2-RFP 306-25-0374 TSLAC SHC Line Stop and Cut-Off Valve Final.docx

Texas State Library and Archives Commission RFP # 306-25-0374

SHC Line Stop and Cut-Off Valve Project request for proposal

RFP # 306-25-0374

SHC Line Stop and Cut-Off Valve Project NIGP Class/Items: 910-60,910-63, 913-89, 961-85

Schedule of Events

Solicitation Posted Date:

08/05/2025

Mandatory Site Visit: Options

8/12/2025; 9:00 AM-3:00 PM CT

8/14/2025; 9:00 AM-3:00 PM CT

Vendor Questions Due:

08/15/2025; 5:00 PM CT

Answers Posted to ESBD:

08/18/2025

Response Due Date:

8/21/2025; 2:00 PM CT

Expected Contract Award Date:

September 2025

Purchasing Department, Room # 309 1201 Brazos Street Austin, TX 78701

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from addenda or additional information, resulting in additional costs to meet the solicitation's requirements.

Table of Contents

Texas State Library and Archives Commission RFP # 306-25-0374

SHC Line Stop and Cut-Off Valve Project

Section I General Information Introduction The Texas State Library and Archives Commission (TSLAC) is seeking a qualified contractor to install one or more line stops on existing water pipes, as well as a cut-off valve on the water line located at the Sam Houston Regional Library & Research Center (SHC). Detailed specifications and requirements for this project are provided in Section II of this solicitation.

Products and/or services shall be provided to TSLAC in the Archives and Information Services (ARIS) Division at Sam Houston Regional Library and Research Center, 750 FM 1011, Liberty, TX 77575.

Background The Sam Houston Center is a component of TSLAC’s Archives and Information Services Division (ARIS) and serves as the official regional historical resource depository for ten Southeast Texas counties: Chambers, Hardin, Jasper, Jefferson, Liberty, Newton, Orange, Polk, San Jacinto, and Tyler. For more information about the location, visit our website: https://www.tsl.texas.gov/shc.

During work to resolve a break in the water line near the property’s rear east side property line, a vendor discovered two pipes leading to the main facility and the fire hydrant near the main building on the property. TSLAC requests a permanent cut-off valve so that the water may be cut off in the future if additional repairs on the water line(s) are needed.

Prohibited Communication Contact: All requests, questions, and other communications about this solicitation shall be made in writing through the e-Procurement portal or to TSLAC’s Purchasing Department, addressed to the following assigned Purchasing Team Member:

Texas State Library and Archives Commission Attn: Purchasing Department, Room #309 1201 Brazos Street Austin, TX 78701 Email: fhuber@tsl.texas.gov Phone: 512/936-2774

Phone: 512/463-5487

0. Prohibited Communications: Upon posting of this solicitation, TSLAC, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondents or their representative(s), except for the written inquiries described in Section III, Subsection 4. Respondents or their representatives may not ask questions about the solicitation by phone or in person, and any such attempts will not be recognized as valid inquiries. Failure to observe this restriction may disqualify any subsequent response to this solicitation. Respondents may rely only on written statements from TSLAC’s Purchasing Team. This restriction does not prevent affected parties from discussing business-related matters unrelated to this solicitation.

Solicitation Method and Intent The Request for Proposal (RFP) solicitation allows qualified respondents to submit a written proposal addressing the requirements of this solicitation, qualifications, experience, approach, and other factors needed to provide the specified products and/or services. TSLAC will review, compare, and evaluate responses based on the criteria and weights specified in this solicitation.

It is TSLAC’s intent to identify one qualified vendor and award one contract for the products and/or services included in this solicitation based on the response(s) that present the best value and best meet the business needs of TSLAC.

TSLAC reserves the right to conduct a price analysis of the cost worksheet. Analysis will be conducted on the required products and/or services within the cost worksheet.

TSLAC reserves the right to make an award on the basis of low line-item bid, low total of line items, or any other combination that will service the best interest of the State and to reject any and all bid items at its sole discretion. TSLAC also reserves the right to accept or reject all or any part of any bid, waive minor technicalities, and award the bid to best serve the interests of the State.

TSLAC reserves the right to add or delete products and/or services from awarded contracts during the contract period without re-solicitation as new technologies emerge, or the business needs of TSLAC change. The additions or deletions will be mutually agreed upon with a written amendment to the contract.

