Code §2155.067. Respondent must show manufacturer, brand or trade name, and other description of the product offered in response to the solicitation. If offer is for other than example(s) shown in the solicitation, include illustration(s) and complete description(s) of product(s) in the response to the solicitation. If respondent takes no exception to specifications or reference data in the response, vendor will be required to furnish brand names, numbers, etc., as specified.

(e) Unless otherwise specified, all goods offered must be new and in first-class condition, including shipping and storage containers. Verbal agreements to the contrary will not be recognized.

(f) Manufacturer’s standard warranty must apply unless otherwise stated in this solicitation.

(g) All electrical items must meet all applicable OSHA standards and regulations and bear the appropriate listing from UL, FMRC, or NEMA.

(h) Any iron or steel product produced through a manufacturing process and used in the project must be produced in the United States, to the extent required by Government Code Chapter 2252, Subchapter G. That Subchapter generally applies to contracts to

(A) construct, remodel, or alter a building, a structure, or infrastructure; (B) supply a material for a project described by subsection (A); or (C) finance, refinance, or provide money from funds administered by a governmental entity for a project described by subsection (A).

2.02 RESPONSE SUBMISSIONS

(a) Response must be submitted as noted in the solicitation.

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(b) Response must be time stamped in TxDOT’s mail room or hand-delivered to the address on the solicitation before the hour and date specified for the solicitation opening. Late responses will not be considered under any circumstances and will be returned unopened to respondent.

(c) Documentation provided with the response should be complete and comprehensive.

TxDOT will not be responsible for locating or securing information not included in the response. Failure to furnish required documentation with the response may result in the response being deemed incomplete and non-responsive, resulting in rejection. TxDOT will not be responsible for any expenses relating to responses or development of documentation that may result from this solicitation.

(d) Failure to sign the solicitation will disqualify the response. The person signing the response must have authorization to contractually bind the company. The solicitation response must include an Employer Identification Number (EIN) and full firm name and address. The EIN should be entered in the space provided on the solicitation.

(e) Facsimile (Fax) responses will not be considered unless otherwise stated in the solicitation. Fax responses must be received before the hour and date specified for the solicitation opening. TxDOT will not be responsible for failure of electronic equipment or operator error. Responses that are late, illegible, incomplete, or otherwise non-responsive will not be considered.

(f) Email responses may be accepted if stated on the solicitation. Email responses must be received before the hour and date specified for the solicitation opening and be in Portable Document Format (PDF) (except for pricing schedules, which must be submitted in Excel format using the pricing spreadsheet developed by the department).

All attached documents together must not exceed a total of 20 MB, must be signed by respondent, and be attached to the email to be considered for award. TxDOT will not be responsible for failure of electronic equipment, operator error, or system delays or outages. Responses that are late, illegible, incomplete, file-corrupted, flagged as a virus, or otherwise non-responsive will not be considered.

(g) RESPONDENT EXCEPTIONS OR CONDITIONED RESPONSES: Exceptions taken by respondent to TxDOT’s Terms and Conditions, or respondent’s Terms and Conditions attached to a response, will not be considered unless specifically referred to and clearly identified as such within the response, including, without limitations, exceptions related to software maintenance and usage or equipment maintenance services. TxDOT may reject a response that takes exception to TxDOT’s Terms and Conditions.

(h) TxDOT reserves the right to accept or reject all or any part of any response, waive minor technicalities, and make an award to best serve the interests of the state. TxDOT reserves the right to reject any response not prepared and submitted in accordance with the solicitation requirements.

(i) Response should indicate number of days required to deliver goods, or begin service (if required), at TxDOT’s designated location. Failure to indicate delivery time obligates vendor to complete delivery in fourteen (14) calendar days.

(j) The response, including price, is irrevocable for 120 calendar days following the hour and date specified for the solicitation opening. TxDOT may extend this period with respondent’s written agreement.

