5-Pre-Proposal Conference - RFP 720-2515 Helicopter Aerial Survey Services.pdf

Pre-Proposal Conference

Susanna Olivarez, CTCM, CTCD Associate Director - Contracts and Procurement

RFP 720-2515 – Helicopter Aerial Survey Services

Agenda I. Solicitation Overview

I. RFP Schedule II. Evaluation Criteria III. Submittal Items

II. HUB Subcontracting Plan (HSP) Overview I. HSP Requirements II. HUB Office Website and HSP types

III. Informal Q&A

RFP Schedule (ref. Section 2.4)

Event Date Time

Issued Friday, August 1, 2025 5:00 p.m. CST

Pre-Proposal Wednesday, August 6 1:00 p.m. CST

Question Deadline Monday, August 11 10:00 a.m. CST

Submittal Deadline Friday, August 29, 2025 2:30 p.m. CST

NOTE: Question Deadline does not apply to HSP-related questions.

Questions

• All questions Proposers would like formal responses to must be received in writing via University’s Bonfire portal prior to the Question Deadline

• University will provide formal written responses to questions received prior to the Question Deadline in the form of an addendum posted to the Bonfire Solicitation

• Interpretations or clarifications in any other form, including oral statements, will not be binding on the University and should not be relied on in preparing proposals

Evaluation Criteria (ref. Section 2.3.2)

RFP Specific Criteria Weight (%)

Cost 25

Proposer Experience 20

Quality, Services/Capabilities 15

Meet the University’s Needs 10

Approach to Work - Safety 10

Flight Test 20

Total 100

RFP Submittal Items

• HUB Subcontracting Plan (ref. Section 2.5)

• Sample Agreement (Ref. Section 5.3.1)

• Appendix One submittals

– Completed and Signed Execution of Offer (Appendix One, Section 2)

– Completed General Questionnaire (Appendix One, Section 3)

– Completed and Signed Addenda Checklist (Appendix One, Section 4)

• Completed and Signed Pricing Sheet (Section 6)

• Additional Questions related to the RFP (Section 5.5)

• Provide a copy of your current insurance coverage and safety record

• Additional Supporting Documents (optional)

Note: Proposers can download “Submission Instructions” –Section 3.4 of the RFP for additional information

RFP Submission information

• Bonfire information

– Proposals must be submitted via UT System Bonfire Portal

• https://utsystem.bonfirehub.com/opportunities/95572

– Uploading large documents may take significant time, depending on the file size and internet connection speed.

– Bonfire platform will not accept submissions once the Submittal Deadline has passed (even if the Proposal is partially complete or in the middle of uploading)

– Need Help? Visit Bonfire’s Vendor Portal

• https://support.gobonfire.com

• Late proposals or proposals that are not accompanied by a completed HSP form will not be considered.

https://utsystem.bonfirehub.com/opportunities/95572 https://support.gobonfire.com/

Historically Underutilized Business (HUB) Program

• The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies and state universities.

• The HUB Certification is a State of Texas certification administered by the Comptroller of Public Accounts Statewide HUB Program (Texas Government Code §2.161.061).

• The State of Texas requires an HSP for all contracts exceeding $100,000.00 in total life value.

HUB Subcontracting Plan (HSP) Overview

• University has determined that subcontracting opportunities are probable for this RFP

– The subcontracting participation goal is 26% of the expected value of the

Proposer’s entire proposal (ref. Section 2.5.2)

• HSP Questions can be addressed to HUB Coordinator at any time prior to submission (ref. Section 2.5.3) HUB Coordinator for this RFP is:

Kyle Hayes 512-322-3745 khayes@utsystem.edu

• Proposer’s may seek an informal review of draft HSP by the HUB Coordinator listed above prior to the submittal deadline (ref. Section 2.5.4)

HUB Subcontracting Plan (HSP) Overview (cont.)

• Each Proposer, whether HUB certified or not, and whether self-performing or planning to subcontract, must complete and submit an

HSP

Proposers that fail to do so will be considered non-responsive to this RFP in accordance with §2161.252, Government Code (ref. Section 2.5.3).

• Each Proposer shall only use the UT System Administration HSP forms available on the link provided in RFP Section 2.5.3 under Instructions on Completing the HSP.

See next page for Link

HUB Office Webpage for HUB Plan Templates (https://www.utsystem.edu/offices/historically-underutilized-business/hub-forms/hub-plan-templates-commodities-services-procurement) https://www.utsystem.edu/offices/historically-underutilized-business/hub-forms/hub-plan-templates-commodities-services-procurement

Guide to Selecting the Appropriate HSP

HSP Completion Guide (Example)

Centralized Master Bidders List (CMBL)

• The Texas Comptroller of Public Accounts maintains a Centralized

Master Bidders List (CMBL) of all vendors doing business in Texas:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

• UT System HUB Programs Office maintains a how-to guide for the CMBL to help you find potential HUB-certified sub-contractors:

https://utsystem.edu/sites/default/files/offices/historically-underutilized-business/Departmental%20Guide%20for%20CMBL%20rev.%2010.05.2019 %20ksh.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://utsystem.edu/sites/default/files/offices/historically-underutilized-business/Departmental%20Guide%20for%20CMBL%20rev.%2010.05.2019%20ksh.pdf https://utsystem.edu/sites/default/files/offices/historically-underutilized-business/Departmental%20Guide%20for%20CMBL%20rev.%2010.05.2019%20ksh.pdf https://utsystem.edu/sites/default/files/offices/historically-underutilized-business/Departmental%20Guide%20for%20CMBL%20rev.%2010.05.2019%20ksh.pdf

Informal Q&A

Reminders

• Question Deadline: Central Time 10:00am 8/11

• Submittal Deadline: Central Time, 2:30pm 8/29

• RFP Assistance:

– HSP related: khayes@utsystem.edu

– Bonfire solicitation:

https://utsystem.bonfirehub.com/opportunities/95572

– Bonfire Vendor Portal: https://support.gobonfire.com

– Bonfire Support: support@gobonfire.com mailto:khayes@utsystem.edu https://utsystem.bonfirehub.com/opportunities/95572 https://support.gobonfire.com/ mailto:support@gobonfire.com

THANK YOU FOR YOUR

PARTICIPATION!