ESBD_368299_1721141261560_CAM-CP577221-MCD-RFP_GC_JOC.pdf

CAM CP577221 24JOC3700 07162024 RFP - 1

REQUEST FOR PROPOSALS

COMPETITIVE SEALED PROPOSALS

For

The University of Texas at Austin

GENERAL CONSTRUCTION

JOB ORDER CONTRACTING SERVICES (JOC) – INDEFINITE

DELIVERY/INDEFINITE QUANTITY (IDIQ)

For the

McDonald Observatory (MCD)

Located in McDonald Observatory, Texas

RFP 24JO3700

CP577221

DATE: 7/16/2024

PROPOSAL SUBMITTAL DEADLINES

MANDATORY PREPROPOSAL MEETING 7/23/2024 AT 10:00 AM CST

FIRST OPTIONAL SESSION TO REVIEW RFP FORMS: 8/6/2024 AT 10:00 AM CST

MANDATORY SITE VISIT: 8/20/2024 AT 1:00 PM CST

(MUST ATTEND AT LEAST ONE SITE VISIT) 8/21/2024 AT 1:00 PM CST

8/22/2024 AT 1:00 PM CST

SECOND OPTIONAL SESSION TO REVIEW RFP FORMS: 8/26/2024 AT 10:00 AM CST

DEADLINE FOR QUESTIONS TO BE ADDRESSED IN ADDENDUM: 8/30/2024 AT 12:00 PM CST

SUBMITTALS DUE: 9/11/2024 AT 3:00 PM CST

CAM CP577221 24JOC3700 07162024 RFP - 2

REQUEST FOR PROPOSALS TABLE OF CONTENTS

1. Introduction and Background, General Information and Requirements

1.1 Introduction

1.2 Description of The University

of Texas at Austin

1.3 Project Background, Description and General Scope

1.4 Objective of this RFP

2. Notice to Proposers – Information on RFP, Submissions, Scheduling, Contacts, Historically Underutilized Business (HUB) Requirements

2.1 General Information

2.2 Evaluation/Contract Award

Process

2.3 Inquiries, Clarifications and

Interpretations

2.4 Submission of Proposals

2.5 Key Events Schedule

2.6 University Contacts

2.7 Historically Underutilized

Business Submittal Requirements (Reference Exhibit H)

2.8 Commitment

2.9 General Instructions

2.10 Preparation and Submittal

Instructions

2.11 Addenda to Solicitation

2.12 Additional Requirements

2.13 Proposer Checklist

3. General Specifications, Qualifications, Requirements

3.1 Description and General

Scope

3.2 Contract Value

3.3 General

3.4 Term/Optional Renewal

Terms

3.5 Required Qualifications

3.6 Required Skills for Personnel

on Job Order Contracts

3.7 Project Materials

3.8 Contractor Estimates

3.9 Contractor Performance

3.10 Quality Control

3.11 Safety

3.12 Job Order Pricing

4. Contractual and Performance Requirements

4.1 General

4.2 Definitions

4.3 Time of Performance

4.4 Default

4.5 Termination

4.6 Payment

4.7 Compliance with Law

4.8 Contract Amendments

4.9 Independent Contractor Status

4.10 University’s Right to Audit

4.11 Access to Documents

4.12 Title and Risk of Loss

4.13 Acceptance of Products and

Services

4.14 Sales and Use Tax Exemption

4.15 Insurance and Bonds

4.16 Indemnification

4.17 Force Majeure

4.18 Other Benefits

4.19 Publicity

4.20 Severability

4.21 Non-Waiver of Defaults

4.22 Assignment

4.23 Assignment of Overcharge

Claims

4.24 Patent and Copyright

4.25 Freedom of Access and Use of

Facilities

4.26 Observance of University Rules

and Regulations

4.27 Notices

4.28 Governing Law

4.29 Miscellaneous Provisions

4.30 Additional Terms and Conditions

5. Specifications and Performance Standards for JOC Contractors

5.1 General

5.2 Regulatory Requirements

5.3 Reference Standards

5.4 Non-pre-priced Line Items of

Work

5.5 Delivery of Attic Stock (if

applicable)

5.6 Protection of Assemblies/

Materials

5.7 Inspection

5.8 Warranty

5.9 Quality Assurance

5.10 Substitutions

5.11 General Ordering Procedures

5.12 Commencement of

Mobilization/Work on Individual Job Order Contracts

5.13 Pre-Work/Pre-Construction

Conferences

5.14 Deviation from List of Proposed

Subcontractors

5.15 University-Furnished

Equipment/Materials (UFE/

UFM)

5.16 Cleanup

5.17 Property Damage

5.18 NPPI of Work

5.19 Work on Site, Coordinating

Activities with ODR

5.20 As-Built Drawings

5.21 Operation and Maintenance (if

applicable to Project)

5.22 Work Performance Site

Maintenance

5.23 Required Inspections

5.24 University Equipment on Site

CAM CP577221 24JOC3700 07162024 RFP - 3

5.25 Contractor Vehicles and

Equipment

5.26 Deliveries

5.27 Project Communications and

Instructions

5.28 Elevators

5.29 Contractor Staff

5.30 Safety Requirements

5.31 University-Furnished Utilities

5.32 University Automation

Requirements

5.33 Permitting

5.34 Waste and Excess Quantities

Included in the Completed-In- Place Performance Quantities

5.35 Salvageable and Repairable

Materials

5.36 Warranty Tags

5.37 Fire Prevention and Protection

5.38 Certificates of Compliance

(SUBMITTALS)