Contract Term Initial Contract Term: The initial contract term shall commence upon contract execution or as otherwise indicated in the intent to award notice and continue through August 31, 2026, unless sooner terminated under the terms of this contract.

Contract Extensions: In the event that the contract(s), if any, resulting from the award of a solicitation shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TSLAC may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary to permit TSLAC continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

Termination: The contract shall terminate upon full performance of all requirements contained in the contract unless otherwise terminated, extended, or renewed, as provided in accordance with all the contract terms and conditions.

Amendments: The contract may be amended in writing by mutual consent of the parties.

Adding New Products/Services to Contract After Award Where found to be in the best interest of TSLAC, the resulting contract may be amended in writing to provide additional services. Provided that such additional services are within the original scope and intent of the solicitation.

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. TSLAC will send the Contractor a formal written request for a quote on the proposed additional products/services.

The TSLAC Purchasing Department will execute a written amendment for additional products/services. The Contractor will NOT provide additional products or services without a fully executed amendment to the contract.

Price Adjustments Price Increases: A price escalation may be allowed upon determination of a new project as a result of the scope of work; provided the Contractor notifies the TSLAC Purchasing Department, in writing. and TSLAC accepts the price escalation. The price escalation shall correlate with the appropriate U.S. government-published index. https://www.bls.gov/cpi/ Baseline index shall be the index published the month of award. Prices may be adjusted for the contract extension period in accordance with changes in the index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TSLAC. Contractor’s failure to promptly notify TSLAC of such industry-wide price decreases may constitute a breach of contract and the contract may be terminated. TSLAC reserves the right to award any terminated contract to the next lowest responsive respondent or re-solicit, whichever is in TSLAC’s best interest.

Modification of Contract Terms and/or Amendments The terms and conditions of the contract shall govern all transactions under the Contract.

The Contract may only be modified or amended upon mutual written agreement of the Texas State Library and Archives Commission and the Contractor.

Additional terms and conditions may be incorporated into this Contract provided that the additional term(s) or condition(s) do not conflict with any provision of the Contract. No additional term or condition may conflict with or diminish a term or condition of the Contract. Any additional terms or conditions agreed to by TSLAC and the Contractor will be included as an appendix to the Contract. In the event of a conflict between the Contract and the Contractor’s terms and conditions, the TSLAC Contract terms and conditions shall control.

Definitions

Additional Terms and Conditions These terms and conditions apply to the solicitation:

Terms and Conditions Attached to Response – Any terms and conditions attached to a Response will not be considered unless specifically referred to and incorporated into the Response.

Texas Bidder Affirmation – Respondent certifies that if a Texas address is shown as the address of the respondent on this Response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

Vendor Representations - References to the “representations” of contractor include without limitation all representations, warranties, guarantees, certifications, and affirmations of contractor when submitting a response to this solicitation. By submitting a response, the contractor makes all of the representations included in the solicitation and agrees that all representations are material, true, and correct. Respondent acknowledges that TSLAC relies upon Respondent’s representations when awarding a contract. The Contractor must promptly notify TSLAC if any representations are no longer true or correct. If the Contractor does not promptly notify TSLAC as provided under this section, TSLAC will pursue all available remedies under this contract, including contract termination.

Section II Scope of Work and Specifications

1. Statement of Work The Contractor shall provide the following products and/or services on the property of the Sam Houston Regional Library and Research Center, located in Liberty, TX 77575:

Perform 6” Line Stops on the water lines that lead to the main building and the fire hydrants on the property.

1.1.1. In one mobilization, one or two stops may be installed on the pipes to isolate a section of pipe so that a third party may fix a leaking pipe.

1.1.2. Pipe type is PVC and Cast/Ductile Iron.

Install Cut-off Valve

1.1.3. The valve must be installed where the two pipes meet.

1.1.4. This valve will allow the plumber to turn off the water lines as needed for repairs. This will be a permanent installation Other related work:

1.1.5. Pumping out water to expose the damaged line.

1.1.6. Excavation of the site to allow for installation and inspection of the underground utilities.

1.1.7. Shoring to support the excavation to prevent collapse and ensure worker safety during the repair activities.

1.1.8. Thrust blocking to support materials and prevent the movement of underground pipes, ensuring stability and integrity of the piping system.