2.03 PRICING

(a) TxDOT’s automated purchasing system requires pricing to be submitted per unit and extended by multiplying the submitted price by the quantity. Unit prices govern in the

17 – 39 event of extension errors. If a trade discount is offered on the solicitation response, it should be deducted, and net line extensions should be shown.

(b) All prices must be F.O.B. destination, freight prepaid and allowed. This means vendor must prepay the freight charges and include them in the unit price.

(c) Purchases made for state use are exempt from state and local sales tax and federal excise tax. Do not include tax in response pricing unless otherwise specified in the solicitation. State Sales Tax and Federal Excise Tax Exemption Certificates will be furnished by TxDOT on request.

(d) Consistent and continued tie response pricing may lead to rejection of the responses by TxDOT and investigation for antitrust violations.

2.04 ADA CONSIDERATIONS AND NOTIFICATION

Persons with special needs or disabilities who plan to attend any pre-response conference or bid opening and who require auxiliary aids or service should contact the purchaser noted on the solicitation as the point-of-contact a minimum of three (3) business days prior to the meeting so arrangements can be made.

2.05 RESPONSE OPENINGS AND DISCLOSURE OF INFORMATION

Information submitted in an accepted response will not be returned to respondent. Government Code Chapter 552 (the “Public Information Act”) allows the public to have access to information in the possession of a governmental body through an open records request. Therefore, respondent must clearly identify in the response any confidential or proprietary information.

Proprietary information identified by respondent in the response will be kept confidential by TxDOT to the extent permitted by state law. TxDOT will use best efforts to give respondent or vendor an opportunity to present to the Office of the Attorney General its arguments for non-disclosure of its identified confidential or proprietary information.

2.06 ALTERATIONS OR WITHDRAWAL OF RESPONSES

(a) Any alterations to a response made before the opening date and time must be initialed by respondent or authorized agent. Response cannot be altered or amended after the opening date and time.

(b) A response may be withdrawn if requested in writing prior to the opening or closing date and time. A response may be withdrawn from consideration after the opening date only with the approval of TxDOT based on respondent’s written, acceptable reason. The response will not be considered for award but will be retained by TxDOT according to the response information confidentiality provision referenced in §2.05.

2.07 DETERMINING AWARD

A response to a solicitation is an offer to contract with TxDOT based upon the terms, conditions, and specifications contained in the solicitation. Responses do not become contracts unless and until they are accepted through an authorized TxDOT designee by issuance of a contract. In determining the best value for the state, the purchase price and whether the goods or services meet specifications are the most important considerations.

(a) BEST VALUE CRITERIA FOR PURCHASE OF GOODS OR SERVICES: The factors listed in Government Code §2155.074 will be considered in making a best value award.

This section allows TxDOT to apply best value criteria to obtain goods and services that provide the best value for TxDOT. Under these guidelines, a respondent is not automatically awarded a contract if they submit the lowest bid response. TxDOT will be

18 – 39 the sole judge as to which response is the most advantageous and in the best interest of TxDOT.

Factors, other than price, that may be considered in making an award:

(1) Installation costs.

(2) Life cycle costs.

(3) Quality and reliability of goods and services.

(4) Delivery terms.

(5) Indicators of probable vendor performance under the contract such as past vendor performance, the vendor's financial resources and ability to perform, the vendor's experience or demonstrated capability and responsibility, and the vendor's ability to provide reliable maintenance agreements and support.

(6) Cost of any employee training associated with a purchase.

(7) The effect of a purchase on agency productivity.

(8) The impact of a purchase on the agency's administrative resources.

(9) Other factors relevant to determining best value for the state set forth in the solicitation.

(b) ADDITIONAL BEST VALUE CRITERIA FOR RFP AND RFO PURCHASES: As provided in Government Code §2156.007, additional best value criteria will be used including but not limited to:

(1) The quality and availability of the goods or contractual services and their adaptability to the use required.

(2) The scope of conditions attached to the bid.

(3) The bidder's ability, capacity, and skill to perform the contract or provide the service required.

(4) The bidder's ability to perform the contract or provide the service promptly, or in the time required, without delay or interference.

