ESBD_358416_1715374157811_RFP 808-24-242210 GNR IMP.pdf

Texas Historical Commission Interpretive Master Plan for Goodnight Ranch

Request for Proposals for

Interpretive Planning Services

For the

Charles and Mary Ann Goodnight Ranch State Historic Site

Armstrong County, Texas

RFP# 808-24-242210

NIGP Class/Item Codes:

924-19 (Educational Research Services) 956-70 (Research Services, Other than Business)

You are responsible for checking the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.com/esbd, for any addenda to this Solicitation. Please search under Agency Code 808 (Texas Historical Commission). 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.

THC CONTACT: ISSUE DATE: May 10, 2024 Christi Duve, CTCD, CTCM PROPOSALS DUE DATE: May 27, 2024

THC Purchaser, (512) 475-3909 2:00 P.M. Central Time

Christi.duve@thc.texas.gov http://www.txsmartbuy.com/esbd mailto:Michael.gibbons@thc.texas.gov

Table of Contents

ARTICLE I

INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 Introduction

1.2 Authority

ARTICLE II

SCOPE OF WORK

2.1 Statement of Work

2.1.1 Service Requirements

2.1.2 Reporting and Deliverables

2.1.3 Subcontractors

2.1.4 Performance Tracking

2.2 Contract Award, Term and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 No Guarantee of Volume, Usage, or Compensation

ARTICLE III

ADMINISTRATIVE INFORMATION

3.1 Schedule of Events

3.2 Ambiguity, Conflicts, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exceptions to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Solicitation Response Composition

3.4.1 General Information

3.4.2 Page Limit and Supporting Documentation

3.4.3 Discrepancies

3.4.4 Exceptions

3.4.5 Binding Offer

3.5 Solicitation Response Submission and Delivery

3.5.1 Deadline

3.5.2 Submission Options

3.5.3 Submission Checklist

3.5.4 Labeling and Delivery for USB Submission and Other Materials

3.5.5 Modification and Withdrawals

ARTICLE IV

SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Advancement Criteria

4.2.7 Interviews

4.2.8 Best and Final offer (BAFO)

4.2.9 Final Written Response Score

4.2.10 Summary of Best Value Determination

4.2.11 Questions or Requests for Clarifications

4.2.12 Tiebreakers

4.2.13 Past Performance

ARTICLE V

NARRATIVE PROPOSAL

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

ARTICLE VI

REQUIRED RESPONDENT INFORMATION

6.1 Company Information

6.1.3 Franchise Tax – Right to Transact Business in Texas

6.1.4 References

6.1.5 Major Subcontractor Information

6.2 Other Reports (NA)

6.3 Corporate Guarantees

6.4 HUB Subcontracting Plan

ARTICLE VII

COST PROPOSAL

7.1 Cost Proposal

7.2 Compensation

7.2.1 Basis of Payments

7.2.2 Invoices

7.2.3 Withholding Payments

7.2.4 Subcontractors and Suppliers List

7.2.5 Funds Availability

7.2.6 Debt to State

8.1 General Information

8.2 General Terms and Conditions

8.3 Offer Period

8.4 Cost Incurred

8.5 Public Information Act – Respondent Requirements Regarding Disclosure

8.6 Protest

ARTICLE IX

LIST OF EXHIBITS, FORMS, AND ATTACHMENTS

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSALS

SIGNATURE PAGE

ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF

PROPOSAL, ANY EXCEPTIONS THERETO MUST BE IN WRITING USING EXHIBIT E

Proposals are subject to negotiation and therefore only the names and addresses of respondents will be read at a public proposal opening upon request. Award will be posted on

Respondent must sign proposal – the laws of the State of Texas must prevail on all proposals. By signing this signature page, Respondent certifies that if a Texas address is shown as the address of the Respondent, Respondent qualifies as a Texas Resident Bidder as defined in Rule TAC Title 1, Part 5, Chapter 111, Subchapter A, Rule 111.2.

The Payee Identification Number (PIN) is the taxpayer number assigned and used by the Comptroller of Public Accounts of Texas. This number needs to be entered in the spaces provided below. If this number is unknown, please enter either your federal employer’s identification Number or if sole owner enter your Social Security Number.