1.1.9. Trench protection to prevent trench collapse.

1.1.10. Backfilling the area of excavation after the installation has been completed.

(A) Certain areas may need to remain unfilled to allow the local utility vendor access for water leak repairs.

1.1.11. Site restoration to return the work area to its original or agreed-upon condition, following the completion of the installation activities.

1.1.12. Excavated material removal upon completion; properly collect, transport, and materials removed during the installation activities.

City Coordination

1.1.13. Responsible for coordinating with the appropriate City of Liberty department and agencies as necessary to obtain the required permits, approvals, inspections, or other authorization needed to perform the work.

1.1.14. All associated costs for such coordination shall be included in the contractor’s pricing, and no additional compensation will be provided.

1. Business Hours

1.2.1. All work shall be performed during regular business hours, Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding national holidays. https://www.tsl.texas.gov/holiday-closings Note that the Sam Houston Center is closed to the public on Mondays. Work may be scheduled on Mondays with written pre-approval from the TSLAC Project Manager. Requests to schedule work on Mondays must be submitted to the TSLAC Project Manager at least one week before the requested date.

1.2.2. TSLAC and the Contractor understand that there may be instances in which work must be completed outside of regular business hours. Work outside regular business hours must be pre-approved by the TSLAC Project Manager

1. Property Access

1.3.1. Entrance gates or doors, parking and storage areas, and other necessary Contractor access, along with any imposed time limitations, shall be designated by the TSLAC Project Manager. The Contractor shall conduct operations under strict observation of the access routes and other established areas. Under no circumstances shall any of the Contractor’s employees, vehicles, or equipment enter or move upon any area not authorized by TSLAC Project Manager for access by the Contractor.

1.3.2. The Contractor shall abide by all SHC procedures and rules as conveyed by the TSLAC Project Manager regarding security procedures of the building where work is to be performed.

1.3.3. When performing work, the Contractor may park in the lot next to the main facility on the SHC property. Parking is free of charge. Note that the SHC property is gated and requires staff assistance to provide access to visitors outside of normal business hours.

1.3.4. Upon arrival to the SHC Property, all of the Contractor’s and subcontractor’s personnel must:

(A) Enter the main facility's lobby and sign in on the Visitors log at the SHC welcome desk before starting any work.

(B) Check in with the TSLAC Project Manager or designee before and after the performance of work.

(C) Enter the main facility’s lobby and verbally check out with the SHC welcome desk before leaving the property.

Product and Service Requirements Condition of Product: New products or equipment ONLY. No re-manufactured or “gray market” items. All items must be covered by the manufacturer’s warranty.

All Parts: The Contractor shall furnish all parts not specifically mentioned that are necessary for the scope of work to be complete and ready for operation. All parts shall conform in strength, quality, and workmanship to the accepted industry standards.

Warranty: The product and service shall be covered by the standard warranty. Standard warranty details shall be provided by the contractor. Details must include information on the coverage of parts, labor, and replacement terms. The warranty period should be specified and will not begin until the product has been delivered, inspected, and accepted by TSLAC.

Deliverables or Milestones Below is the list of deliverables with the estimated timeline. Respondents must have the capability to work within estimated timeline or deadline provided below. respondents may propose an alternative timeline or deadlines but must meet the competition date of the project.

TSLAC reserves the right to alter dates as necessary to accomplish project objectives and performance requirements.

Contractor Responsibilities The Contractor shall:

Assume all responsibility for planning, scheduling, and managing the installation of the line-stop (s) and cut-off valve.

Be held to have examined all properties at which the work will take place and to be familiar with the conditions under which the work will be accomplished. The Contractor shall inspect existing conditions prior to commencing work, including elements subject to damage or movement during the performance of services under this Contract.

If unable to perform any portion of the services described in the scope of work, the contractor must secure a qualified and reliable subcontractor to perform that portion of the work. The contractor remains fully responsible for ensuring all subcontract work meets the requirements of the contract and is completed in accordance with the specified standards and timelines.

