ESBD_032320261053_RFP 7925_mk (3-18-2026) FINAL VERSION.pdf

TEXAS GENERAL LAND OFFICE

AND

VETERANS LAND BOARD

is

REQUESTING COMPETITIVE SEALED PROPOSALS

for

Artwork Package at the

Tuskegee Airmen Texas State Veterans Home in Fort Worth, Texas

REQUEST FOR PROPOSALS NO. 7925-SJ

Class 050 / Item 60; Class 052 / Item 64 Class 801 / Items 56, 86; Class 906 / Item 52

Class 909 / Item 48; Class 962 / item 35

Release Date: March 23, 2026 Deadline for Submission: April 22, 2026, at 2:00 p.m. CDT

Solicitation Point of Contact: Stefanie Jackson, CTCD, CTCM Stefanie.Jackson@GLO.Texas.Gov

You are responsible for checking the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.gov/esbd, for any addenda to this Solicitation. Please search under Agency Code 305 (General Land Office and Veterans Land Board). The Respondent’s failure to periodically check the ESBD will in no way release that Respondent from addenda or additional information resulting in additional requirements of the Solicitation.

Texas General Land Office and Veterans Land Board -i- RFP No. 7925-SJ mailto:Stefanie.Jackson@GLO.Texas.Gov http://www.txsmartbuy.gov/esbd

Texas General Land Office and Veterans Land Board -ii- RFP No. 7925-SJ

Table of Contents

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1. Executive Summary

1.2. Definitions

1.3. Authority

ARTICLE II. SCOPE OF WORK

2.1. Scope of Services Requested

2.2. description of services

2.2.3 Samples of Frames, Hardware, and Images

2.3. Contract Term

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1. Schedule of Events

3.2. Inquiries

3.2.1 Contact

3.2.2 Clarifications

3.2.3 Responses

3.2.4 Prohibited Communications

3.2.5 Site Visit

3.3. Solicitation Response Composition

3.3.1 General Requirements

3.3.2 Solicitation Response Format

3.3.3 Page Limit and Supporting Documentation

3.4. Solicitation Response Submission and Delivery

3.4.1 Deadline

3.4.2 Labeling

3.4.3 Delivery

3.4.4 Alterations, Modifications, and Withdrawals

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS . 10

4.1. Evaluation Criteria

4.1.1 Conformance with State Law

4.1.2 Minimum Qualifications

4.1.3 Selection Criteria

4.1.4 Detailed Scoring Methodology

4.2. Oral Presentation

4.3. Best and Final Offer (BAFO)

4.4. Contract Award

Texas General Land Office and Veterans Land Board -iii- RFP No. 7925-SJ

ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1. Respondent Information

5.1.2 Company Profile

5.1.3 Key Staffing Profile

5.2. Technical Proposal

5.3. References

5.4. Major Subcontractor Information

5.5. Litigation and Regulatory History

5.6. Veteran-Owned Historically Underutilized Business (VetHUB)

5.7. Conflicts

ARTICLE VI. COST PROPOSAL

6.1. Cost Proposal

ARTICLE VII. TERMS AND CONDITIONS

7.1. General Conditions

7.1.1 Amendment

7.1.2 Informalities

7.1.3 Rejection

7.1.4 Irregularities

7.1.5 Offer Period

7.1.6 Open Records

7.1.7 Contract Responsibility

7.1.8 Public Disclosure

7.1.9 Remedies

7.2. Insurance

7.2.1 Required Coverages

7.2.2 Alternative Insurability

7.3. Protest

7.4. Contract Terms and Solicitation Acceptance

7.4.1 Terms and Conditions

7.4.2 Affirmations and Solicitation Acceptance

7.5. Vendor Performance Reporting

ARTICLE VIII. SUBMISSION CHECKLIST

EXHIBIT A. AFFIRMATIONS AND SOLICITATION ACCEPTANCE

EXHIBIT B. SAMPLE CONTRACT

EXHIBIT C. VETHUB SUBCONTRACTING PLAN

EXHIBIT D. VETHUB SUBCONTRACTING PLAN PRESENTATION

EXHIBIT E. TEXAS GLO MAPS

EXHIBIT F. FLOOR PLAN

Texas General Land Office and Veterans Land Board -1- RFP No. 7925-SJ

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1. EXECUTIVE SUMMARY

The Texas General Land Office (“GLO”) and the Veterans Land Board (“VLB”) (collectively the “GLO/VLB”) is seeking proposals from qualified firms to provide an artwork package and design services at the Tuskegee Airmen Texas State Veterans Home in Fort Worth, Texas (“TSVH”). The GLO/VLB will consider proposals from Respondents that demonstrate the ability to complete the services in accordance with the guidelines of this Solicitation and all applicable federal, state, and local laws, rules, and regulations. Respondents must execute Exhibit A, Affirmations and Solicitation Acceptance, and complete other items listed on the Submission Checklist to be considered. Additional information on the GLO/VLB and its programs can be found at http://www.glo.texas.gov.

1.2. DEFINITIONS

“ADA” means Americans with Disabilities Act.

“Addendum” means a written clarification or revision to the Request for Proposals issued by the GLO/VLB. Respondents must acknowledge receipt of any addenda in the submission of the Solicitation Response.

