ESBD_359249_1715701636598_RFP 809-24-0006 - Bullock Museum POS System.pdf

State Preservation Board

REQUEST FOR PROPOSALS

RFP No. 809-24-0006

FOR

Bullock Texas State History Museum Point of Sale System

NIGP Class-Item Code(s): 208-65, 209-66

Solicitation Release Date: Tuesday, May 14, 2024

Proposal Due Date: Thursday, June 27, 2024 by 2:00pm CST

Solicitation Point of Contact Caroline Elverud, Contract Specialist, CTCM

P.O. Box 13286 Austin, Texas 78711 spb.bids@tspb.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.com/sp, for updates to this solicitation prior to submitting a response. Please search under Agency Code 809 (State Preservation Board). The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the Solicitation.

mailto:Spb.bids@tspb.texas.gov http://www.txsmartbuy.com/sp

SPB RFP No. 809-24-0006

Contents

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

1.2 CONTRACTOR REQUIREMENTS

1.3 PRE-BID CONFERENCE AND ORAL VENDOR PRESENTATIONS

1.4 REQUIRED SPECIFICATIONS AND EXPERIENCE

1.5 SUBCONTRACTORS

1.6 CONTRACT TERM

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

2.2 SCHEDULE OF EVENTS

2.3 REVISIONS TO SCHEDULE

2.4 RESPONSE PREPARATION COSTS

2.5 INQUIRIES

2.6 RESPONSE EVALUATION AND AWARD

2.7 CRIMINAL BACKGROUND CHECKS

2.8 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

2.9 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

2.10 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

2.11 INSURANCE AND BOND

2.12 MEETINGS

2.13 TRAVEL EXPENSES

2.14 CONTRACT ADMINISTRATION

SECTION III – RESPONSE ITEMS

ITEM 1 – EXECUTION OF RESPONSE TO THE REQUEST FOR PROPOSALS

ITEM 2 – COMPANY PROFILE AND HISTORY

ITEM 3 – TECHNOLOGY SOLUTION

ITEM 4 – PROJECT REFERENCES

ITEM 5 – HISTORICALLY UNDERUTILIZED BUSINESSES SUBCONTRACTING PLAN

Attachments Attachment A - Scope of Work Attachment B - Sample Contract Attachment C - HUB Subcontracting Plan

SECTION I – GENERAL INFORMATION

1.1 DESCRIPTION OF SERVICES REQUESTED

The Bullock Texas State History Museum (TSHM) currently utilizes Blackbaud Altru as its point of sale (POS) and customer relationship management (CRM) system for the majority of its operational needs, including exhibition, theater, and program admissions, field trip and facility rental management, and museum memberships, among others. In order to comply with Texas Administrative Code, transactions pass through a third-party processing gateway within twenty-four hours of the time of purchase. Transactions are then passed to the State Procurement Board’s (SPB) merchant card services provider which are then deposited into the agency’s Texas Comptroller account net-of-fees (any processing fees must be invoiced on a monthly basis).

TSHM is seeking a Europay, MasterCard® and Visa® (EMV)-compliant POS & CRM software provider that can match or improve upon the workflow of its business needs and the configuration of its payment processing. These services are described in the Scope of Work (SOW) in Attachment A: Scope of Work.

TSHM is implementing a new website in August 2025 that uses an open source content management system or CMS. The website will have the capability of integrating with a POS system with an open API. The TSHM’s website vendor will be responsible for ensuring communication between the website and POS system is functioning and correctly pulls information from the POS/CRM. The POS vendor is required to attend virtual meetings with the TSHM web vendor and TSHM staff to coordinate the website content management system (CMS) and POS services are integrated seamlessly. The POS system will have to integrate with the new website once it is complete.

The SPB's estimated budget for initial implementation for 4 integrations, data migration, project management and training is approximately $25,000. The estimated budget for annual service and maintenance is approximately $45,000.

1.2 CONTRACTOR REQUIREMENTS

Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with SPB. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by SPB. Contractor understands and agrees that work, installation or other services performed without prior written authorization of the SPB is considered work outside the scope of the contract and shall be performed exclusively at Contractor’s risk. Contractor shall provide service in accordance with requirements specified herein and the resulting contract and adhere to the SPB Terms and Conditions.