Agree to conduct all its services under the awarded contract by and through appropriate communication with TSLAC. No work, installation, or other services shall begin by Contractor except with the prior written authorization of TSLAC. Contractor understands and agrees that work installation, and other services performed without prior authorization of TSLAC is considered outside of the scope of the contract and shall be performed exclusively at the Contractor’s risk. The Contractor will not be compensated for unauthorized work or work outside of the scope of the contract.

Provide services in accordance with the requirements specified herein and the resulting contract(s) and adhere to the TSLAC General Terms and Conditions and any federal terms and conditions, if attached.

Shall provide labor, materials, and equipment necessary to meet the requirements of the specified services throughout the term of the contract.

Be allowed to temporarily store materials and equipment in performance of this Contract if space is available in the building or property. Storage space must be arranged through the TSLAC Project Manager. Note that TSLAC is not responsible for the security of the stored materials and equipment. TSLAC encourages the use of gang boxes for tool storage and securing the site when unoccupied by the Contractor.

Keep premises clean on a continual basis and no trash or debris will be permitted to accumulate in work areas.

Report any damages to the property to the SHC Property Manager Be responsible for the removal and disposal of all debris, waste materials, waste packaging material, and excess materials purchased by the Contractor associated with this contract, which may include, if applicable, the rental of a waste receptacle. Site placement of the waste receptacle must be approved by the TSLAC Project Manager.

Be responsible for all costs incurred in the performance of the contract.

Comply with all laws, ordinances, statutes, and regulations pertaining to the services required herein, and obtain such permits, licenses, and other authorizations as may be required.

Follow relevant safety rules and conduct the work in a safe manner.

Ensure that all equipment being operated on the job site will be operated in accordance with O.S.H.A. regulations.

TSLAC Responsibilities The TSLAC will:

Provide access to the SHC property during the specified working hours.

Provide access to needed existing utility services, such as water, electricity, or similar services, needed to complete the requested work.

Provide a copy of our tax exemption certificate upon request.

Allow storage of parts and equipment on SHC property with prior approval from the Project Manager.

Provide contact information for the third party who began work on the leak repair project.

Designate a TSLAC Project Manager and point of contact upon contract award; this individual will monitor the contract.

Not furnish materials, labor, equipment, or facilities unless otherwise specified in this solicitation or the resulting contract.

Qualifications and Experience Respondent shall meet the following minimum qualifications and experience to be eligible for consideration.

Minimum Qualifications

1.3.5. Respondent shall be in the business of providing Line Stops and related services>, with a minimum of two (2) years of experience providing and performing services similar in size and scope to the services specified within this solicitation; Recent start-up businesses do not meet this requirement. Refer to Section I, Subsection 10 for a definition of a start-up business.

1.3.6. Respondent shall have available the necessary qualified personnel, skills, organization and facilities, equipment, and supplies to fulfill the requirements under this solicitation and any resulting contract.

1.3.7. Respondent shall be in good financial standing. TSLAC reserves the right to request a copy of the respondent’s audited or unaudited financial statements.

Note: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has a history of expertise.

Assigned Key Personnel Respondents shall provide the following key personnel:

1.3.8. Project Team Lead: This person manages the project

1.3.9. Account Manager: This person manages our account and billing

1.3.10. Other Team Members: As designated by the Contractor

Company References Respondent must provide a minimum of three (3) references for projects completed by the company within the last two (2) years and similar in scope. Respondent must complete the form provided in Appendix B or provide a reasonable facsimile.

All requested information is required. The Respondent may not use TSLAC staff as a reference.

Subcontractors Subcontractors providing services under an awarded Contract shall meet the same requirements and level of experience as required of the Contractor (also referred to as Prime Contractor). No subcontract under the Contract shall relieve the Prime Contractor of responsibilities for ensuring the requested services are provided. Respondents planning to subcontract all or a portion of the work to be performed must identify the proposed subcontractors in their response. The definition of a subcontractor is provided in Section I, Subsection 10 of this solicitation.

All subcontractors assigned to perform work are required to be E-Verify as referenced in Section IV, Subsection 60 (b).

TSLAC expects the Prime Contractor to be responsible for contract performance and payment under this Contract, whether or not subcontractors are involved. If subcontractors will be used during the project's implementation, the Contractor shall provide documentation that the subcontractor meets the same minimum qualifications listed in this solicitation.