“Affiliate” means any individual or entity that, directly or indirectly, is in control of, is controlled by, or is under common control with, Respondent. Respondent shall be deemed to control another entity if either possesses, directly or indirectly, the power to direct or cause the direction of the management and policies of the other entity, whether through the ownership of voting securities, membership interests, by contract, or otherwise.

“BAFO” means Best and Final Offer.

“Contract Documents” means all documents that govern this Solicitation and any resulting contract including, without limitation, this Solicitation, including all Exhibits.

“ESBD” means the Electronic State Business Daily, available at http://www.txsmartbuy.gov/esbd.

“GLO” means the Texas General Land Office.

“PIA” means the Public Information Act, Chapter 552 of the Texas Government Code.

“Pod” means one of three hallways or wings within each Neighborhood.

“Project” means the work solicited under this Solicitation.

“Provider” means Respondent(s) awarded a contract under this Solicitation.

http://www.glo.texas.gov/

Texas General Land Office and Veterans Land Board -2- RFP No. 7925-SJ

“Respondent” means the entity responding to this Solicitation.

“RFP” means Request for Proposals.

“Solicitation” means this RFP.

“Solicitation Response” means the Respondent’s entire response to this Solicitation, including all documents requested in Articles III and V.

“State” means the state of Texas and any state agency; the GLO/VLB or state agency identified in this Solicitation, its officers, employees, or authorized agents.

“TAC” means the Texas Administrative Code.

“TSVH” means Texas State Veterans Home.

“VetHUB” means a historically underutilized business, as described in 34 TAC §§20.281 -

20.298 and as certified under the Veteran Heroes United in Business Program administered by the Texas Comptroller of Public Accounts.

“VetHUB Subcontracting Plan” or “VetHSP” means the subcontracting plan required under 34 TAC §20.285 and the Texas Comptroller of Public Accounts’ Veteran Heroes United in Business Program (“VetHUB Program”) to be submitted with each response to a Solicitation that will result in the issuance of a contract with an expected value of $100,000 or more and for which the GLO has determined subcontracting opportunities are probable. The VetHSP is included in this Solicitation as Exhibit C and must be included with the Solicitation Response.

1.3. AUTHORITY

The GLO/VLB is posting this solicitation pursuant to and under Texas Government Code §2155.149, §2156.121, and §2156.122, and Texas Natural Resources Code §164.005.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

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ARTICLE II. SCOPE OF WORK

2.1. SCOPE OF SERVICES REQUESTED

The Project scope consists of providing decorative art and way finding signage for the newly constructed Tuskegee Airmen Texas State Veterans Home to create a homelike rather than institutional atmosphere that is respectful of the residents and depicts the history of the Tuskegee Airmen, Texas, and the five branches of the Military.

The selected Contractor shall be bound to specific terms and conditions found in Exhibit B, the GLO’s sample contract. These terms and conditions are subject to change prior to the execution of any contract that may result from this Solicitation.

2.2. DESCRIPTION OF SERVICES

2.2.1 Artwork

a. The GLO prefers artwork images that are respectful and thoughtful to the US

Government, the State of Texas, and all branches of the Military.

b. Preferred themes include:

1. Building E

• Lobby – Introduction to the Tuskegee Airmen Texas State Veterans

Home

• Gallery – Large displays/images/verbiage illustrating and telling the story of the Tuskegee Airmen and Airmen members with a museum-like presentation.

• Corridor – Continue with Tuskegee Airmen history including focus on key members and those who previously resided in the DFW area.

• Multi-Purpose Room – Continue with Tuskegee Airmen theme but incorporate memorabilia/photos/displays depicting other military branches

2. Wayfinding

• There are four residential neighborhoods/wings. Each will represent one of the four Tuskegee Airmen squadrons using squadron patch artwork. In addition, signage/artwork to include “A” Alpha, “B” Bravo, “C” Charlie, “D” Delta per appropriate A, B, C, D wing.

Smaller matching directional signage indicating the wings is needed near the Gallery in Building E.

3. Common Areas

• Defined as corridors leading to resident neighborhoods, Quiet rooms, open living/dining/library skills areas. Images/art of a Military theme covering all branches of the Military. Images to be

Texas General Land Office and Veterans Land Board -4- RFP No. 7925-SJ respectful and patriotic. Other materials such as clocks, time zone clocks, medal displays, etc. may be included.

4. Texas Landscapes

• Images may include but are not limited to skylines, wildlife, flowers, grasses, oil rigs, coastal themes, hill country, lakes, etc.

5. Calming

• Images of calm and peaceful views, for use in spaces for quiet time, deep discussion or reflection.

6. Glamour

• Examples: Images of Male and Female at Military Ball, dressed in formal dress (could be historical or current times).

7. Textile

• Cleanable sensory rich art to promote cognitive stimulation and emotional wellbeing for Dementia/Alzheimer residents

8. GLO maps

• See Exhibit E for images. Maps to be provided by GLO/VLB, vendor to frame and install pieces.