1.3 PRE-BID CONFERENCE and ORAL VENDOR PRESENTATIONS

A pre-bid conference will be held Wednesday, May 22, 2024 from 2:00pm-3:00pm CST, attendance is voluntary and not required. Contractors will be able to ask questions to SPB staff regarding the RFP and project. Contractors must register by Tuesday, May 21, 2024 before 2:00pm CST. Meeting invitations will be sent by 4:30pm May 21st and will include a passcode to join the meeting.

SPB may request oral presentations from vendors on any project item.

1.4 REQUIRED SPECIFICATIONS AND EXPERIENCE

Please see Attachment A: Scope of Work for required specifications and response Item 4 for references.

1.5 SUBCONTRACTORS

Subcontractors providing services must meet the same requirements and level of experience as required of the Contractor. No subcontract relieves the primary Contractor of responsibility for the service. If Contractor uses a subcontractor for any or all work required, the following conditions must apply under the listed circumstances:

a) Respondents planning to subcontract any portion of the work must identify the proposed subcontractors on the Historically Underutilized Businesses (HUB) Subcontracting Plan (HSP).

b) Subcontracting must be at Contractor’s expense.

c) SPB retains the right to check a subcontractor’s background and decide to approve or reject the use of a submitted subcontractor.

1.6 CONTRACT TERM

The services provided by the Contractor shall begin on a date determined by SPB, no earlier than the date the contract is executed by both parties. The initial contract term shall be for a period of 3 years. The Contract may be renewed for additional terms upon mutual agreement.

SECTION II – SOLICITATION REQUIREMENTS

2.1 RFP REQUIREMENTS

Where applicable, the response to each Item, including attachments, must not exceed the specified length. Clearly identify the Item at the beginning of each response and provide a separate section for that response, or indicate why no response is given.

A. Delivery of Proposals:

Proposals must be clearly marked RESPONSE TO RFP 809-24-0006 and must be received by the deadline.

Proposals must delivered electronically to Spb.bids@tspb.texas.gov.

Proposals received via email will be acknowledged. If no email confirmation is received, contact the SPB Purchasing Department at 512-936-4691 to confirm receipt of proposal.

B. Contents of Proposal: Respondent must submit all information listed below as the response to this RFP. The response will only be considered if all items are submitted as required. Incomplete/late responses to this RFP will not be considered.

1. Item 1: Signed and dated Execution of Response to the Request for Proposals

2. Item 2: Company Profile and History (maximum - five pages) - Should include the general nature of previous work, the number of years in business, size, and scope of operation and any accreditation obtained with any industry professional organizations or licensure.

3. Item 3: Technology Solution. Provide a solution that addresses SPB's SOW requirements, includes a draft project work plan, and a cost estimate and breakdown of the solution.

4. Item 4: Project References. Provide a minimum of three references from projects completed within the past three years relevant to this RFP. Please include a description of the project.

5. Item 5: Historically Underutilized Businesses Subcontracting Plan

All responses must be received at SPB by the deadline in the Schedule of Events. SPB will not accept late submittals.

2.2 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE/TIME

(CENTRAL DAYLIGHT TIME)

Solicitation Release Date Tuesday, May 14, 2024

Optional Pre-Bid Conference Wednesday, May 22, 2024

Deadline for Submitting Questions Thursday, May 30, 2024 by 2:00pm CST

Anticipated Release of Written Answers Thursday, June 6, 2024 https://txlege-my.sharepoint.com/personal/o880915_legis_texas_gov/Documents/Procurement%20Team/DRAFT%20RFP%20809-24-0009%20-%20Governor's%20Mansion%20Security%20Fence/Spb.bids@tspb.texas.gov

Deadline for submission of Solicitation Responses

Thursday, June 27, 2024, by 2:00pm CST

Oral Presentations TBD

Expected Contract Start Date Friday, July 26, 2024

Project Completion Deadline February 2025

These dates represent a tentative schedule of events. SPB reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

2.3 REVISIONS TO SCHEDULE

SPB reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Respondents as an addendum posted on the Electronic State Business Daily.

2.4 RESPONSE PREPARATION COSTS

Respondents are responsible for all costs in the preparation and delivery of the Solicitation Response to SPB.