5.39 Contractor Quality Control

System

5.40 Deviation from Proposed

Management Personnel

5.41 Compliance with all Applicable

Requirements

5.42 University Furnished Site;

Parking

5.43 Work Coordination

5.44 Performance Schedules

5.45 Noise Control

5.46 Site Cleanliness

5.47 Acceptability of Work

6. Execution of Offer

7. Pricing and Delivery Schedule/Unit Price Schedule

7.1 Base Period (First Twelve

(12) Months)

7.2 First Renewal Option Period

(Second Twelve (12) Months)

7.3 Second Renewal Option

Period (Third Twelve (12) Months)

7.4 Third Renewal Option Period

(Fourth Twelve (12) Months)

7.5 Fourth Renewal Option

Period (Fifth Twelve (12) Months)

7.6 Delivery Schedule for

Proposals

7.7 Method for Calculation of

Unit Pricing

7.8 Acknowledgement of

Addenda

8. Respondent Questionnaire and Evaluation Criteria

8.1 Respondent’s General

Information

8.2 Evaluation Criteria

9. Sample Contract

10 Uniform General Conditions and Additional General Conditions

11. Exhibit H – Historically Underutilized Business (HUB) Policy and Documents

CAM CP577221 24JOC3700 07162024 RFP - 4

SECTION 1

INTRODUCTION AND BACKGROUND,

GENERAL INFORMATION AND REQUIREMENTS

1.1 Introduction

The University of Texas at Austin requests Competitive Sealed Proposals for General Construction Job Order Contracting Services (JOC) – Indefinite Delivery/Indefinite Quantity (IDIQ) for the McDonald Observatory (Project) pursuant to Sec. 51.784, Texas Education Code, in accordance with the terms, conditions and requirements set forth in this Request for Proposals (RFP), 24JOC3700. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by the University.

1.2 Description of The University of Texas at Austin

1.2.1 The University of Texas at Austin (University or Owner) has over 20 million gross square feet of floor space in buildings located on the main research and teaching campus, two remote research campuses, and several other specialized sites.

The mission of the University is to achieve excellence in the interrelated area of undergraduate education, graduate education, research and public service. The University provides superior and comprehensive education opportunities at the baccalaureate through doctoral and special professional levels.

The University contributes to the advancement of society through research, creative activity, scholarly inquiry and the development of new knowledge. The University preserves and promotes the arts, benefits the state’s economy, serves the citizens through public programs and provides other public services.

1.2.2 The mission of The University of Texas at Austin Planning, Design and

Construction (PDC) is to develop and maintain an exceptional physical environment and to provide construction administration services to support the University's educational and research goal of transforming lives for the benefit of society. Over 140 PDC employees serve the University community, working to provide services for all programming, design, construction and renovations projects.

1.2.3 PDC provides these services to a campus community comprised of 18 colleges and

74 departments. Within these colleges and departments are approximately 23,000 full and part-time staff members supporting a teaching faculty of approximately 3000 and approximately 51,000 students.

1.2.4 In addition to the Main Campus covering approximately 431 acres, the University also has several remote locations including the J. J. Pickle Research Campus (PRC), the Brackenridge tract, the Montopolis Research Center, the McDonald Observatory (MCD) and the Marine Science Institute (MSI).

1.2.5 MCD, located 17 miles northwest of Fort Davis, TX, was established in the 1930s.

Originally controlled by the University of Chicago, control was transferred to the University of Texas at Austin in the 1960s. MCD’s mission is to advance humanity’s understanding of the universe through research in astronomy, to

CAM CP577221 24JOC3700 07162024 RFP - 5

facilitate graduate and undergraduate education in astronomy at the University of Texas at Austin, to contribute to the public understanding of science in Texas and the nation, and to use astronomy as a tool to help Texas teachers meet state standards and excite Texas schoolchildren about careers in scientific and technical field.

MCD is located on over 400 acres in the Davis Mountains of west Texas, with facilities spread over two mountain peaks and an adjacent plateau. MCD facilities include 19 observational instruments (six UT research telescopes/dishes, six UT outreach telescopes and seven tenant telescope facilities); 39 residential units; an 18-room short-term stay facility; a network distribution system; a water/fire water treatment, storage and distribution system; three waste water systems (including a septic system, an air jet system and a chlorine waste water treatment plant); two facilities/fleet yards; a fleet shop; a firehouse; a facilities building; three optical coating facilities (within dome infrastructure); three shops (machine and/or wood working); multiple other staff buildings and a 17,000 square foot Visitor Center.

1.3 Project Background, Description and General Scope

This RFP requests proposals for Job Order Contractors to provide general construction JOC services on an IDIQ basis for all facilities at MCD.

MCD’s facilities are diverse, varying in age, construction, maintenance history and current condition, and services may be required at any facility. Proposers must be able to provide a wide variety of general construction services for diverse projects, varying in size and complexity. Typical projects may include, but are not limited to, renovation of existing structures, concrete work, site work, upgrades to mechanical and electrical systems, fire protection, life safety and utility infrastructure systems.