PIN: Phone: ( ) -

Business Name: Fax Number: ( ) -

Address: HUB Certified? [ ] Yes [ ] No

City-State-Zip: HUB #:

Email Address:

Signature: Print Name:

AWARD NOTICE: The State reserves the right to accept or reject all or any part of a bid and waive minor technicalities. The State will award the contract to best serve the interests of the State. Award will be posted on the Electronic Statewide Business Daily (ESBD) Website after contract has been executed.

Public RFP Opening Address RFP No.: 808-24-242210

Texas Historical Commission RFP Deadline: May 27, 2024

1700 N. Congress, B-65 RFP Closing: 2:00 P.M. Central Time

Austin, Texas 78701

ARTICLE I.

INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 Introduction.

1. The State of Texas, by and through the Texas Historical Commission (THC) seeks sealed Request for Proposals (RFP) to establish a contract for services from a qualified individual or firm for the completion of a comprehensive Interpretive Master Plan for the Charles and Mary Ann Goodnight Ranch State Historic Site, located in Armstrong County, Texas in accordance with the specifications contained in this Request for Proposal (RFP).

The Texas Historical Commission seeks a firm that has proven experience with the creation of comprehensive Interpretive Master Plans for historic house sites and other history-related venues to research, write, and complete the last portions of the Interpretive Master Plan for the Charles and Mary Ann Goodnight Ranch State Historic Site.

All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the THC Historic Sites Division Office in Austin, Texas or at the Charles and Mary Ann Goodnight State Historic Site in Claude, TX.

The goal for the project is to complete a recent but unfinished comprehensive Interpretive Master Plan draft that requires more research and recommendations for the Charles and Mary Ann Goodnight Ranch. The interpretive master plan, once completed, will best identify and communicate the most important themes, subthemes, and stories, ideas, values and meanings of the site of use in the creation and implementation of new programs and exhibits to best educate the visiting public, illustrating and enhancing the site’s history and significance.

Definitions.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Acceptable Quality Level” means the level of performance of requested services below which the contract will not be paid or damages may be assessed

“Addendum” means a written clarification or revision to this Solicitation issued by THC and posted to the ESBD.

“Amendment” means a written agreement, signed by the Parties, which documents changes to the Contract

“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Best and Final Offer (BAFO)” means a formal request made to selected Respondents for revisions to the originally submitted Proposal.

“Contract” means the Contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits.

“Contractor” means the Party selected to provide the goods or Services to the State under this Contract.

“Deliverable” means a Work Product(s), including all reports and project documentation, prepared, developed, or procured by Contractor as part of the Services under the Contract for the use or benefit of the THC or the State of Texas.

“Day” means a calendar day unless specified otherwise.

"Electronic State Business Daily (ESBD)” means the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Gov’t Code” means Texas Government Code Chapter 2155

“Historically Underutilized Business (HUB)” has the meaning assigned in Texas Gov’t Code ch.

2161.

“HUB Subcontracting Plan" or “HSP” means written documentation regarding the use of subcontractors, which is required to be submitted with all responses to state agency contracts with an expected value of $100,000 or more where the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by the state agency during the term of the Contract.

“Owner” means the Texas Historical Commission.

“Party” means either the THC or Contractor, individually.

“Parties” mean the THC and Contractor, collectively.

“Project Manager” means the individual designated by the Owner authorized to represent the Owner during the performance of the contract.

“Proposal” means the entire written response to submitted by a Respondent to THC in response to this Solicitation

“Request for Proposals (RFP)” means the procurement solicitation instrument issued by THC and all associated exhibits, attachments, forms, and addenda, corrections or modifications, if any.

“Respondent” means the individual or entity responding to this Solicitation.

“Services” mean the tasks, functions, and responsibilities assigned and delegated to the Contractor under the Contract.

“Sole Point of Contact” means the person listed in Section 3.3.1.

“Solicitation” means this RFP including all exhibits, attachments, forms, and Addenda, if any.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“State” means the State of Texas and its instrumentalities, including THC, and any other state agency, its officers, employees, or authorized agents.

“Subcontract” means any written agreement between the Contractor and a third party to fulfill the requirements of the Contract. All Subcontracts are required to be in writing.