Historically Underutilized Business Subcontracting Plan (HSP) It is the policy of the TSLAC to promote and encourage contracting and subcontracting opportunities for the State of Texas HUBs in compliance with Texas Government Code, Chapter 2161, Subchapter F and 34 Texas Administrative Code §20.285. Eligible Respondents are encouraged to become HUB certified. More information about HUB certification is located here: https://comptroller.texas.gov/purchasing/vendor/hub/certification-process.php It has been determined by TSLAC the HSP is not required for this procurement since the project is expected to be under $100,000.

Contract Monitoring TSLAC will maintain an on-going review and status check of the Contractor’s progress toward completion of services and will certify whether the Contractor’s invoices are reasonably comparable with the work completed. Payment(s) will not be made until all products and work have been reviewed and accepted by TSLAC.

Administration of the contract is a joint responsibility of the TSLAC Archives and Information Services (ARIS) Division and the TSLAC Purchasing Team. The TSLAC Purchasing Team administers the contractual business relationship with the Contractor. Upon contract issuance, TSLAC will designate an individual who will serve as the project manager and point of contact between the agency and the Contractor. The project manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way, or waive strict performance of the terms and conditions of the contract. This individual’s project management and contract administration responsibilities include, but are not limited to:

Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

Managing the financial aspects of the contract, including approval of payments.

Meeting with the Contractor to schedule service.

Reviewing progress, discussing problems, and considering necessary action as needed throughout the term of the contract.

Identifying a breach of contract by assessing the difference between contract performance and non-performance.

Submitting the Vendor Performance Report for contracts with an overall value of $25,000 or more to the CPA’s Vendor Performance Tracking System (VPTS). http://www.txsmartbuy.com/vpts Other areas as identified in the State of Texas Procurement and Contract Management Guide, current edition.

Insurance Contractor shall procure and maintain the minimum insurance coverage specified by TSLAC during the entire period of their performance under this contract. Information concerning insurance coverage is provided in the General Terms and Conditions, Paragraphs 92 and 93. (Section IV) If the statement of work in this solicitation requires installation, repairs, or maintenance on state property or on-site equipment, the Contractor must furnish a certificate of insurance as proof that the required coverage is in full force and effect. Services cannot begin until the certificate of liability insurance with TSLAC as the certificate holder has been received.

The policy must list TSLAC as the certificate holder with the following details:

Texas State Library and Archives Commission Attn: Purchasing PO Box 12729 Austin, TX 78711 Policy must contain an additional insured endorsement in the description or operations/locations/vehicles section of the certificate: “The State of Texas, acting through Texas State Library and Archives Commission and its officers and employees, is listed as an additional insured and loss payee.”

Transition Transition: TSLAC will provide assistance as needed for the efficient and smooth transfer of all TSLAC documentation, including but not limited to data, permits, documents, property, applications, and other materials, which TSLAC retains ownership rights to work provided under a previous or current contract.

Contract Closure: At the end of the contract term or if the contract is terminated by either party, the Contractor shall return all TSLAC property to TSLAC or transfer all TSLAC documentation and permits to TSLAC-designated project manager immediately upon TSLAC’s request.

Invoice and Payment The following procedures apply to invoicing and payment. Payments will be processed per the Texas Prompt Payment Act and will exclude sales tax. More information is provided in the General Terms and Conditions (Section IV).

Contractor to submit invoices to:

Texas State Library and Archives Commission Attn: Accounts Payable PO Box 12516 Austin, Texas 78711 Phone: (512) 463-5471 or e-mail: AP@tsl.texas.gov Invoice must include:

1.3.11. Name of Contractor, Texas Identification Number, and correct “Remit to” address

1.3.12. Name of State Agency (Receiving entity)

1.3.13. Contract/Purchase Order Number

1.3.14. Description of services and service period

1.3.15. Quantity, Unit, Price; All prices should be extended on the invoice

1.3.16. Total price

1.3.17. Discount, if applicable, extended and deducted to arrive at the Net Total for invoice

1.3.18. Attach supporting documentation, if required

Payment Schedule:

1.3.19. This is a turnkey project, which means payment will be provided for products and related services after the project is completed satisfactorily. Incomplete punch list items will delay payment. The Contractor will provide an invoice upon completion of the project.