2.5 INQUIRIES

A. CONTACT: All requests, questions, or other communications about this Solicitation shall be made by email in writing to SPB’s Procurement Department:

Email: SPB.Bids@tspb.texas.gov

RFP 809-24-0006

B. QUESTIONS:

1. All questions shall be submitted in writing by email to:

SPB.Bids@tspb.texas.gov by the date and time specified in the Schedule of Events.

2. All questions submitted by email shall be in an editable format, i.e.

Microsoft Word, or standard email as opposed to an un-editable format such as Adobe Acrobat .pdf files.

3. All questions will result in written responses with copies posted to the ESBD, available at http://www.txsmartbuy.com/esbd

4. It is the responsibility of the interested parties to periodically check the ESBD for updates to the solicitation prior to submitting a proposal.

Respondent’s failure to periodically check the ESBD or acknowledge mailto:SPB.Bids@tspb.texas.gov mailto:SPB.Bids@tspb.texas.gov http://www.txsmartbuy.com/esbd addenda will in no way release the respondent from any obligations detailed in the addenda. Any additional costs incurred to meet the requirements of the RFP are the sole responsibility of each respondent.

C. RESPONSES: Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily (ESBD) at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. SPB reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note:

It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

D. PROHIBITED COMMUNICATIONS: Upon issuance of this RFP, besides written inquiries as described above and administrative questions related to HUB, the procurement process, and proposal submissions, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or their representatives, except for the written inquiries to spb.bids@tspb.texas.gov. Attempts to contact program staff by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

2.6 RESPONSE EVALUATION AND AWARD

A. SPB is not obligated to accept the lowest priced response but will make an award to a Respondent that provides the “best value” to the State of Texas, as defined by Texas Government Code § 2155.074.

B. SPB will not enter into a contract with any individual who is required by Texas Government Code Chapter 305 to register as a lobbyist as stated in Texas Government Code § 556.005, Employment of Lobbyist. A committee will be established by SPB (including SPB employees) to evaluate the proposals.

The evaluation committee will determine best value by applying the following criteria:

Criteria Weight Operation & Maintenance (Cloud System) 15% Service and Training 20% Hosting & Data Center Services 5% http://www.txsmartbuy.com/esbd mailto:spb.bids@tspb.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.305.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.556.htm

Reports 15% Functionality and User Interface 15% Integrations 20% Cost - Implementation & Annual Service Fees 10% *Texas Vendor Performance System Pass/Fail

C. The evaluation committee will determine if a Best and Final Offer (BAFO) is necessary. Award of a Contract may be made without a BAFO. The SPB may, at its discretion, request clarification or elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposal. A request for a BAFO is at the sole discretion of SPB and will be extended in writing.

D. A Respondent’s performance will be assessed in the Texas Comptroller’s

Vendor Performance Tracking System. Anything C and above is pass, and anything D and below is fail.

SPB reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to SPB in performance of this service.

SPB will be the sole judge of best value. 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 of the SPB Executive Director. Negotiations will be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached. If contract negotiations cannot be concluded successfully, SPB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

2.7 CRIMINAL BACKGROUND CHECKS

Contractor represents and warrants that Contractor and Contractor’s employees performing services outlined in this solicitation and subsequent contract, have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised SPB as to the facts and circumstances surrounding the conviction.

Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check before beginning work on the project.

SPB reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of SPB staff or that of the public. It is SPB’s sole discretion to determine potential impact or risk.

2.8 PERFORMANCE MEASURES AND SPB RESPONSIBILITIES

SPB will designate a Project/Contract Manager upon contract award. SPB will furnish no material, labor, equipment, or facilities unless otherwise specified in the contract.

Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractors. By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent will be required to abide by SPB policies, procedures, standards and guidelines relevant to the execution of this contract.

SPB will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract. If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), SPB may impose remedies if the Contractor or subcontractor fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event SPB deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, SPB may seek or negotiate remedies with the Contractor.