Examples of projects (some describing typical JOC projects, some already planned for execution over the next few years) that may require services of a JOC include:

Mechanical, Electrical, Plumbing:

HJST Electrical System Refurbishment – refurbishment and/or replacement of electrical service, main distribution panels and sub panels for 30,000 sq. ft. Harlan J. Smith telescope building HJST HVAC System Replacement – refurbishment and/or replacement of heating, ventilation and air conditioning system for 30,000 sq. ft. Harlan J. Smith telescope building Astronomers Lodge PTAC Replacements – replacement of approximately 30 packaged terminal unit air conditioners serving guest rooms in the Astronomers Lodge

Sitework:

HET Stormwater Diversion – earthwork, installation of stormwater control structures and revegetation surrounding the Hobby-Eberly Telescope facility MCD Sitewide Stormwater Management – earthwork, installation of stormwater control structures and revegetation of multiple locations across the 650-acre McDonald Observatory campus Visitors Center Plaza and Patio Refurbishment – hardscape, landscape and structures to refurbish the entry plaza and patio areas of the Frank N. Bash Visitors Center

CAM CP577221 24JOC3700 07162024 RFP - 6

Building Envelope Projects:

HET Dome Shutter Seals – installation of mechanical seals to prevent dust and rainfall from entering the Hobby-Eberly Telescope facility via the dome shutter seals (dome shutters are the portion of the facility roof that opens to allow use of the telescope) HJST and 82” Dome Coating – surface preparation and re-coating of the Harlan J. Smith and Otto Struve telescope buildings 82” Dome Roller Replacement – replacement of rollers that allow the Otto Struve telescope roof dome structure to rotate 360 degrees

General Construction:

Visitors Center Signage – replacement of existing free-standing and wall-mounted informational and wayfinding signage Astronomers Lodge Entry Bridge Replacement – demolition and reconstruction of cast-in-place concrete and steel elevated walkway providing access to the main entry of the Astronomers Lodge Visitors Center Restroom Building Construction – installation of a new restroom facility to allow visitor restroom use when the Frank N. Bash Visitor Center is not open to the public

Residential Construction:

Deck Replacement – replacement of existing outdoor deck structures on approximately twenty residential homes House 18 Reconstruction – construction of a 2000 sq. ft., three bedroom/two bath residence that was recently lost to fire House H Renovation – major remodel of a 1700 sq. ft., two bedroom/one bath residence originally built in 1937

Specialty Projects:

Telecommunications and Networking Projects – installation of sitewide telecommunications systems including cabling, conduit and other structures as necessary Specialty Fabrication – fabrication of specialty structures within telescope buildings to allow new scientific activities and/or improve maintainability of scientific instruments Wildfire Mitigation – site-wide activities to mitigate wildfire risk, including but not limited to tree and brush removal, tree planting and/or landscaping and revegetation

1.3.1 JOC Background

1.3.1.1 The University has maintained a JOC Program since December 1999.

Since the establishment of the program, JOCs have performed thousands of work orders, developing the program from one master contract worth thousands of dollars to multiple master contracts for various trades worth millions of dollars in services provided.

The JOC Program is typically for routine smaller projects, and work performed under the JOC Program is typically not a part of a larger project. The JOC Program is not an estimating service but is intended to contract with experienced general contractors with a minimum of five years of experience, to partner with the University.

CAM CP577221 24JOC3700 07162024 RFP - 7

1.3.1.2 The University established the current general construction JOC IDIQ at MCD in 2015. During the terms of the various MSI JOC contracts, the University issued projects totaling over $3,000,000, approximately $375,000 per year. Single projects, assigned as Job Orders, have varied in size from approximately $2300 to just under $200,000, with an average contract amount of around $165,000.00, since the start of the program. The University expects an increase in the volume and values of project assignments over the next several years.

1.4 Objectives of this RFP

The University requires JOC contractors to provide materials, installation, repairs and other services associated with general construction projects of all types at all locations/buildings at MCD for a period of one year with the option to renew for up to four possible one-year renewal terms. Projects assigned under any Contract resulting from this RFP shall be considered “furnish and install” and will vary in quantity and size. Services provided will supplement the University’s internal resources and will cover all types of general construction. The successful Respondent must meet all University’s objectives including but not limited to the following:

1.4.1 Rapid mobilization upon award of any Contract

• Capability to shorten the project development cycle and procurement lead times,

• Ability to provide reliable and controlled performance schedules,

• Ability to meet or exceed the University’s requirements,

• Ability to work on multiple projects at multiple locations simultaneously, and

• Ability to accelerate response times for project commencement.

1.4.2 Services and materials of high quality provided and installed in a safe and professional manner at a firm fixed price

• Consistent satisfactory performance meeting the University’s specifications and standards,

• Standardized processes and procedures taking interaction with the

University into consideration, and

• Continuous process improvement, reviewing lessons learned on projects and making adjustments to prevent costly and repetitious mistakes.

1.4.3 Consistent High-Quality Performance as a JOC/IDIQ Contractor

• Remain in an active role in meeting the University’s “Good Faith Effort” for HUB and small business participation,

• Develop and maintain a partnership relationship (non-adversarial) with the University,

• Participate and remain active in the “Mentor/Protégé” program with HUB certified Subcontractors, and

• Meet or exceed outlined and proposed performance criteria.

CAM CP577221 24JOC3700 07162024 RFP - 8

1.4.4 Automation of Process

• Preparation of cost proposals using appropriate current software and transmitting information electronically,

• Day-to-day contract administration to ensure accurate and timely service to the University, and

• Electronic transfer of data and drawings to increase efficiency.

1.4.5 Responsibility for Project Budget

• Verification of drawings and specifications as required on specific projects in order to develop fixed Job Orders, where awarded Contractor is responsible for items missed during proposal preparation,

• Implementation of effective cost control methods, and

• Provide assistance in value engineering efforts to maximize budget.

1.4.6 Available Staff to Meet Job Order Execution Schedules

• Full time and dedicated presence on-site is required, unless approved in advance, in writing by Owner’s Project Manager as indicated in Article 3.3.2 EXCEPTION, of the Additional General Conditions, and

• Quick response to sudden increases in workloads with tight deadlines.