1.3.20. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of products and/or services ordered; whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee per the Texas Prompt Payment Law.

1.3.21. Payments for product(s) and services purchased with state-appropriated funds will be made through state warrants issued by the Texas Comptroller of Public Accounts. Qualified ordering entities will be paid through the entities local payment system.

Section III Response Instructions

1. Schedule of Events TSLAC intends to proceed according to the following schedule. These dates represent a tentative schedule of events and TSLAC reserves the right to change the dates. TSLAC will notify prospective Respondents of changes to the Schedule of Events by posting an Addendum on the ESBD.

Event

Date/Time

Solicitation Posted Date:

8/05/2025

Mandatory Site Visit Options

8/12/2025; 9:00 AM-3:00 PM CT

8/14/2025; 9:00 AM-3:00 PM CT

Vendor Questions Due:

8/15/2025; 5:00 PM CT

Answers Posted to ESBD:

8/18/2025

Response Due Date:

8/21/2025; 2:00 PM CT

Expected Contract Award Date:

September 2025

It is the responsibility of interested Respondents to check the ESBD for all updates and changes to the Schedule of Events.

Note that TSLAC is closed on the following dates and will not be available: https://www.tsl.texas.gov/holiday-closings Refer to the agency calendar for more details on agency closures.

Site Visit Respondents should contact Fred Huber at (512) 936-2774 to schedule attendance and confirm driving directions. Respondents are encouraged to provide at least two (2) days' advance notice to schedule attendance.

Verbal responses provided by the agency during the site visit are not binding until confirmed by the agency as a posted addendum to this solicitation.

Respondents will be held to have studied the statement of work and specifications contained in the solicitation. Respondents should make note of questions that arise during or after the site visit and submit those questions in writing as instructed in Section III, Subsection 4 below.

Attendees are required to sign in to document attendance.

Failure to attend one of the scheduled site visits will result in disqualification of the response.

Inquiries Clarifications: All questions or requests for clarification of this solicitation must be submitted in writing through the e-Procurement portal or to the assigned TSLAC Purchaser’s e-mail. Questions will be collected by the due date specified in Section III, Subsection 1. Questions should be submitted in the following format:

2.1.1. For emailed questions: the subject line must state “Questions concerning Solicitation # 306-25-0374”

2.1.2. Reference the Section number, Subsection number, and page number on the solicitation

2.1.3. Question

Deadline: Questions must be submitted no later than the date and time listed in Section III, Subsection 1 above.

Answers to Questions: TSLAC will post all questions and answers as an Addendum to the solicitation on the ESBD no later than the date listed in Section III, Subsection 1 above. It is the Respondent’s responsibility to view these questions and answers; TSLAC is not required to send a notification email when the Addendum is posted.

Response Submission TSLAC has an e-Procurement Portal that will accept submission of the electronic response to this solicitation.

Submission Instructions:

2.1.4. Respondent shall upload response content using the TSLAC e-Procurement Portal. The link is found at: https://tsl.bonfirehub.com/portal/?tab=openOpportunities

2.1.5. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents are required to register in the e-Procurement Portal. Registration is free and easy. Using this link (https://tsl.bonfirehub.com/portal/?tab=login) under the New Vendor Registration section, click on the “Create your free Bonfire account.” Registration will allow Respondents to submit their response to this solicitation.

(A) When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready.

(B) If Texas ID number is unknown, enter the Federal Employer Identification Number.

2.1.6. Respondents will be able to modify their submissions up to the Response Due Date in the e-Procurement Portal.

2.1.7. Emailed, telephone, or faxed Responses will not be considered.

2.1.8. Interested Respondents are encouraged to register in advance and submit their intent to bid notification (if requested) on the e-Procurement Portal.

Submission Support:

2.1.9. The TSLAC e-Procurement Portal is compatible with the following browsers: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and Javascript must be enabled on the browser. Submission by other methods will not be accepted unless non-electronic samples are required for this solicitation.

2.1.10. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://bonfirehub.zendesk.com/hc.

2.1.11. Support through Bonfire or TSLAC is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

Response Content and Requirements Below is a summary of the required and requested information for the Proposal (Response). Responses submitted without this information will be evaluated accordingly. TSLAC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

General Response Format:

2.1.12. The maximum upload file size is 1000 MB. Documents should not be embedded within the uploaded files, as the embedded files will not be accessible or evaluated.