(5) The bidder's character, responsibility, integrity, and experience or demonstrated capability.

(6) The quality of performance of previous contracts or services.

(7) The bidder's previous and existing compliance with laws relating to the contract or service.

(8) The bidder's previous or existing noncompliance with specification requirements relating to the time of submission of specified information, including samples, models, drawings, or certificates.

(9) The sufficiency of the bidder's financial resources and ability to perform the contract or provide the service.

(10) The bidder's ability to provide future maintenance, repair parts, and service.

(c) ADDITIONAL BEST VALUE CRITERIA FOR RFO PURCHASES:

Not applicable for this solicitation.

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(d) NEGOTIATIONS FOR RFO AND RFP PURCHASES: TxDOT reserves the right to conduct formal negotiations with respondent(s) judged to have the best offer pertaining to price, goods, services, and terms.

(e) TxDOT reserves the right to reject a response from a respondent whose goods or services to TxDOT or other state agencies have been documented as unsatisfactory in providing the same goods or services.

(f) TIE RESPONSES: In case of tie responses, one or more preferences described in Government Code Chapter 2155 and 34 TAC §20.306 will be used to make an award.

Tie responses which cannot be resolved by application of one or more preferences will be made by drawing lots.

(g) MULTIPLE AND MULTI-TIERED AWARDS:

Not applicable for this solicitation.

2.08 PREFERENCES

A respondent may claim a preference under 34 TAC §20.306. To claim a preference, a respondent must identify the preference on Execution of Proposal, Offer or Bid. If the appropriate area on the solicitation or response is not marked, a preference will not be granted unless other documents included in the response show a right to the preference.

2.09 DELIVERY

No substitutions or cancellations will be permitted without written approval from TxDOT.

Approval must be issued in the form of a purchase order change notice issued by TxDOT’s Procurement Division.

(a) If delay is foreseen, vendor must promptly give written notice to TxDOT. TxDOT has the right to extend delivery or service date if reasons appear valid. Vendor must keep TxDOT advised at all times of the status of the order. Default in promised delivery or service date (unless vendor has received a written extension of the delivery or service date which has been signed by TxDOT) or failure to meet specifications authorizes TxDOT to purchase goods or services elsewhere and charge the full increase, if any, in cost and handling to defaulting vendor.

(b) Delivery must be made between the days and hours stated in the solicitation.

(c) Receipt of goods or services does not constitute acceptance.

(d) Goods and materials must be properly packaged. Damaged goods and materials will not be accepted. If the damage is not readily apparent at the time of delivery, the goods shall be returned to vendor at no cost to TxDOT. TxDOT reserves the right to inspect goods at a reasonable time subsequent to delivery where circumstances or conditions prevent effective inspection of the goods at the time of delivery.

2.10 INSPECTIONS AND TESTS

TxDOT may test and inspect goods before they are purchased under the contract. The cost of the sample and testing shall be borne by vendor.

2.11 VENDOR PAST PERFORMANCE

A respondent's past performance will be evaluated based upon pass/fail criteria, in compliance with applicable provisions of Government Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

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(a) A letter grade score below ‘C’ in the Vendor Performance System or a score of “legacy unsatisfactory” for historic reports submitted prior to the implementation of the current rating system.

(b) Being currently under a Corrective Action Plan through the CPA.

(c) Having repeated negative Vendor Performance Reports for the same reason.

(d) Having purchase orders that have been cancelled or terminated in the previous twelve

(12) months for non-performance (i.e., late delivery, etc.).

Vendor performance information is located on the CPA website at http://www.txsmartbuy.gov/vpts.

TxDOT may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 TAC §20.115) TxDOT may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations will be at the sole discretion of TxDOT and any negative findings, as determined by TxDOT, may result in non-award to respondent.

PART 3. RESPONDENT AFFIRMATIONS

3.01 FALSE STATEMENTS

Respondent represents and warrants that all statements and information in its submitted response are current, complete, true, and accurate. Submitting a response with a false statement or making material misrepresentations during the performance of a contract is a material breach of contract and may void the submitted response and any resulting contract and may result in removal of respondent from the Centralized Master Bidders List.