2.2.3 Samples of Frames, Hardware, and Images

a. Respondents are to provide digital images and detailed descriptions of the frames, glass/acrylic and hardware with installation instructions at time of the submittal. During evaluations, GLO may request physical samples to be shipped to the GLO/VLB’s Austin headquarters. GLO/VLB will not provide reimbursement for any costs associated with providing samples. Samples will be returned to the Respondent on request at Respondent’s expense. Samples submitted to verify specifications prior to making award may be retained for the duration of the contract for later comparisons with items delivered.

b. Respondents are to provide a style/design image sampling for each of the following:

1. Building E – Lobby, Gallery, Multi-Purpose Room, Corridor (20 sample images)

2. Wayfinding and Directional Signage/Art (4 images)

3. Common Areas (20 sample images)

4. Texas Landscapes (20 sample images)

5. Calming (5 images)

6. Glamour (4 images)

7. Textile (4 images)

Texas General Land Office and Veterans Land Board -5- RFP No. 7925-SJ

2.2.4 Installation

a. All artwork must be installed with security hardware.

b. All glass or acrylic must be shatterproof.

c. Each neighborhood must have a unique and distinctive feel to help residents distinguish which areas they are in. Images can be used/repeated in multiple neighborhoods if effective for cost control. If it is not a cost savings, then it is preferred that they are each unique. Special consideration needs to be given to the Memory Care unit images and all images must be unique in this unit. The Memory Care unit is the B-Pod section of the floor plan.

d. An optional pre-bid site visit will be held on April 1, 2026, at 10:00 a.m.

e. Respondent must provide one point of contact for the project who will coordinate installation, delivery, and all related duties with the GLO.

f. Delivery Location: Tuskegee Airmen Texas State Veterans Home, 2200 Joe B

Rushing Road, Fort Worth, Texas 76119.

g. There is no loading dock, lift gates, or ramps are needed to unload materials.

h. Awarded Respondent is responsible for any damage to walls, ceilings, floors, and any other property resulting from delivery and installation.

i. Awarded Respondent must remove and dispose of all packaging materials.

j. Warranty: Upon completion of the work and final acceptance by the GLO, the

Awarded Respondent shall furnish the GLO with the maximum manufacturer’s warranty on all installed products.

2.3. CONTRACT TERM

Any contract resulting from this Solicitation shall be effective as of the date executed by the last Party (the “Effective Date”), and shall remain in effect through August 31, 2027, subject to the conditions set forth herein. Such contract, any amendments, renewals, or extensions may be subject to approval by the Board of the VLB.

Texas General Land Office and Veterans Land Board -6- RFP No. 7925-SJ

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1. SCHEDULE OF EVENTS

EVENT DATE/TIME

Issue Solicitation

March 23, 2026

Site Visit (Optional)

April 1, 2026, at 10:00 am CT

Deadline for Submitting Questions

April 2, 2026, at 5:00 p.m. CT

Anticipated Release Date of Answers to Questions

April 8, 2026

Deadline for Submission of Solicitation Responses (including VetHUB Subcontracting Plan)

April 22, 2026, at 2:00 p.m. CDT

Evaluation Period April 23, 2026, to May 30, 2026

Contractor Selection and Notice of Award

June 8, 2026

Contract Development, Negotiation, and Execution June 15, 2026, to July 15, 2026

NOTE: These dates represent a tentative schedule of events. The GLO/VLB reserves the right to modify these dates at any time prior to the deadline for submission of Solicitation Responses upon notice posted on the ESBD at:

http://www.txsmartbuy.gov/esbd. Please search under Agency Code 305 (General Land Office and Veterans Land Board). Any modification of dates after the deadline for submission of Solicitation Responses will not be posted

3.2. INQUIRIES

3.2.1 Contact

All requests, questions, or other communications about this Solicitation shall be made in writing to the GLO/VLB’s Purchasing Department, addressed to the person listed below.

Name Stefanie Jackson, CTCD, CTCM

Texas General Land Office and Veterans Land Board -7- RFP No. 7925-SJ

Address 1700 N. Congress Ave., Austin, Texas 78701 Phone: 512-463-5347 Email Stefanie.Jackson@GLO.Texas.Gov

Notwithstanding the above, Respondents may direct questions about the state’s Veteran Heroes United in Business (VetHUB) Program or VetHUB Subcontracting Plans (VetHSPs) to the GLO/VLB VetHUB Team contacts listed in Section 5.6 of this Solicitation.

3.2.2 Clarifications

The GLO/VLB will allow written requests for clarification of this Solicitation.

Questions may be e-mailed to the point-of-contact listed in Section 3.2.1 above.

Respondents’ names shall be removed from questions in the responses released.

Questions shall be submitted in the following format. Submissions that deviate from this format may not be accepted:

a) Identifying Solicitation number

b) Section number

c) Text of passage being questioned

d) Question

NOTE: THE deadline for submitting questions is noted in Section 3.1 above.

Please provide company name, address, phone number, e-mail address, and name of contact person when submitting questions.

3.2.3 Responses

All accepted questions will result in written responses with copies posted to the ESBD at: http://www.txsmartbuy.gov/esbd. Please search under Agency Code 305 (General Land Office and Veterans Land Board). Responses shall be posted as an Addendum to the Solicitation. It is Respondent’s responsibility to check the ESBD for updated responses.

3.2.4 Prohibited Communications

On issuance of this Solicitation, except for the written inquiries described in Section

3.2.1 above, the GLO/VLB, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify the Respondent. Respondent shall rely only on written statements issued through or by the GLO/VLB’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.

mailto:Stefanie.Jackson@GLO.Texas.Gov

Texas General Land Office and Veterans Land Board -8- RFP No. 7925-SJ

3.2.5 Site Visit

Before submitting a proposal, Respondents are strongly encouraged to visit the site and assess the work to be performed. Site visit information is listed in Section 3.2.1., above.