1.4.7 Consistent Performance at a High Level of Quality and Safety

• Provide accurate proposals using only legitimate scope related items as specified by the University,

• Provide high quality services in conjunction with general construction services,

• Provide accurate reporting of all incidents, striving to achieve zero incidents, and

• Consistently provide a high level of compliance with regulatory and contract requirements.

1.4.8 Support of a Sustainable Construction/Renovation Program

• Assist the University and PDC in development of a culture favoring sustainable construction/renovation practices, and

• Decrease, if not eliminate, waste and debris from landfills.

(END OF SECTION 1)

CAM CP577221 24JOC3700 07162024 RFP - 9

SECTION 2

NOTICE TO PROPOSERS –

INFORMATION ON RFP, SUBMISSIONS, SCHEDULING, CONTACTS,

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS

2.1 General Information

2.1.1 This RFP is the only step for selecting a Contractor or Contractors for this requirement as provided by Texas Education Code §51.784. The RFP provides the information necessary to prepare and submit Competitive Sealed Proposals (Proposal) for consideration and ranking by the Owner.

2.1.2 The University may select multiple Respondents for award. The University may select the Proposal or Proposals that offers the “best value” for the institution based on the published selection criteria and on its ranking evaluation. Respondents should propose their best terms from a price/delivery and technical/management standpoint.

2.1.3 THE UNIVERSITY CAUTIONS RESPONDENTS TO READ THE

INFORMATION CONTAINED IN THIS RFP (INCLUDING ALL

ATTACHED DOCUMENTS) CAREFULLY AND TO SUBMIT A

COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS

DIRECTED.

2.1.4 Successful Respondent(s) shall abide by all terms, conditions and requirements in this RFP as well as all attached and referenced documents, including the Uniform General Conditions (UGCs), Additional General Conditions (AGCs), General Information and Requirements, any Special Conditions, Technical Specifications, Addenda, etc., as such documents form a part of this RFP.

2.1.5 Public Information: The University considers all information, documentation and other materials requested to be submitted in response to this RFP to be of a non-confidential and/or non-proprietary nature and therefore shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after a contract is awarded.

2.1.5.1 Respondents are hereby notified that the University strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of RFP information.

2.1.5.2 Confidential Information

2.1.5.2.1 Any documents considered proprietary must be

conspicuously marked as such and the following statement must be included on the front cover of any documents submitted and/or prior to any specific sections(s):

CAM CP577221 24JOC3700 07162024 RFP - 10

“This Proposal includes data that shall not be disclosed outside the University and shall not be duplicated, used, or disclosed – in whole or in part – for any purpose other than to evaluate this Proposal.

If, however, a contract is awarded to this Proposer as a result of, or in connection with, the submission of the data, the University shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting Contract. This restriction does not limit the University’s right to use information in the data if obtained from another source without restriction. All (or noted) pages of this Proposal are subjected to this restriction.”

Furthermore, Respondent must identify each page, within either the header and/or footer, with the following:

“CONFIDENTIAL INFORMATION - Use or disclosure of data printed on this sheet is subject to the restriction on the title (or identify specific location) page.”

2.1.5.3 Non-Disclosure

2.1.5.3.1 Respondent and University acknowledge that they or

their employees may, in the performance of any resultant Contract, come into the possession of proprietary or confidential information owned by or in the possession of the other. Neither party shall use any such information for its own benefit or make such information available to any person, firm, corporation, or other organization, regardless of whether directly or indirectly affiliated with Contractor or University, unless (1) required by law,

(2) by order of any court or tribunal, (3) such disclosure is necessary for the assertion of a right, or defense of an assertion of a right, by one party against the other party hereto, or (4) such information has been acquired from other sources.

2.1.6 Type of Contract

The successful Respondent(s) will be required to enter into the latest version of the contract in the form included in this RFP. Award, if any, will be made to the Respondent(s) offering the “best value” to Owner based on the requirements of the RFP. The initial term will be twelve months from the date of the Contract, with an option to renew for up to an additional four 1-year periods, one year at a time.

CAM CP577221 24JOC3700 07162024 RFP - 11

2.1.7 Entire Agreement

2.1.7.1 This RFP and any resulting Contract, for all intents and purposes, are intended as the complete and exclusive statement of the agreement between University and the successful Respondent(s) and supersede all prior or contemporaneous agreements, negotiations, course of prior dealings, or oral representations relating to the subject matter hereof.

2.1.7.2 The terms and conditions of any job order, agreements, amendments, modifications, or other documents submitted by either party which conflict with, or in any way purport to amend or add to any of the terms and conditions of the Contract are specifically objected to by the other party and shall be of no force or effect, nor shall govern in any way the subject matter hereof, unless set forth in writing and signed by both parties.

2.1.7.3 No Reimbursement for Costs: Respondent acknowledges and accepts that any costs incurred from the Respondent’s participation in this RFP process shall be at the sole risk and responsibility of the respondent. Respondents submit Proposals at their own risk and expense.

2.1.7.4 Eligible Respondents: Only individual firms or lawfully formed business organizations may apply. (This does not preclude a Respondent from using consultants.) Owner will contract only with the individual firm or formal organization that submits a Proposal.

2.1.7.5 Section Headings: All section headings are for convenience of reference only and are not intended to define or limit the scope of any provision of this RFP.

2.2 Evaluation/Contract Award Process

An award to one or more Respondents for the services specified herein will be made following a procedure using Competitive Sealed Proposals.

2.2.1 Proposals will be opened publicly to identify the names of Respondents. Other contents of the Proposals will be afforded security sufficient to preclude disclosure of the contents of the Proposal prior to award. Within 45 days after the date of opening the Proposals, the University will evaluate and rank each Proposal with respect to the selection criteria contained in this RFP. After opening and ranking, an award may be made on the basis of the Proposals initially submitted without discussion, clarification or modification; or the University may discuss with the selected Respondent(s) offers for cost reduction and other elements of the Respondent’s Proposal.