3.02 REPRESENTATIONS, WARRANTIES, AND COVENANTS

Respondent represents, warrants, and covenants that:

(a) Personnel must be competent, knowledgeable, and experienced in the types of services to be provided under the contract and perform such services in a professional and workmanlike manner consistent with industry standards. Services must meet all specifications set forth in the contract provided, however, that where the contract specifies a particular standard or criteria for performance more particular than the foregoing, this warranty is not intended to and does not diminish that standard or criteria for performance. Further, in any case where detailed requirements for a service are not mutually agreed upon or set forth in the contract, such services shall be fit and sufficient for the purposes expressed in, or reasonably inferred from, such contract; and

(b) All goods and services furnished in connection with the contract must be of good and merchantable quality, strictly conform in all respects to the terms of the contract including any drawings, specifications, or standards incorporated herein, and be free from any defects (latent or otherwise) in materials, workmanship, and design. In addition, respondent warrants that goods and services are suitable and sufficient for, and will perform in accordance with, the purposes for which they are intended.

3.03 GRATUITIES

Respondent has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with respondent’s submitted response.

http://www.txsmartbuy.gov/vpts

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3.04 CERTAIN BIDS AND CONTRACTS PROHIBITED

Under Government Code §2155.004, a state agency may not accept a bid or award a contract that includes proposed financial participation by a person who received compensation from the agency to participate in preparing the specifications or solicitation on which the bid or contract is based. Under Government Code §2155.004, respondent certifies that the individual or business entity named in the response or contract is eligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

3.05 ANTITRUST LAWS

Respondent represents and warrants that, in accordance with Government Code §2155.005, neither respondent nor the firm, corporation, partnership, or institution represented by respondent, or anyone acting for such firm, corporation, partnership, or institution has (1) violated any provision of the Texas Free Enterprise and Antitrust Act of 1983, Chapter 15, of the Texas Business and Commerce Code or the federal antitrust laws, or (2) communicated the contents of the response directly or indirectly to any competitor or any other person engaged in the same line of business as respondent.

3.06 DECEPTIVE TRADE PRACTICES; UNFAIR BUSINESS PRACTICES

Respondent represents and warrants that it has not been the subject of allegations of deceptive trade practices violations under Business & Commerce Code Chapter 17 or the subject of allegations of any unfair business practice in any administrative hearing or court suit, and that respondent has not been found to be liable for such practices in such proceedings. Respondent certifies that it has no officers who have served as officers of other entities who have been the subject of allegations of deceptive trade practices violations or the subject of allegations of any unfair business practices in an administrative hearing or court suit and such officers have not been found to be liable for such practices in such proceedings.

3.07 COLLUSION

Respondent has not colluded with, nor received any assistance from, any person who was paid by TxDOT to prepare specifications or a solicitation on which a respondent’s bid is based and will not allow any person who prepared the respective specifications or solicitation to participate financially in any contract awarded.

3.08 INELIGIBILITY UNDER FAMILY CODE

Under Family Code §231.006, respondent certifies that respondent and any other individual or business entity named in the response are eligible to receive the specified payment and acknowledges that the contract may be terminated, and payment may be withheld if this certification is inaccurate. Any respondent subject to Family Code §231.006 must complete the Texas Family Code Schedule and return it with the response.

3.09 CONTRACTING WITH EX-TXDOT EXECUTIVE DIRECTOR

Under Government Code §669.003, respondent certifies that:

(a) All the following are true:

(1) Respondent is not the executive director of TxDOT.

(2) Respondent was not the executive director of TxDOT at any time during the past four years.

(3) Respondent does not employ a current or former executive director of TxDOT.

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(b) Respondent has disclosed its employment of any former executive director of TxDOT as an attachment to its response, including the name of the former executive director, the date of separation from TxDOT, and the date of employment with respondent.