“Subcontractor” means any individual or entity that enters a contract with the Contractor to perform part or all of the obligations of Contractor under the Contract

“VPTS” means Vendor Performance Tracking System, as defined under § 2262.055 of the Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division 2, Rule § 20.115 and Subchapter F, Division 2, Rule § 20.509.

“Work Product” means any and all works, including work papers, notes, materials, approaches, designs, specifications, systems, innovations, improvements, inventions, software, programs, source code, documentation, training materials, audio or audiovisual recordings, methodologies, concepts, studies, reports, whether finished or unfinished, and whether or not included in the Deliverables, that are developed, produced, generated, or provided by Contractor in connection with Contractor’s performance of its duties under the Contract or through use of any funding provided under this Contract.

http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://statutes.capitol.texas.gov/Docs/GV/pdf/GV.2161.pdf https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=34&pt=1&ch=20&rl=115 https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=34&pt=1&ch=20&rl=509

1.2 Authority.

The THC is soliciting the services stated in this Solicitation under of the authority Texas Government Code § 442.101

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.442.htm

ARTICLE II.

SCOPE OF WORK

2.1 Statement of Work

2.1.1 Service Requirements

Services shall include, but are not limited to, the requirements contained in this RFP and gathered through in person or virtual public meetings. Input gathered from public meetings will be taken into account in refinement of project deliverables. Services set forth that contain the words "must" or "shall" are mandatory and must be provided as specified with no alteration, modification, or exception.

Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the commodities/services are provided. The requested services and corresponding deliverables are detailed in the subsections below.

2.1.1.1 Statement of Need for Requested Services

The Texas Historical Commission seeks a firm that has proven experience with the development of comprehensive Interpretive Master Plans for history-related venues, including historic homes and sites related to the development of the Cattle Industry, and late 19th/early 20th century farm and domestic sites, to provide additional research, recommendations, and to conclude a recent but incomplete comprehensive Interpretive Master Plan draft for the Charles and Mary Ann Goodnight Ranch State Historic Site, located in Armstrong County, Texas.

Preference will be given to vendors who have completed similar interpretive planning projects for historic properties in general, and more specifically with sites related to historic homes and sites related to the development of the cattle industry during the late 19th, including Charles Goodnight’s role in the Texas Panhandle, and creative interpretive planning for sites with recreated historic interiors and domestic artifacts collections. All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the THC Historic Sites Division Office in Austin, Texas or at the Charles and Mary Ann Goodnight State Historic Site in Claude, Texas.

2.1.1.2 Project Objectives

The goals for the project is to complete a recent but unfinished Interpretive Master Plan draft, to determine what interpretive services and techniques will best communicate the most important stories, ideas, values and meanings of the site to the visiting public, assuring the best and highest use of the extensive site-related collection of furniture and decorative arts in replicated period room settings within the periods of significance outlined in the Interpretive Master Plan, and recommendations for improved and expanded programming, both on site and as outreach, provide recommendation for the development of exhibits to inform the public about the site’s history and significance in meaningful experiences that will relate the site’s importance and relevance to visitors experiences today.

To the extent possible, the new Interpretive Master Plan, once completed, will be informed by existing site-related materials including documents and photographs, collections records, and other previous site development, assessment, preservation, and restoration reports as available within the THC files. The selected contractor will be working off a partially completed interpretive master plan and will be adding to and bringing this plan to completion.

The new Interpretive Master Plan must generate updated recommendations for the best interpretive services and programs possible. The plan must focus on desired learning, as well as behavioral and emotional outcomes. It will be a tool to justify and prioritize decisions about programs and exhibits so that resources can be used to maximum effect and recommend the most appropriate audience engagement techniques and program evaluation techniques.

2.1.1.3 The Interpretive Master Plan Requirements

The elements of the new Interpretive master Plan must include:

a. The significance of the site: why should people visit the site?

b. The themes, subthemes, or stories embodied in the site: what will people learn about, or experience, when they come to the site?

c. The audience: to whom should interpretation and its components be targeted?

d. Location: at what site venues should various themes be interpreted, and how should those venues be presented to enhance the interpretive effect?

e. Collections use and evaluation within programmatic recommendations including both interior and exterior site features.

f. Projected expense estimates for implementation of all recommendations made within the plan.

g. Media: how should the interpretive themes be presented (e.g. guided tours, self-guided experiences, interpretive talks, seasonal or thematic exhibits changes, audiovisual presentations, facilitated dialog techniques and sessions, interactive experiences, classes, etc.)

h. Research: in what areas is further historic research and investigation are necessary to best interpret the themes and stories of the site.