The public opening will be held virtually via Zoom at 3:00 PM CST on 9/11/2024:

Join Zoom Meeting https://utexas.zoom.us/j/93216681114 https://utexas.zoom.us/j/93216681114

CAM CP577221 24JOC3700 07162024 RFP - 12

Meeting ID: 932 1668 1114 One tap mobile

+13462487799,,93216681114# US (Houston)

Sign-in sheet for attendance will be provided in the Zoom meeting chat the day of the Bid Opening on 9/11/2024. A link to the Sign-in Sheet will also be posted on the PDC website the day of the meeting.

2.2.2 The University may provide all Respondents within the competitive range the opportunity to discuss and revise their Proposal. Further action on Proposals not in the competitive range may be deferred pending award but the University reserves the right to include additional Proposals in the competitive range if deemed in the best interest of the University. The University may not disclose any information derived from the Proposals submitted from competing offers in conducting such discussions. The University reserves the right to award a Contract for all or any portion of the requirements proposed in response to this RFP; award multiple Contracts; or to reject any and all Proposals if deemed to be in the best interests of the University. If so, the University reserves the right to re-solicit for new Proposals, or to reject any and all Proposals if deemed to be in the best interests of the University and to temporarily or permanently abandon the procurement. If the University awards a Contract, it will award the Contract to the Respondent(s) most advantageous to the University and offering the best value, considering price and the evaluation factors set forth in this RFP, focusing on contractual arrangements offering the maximum benefit to the University in terms of total overall cost and project management expertise; the University will document the basis for award.

Applicable discounts for educational, state, and local government entities must be incorporated into all Proposals. Award will not be based solely on the lowest pricing/coefficient multiplier proposed if that overall Proposal is not in the best interest of the University.

2.2.3 The University reserves the right to award Contracts to multiple Respondents based upon initial Proposals received, without discussion of such offers. Therefore, Proposals should contain the Respondent’s most favorable terms from a price/delivery and technical/management standpoint. As technical/management Proposals become more equivalent, cost consideration may become more significant and a determining factor for award. Any award price must be determined to be fair and reasonable.

2.2.4 Technical/Management Proposal (Maximum 49% of final score)

Responses will be evaluated by University staff based on the following factors:

2.2.4.1 Management Factors

Respondent’s management approach shall include a description of the company’s organization as a part of the responses to Section 8.

2.2.4.2 Technical Factors

The technical approach must address all questions in Section 8 including the nature of the requirement as understood by Respondent, recognition of critical areas of the requirement and proposed methods of accomplishing the requirement.

CAM CP577221 24JOC3700 07162024 RFP - 13

2.2.5 Price/Delivery Proposal (Maximum 51% of final score)

For purposes of evaluation pricing and delivery information submitted in response to Section 7, the University makes the following assumptions:

a) Although there may be projects where work is required outside of normal business hours, almost all of the work will be done during normal working hours.

For purposes of evaluation, 90% of the work will be done during normal working hours and the remaining 10% will be done outside of normal working hours.

b) A price analysis will be completed to determine price reasonableness. If adequate competition is not obtained, a detailed cost analysis may be performed to evaluate the reasonableness of the pricing proposed.

c) All work in development of the Respondent’s coefficient MUST be fully detailed, including supporting documentation and rationale utilized in computing profit and Coefficients as a part of the response for Section 7.

Supporting documentation shall include rates, bases and methods of computation. This information is required for evaluation of the Coefficient proposed in response to Section 7 only. The proposed coefficient must represent all allowable costs.

2.2.6 Technical/management Proposals will be evaluated using weighted scoring criteria.

To be considered responsive, Respondent must specifically address each of the evaluation factors detailed in this RFP, including citing specific data as necessary to provide sufficient information to the evaluation committee for consideration.

Respondents must clearly demonstrate an understanding of the services required.

2.2.7 Technical/management Proposals must be sufficiently comprehensive to allow evaluation without additional explanation or information as the University may deem Proposals acceptable or unacceptable based solely on the response submitted.

However, the University reserves the right to request additional information to clarify or supplement the original Proposal as submitted.

2.2.8 Consideration may be given to any additional information and comments that increase the benefit to the University. Upon completion of the initial review and evaluation of the Proposals, selected Respondents may be asked to participate in interviews/presentations.

2.2.9 Respondent's Acceptance of Evaluation Methodology

By submitting a response to this RFP, the Respondent accepts the evaluation process, and acknowledges and accepts that determination of the “best value” Respondent will require subjective judgments by the Owner.

2.3 Inquiries, Clarifications and Interpretations

Responses to inquiries, clarifications and/or interpretations of this RFP that materially affect or change its requirements will be issued by the University in writing by addendum and posted publicly. All such addenda issued by the University prior to the time that Proposals are received shall be considered part of the RFP. Respondent must consider and acknowledge receipt of addenda in their Proposal. Respondent is responsible for obtaining information regarding addenda in a timely manner. Firms receiving this RFP other than directly from the University are responsible for notifying the University of receipt of the RFP package and providing a name and email address. All addenda shall be posted on the

CAM CP577221 24JOC3700 07162024 RFP - 14

following web site:

https://construction.utexas.edu/vendor-resources/formal-solicitation-opportunities

2.3.1 Only those inquiries the University replies to by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.3.2 Respondent must acknowledge all addenda in the Section 7 Pricing and Delivery Schedule.