The GLO/VLB, if necessary, may require that potential Respondents abide by certain Covid-19 related protocols and/or safety infection control protocols applicable to long-term nursing facilities.

3.3. SOLICITATION RESPONSE COMPOSITION

3.3.1 General Requirements

Respondent shall complete and upload the documents listed below to the Dropbox™ URL in Section 3.4.3:

a) One Proposal, including all documents requested in Part 1 of the Submission

Checklist, submitted as one Portable Document Format (.pdf) file titled “RFP No. 7925-SJ (Respondent name) Part 1;” and

b) One VetHUB subcontracting plan, submitted as one .pdf file “RFP No.

7925-SJ (Respondent name) Part 2.”

Respondent shall prepare a clear and concise Solicitation Response that focuses on the instructions and requirements of the Solicitation. Respondent is responsible for all costs related to the preparation of their Solicitation Response. Any terms and conditions attached to a Solicitation Response will not be considered unless specifically referred to in this Solicitation and may result in disqualification.

3.3.2 Solicitation Response Format

For ease of evaluation, the Solicitation Response shall be presented in a format that corresponds to the order requested in Article VIII, Submission Checklist. Responses to each section and subsection shall be labeled clearly to indicate the item being addressed. Exceptions to this will be considered during the evaluation process.

3.3.3 Page Limit and Supporting Documentation

Proposals shall not exceed 25 pages in length. Exhibit A, signed acknowledgments of addenda, references, résumés and the VetHUB Subcontracting Plan are considered supporting documentation and are not included in the page limit. The Solicitation Response should be formatted using 12-point or larger font, except for charts, graphs, or other graphical representations of data.

Texas General Land Office and Veterans Land Board -9- RFP No. 7925-SJ

3.4. SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.4.1 Deadline

Solicitation Responses must be received at the Box™ URL in Section 3.4.3 no later than as specified in Section 3.1. Respondents may submit their Solicitation Responses any time prior to that deadline. Box™ shall time stamp all uploaded Solicitation Responses; any other documentation of timely submission in lieu of the Box™ time stamp WILL NOT be accepted.

3.4.2 Labeling

Each file uploaded to Box™ shall include Respondent’s company name and the title of the document; for example: “Company X: Proposal.”

3.4.3 Delivery

Respondents must upload Solicitation Responses to the following Box™ URL:

Upload Solicitation Responses to Box

The GLO/VLB shall not accept Solicitation Responses submitted by any other means. Please contact the point-of-contact listed in section 3.2.1 above for assistance with Box™.

3.4.4 Alterations, Modifications, and Withdrawals

Solicitation Responses may be modified, altered, or withdrawn by notifying the point-of-contact listed in Section 3.2.1 above, provided such notice is received prior to the deadline for submission of Solicitation Responses. The GLO/VLB may request proof of authorization before accepting modifications, alterations, or withdrawal requests.

https://txglo.app.box.com/f/76a812e47e21412594f525a5f5729893

Texas General Land Office and Veterans Land Board -10- RFP No. 7925-SJ

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

4.1. EVALUATION CRITERIA

4.1.1 Conformance with State Law

This Solicitation is being issued in accordance with Texas law, including, without limitation, Section 2155.149 of the Texas Government Code, relating to VLB purchases for the Texas State Veterans Homes program, and Chapter 164 of the Texas Natural Resources Code, regarding the GLO/VLB’s powers and duties.

Solicitation Responses shall be evaluated in accordance with Chapters 2155-2156 of the Texas Government Code. The GLO/VLB shall not be obligated to accept the lowest priced proposal but shall make an award to the Respondent that provides the “Best Value” to the state of Texas. “Best Value” shall be determined using the evaluation criteria listed in Section 4.1.3 below, in accordance with Sections

2155.074 and 2156.007 of the Texas Government Code.

4.1.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below. Furthermore, Solicitation Responses that appear unrealistic in terms of technical commitment, that show a lack of technical competence, or that indicate a failure to comprehend the risk and complexity of a potential contract may be rejected.

Respondent shall submit a summary (not to exceed two pages) that provides specific support for meeting the minimum qualifications outlined in this Section.

This support can specifically state how Respondent meets each minimum qualification or can direct the evaluators to the appropriate section of the Solicitation Response that provides support for Respondent satisfying each minimum qualification.

4.1.2.1 Respondent must have been in business for a minimum of five years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided interior design and/or decorative installation services for a minimum of five years;

4.1.2.2 Respondents shall have demonstrated experience in performing the services enumerated in Article II of the Solicitation such as framing and/or interior decorating, noting projects completed in the last three (3) years;

4.1.2.3 Respondent shall have demonstrated experience in meeting completion dates and remaining within budget;

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4.1.2.4 Respondent must be a registered entity with SAM.gov (System for Award Management) with an active Unique Entity Identifier (UEID) or the ability to obtain a UEID prior to contract execution; and

4.1.3 Selection Criteria

Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria:

4.1.3.1 Cost (40%);

4.1.3.2 Demonstrated relevant experience, qualifications and past performance of

Respondent’s company and key personnel, as demonstrated by the Solicitation Response, any returned references, and the Texas Comptroller of Public Accounts Vendor Performance Tracking System (35%);

4.1.3.3 Proposed personnel, methodology, quality of samples, and schedule

(15%);

4.1.3.4 Overall responsiveness, clarity, and organization of Solicitation Response

(5%) and;

4.1.3.5 Safety Record, Quality Control, and Cost Control (5%)

NOTE: To clarify any response, the Solicitation evaluation committee may contact references provided in response to this Solicitation, contact Respondent’s clients, or solicit information from any available source concerning any aspect of the Solicitation deemed pertinent to the evaluation process.