2.1.1.4 Service Details

The selected Contractor shall:

a) Provide a project timetable, that outlines how they will accomplish the stated scope of work within the allotted time frame, allowing a minimum of 4 weeks for extensive review and comments from THC for each submission in the project timeline, not inclusive of any time required by the contractor to make required/requested changes.

b) Conduct a minimum of three (3) meetings with Texas Historical Commission staff to seek input, identify issues, and gather information to determine/re-affirm main interpretive themes and sub-themes for the overall site interpretation, and areas requiring further historic research. This will require a minimum of one separate trip and in person meetings involving the project’s primary point of contact and contract team members with THC staff at offices at the Charles and Mary Ann Goodnight Ranch State Historic Site, Claude, Armstrong County, Texas or at THC offices in Austin, Travis County, Texas. The selected contractor must designate a single project manager who is expected to attend all meetings. Some visits, or other portions of this project will necessitate multi-day/over-night stays in the Claude, TX area to accomplish the necessary work under the Service Requirements of this RFP.

c) Work to identify the physical resources that present the best opportunities for interpretation and determine the scope of work needed to support the interpretive goals.

d) Evaluate existing and potential target audience groups. Identify the special interests/needs of each segment and prioritize each group within the plan. This evaluation should be based on information about area and regional relevant comparable historic sites. The evaluation should include a visitor analysis for the site with:

1. An analysis of visitation numbers and trends at comparable sites over the past 3-5 years;

2. An analysis of visitation to the site which has occurred over the last 3-5 years;

3. Basic market profile – who are the potential visitors, where will they be traveling from, what is the optimum duration of their site experience, gender, and age variables, etc.;

4. Visitor experience, desires, or focuses;

5. Seasonal visitation trends or issues applicable;

6. School group and curriculum based interpretive planning needs and issues; and

7. Visitor Management Issues.

e) Develop, with THC staff and others, the specific objectives for each interpretive venue/media to include the learning, behavioral, and emotional objectives for the Charles and Mary Ann Goodnight Ranch State Historic Site. Propose a total interpretive program and/or services to include:

1. Learning objectives;

2. Behavioral objectives; and

3. Emotional objectives.

f) Develop a comprehensive Interpretive Master Plan document that shall address and contain the following elements:

1. Introduction and Scope of the Plan;

2. Significance statement for the site/resources;

3. Mission & Vision Statements in line with THC Mission and Core Values;

4. Main Interpretive Themes and Sub-themes:

i. Main Interpretive Theme and rationale;

ii. Main Sub-themes and rationale; and

iii. Interpretive story-line flow bubble diagram showing theme location in relation to site areas and features.

5. Create a research plan, identifying continued research and investigations necessary to provide accurate information relevant to the defined site themes, and resources where relevant information may be located.

6. Identify each interpretive venue at the site.

7. Identify best visitor flow through the site, providing necessary diagrams to illustrate the flow.

8. Identify what specific themes and stories should be addressed and what media should be used at each interpretive venue.

9. Identify specific thematic curriculum connections to current Texas Essential Knowledge and Skills (TEKS)

10. Propose a projected budget for each interpretive element and program development recommended in the plan.

11. Provide recommendations for evaluating each element of the plan.

12. Provide appendices to the Interpretive Master Plan as needed.

g) Perform research as necessary to write and compile the Interpretive Master Plan as described in this RFP.

h) Formulate recommendations of best use of existing site collections to best illustrate the Period of Significance and educational goals outlined in the new Interpretive Master Plan.

i) Formulate recommendations for additional artifacts/replicas necessary for acquisition to best illustrate the Period of Significance and educational goals outlined in the new Interpretive Master Plan

j) Provide four bound print copies of the Interpretive Master Plan, and an electronic copy of the final document.