2.3.3 Please note: all contractors planning to submit a proposal MUST attend the preproposal meeting and at least one of the site visits. Understanding of MCD’s requirements, the MCD campus and the surrounding environment is critical to success as a JOC at this remote location.

A MANDATORY preproposal meeting will be held virtually via Zoom, on

7/23/2024 at 10:00 AM CST. The preproposal meeting with University representatives will be held to discuss proposal procedures and requirements, specifications, and HUB good-faith requirements of Respondents. At this meeting, Respondents will have an opportunity to ask any questions regarding this RFP.

The meeting information for the MANDATORY preproposal meeting is:

Virtual via Zoom:

https://utexas.zoom.us/j/94235757113

Meeting ID: 942 3575 7113

+13462487799,,94235757113# US (Houston)

A Sign-in sheet for attendance will be provided in the Zoom meeting chat the day of the preproposal meeting on 7/23/2024. A link to the Sign-in Sheet will also be posted on the PDC website: https://construction.utexas.edu/minor-project-solicitations the day of the meeting. Only proposals from Respondents that signed in at both the MANDATORY preproposal meeting AND the MANDATORY site visit will be considered for award.

Attendees must sign in to document attendance at one of the three MANDATORY site visits scheduled, using the onsite sign in sheet – only contractors that have signed in indicating attendance at one of the three MANDATORY site visits will be eligible to submit a proposal. The sign-in sheet for the site visit will be available on site only; a representative from the contractor must sign in at the site visit for the contractor’s proposal to be accepted and considered for award.

At the MANDATORY preproposal meeting, University staff will provide details regarding the scope of work and examples of the types of projects any awarded Contractor may expect as well as details of the University’s and MCD’s requirements. At the MANDATORY site visit, attendees will be able to view various MCD facilities and receive information on future projects in those facilities.

https://construction.utexas.edu/vendor-resources/formal-solicitation-opportunities https://utexas.zoom.us/j/94235757113 https://construction.utexas.edu/minor-project-solicitations

CAM CP577221 24JOC3700 07162024 RFP - 15

Please note: McDonald Observatory is located in a remote area; to assist in locating lodging the following web sites are suggested:

• McDonald Observatory Astronomers Lodge: https://mcdonald.utexas.edu/resources/official-travel/travel-to-mcdonald/astronomers-lodge

• Marfa Department of Tourism: https://visitmarfa.com/visit/page/stay

• Fort Davis Chamber of Commerce Hotels: https://fortdavis.com/category/accommodations/

• Fort Davis Chamber of Commerce Guest Houses and Vacation Rentals:

https://fortdavis.com/category/accommodations/guest-housesvacation-rentals/

• Alpine Texas Lodging: https://visitalpinetx.com/hotels-new/

To assist potential proposers that may be new to working with the University, two sessions will be offered to review the RFP forms and requirements. These sessions are OPTIONAL and will include general instructions on completing the required forms as well as a more detailed review of the sections of the RFP. No questions specific to this RFP will be accepted – only general information on understanding the RFP and completing required forms. All specific questions must be submitted in accordance with instructions in this RFP to the appropriate point of contact listed in Section 2.6.

Potential proposers interested in attending the review sessions may attend one or both sessions – attendance is OPTIONAL. Proposers are asked to review and become familiar with the RFP prior to the review sessions.

Session 1, 8/6/2024, 10:00 AM CST:

Virtual via Zoom:

https://utexas.zoom.us/j/93065743391

Meeting ID: 930 6574 3391 One tap mobile +13462487799,,93065743391# US (Houston)

Sessions 2, 8/26/2024, 10:00 AM CST:

Virtual via Zoom:

https://utexas.zoom.us/j/91402900456

Meeting ID: 914 0290 0456

+13462487799,,91402900456# US (Houston)

2.4 Submission of Proposals

2.4.1 The University will accept Proposals for selection virtually, using UT Box, in accordance with the deadlines below.

2.4.2 Respondents must complete, sign and return the documents listed below as part of their Proposal submittal. Failure to return these documents may subject the Respondent’s Proposal to disqualification.

2.4.3 All risks of failure to arrive on time shall be on Respondent.

https://mcdonald.utexas.edu/resources/official-travel/travel-to-mcdonald/astronomers-lodge https://mcdonald.utexas.edu/resources/official-travel/travel-to-mcdonald/astronomers-lodge https://visitmarfa.com/visit/page/stay https://fortdavis.com/category/accommodations/ https://fortdavis.com/category/accommodations/guest-housesvacation-rentals/ https://visitalpinetx.com/hotels-new/ https://utexas.zoom.us/j/93065743391 https://utexas.zoom.us/j/91402900456

CAM CP577221 24JOC3700 07162024 RFP - 16

2.4.4 The following is the submittal schedule and documents required:

(1) SEALED SUBMISSION NO. 1 – Pricing/Delivery Response consisting of Section 6 (Execution of Offer); Section 7 (Pricing and Delivery Schedule); and Letter of Bonding Capacity are due by 9/11/2024 at 3:00

PM CST.

Provide a .pdf for each required document (one .pdf for Section 6, one .pdf for Section 7 and one .pdf for the letter of bonding capacity).