3.10 DEBT TO THE STATE

Successful respondent agrees that any payments due under the contract will be applied toward any debt or delinquency that is owed to the state of Texas.

3.11 RESPONDENT ELIGIBILITY

(a) Respondent certifies that respondent and its principals are eligible to participate in this transaction and have not been subject to suspension, debarment, or similar ineligibility determined by any federal, state, or local governmental entity.

(b) Respondent certifies that respondent is in compliance with the state of Texas statutes and rules relating to procurement.

(c) Respondent certifies that respondent is not listed in the prohibited vendors list authorized by Executive Order No. 13224, “Blocking Property and Prohibiting Transactions with Persons Who Commit, Threaten to Commit, or Support Terrorism,” published by the United States Department of the Treasury, Office of Foreign Assets Control.

(d) Under Government Code §2155.006, respondent certifies that the individual or business entity named in the response is not ineligible to receive the specified contract and acknowledges that the contract may be terminated and payment withheld if this certification is inaccurate.

(e) Respondent certifies that respondent is not an abortion provider or an affiliate of an abortion provider under Government Code §2273.003.

(f) Respondent certifies that it is not:

(1) A person required to register as a lobbyist under Government Code Chapter 305.

(2) A public-relations firm.

(3) A government consultant.

3.12 NEPOTISM DISCLOSURE

(a) In this section, the term “relative” means:

(1) A person's great grandparent, grandparent, parent, aunt or uncle, sibling, niece or nephew, spouse, child, grandchild, or great grandchild.

(2) The grandparent, parent, sibling, child, or grandchild of the person’s spouse.

(b) A notification required by this section must be submitted in writing to the person designated to receive official notices under the contract and by first-class mail addressed to Contract Services Division, Texas Department of Transportation, 6230 East Stassney Lane, Austin, Texas 78744. The notice must specify vendor's firm name, the name of the person who submitted the notification, the purchase order number, the district, division, office or regional service center of TxDOT that is principally responsible for the contract, the name of the relevant vendor employee, the expected role of the vendor employee on the project, the name of the TxDOT employee who is a relative of the http://www.statutes.legis.state.tx.us/GetStatute.aspx?Code=GV&Value=2155.006

23 – 39 vendor employee, the title of the TxDOT employee, and the work location of the TxDOT employee.

(c) By signing the solicitation, respondent is certifying that respondent does not have any knowledge that any of its employees or any employees of a subcontractor who are expected to work under the contract has a relative who is employed by TxDOT unless respondent has notified TxDOT of each instance as required by subsection (b).

(d) If vendor learns at any time that any of its employees or that any of the employees of a subcontractor who are performing work under the contract have a relative who is employed by TxDOT, vendor must notify TxDOT under subsection (b) of each instance within thirty (30) calendar days of obtaining that knowledge.

(e) If vendor violates this section, TxDOT may terminate the contract immediately for cause, impose any sanction permitted by law, and pursue any other remedy permitted by law.

3.13 BOYCOTTING ISRAEL

Pursuant to Government Code §2271.002, respondent certifies that either (i) respondent meets exemption criteria under §2271.002, or (ii) respondent does not boycott Israel and will not boycott Israel during the term of the contract. Respondent must state any facts that make it exempt from the boycott certification in its response.

3.14 DISCLOSURE OF RESTRICTED EMPLOYMENT

Respondent acknowledges that under Government Code §572.069, a former state officer or employee of a state agency who, during the period of state service or employment, participated in a procurement or contract negotiation involving a person may not accept employment from that person before the second anniversary of the date the contract is signed, or the procurement is terminated or withdrawn.

3.15 ANTI-TERRORISM OR TERRORIST ORGANIZATION PROHIBITED

Respondent represents and warrants that it is not engaged in business with Iran, Sudan, or a foreign terrorist organization, as prohibited by Government Code §2252.152.

3.16 CONTRACTING INFORMATION RESPONSIBILITIES

Respondent represents and warrants that it will comply with the requirements of Government Code §552.372(a).