2.1.1.5 Additional Factors

a. The new Interpretive Master Plan is strongly encouraged to include recommendations for elements of interactivity, both high-tech and low-tech within interpretive venues at the site, and with consideration of existing resources and infrastructure.

b. The new Interpretive Master Plan must make recommendations for the most efficient use of the entire site, site features, historic structures and interiors, and Visitor Center facilities.

c. The new Interpretive Master Plan should recommend physical and facilities improvements to the site that will enhance the visitor experience.

2.1.1.6 Agency Provided Services and Materials

As part of the project the THC will provide the following project elements and services:

a. Research materials in the files of the Texas Historical Commission or on-site files such as:

1. Any previous program plans, historical, architectural, and archeological assessments, and extant historical and operational background documents in current agency files.

2. Site plans and maps, photographs, etc. as available.

b. Access to the Charles and Mary Ann Goodnight Ranch Historic Site artifact collection and collection records as necessary.

c. Assistance in organizing meetings, providing meeting rooms as necessary for meetings. All meetings to be held at either Charles and Mary Ann Goodnight Ranch State Historic Site or the main THC offices located in Austin, Texas.

d. Management of extensive THC review periods of each project deliverable, with combined comments returned to the contract team for corrections and edits.

2.1.2 Reporting and Deliverables

For service period see section Upon commencement of the contract, a monthly written report of progress and evidence of work must be provided and delivered to the THC’s designated Project Manager by email. The required monthly written reports must contain, at a minimum, three sections as follows:

a. Current Status of All Milestones: This section will require that each of the outstanding milestones provided in the original proposal response have the Respondent to state the percent to completion associated with each of the outstanding milestones provided in the original proposal response. This section should also contain a summary of the current activity driving outstanding milestones to completion. Any changes to the initial milestones or adjusted target dates from that communicated in the original proposal are required to be noted in the monthly status update.

b. Risk Statement: Any significant risk factor jeopardizing the completion of a milestone in the expected time frame will need to be communicated and described in this section of the status report.

c. Risk Mitigation: For significant risk factors, a specific mitigation strategy should be outlined, and target milestone completion dates must be explained in this section.

For each day that the status reports, under Section 2.1.2 (Reporting and Deliverables) above, are late, a charge against the payments due under this agreement shall be made. The late charge will be accessed as a fair and equitable payment for lack of service per calendar Day.

No. Performance

Standard Measurement

Period

Measurement

Assessment Sanction

1. Contractor must submit written report by the 25th calendar day.

Ongoing Each calendar day of noncompliance

The failure of Contractor to submit written progress report and evidence of work by the 25th calendar day may result in Contractor being assessed sanctions up to $200 per business day, or portion thereof, that the case file is late.

It is the Contractor’s sole responsibility to ensure that all status reports are delivered to the proper location at the proper time. Documents will be considered delivered only when received by THC’s designated Project Manager. Services under the Contract are deemed completed when THC has reviewed the reports and physical work, all requested revisions have been addressed, and THC has given final, written approval of all Services required of the Contract.

Milestones shall be established based on the Contractor’s project information provided in their Proposal, which must include a timeline/schedule of work that outlines how and when Contractor proposes to complete the project and its deliverables. Services shall be performed under the coordination of THC’s Deputy Executive Director of Historic Sites and/or their designated Project Manager.

Any face-to-face meetings regarding the project deemed necessary by awarded Respondent(s) and/or THC will take place at the Charles and Mary Ann Goodnight Ranch State Historic Site in Armstrong, Texas, or at the THC offices in Austin, Texas.

2.1.3 Subcontractors

Subcontractors providing Services under the Contract shall meet the same requirements and level of experience as required of Respondent. No Subcontract under the Contract shall relieve Respondent of responsibility for ensuring the requested Services are provided. Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed Subcontractors and the Proposal shall include a letter from each proposed Subcontractor, agreeing to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) is aware of and agrees to the specified rate structure, (3) is aware of and agrees to the terms of the proposed contract, and (4) is aware of and agrees that the team member has no conflict of interest.

2.1.4 Performance Tracking

The THC will monitor the performance of the Contract issued under this RFP. All Services under the Contract shall be performed at an Acceptable Quality Level. All Deliverables will be submitted in accordance with the timeline agreed upon at Contract signing. Performance tracking methods may include, but are not limited to, meetings and documentation requirements deemed necessary by the THC to assess progress of the Contractor toward meeting the identified goals and outcomes established in response to assessments of unsatisfactory performance in accordance with this procedure.