2.1.13. Response Checklist – Respondents should use Attachment 1 as a tool to ensure that all content is formatted appropriately for submission; the Response must address all criteria listed in Response Checklist.

Required Response Content:

Respondent MUST include the following documents and information in their Response submission. Failure to submit the listed documents in the Response will result in disqualification.

2.1.14. Solicitation Coversheet – Include completed, signed, and dated Appendix A. Respondents must enter their Texas Identification Number (TINS), full company name and address. This document must be signed to be considered a valid bid. Unsigned solicitation coversheets will result in disqualification of the Response.

2.1.15. Confidential Information Form – Include completed Appendix E if the Response contains confidential information as specified in Section III, Subsection 6 of this solicitation. If confidential information is not included within the Response, the form must be submitted and marked “N/A” or left blank.

2.1.16. Terms and Conditions Exceptions – Include Appendix F with the Response; If the Respondent takes any exception to any terms and conditions listed in this solicitation, these exceptions must be specifically and clearly identified by Section in the submitted Response, and the Respondent must propose alternative language with their Response. If respondent does not have any exceptions, the form should be marked and submitted with “None” or left blank.

2.1.17. Company Profile – Include the completed Company’s Profile using Appendix B.

2.1.18. Company References – Include a minimum of three references as specified in Section II, Subsection 6.3 using Appendix B.

2.1.19. Technical Proposal – Respondent shall provide a technical proposal of the proposed product(s)/service(s) for this project. This document must include a list of the key personnel that will be assigned to this project. Supporting documentation will include their resumes with their qualifications and experience in similar projects; and the certification that the deliverables schedule will be met. If subcontractors are used, the Technical Proposal should list the subcontractors used and their role in the project. Refer to Appendix D for details and required content needed for the technical proposal.

2.1.20. Cost Worksheet – Include a completed Appendix C or reasonable facsimile; All costs must be outlined and provided to complete the requested services.

Additional Response Content:

The Respondent must include the following additional documentation in their Response submission or within one (1) business day of TSLAC's request. Failure to submit this additional documentation by the TSLAC-designated deadline may result in disqualification.

2.1.21. Respondent’s Service Agreement – include the service agreement; Respondent should submit the document(s) as a separate attachment in Microsoft Word format with the Response. Note that this document has been requested by TSLAC and will not disqualify the respondent from further evaluation. The submitted agreement may be negotiated and incorporated into the contract if selected.

2.1.22. TSLAC Addenda, if applicable – Include signed addenda generated as part of the solicitation; addenda will be posted on the ESBD, the signed and dated addenda provide acknowledgement of receipt.

Response Requirements:

2.1.23. Respondent’s documentation provided with Response must be complete and comprehensive. TSLAC will not be responsible for locating or securing information not included in the submitted Response. Failure to furnish required documentation with the Response may result in the Response being deemed as non-responsive or incomplete.

2.1.24. TSLAC will not be responsible for any expenses related to Responses or the Respondent’s development of documentation that may result from this procurement. Respondents are responsible for all costs associated with preparing a response to this solicitation.

2.1.25. All Responses must be received and time stamped by the date and time specified in Section III, Subsection 1. The date and time stamp will be determined by the submission date and time documented in the e-Procurement Portal.

2.1.26. Late, illegible, incomplete, and otherwise non-responsive Responses will not be considered.

2.1.27. TSLAC reserves the right to reject any and all Responses received and to cancel this solicitation in part or in its entirety. This solicitation in no way obligates TSLAC to award a contract.

2.1.28. Responses cannot be altered or amended after the solicitation deadline or due date. No Response can be withdrawn after the solicitation deadline or due date without the TSLAC Purchasing Department’s approval based on the Respondent’s acceptable written request.

2.1.29. All submitted Responses become the property of TSLAC after the solicitation deadline/due date. Awarded Responses may be posted with a copy of the contract on the TSLAC website. Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TSLAC, whichever is earlier.

2.1.30. Respondents must comply with all rules, regulations, and statutes relating to Purchasing in the State of Texas, in addition to the other requirements of this solicitation.

2.1.31. Any terms or conditions attached to the Response will not be considered unless specifically requested within the solicitation. Submission of unsolicited terms and conditions may result in the disqualification of the Response.