4.1.4 Detailed Scoring Methodology

The GLO/VLB assembles an evaluation committee to evaluate each responsive Solicitation Response. Each evaluator completes one evaluation worksheet for each response. The evaluator evaluates each proposal individually against the requirements of the solicitation document, and not against other responses. The evaluator assigns the number of points he or she believes each Solicitation Response merits out of the possible points indicated on the evaluation worksheet for each selection criterion. Cost proposals are scored based on a reasonableness assessment of the proposed price, considering various factors such as: the appropriateness of the cost metric chosen by the Respondent; the impact of any identified assumptions or constraints on the proposed price; and whether the proposed price includes payment for goods and/or services that exceed the scope of GLO/VLB’s needs as specified in the Solicitation. Each evaluator scores Solicitation Responses independently and impartially. Scores are not divulged between committee members until after they have been finalized, submitted, and

Texas General Land Office and Veterans Land Board -12- RFP No. 7925-SJ compiled by the purchaser. Members may ask questions of the purchaser, agency legal counsel, and designated technical experts if they are unable to find information, do not understand information in a response, or require technical assistance.

The purchaser averages all evaluators’ total scores for each Respondent to determine Respondent rankings.

4.2. ORAL PRESENTATION

The GLO/VLB may require an oral presentation from any or all Respondents. Respondents will be provided with notice of any such oral presentation and are responsible for their own presentation equipment. Failure to participate in the requested presentation may eliminate a Respondent from further consideration. The GLO/VLB is not responsible for any costs incurred by the Respondent associated with the oral presentation.

4.3. BEST AND FINAL OFFER (BAFO)

Clarification discussions, at the GLO/VLB’s sole option, may be conducted with Respondents who submit Solicitation Responses determined to be acceptable and competitive. Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of the Solicitation Responses. Such revisions may be permitted after submissions and prior to award solely for the purpose of obtaining BAFOs. In conducting discussions, there shall be no disclosure by the GLO/VLB of any information derived from the Solicitation Responses submitted by competing Respondents.

The GLO/VLB evaluation committee shall score BAFO responses in a manner consistent with the scoring of original solicitation responses. The criteria to be re-evaluated following a BAFO shall depend on the type of clarification requested by the GLO/VLB from Respondent. Scores for any of the applicable selection criteria included in the GLO/VLB’s request for BAFO shall be replaced by the BAFO scores.

4.4. CONTRACT AWARD

It is the intent of the GLO/VLB to award one contract under this Solicitation. An award notice will be sent to the selected Respondent. Any award is contingent upon the successful negotiation of final contract terms and upon approval by the GLO/VLB. Negotiations shall be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, the GLO/VLB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

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NOTE: Solicitation Responses are subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code, and will be withheld from or released to the public only in accordance therewith.

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ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1. RESPONDENT INFORMATION

Respondent must provide satisfactory evidence of its ability to manage and coordinate the types of activities described in this Solicitation and to produce the specified products or services on time. In accordance with this requirement, Respondent shall provide the following information:

5.1.1 Company Narrative

Provide a detailed narrative explaining why Respondent is qualified to provide the services enumerated in Article II, focusing on its company’s key strengths and competitive advantages.

5.1.2 Company Profile

Provide a company profile to include:

a) The company ownership structure (e.g., corporation, partnership, LLC, sole proprietorship, etc.), including any wholly-owned subsidiaries, affiliated companies, or joint ventures. (Please provide this information in a narrative and as a graphical representation). If Respondent is an Affiliate of, or has a joint venture or strategic alliance with, another company, please identify the percentage of ownership and the percentage of the parent company’s ownership. Finally, please provide your proposed operating structure for the services requested under this Solicitation and which entities (i.e., parent company, Affiliate, Joint Venture, subcontractor) will be performing them;

b) The year the company was founded and/or legally organized. If organized as a business entity other than a sole proprietorship (e.g., corporation, LLC, LLP, etc.), please indicate the type of entity, the state under whose laws the company is organized, and the date of organization;

c) The location of your company headquarters and any field office(s) that may provide services for any resulting contract under this Solicitation, including subcontractors;

d) The number of employees in your company, both locally and nationally, and the location(s) from which employees may be assigned;

e) The name, title, mailing address, e-mail address, telephone number, and fax number of Respondent’s point of contact for any resulting contract under this Solicitation; and

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f) Indicate whether your company has ever been engaged under a contract by any Texas state agency(ies). If “Yes,” specify when, for what duties, and for which agency(ies).

NOTE: A Respondent that is not organized under the laws of the state of Texas must register with the Texas Secretary of State before it may transact business in Texas. Respondent must provide proof of registration before the GLO/VLB may award a contract under this Solicitation.

5.1.3 Key Staffing Profile

Respondent must provide a key staffing profile for Key Staff that will be responsible for the performance of the services requested under this Solicitation.