2.2 Contract Award, Term and Historical Compensation

2.2.1 Contract Award and Execution

The THC intends to award one contract as a result of this Solicitation. Any award is contingent upon approval of the THC executive director or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within 14 days of THC’s determination to seek to contract with that Respondent, THC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation shall start on June 5, 2024, or the last signature date of the Contract, whichever is later, and end on March 25, 2025. The THC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to three (3) additional years, only by a written Amendment.

Following the base term and any allowable renewals or extensions, the THC may extend any resulting Contract for not more than one additional option period of 180-Day to address immediate operational or Service delivery needs.

2.2.3 No Guarantee of Volume, Usage, or Compensation

The THC makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

The THC reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

3.1 Schedule of Events

ARTICLE III.

ADMINISTRATIVE INFORMATION

EVENT DATE/TIME

Solicitation Posting Date to ESBD May 10, 2024

Deadline for Submitting Questions or Requests for Clarification

May 15, 2024

Official Response to Questions Posted to ESBD May 17, 2024.

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by the THC by the deadline.]

May 27, 2024, at 2:00 PM Central Time

Evaluation Period May 27-28, 2024

Interviews with Top Candidates (if necessary) May 28-29, 2024

Anticipated Notice of Award May 30-31, 2024

Anticipated Contract Start Date June 5, 2024

Respondents must submit their Solicitation Responses to THC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative and THC reserves the right to modify these dates at any time. At the sole discretion of THC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. Each Respondent is responsible for checking the ESBD for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 Ambiguity, Conflicts, or Discrepancy

Respondent must notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Must not contest the interpretation by THC of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 Inquiries

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to THC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Christi Duve, CTCD, CTCM

Title THC Purchaser

Phone (512) 475-3909

Email Christi.duve@thc.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with THC regarding the Solicitation. THC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through THC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exceptions to Sole Point of Contact

Exceptions to Section 3.3.1 are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at eric.mcgiver@thc.texas.gov.

b. Where it is expressly directed by the Sole Point of Contact that another designated THC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

THC will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to mailto:Christi.duve@thc.texas.gov mailto:eric.mcgiver@thc.texas.gov requestors.

THC reserves the right to amend answers previously posted, prior to the Solicitation response deadline (Section 3.1). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. THC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

a. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable; may also reference procurement library documents in this manner, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit C, Price Schedule”); and

4. Question for THC.

b. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the deadline in Section 3.1 (Schedule of Events), may be reviewed by THC but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 Solicitation Response Composition

3.4.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (Section 3.6.3, Submission Checklist). Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.4.2 Page Limit and Supporting Documentation

The Project Approach Narrative should not exceed [number] [(#)] pages and should be formatted for 8 ½" x 11" paper with 1-inch margins and typed in Times New Roman, 12-point font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

3.4.3 Discrepancies

In the event of any discrepancies or variations between copies, THC is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions, accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, THC, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the Respondent submits a redacted Solicitation Response as the “Original,” THC will disqualify the Solicitation Response and it will not be evaluated. THC will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.4.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit E to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit E may be rejected without consideration.

Respondents cannot take a 'blanket exception' to this entire RFP. If any Respondent takes a 'blanket exception' to this entire RFP or does not provide proposed alternative language, the Respondent's Proposal may be disqualified from further consideration.

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by THC.

3.4.5 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer may be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception provided in accordance with Section 3.4.4 (Exceptions), the Respondent may be disqualified from further consideration for Contract award.

3.5 Solicitation Response Submission and Delivery

3.5.1 Deadline

Solicitation Responses must be received at the address in Section 3.5.4 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by THC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 3.1 will be rejected and not considered for Contract award.