2.1.32. ALL RESPONSES MUST BE SIGNED AND DATED BY A PERSON AUTHORIZED TO BIND THE COMPANY IN A CONTRACT. FAILURE TO SIGN AND DATE THE SOLICITATION COVERSHEET WILL RESULT IN THE DISQUALIFICATION OF A SUBMITTED RESPONSE.

Texas Public Information Act Responses will be subject to the Texas Public Information Act (PIA) per Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Some information in responses may be excepted from required public disclosure under the PIA, such as trade secrets and certain commercial or financial information. Respondents are responsible for reviewing the PIA and understanding how it applies to any information submitted under this solicitation.

The determination of whether information is confidential and not subject to disclosure under the PIA is the duty of the Office of the Attorney General (OAG).

Respondents are advised to consult with their legal counsel concerning disclosure issues that could result from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.

If the Response to this solicitation contains information which the Respondent claims is confidential and not subject to release under the PIA, the Respondent must prepare and submit the following information with the original Response to the solicitation. Any information not marked as confidential will be released under the PIA if requested.

Respondent must list any confidential information in Appendix E and submit a PDF copy of the Response with all information claimed as confidential redacted or blacked out.

In compliance with Texas Government Code §2261.253, all executed contracts by TSLAC will be posted on the TSLAC website but certain confidential information may be redacted. All responses to the solicitation and any communication with TSLAC are subject to the PIA requirements. The full text of the PIA is available at: https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm.

Evaluation and Award Withdrawal of Response: Responses may be withdrawn by written notice of the Respondent at any time prior to the solicitation due date. Notice may be sent via e-mail to the Purchasing Team member specified in Section I, Subsection 3. TSLAC will mark the Response as withdrawn in the file and no further action will be taken on the Response.

Administrative Review by TSLAC Purchasing: Only a complete Response with the required content listed in Section III, Subsection 6 will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a Response being declared as non-responsive. Responses that do not conform to the instructions included in this solicitation may be rejected by TSLAC. TSLAC reserves the right to reject any or all Responses and to waive informalities and minor irregularities in the responses received. No response received after the due date and time specified in Section III, Subsection 1 by the TSLAC Purchasing Department, will be considered.

Initial Evaluation: An evaluation team will evaluate and score each response based on the established criteria. Respondents shall not contact members on the evaluation team. Responses will be evaluated according to the Respondent’s ability to best satisfy TSLAC requirements.

Competitive Range: At TSLAC’s sole discretion, a short list of vendors may be developed based on the competitive range or from the three highest-scoring vendors. These vendors will be known as the finalists. TSLAC may check references and reports available on the Texas Comptroller of Public Accounts’ Vendor Performance Tracking System (VPTS).

2.1.33. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the offer.

2.1.34. Respondents may be asked to provide samples.

Final Evaluation: At TSLAC’s sole discretion, a short list of vendors may be developed based on the competitive range or highest scoring Respondents. These vendors will be known as the finalists. TSLAC may check references and reports available on the Texas Comptroller of Public Accounts’ Vendor Performance Tracking System (VPTS).

2.1.35. Discussions: The evaluation team may determine that discussions are necessary to clarify or verify a written response. Clarifications must be followed up in writing and will be added to the file.

2.1.36. Negotiations: TSLAC may determine that negotiations are necessary to provide the best value to the agency. TSLAC will send a meeting invite to eligible vendors to negotiate pricing, terms and conditions, service level agreements, and/or other items selected. Negotiations will be scheduled virtually.

2.1.37. Best and Final Offer (BAFO): A request for a BAFO is at the sole discretion of TSLAC and will be requested in writing by the specified date. If requested, Respondent(s) shall submit a final price and any added value to the offer to the designed TSLAC purchaser. This document will be incorporated into the contract if a contract is awarded.

Evaluation Criteria: Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Administrative Review

Total

100%

Final Evaluation Criteria

Total

100%

Award: TSLAC reserves the right to award a contract to a single contractor or award to more than one contractor, whichever provides the best value to TSLAC in performance of this service. TSLAC will be the sole judge of best value.

2.1.38. TSLAC reserves the right to award a contract to a single contractor or award to more than one contractor, whichever…