“Key staff” is defined as experienced, professional and/or technical personnel who will have major responsibilities under a contract and/or provide unusual or unique expertise essential for successful completion of the work performed. Provider shall ensure key staff remain available for the entire term of a contract. If key staff become unavailable for work, Provider shall promptly notify the GLO/VLB and assign alternative staff of equal ability and qualifications. The GLO/VLB reserves the right to approve changes to key staff.

5.2. TECHNICAL PROPOSAL

Respondent must describe clearly, specifically, and as completely as possible, its proposed methodology and schedule for achieving the objectives and requirements of this Solicitation. Respondent should identify all tasks to be performed to be responsive to Article II, Scope of Work, including activities, materials, and other products, services, and reports to be generated during the contract period and relate them to the stated purposes and specifications described in this Solicitation.

5.3. REFERENCES

Respondent shall provide a minimum of three non-GLO/VLB references for contracts of similar type and size performed within the last three years, preferably for state and/or local government entities. The GLO/VLB reserves the right to check references prior to award.

Any negative responses received may be grounds for disqualification of the proposal.

Respondent must verify current contacts. Information provided shall include:

a) Client name;

b) Contract description;

c) Total dollar amount of contract;

d) Total construction duration;

e) Key staff assigned to the referenced contract that will be designated for work under this Solicitation; and

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f) Client contract manager name, telephone number, and e-mail address.

The GLO/VLB checks references by e-mail. Respondents who do not provide accurate e-mail addresses waive the right to have those references considered in the evaluation of their Solicitation Responses.

5.4. MAJOR SUBCONTRACTOR INFORMATION

In addition to the requirements of Article II, Respondent must identify any major subcontractors whom Respondent intends to utilize in performing 15 percent or more of the duties and services included in this Solicitation and Sample Contract in Exhibit B Respondent must indicate whether or not Respondent holds any financial interest in any major subcontractor. It may be required as a condition of award that an authorized officer or agent of each proposed major subcontractor sign a statement to the effect that the subcontractor has read, and will agree to abide by, Respondent’s obligations under any contract awarded pursuant to this Solicitation.

Any major subcontractor the Respondent intends to utilize in performance of the work must also be included in the Respondent's VetHUB Subcontracting Plan. If a major subcontractor will not be utilized for this Project, so indicate in the appropriate section of the Solicitation Response.

5.5. LITIGATION AND REGULATORY HISTORY

Respondent must include in its Solicitation Response a complete disclosure of any alleged or significant contractual failures. In addition, Respondent must disclose any civil or criminal litigation or investigation pending over the last three years that involves Respondent or in which Respondent has been judged guilty or liable. For each instance of litigation or investigation, Respondent shall list: case information (e.g., cause number, location of court, names of parties); a description of each claim alleged against Respondent or its parent, subsidiary, or other affiliate; and a description of the disposition of the case.

Failure to comply with the terms of this provision may disqualify any Respondent.

Solicitation Responses may be rejected based upon Respondent’s prior history with the state of Texas or with any other party that demonstrates, without limitation, unsatisfactory performance, adversarial or contentious demeanor, or significant failure(s) to meet contractual obligations.

If Respondent has no litigation history, as described above, so indicate in the appropriate section of the Solicitation Response.

5.6. VETERAN-OWNED HISTORICALLY UNDERUTILIZED BUSINESS (VETHUB)

The GLO/VLB is committed to promoting full and equal business opportunities for businesses in state contracting. The GLO/VLB makes a good-faith effort to increase

Texas General Land Office and Veterans Land Board -17- RFP No. 7925-SJ

VetHUB participation in its contracts by contracting directly with VetHUBs or indirectly through subcontracting.

The State of Texas VetHUB Subcontracting Plan (“VetHSP”) form is included with this Solicitation as Exhibit C. A Solicitation Response that does not contain a VetHSP is not responsive and will be rejected without further evaluation. A Solicitation Response will also be rejected if the GLO/VLB determines that the VetHSP was not developed in good faith.

Please refer to the cover letter included with Exhibit C for specific instructions for locating potential VetHUB subcontractors utilizing the state’s Centralized Master Bidders List (CMBL).

A presentation describing the procedure for completing the VetHSP is included with this Solicitation as Exhibit D.

Respondents may direct questions about VetHSPs or the VetHUB Program to the VetHUB Team contacts listed below. All other questions about this Solicitation must be directed to the single point of contact listed in section 3.2.1.

Stella Roland Vonda White Stella.Roland@GLO.Texas.Gov Vonda.White@GLO.Texas.Gov

512.662.6899 512.947.6441

5.7. CONFLICTS

Respondent must disclose any potential conflict of interest it may have in providing the services described in this Solicitation, including all existing or prior arrangements. Please include any activities of affiliated or parent organizations and individuals who may be assigned to manage this account. If Respondent has no conflicts, as described above, so indicate in the appropriate section of the Solicitation Response.

mailto:Stella.Roland@GLO.Texas.Gov mailto:Vonda.White@GLO.Texas.Gov

Texas General Land Office and Veterans Land Board -18- RFP No. 7925-SJ

ARTICLE VI. COST PROPOSAL

6.1. COST PROPOSAL

Respondents must submit a Cost Proposal with the other required documents listed herein.

The Cost Proposal is intended to serve as a basis for a reasonableness evaluation of Respondent’s costs to perform the services described herein.