3.5.2 Submission Options

a. Submission Option #1: Respondent shall submit the following via email to responses@thc.texas.gov:

1. One file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. In accordance with Section 7.1 (Cost Proposal), one file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

b. Submission Option #2: Respondent shall submit two USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

1. Each USB must contain one file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

mailto:responses@thc.texas.gov

2. In accordance with Section 7.1 (Cost Proposal), each USB must contain one file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

3.5.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2 (Definitions) must be submitted by the deadline for Solicitation Response submissions, reference Section 3.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, THC may request some or all of the Respondents to remedy missing elements of Award Consideration Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

The Solicitation Response must be submitted using one of the approved methods identified in Section

3.5 (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

A. Proposal and Respondent Information

1. Signature Page (Page 5 of RFP) SC

2. Execution of Offer (Exhibit A) SC

3. Conflict of Interest/Disclosure Statement/Certification Regarding Public Nature of the Offer (Exhibit B) SC

4. Acknowledgement of Addenda (if applicable) AC

5. Sub-contractor Acknowledgement (if applicable) (Section 2.1.3) SC

6. Narrative Proposal (Section 5.1) to include: SC

I. Executive Summary (Section 5.1.1)

II. Project Work Plan (Section 5.1.2) to include:

i) Experience and Qualifications (Section 5.1.2.2)

ii) Samples (Section 5.1.2.3)

7. Company Information (Section 6.1) to include: SC

I. Company Narrative (Section 6.1.1)

II. Company Profile (Section 6.1.2)

III. Franchise Tax Number (Section 6.1.3)

IV. References (Section 6.1.4)

V. Major Subcontractor Information (if applicable) (Section 6.1.5)

8. Submission Checklist (Section 3.5.3 and Exhibit F) AC

B. Price Sheet (Article VII and Exhibit C) SC

3.5.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below.

U.S. Postal Service Overnight/Express/Priority Mail

Hand Delivery

Texas Historical Commission

PO Box 12276

Austin, TX 78711-2276 Attn: Christi Duve

RFP#808-24-242210

Texas Historical Commission

1700 N Congress, B-65

Austin, TX 78701

Attn: Christi Duve

RFP#808-24-242210

Texas Historical Commission

1700 N Congress Ave, B-65

Austin, TX 78701

Hours - 8:00 AM to 5:00 PM

(CT)

Attn: Christi Duve

RFP#808-24-242210

BE ADVISED, all Solicitation Responses become the property of THC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to THC by the specified date. A dated shipping label, invoice of receipt from a from USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by THC.

In no event will THC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by THC by the Solicitation Response Deadline identified in Section 3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package.

The sealed package and the USB drives shall be clearly labeled on the outside as follows:

Solicitation No: 808-24-242210

Solicitation Name Interpretive Planning Services

Solicitation Response Deadline May 27, 2024, 2:00 PM Central Time

Purchaser Name: Christi Duve, CTCD, CTCM

Respondent Name: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. THC will not be responsible or liable for any damage, and damaged Solicitation Responses will not be considered at THC’ sole discretion.

THC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by THC. It is the Respondent’s sole responsibility to mark appropriately and deliver the Solicitation Response to THC by the specified date and time. THC will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.5.5 Modification and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

ARTICLE IV.

SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

4.1 Conformance with State Law

Solicitation Responses shall be evaluated in accordance with Texas Government Code § 2155.074.

The Respondent that provides the best value to the State of Texas.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm

4.2 Best Value Determination

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation methodology as outlined by this section. Interviews may be used to clarify the written responses.

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below.

a. Respondents shall have demonstrated experience in interpretive planning for historic sites;

b. Respondents must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.2 (Other Reports);

c. Respondents have submitted the Solicitation Response in accordance with Section 3.6, (Solicitation Response Submission and Delivery) including all Solicitation Consideration and Award Consideration Documents, see Section 3.6.3 (Submission Checklist);

d. Respondents who receive an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

4.2.3 Initial Compliance Screening

THC will review Solicitation Responses for compliance with the Submission Checklist (Section 3.5.3) and for demonstrated ability to meet the Minimum Qualifications (Section 4.2.2) required to advance to evaluations. Failure to meet the Minimum Qualifications (Section 4.2.2), will result in the disqualification of the Solicitation Response.

THC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in Submission Checklist (Section 3.5.3).

At its sole discretion, THC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.5.3 (Submission Checklist).

THC may contact references provided in response to this Solicitation. THC may contact Respondent’s clients, or solicit information from any available source, including the Comptroller’s VPTS. Any information received may be grounds for disqualification if that information, in THC’s sole discretion, suggests that the Respondent may perform poorly if selected.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the…