2.9 ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of the contract, and that are not already on the contract, may be added. A formal written request will be sent to the awarded respondent to quote on the proposed additional products/services. Respondent shall submit proposals to SPB as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). SPB may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

2.10 MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

A. The terms and conditions of the Contract shall govern all transactions under the Contract.

B. The Contract may only be modified or amended upon mutual written agreement of SPB and the Contractor.

2.11 INSURANCE AND BOND

A. Contractor may be required to submit current certificates of insurance, bond documentation and or other proof acceptable to the SPB at the time of notification of a potential award and such proof must be received by the SPB prior to execution of any contract. The SPB, in its sole discretion, may request additional evidence of insurance or bonds coverage as deemed necessary.

B. Prior to the commencement of the work, the Contractor shall furnish to SPB, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be emailed to SPB.Bids@tspb.texas.gov.

C. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M. Best, and authorized to provide the corresponding coverage.

D. Contractor shall be responsible for ensuring its subcontractors are in compliance with all applicable insurance and bond requirements.

E. Contractor shall procure and maintain during the entire period of their performance under the contract the following minimum insurance:

Type of Insurance Each Occurrence/Aggregate

Workers Compensation Minimum coverage for employer liability as determined by the Texas Department of Insurance.

Employer’s Liability

Bodily Injury by Accident Bodily Injury by Disease

Bodily Injury by Disease

$500,000 Ea. Accident

$500,000 Ea. Employee

$500,000 Policy Limit

Commercial General Liability

General Aggregate Applies Per Project

$1,000,000 Aggregate

$5,000 Medical Expense each person

$50,000 Damage to Premises Rented to You

$1,000,000 Products Completed Operations

$500,000 Personal & Advertising Liability

$500,000 Each Occurrence

Automobile Liability

All Owned, Hired and Non-Owned Vehicles

$500,000 Combined Single Limit

2.12 MEETINGS

The Contractor will be asked to attend regular meetings to coordinate full implementation of this project and is expected to attend additional ad hoc meetings as needed to keep the project on schedule. Any meetings or conference calls must be held on regular business days during regular business hours (8 a.m. to 5 p.m.) or at other mutually agreed dates and times.

2.13 TRAVEL EXPENSES

Any travel requirements under a contract resulting from this procurement may include travel throughout the State of Texas. Reimbursement for travel expenses will be in mailto:SPB.Bids@tspb.texas.gov accordance with the state travel and per diem allowances detailed at https://fmx.cpa.texas.gov/fmx/travel/.

2.14 CONTRACT ADMINISTRATION

SPB will maintain ongoing review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payments will not be made until all work has been reviewed and accepted by SPB.

https://fmx.cpa.texas.gov/fmx/travel/

SECTION III – RESPONSE ITEMS

ITEM 1 – EXECUTION OF RESPONSE TO THE REQUEST FOR PROPOSALS

Company Name:

Address:

Phone Number:

Email:

I, , am the above-referenced company’s representative, and I am authorized to submit this response and sign future contract documents. By signing below, the representative certifies that if a Texas address is shown as the address, the respondent qualifies as a Texas Bidder as defined in 34 TAC Rule 20.32(68).

Authorized Signature Date

Title

ITEM 2 – COMPANY PROFILE and HISTORY

(To be provided by Respondent)

ITEM 3 – TECHNOLOGY SOLUTION

(To be provided by Respondent)

ITEM 4 – PROJECT REFERENCES

Respondent Name: ____________________________________________________________

Respondents shall use this item to provide a minimum of three past projects with corresponding references for projects completed within the past three years that illustrate experience in successfully completing work of a similar nature and scope as the work described in this solicitation.

REFERENCE 1:

Company Address:

Contact Name/Title:

Phone/Email

Service Period: Cost:

Brief Project Description:

REFERENCE 2:

Contact Name/Title:

REFERENCE 3:

Contact Name/Title:

ITEM 5 – HISTORICALLY UNDERUTILIZED BUSINESSES SUBCONTRACTING PLAN

(Attachment C)

Please see SECTION III, GENERAL INFORMATION, 3.1.B, Item 4

All HUB Subcontracting Plan Forms must be completed and submitted with the Response. The forms are entitled and can be found at:

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

The following forms are required:

HUB Subcontracting Plan Form HUB Subcontracting Plan Form, SECTION 2 continuation sheet HUB Subcontracting Plan Good Faith Effort - Method A HUB Subcontracting Plan Good Faith Effort - Method B HUB Subcontracting Opportunity Notification Form https://comptroller.texas.gov/purchasing/vendor/hub/forms.php