The Cost Proposal provided should be in accordance with the specifications in this Solicitation and shall include all estimated labor, materials, tools, supplies, equipment, personnel, and other costs required to complete the Project, including, but not limited to, travel expenses, insurance, bonds, associated costs, and incidental costs necessary to provide the products and services per the specifications, requirements, provisions, terms, and conditions set forth in this Solicitation and the Contract Documents.

Texas General Land Office and Veterans Land Board -19- RFP No. 7925-SJ

ARTICLE VII. TERMS AND CONDITIONS

7.1. GENERAL CONDITIONS

7.1.1 Amendment

The GLO/VLB reserves the right to alter, amend, or modify any provision of this Solicitation, or to withdraw this Solicitation, at any time prior to the award, if it is in the best interest of the GLO/VLB.

7.1.2 Informalities

The GLO/VLB reserves the right to waive minor informalities and irregularities in any Solicitation Response received.

7.1.3 Rejection

The GLO/VLB reserves the right to reject any or all Solicitation Responses received prior to contract award.

7.1.4 Irregularities

Any irregularities or lack of clarity in this Solicitation should be brought to the attention of the point-of-contact listed in Section 3.2.1 as soon as possible, so that corrective addenda may be furnished to prospective Respondents via the ESBD.

7.1.5 Offer Period

Solicitation Responses shall be binding for a period of 120 days after they are opened. Respondents may extend the time for which their Solicitation Response will be honored. Upon contract execution, prices agreed upon by the Respondent(s) are an irrevocable offer for the term of the contract and any contract extension(s).

No other costs, rates, or fees shall be payable to the Respondent unless expressly agreed upon in writing by the GLO/VLB.

7.1.6 Open Records

The GLO/VLB is a government agency subject to the Texas Public Information Act (PIA), Chapter 552 of the Texas Government Code. The Solicitation Response and other information submitted to the GLO/VLB by the Respondent are subject to release as public information. The Solicitation Response and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Solicitation Response or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to

Texas General Land Office and Veterans Land Board -20- RFP No. 7925-SJ disclosure of that information in the PIA. Merely making a blanket claim that the entire Solicitation Response is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Solicitation Response subject to release under the PIA. In order to trigger the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Solicitation Response the Respondent considers proprietary or confidential must be clearly labeled as described above.

Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA, except as provided by law.

Respondents are required to make any information created or exchanged with the state pursuant to this solicitation and any contract that may result from this solicitation, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state.

Information related to the performance of this contract may be subject to the PIA and will be withheld from public disclosure or released only in accordance therewith. Respondent shall make any information created or exchanged with the state/GLO/VLB, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state/GLO/VLB. Respondent shall make any information required under the PIA available to the GLO/VLB in Portable Document Format (PDF) or any other format agreed to between the parties. The original copy of each Solicitation Response shall be retained in the official files of the agency as a public record.

Solicitation Responses and all other documents associated with this Solicitation will be withheld or released upon written request only in accordance with the PIA.

To the extent that a Respondent wishes to prevent the disclosure of portions of its Solicitation Response to the public, Respondent shall demonstrate the applicability of any exception to disclosure provided under the PIA in accordance with the procedures prescribed by the PIA. Respondent may clearly label individual documents “confidential” or “trade secret” to demonstrate that it believes certain information is excepted from disclosure and may legally be withheld from the public. Respondent thereby agrees to indemnify and defend the GLO/VLB for honoring such a designation. The failure of Respondent to clearly label such documents shall constitute a complete waiver of any and all claims for damages caused by the GLO/VLB’s release of these records.

Pursuant to Chapter 2261 of the Texas Government Code, any contract that results from this Solicitation, including selected Respondent’s Solicitation Response, shall be posted to the GLO’s website.

7.1.7 Contract Responsibility

Respondent shall be solely responsible for the performance of all contractual

Texas General Land Office and Veterans Land Board -21- RFP No. 7925-SJ obligations that may result from an award based on this Solicitation. Respondent shall not be relieved of its obligations for any nonperformance by its subcontractors.

7.1.8 Public Disclosure

Respondent will not advertise that it is doing business with the GLO/VLB or use a contract resulting from this Solicitation as a marketing or sales tool without prior written consent of the GLO/VLB. Furthermore, Respondent may not distribute or disclose this Solicitation to any other vendors or companies without permission from the GLO/VLB.

7.1.9 Remedies

All remedies available to the GLO/VLB for breach or anticipatory breach of any contract that results from this Solicitation are cumulative and may be exercised concurrently or separately, and the exercise of any one remedy shall not be deemed an election of such remedy to the exclusion of other remedies. Liquidated damages, actual damages, cost projections, and/or injunctive relief may also be invoked either separately or combined with any other remedy in accordance with applicable law.

7.2. INSURANCE

7.2.1 Required Coverages

For the duration of any contract resulting from this Solicitation, Respondent shall acquire insurance with financially sound and reputable independent insurers, in the type and amount as follows:

7.2.1.1 Workers Compensation & Employers Liability

Contractor must maintain Workers' Compensation insurance coverage in accordance with statutory limits.