USE UT BOX TO SUBMIT RESPONSE to the address below:

https://utexas.app.box.com/f/fb46f1e1b3c04bcb81ffc65c0dab3a07

The documents must use the following naming convention, replacing the “#X” with the appropriate Section number or “bonding capacity”:

“Respondent’s Name, Submission No. 1, Section #X, MCD GC JOC, 24JOC3700”

(2) SEALED SUBMISSION NO. 2 – Technical/Management Response consisting of Section 8 is due by 9/11/2024 at 3:00 PM CST.

https://utexas.app.box.com/f/dbbbc7d9f0264280abc291b49be1f896

The document must use the following naming convention:

“Respondent’s Name, Submission No. 2, Section #8, MCD GC JOC, 24JOC3700”

(3) SEALED SUBMISSION NO. 3 - HUB Subcontracting Plan is due by 9/11/2024 at 3:00 PM CST.

https://utexas.app.box.com/f/8b34695769834c1e80cee0677399ff19

The documents must use the following naming convention:

“Respondent’s Name, Submission No. 3, HUB Subcontracting Plan, MCD

GC JOC, 24JOC3700”

2.4.5 Submission

2.4.5.1 All required Proposal responses and submittals, and any supplemental printed material referenced with the RFP, must be submitted and received by PDC on or before the time and date specified, at the UT Box location specified.

2.4.5.2 Submittals received after the deadline for submission for any reason will not be opened, evaluated or considered for award.

https://utexas.app.box.com/f/fb46f1e1b3c04bcb81ffc65c0dab3a07 https://utexas.app.box.com/f/dbbbc7d9f0264280abc291b49be1f896 https://utexas.app.box.com/f/8b34695769834c1e80cee0677399ff19

CAM CP577221 24JOC3700 07162024 RFP - 17

2.4.5.3 Proposals submitted by any method other than via the specified UT Box will NOT be accepted including Proposals submitted by phone, fax, email, mail, delivery courier, etc. Only Proposals received via the specified UT Box will be accepted, evaluated and/or considered for award.

2.4.5.4 Properly submitted responses shall be opened publicly via Zoom and the names of the Respondents read aloud for all submissions received complete prior to the deadline.

2.5 Key Events Schedule

Request for Proposals issued 7/16/2024 MANDATORY Preproposal Meeting 7/23/2024 at 10:00 AM CST via Zoom First OPTIONAL session to review RFP forms 8/6/2024 at 10:00 AM CST via

Zoom First MANDATORY site visit (must attend one of the three site visits)

8/20/2024 at 1:00 PM CST

Second MANDATORY site visit (must attend one of the three site visits)

8/21/2024 at 1:00 PM CST

Third MANDATORY site visit (must attend one of the three site visits)

8/22/2024 at 1:00 PM CST

Second OPTIONAL session to review RFP forms 08/26/2024 at 10:00 AM CST via Zoom

Question deadline/addendum items due via email 8/30/2024 at 12:00 PM CST Addendum issued (approx.) 9/3/2024 Due date for all submittals (Submittals 1, 2, and 3) to specified drop boxes

9/11/2024 at 3:00 PM CST

Contract(s) issued (approx.) October 2024

2.6 University Contacts

2.6.1 Any questions or concerns regarding this RFP shall be directed to:

FOR QUESTIONS ON THE RFP

OR CONTRACT CONTACT BY EMAIL: FOR HUB ISSUES CONTACT BY EMAIL:

Trina Bickford, Assistant Director, Contracts HUB/SB Program Planning, Design and Construction The University of Texas at Austin The University of Texas at Austin 1301 E. Dean Keeton, Rm. 2.102* 1616 Guadalupe, UTA 3.306, D8750* Austin, TX 78722 Austin, TX 78712 Telephone: 512-475-8452* Telephone: 512.475.2851* email: trina.bickford@austin.utexas.edu email: uthub-hsp@aust in.utexas.edu

*Please Note: Many areas of the University are operating remotely, including PDC Contracts and the HUB Office, staff may not be available on site or to answer calls immediately at the numbers listed. Email is the best method to communicate during this time.

2.6.2 The University specifically requests that Respondents restrict all contact and questions regarding this RFP to the above-named individuals VIA EMAIL.

mailto:trina.bickford@austin.utexas.edu mailto:uthub-hsp@austin.utexas.edu

CAM CP577221 24JOC3700 07162024 RFP - 18

FOR ELECTRONIC UPDATES TO THE REQUEST FOR PROPOSALS, ADDENDA

AND FUTURE SOLICITATIONS, PLEASE VISIT THE PDC WEBSITE AT:

2.7 Historically Underutilized Business Submittal Requirements (Reference Exhibit H) The University’s policy is to promote and encourage contracting and subcontracting opportunities for HUBs in all contracts. Accordingly, the University has adopted “Exhibit H, Policy on Utilization of Historically Underutilized Businesses” (Policy). The Policy applies to all contracts with an expected value of $100,000 or more. If the University determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan (HSP) is a required element of the Response. Failure to submit a required HSP will result in rejection of the Response.

2.7.1 Statement of Probability

The University has determined that subcontracting opportunities in connection with this procurement solicitation are probable. Therefore, an HSP is required as a part of the Respondent’s Proposal. The Respondent shall develop and administer an HSP as a part of the Respondent’s Proposal in accordance with the Policy attached at Exhibit H. All requirements of Exhibit H must be reviewed closely as failure to comply will result in disqualification of Proposal without further evaluation or consideration.

2.7.2 THE REQUIRED HSP SHALL BE SUBMITTED AS SUBMISSION NO. 03

AS STATED ABOVE. THE ACCEPTANCE OF THE HSP SUBMITTAL

WILL PREDICATE OPENING AND REVIEW OF THE COST AND

QUALIFICATION PROPOSAL.

2.8 Commitment

Respondent understands and agrees that this RFP is issued predicated on anticipated requirements for this specific project and RFP and that the University has made no representation, written or oral, that any such requirements be furnished under any Contract arising from this RFP. Furthermore, Respondent recognizes and understands that any cost borne by Respondent which arises from Respondent’s performance hereunder shall be at the sole risk and responsibility of Respondent.