Workers’ Compensation: Statutory Limits Employers Liability: Each Accident $1,000,000 Disease - Each Employee $1,000,000 Disease - Policy Limit $1,000,000

The Texas Department of Insurance’s website addresses State requirements related to Workers Compensation (coverage starts with Chapter 406 of the Texas Labor Code):

http://www.tdi.texas.gov/wc/act/index.html

7.2.1.2 Commercial General Liability with a combined single limit of $250,000 per occurrence including products/completed operations, where appropriate, with a separate aggregate of $750,000 for bodily injury and for property damages.

http://www.tdi.texas.gov/wc/act/index.html

Texas General Land Office and Veterans Land Board -22- RFP No. 7925-SJ

7.2.1.3 Business Automobile Liability Insurance for all owned, non-owned and hired vehicles with a minimum combined single limit of $1,000,000 per accident for bodily injury and property damage.

Insurance policies shall be written by a company licensed to do business in the State of Texas, with an A.M. Best rating of “A-” or better, and authorized to provide the corresponding coverage.

Work on any contract shall not begin until after Respondent has submitted acceptable evidence of insurance. Failure to maintain insurance coverage or acceptable alternative methods of insurance shall be deemed a breach of contract.

7.2.2 Alternative Insurability

Notwithstanding the preceding, the GLO/VLB reserves the right to consider reasonable alternative methods of insuring the contract in lieu of the insurance policies customarily required. It will be Respondent’s responsibility to recommend to the GLO/VLB alternative methods of insuring the contract. Any alternatives proposed by Respondent should be accompanied by a detailed explanation regarding Respondent’s inability to obtain the required insurance. The GLO/VLB shall be the sole and final judge as to the adequacy of any substitute form of insurance coverage.

7.3. PROTEST

Any Respondent unsuccessful or aggrieved in connection with this Solicitation may file a protest in accordance with 31 TAC §3.50.

7.4. CONTRACT TERMS AND SOLICITATION ACCEPTANCE

7.4.1 Terms and Conditions

Exhibit B, Sample Contract, is the standard contract used by the GLO/VLB for services; please review the terms and conditions therein. The GLO/VLB reserves the right to negotiate final contract terms with any selected Respondent. The terms and conditions in Exhibit B are subject to change prior to the execution of any contract that may result from this Solicitation. The GLO/VLB may, in its sole discretion, engage in good-faith negotiation of terms and conditions with Respondents but has limited discretion to do so.

7.4.2 Affirmations and Solicitation Acceptance

Execution of Exhibit A of this Solicitation, Affirmations and Solicitation Acceptance, shall constitute an agreement to all terms and conditions specified in

Texas General Land Office and Veterans Land Board -23- RFP No. 7925-SJ this Solicitation, including, but not limited to, Exhibit B, Sample Contract, and all terms and conditions therein.

7.5. VENDOR PERFORMANCE REPORTING

The GLO/VLB is required by rule (34 TAC §20.509) to report vendor performance through the Vendor Performance Tracking System (VPTS). Additional information on this system can be found on the Texas Comptroller of Public Accounts website:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

As of January 24, 2017, the VPTS reporting methodology was revised so that vendors are assigned a letter grade (A-F) rather than the historic satisfactory/unsatisfactory ratings. The report grades for historic reports will be displayed as “Legacy Satisfactory” or “Legacy Unsatisfactory.” New reports will be graded on the A-F scale as now required by statute.

A Respondent’s past performance shall be measured in the VPTS by a letter grade that combines any historic ratings with ratings using the new letter grade system in the method described in 34 TAC §20.115.

The GLO/VLB is authorized to consider past performance when determining contract award as part of the “Best Value” standard, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, and 2156.125 of the Texas Government Code.

The GLO/VLB may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the VPTS, the GLO/VLB 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 shall be at the sole discretion of the GLO/VLB, and any negative findings, as determined by the GLO/VLB, may result in non-award to the Respondent.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=182505&p_tloc=&p_ploc=1&pg=3&p_tac=&ti=34&pt=1&ch=20&rl=115

Texas General Land Office and Veterans Land Board -24- RFP No. 7925-SJ

ARTICLE VIII. SUBMISSION CHECKLIST

This checklist is provided for Respondent’s convenience only and identifies documents that must be submitted with this Solicitation in order to be considered responsive. Any Solicitation Responses received without these requisite documents may be deemed non-responsive and may not be considered for contract award.

A COMPLETE SOLICITATION PACKAGE SHALL INCLUDE:

1. Part 1 – Proposal (one .pdf file)

2. Part 2 – VetHUB Subcontracting Plan (one .pdf file)

PART 1 – PROPOSAL

1. Exhibit A, Affirmations and Solicitation Acceptance ___

• If Respondent is a corporation or other legal entity, attach a corporate resolution or other appropriate official documentation, which states that the person signing this Solicitation Response is an authorized person that can legally bind the corporation or entity.

• Attach proof of registration with the Texas Secretary of State.

• Attach a copy of IRS Letter 147C, Verification of Employer Identification Number, or any IRS document listing both the EIN and entity name on IRS letterhead.

2. Signed Acknowledgments of Addenda (if applicable) ___

3. Summary of Minimum Qualifications (Section 4.1.2) ___

4. Company Narrative (Section 5.1.1) ___

5. Company Profile (Section 5.1.2) ___

6. Key Staffing Profile (Section 5.1.3) ___

7. Technical Proposal (Section 5.2) ___

8. References (Section 5.3) ___

9. Major Subcontractor Information (if applicable) (Section 5.4) ___

If…