2.8.1 Respondent understands and agrees that the average annual requirements for projects under any award are expected to total approximately $1,000,000.00 across all awarded contracts for JOC IDIQ General Construction Services (based on historical usage levels and anticipated future projects) and that University has made no representation, written or oral, that any such requirements be furnished under any Contract arising from this RFP. Furthermore, Respondent recognizes and understands that any cost borne by Respondent which arises from Respondent’s performance hereunder shall be at the sole risk and responsibility of Respondent.

THE TOTAL AMOUNT OF CONTRACTED COSTS THAT MAY BE EARNED

CUMULATIVELY UNDER ANY INITIAL AGREEMENT AND ANY

SUBSEQUENT ANNUAL RENEWAL(S), IS LIMITED TO THE TOTAL SUM

OF $5,000,000 UNLESS APPROVED BY THE UNIVERSITY OF TEXAS

SYSTEM BOARD OF REGENTS. The University intends to apply for this approval prior to exceeding this amount.

CAM CP577221 24JOC3700 07162024 RFP - 19

2.9 General Instructions

2.9.1 Respondents should carefully read the information contained in this RFP, and submit a complete response to all requirements and questions as directed. Incomplete responses may be considered non-responsive and are subject to rejection. Owner reserves the right to consider any Proposal as “non-responsive” if the proposed pricing information is determined to be unreasonable or irresponsible in relation to other Proposals received and/or Owner’s estimate of reasonable pricing.

2.9.2 Proposals and any other information submitted by Respondents in response to this

RFP shall become the property of the University.

2.9.3 The University will not provide compensation to Respondents for any expenses incurred by Respondent(s) for proposal preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law. Respondents submit proposals at their own risk and expense.

2.9.4 Proposals which are qualified with conditional clauses, alterations, items not called for in the RFP documents, or irregularities of any kind are subject to disqualification by the University, at its option.

2.9.5 Each proposal should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of the University's needs.

2.9.6 The University makes no guarantee that an award will be made as a result of this

RFP, and reserves the right to accept or reject any or all Proposals, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this RFP or resulting Contract when deemed to be in the University's best interest.

Representations made within the Proposal will be binding on responding firms. The University will not be bound to act by any previous communication or proposal submitted by the Respondents other than this RFP and related Addenda.

2.9.7 Failure to comply with the requirements contained in this RFP may result in the rejection of Respondent’s Proposal.

2.9.8 No response is required if a firm does not wish to respond; however, firms wishing to submit a “No-Response” may return the first page of the Execution of Offer (Section 6), indicating firm’s name and the words “No Response”.

2.9.9 All submittals requiring signature must be signed by company official(s) properly authorized to commit Respondent to such Proposals. Failure to sign and return all required submittals may result in disqualification.

2.10 Preparation and Submittal Instructions

2.10.1 Submission No. 1: As part of proposal response in Submission No. 1, Respondents must complete, sign and return via UT Box:

• Signed Execution of Offer, Section 6;

CAM CP577221 24JOC3700 07162024 RFP - 20

• Signed Pricing and Delivery Schedule, Section 7; and

• Proposal Letter of Bonding Capacity

2.10.1.1 Execution of Offer, Section 6

2.10.1.1.1 Respondent must submit the entire Execution of Offer, Section 6, document, with signature.

2.10.1.1.2 By signing the Execution of Offer and submitting a Proposal, Respondent certifies that any attached or referenced terms, conditions, or documents are applicable to this procurement only to the extent that they do not conflict with the statutes or Administrative Code of the State of Texas, or the advertised terms and conditions, and that such terms, conditions and/or documents do not impose additional requirements on the University. Respondent further certifies that the submission of a Proposal is Respondent's good faith intent to contract with the University as specified herein and that such intent to contract is not contingent upon the University's acceptance or execution of any such attached or referenced terms, conditions, or other documents.

2.10.1.2 Pricing and Delivery Schedule, Section 7

2.10.1.2.1 Pricing must reflect the full Scope of Work defined herein; inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit, or as otherwise defined, as appropriate.

2.10.1.2.2 The University will not recognize or accept any

charges or fees to perform services that are not specifically stated in the Respondent's Proposal.

2.10.1.2.3 Cash or prompt payment discounts will not be

considered in determining an award. All payment discounts offered will be taken, if earned and deemed in the University's best interest.

2.10.1.2.4 The Pricing and Delivery Schedule must be typed or filled out legibly. Illegible information will be interpreted in the best interest of the University.

2.10.1.3 Proposal Letter of Bonding Capacity

2.10.1.3.1 Proposals must include a letter from an approved

Bonding Company indicating that Respondent has Bonding capacity equaling or exceeding a minimum of $1,000,000 per year, and shall timely issue the applicable Payment Bond and Performance Bond as required by statute on each project assignment. This letter from the Bonding Company shall be submitted

CAM CP577221 24JOC3700 07162024 RFP - 21

with the Proposal in Submittal 1. Blanket bonds are acceptable from Respondent(s) receiving award under this RFP provide such bonds are in compliance with the policies of the University of Texas System and the laws and statutes of the State of Texas. Bonding information must be maintained for the life of any awarded contract including any and all renewal terms.

2.10.2 Submission No. 2

As part of the Proposal response in Submission No. 2, Respondent must answer the criteria outlined in Section 8 and presented in accordance with all requirements of this RFP. Responses to Section 8 are considered the Technical/Management Response to this RFP. A consolidated listing of all subcontractors proposed for use must be included, as well as a description of the method for selection of subcontractors.