ESBD_380939_1729782050861_802-25-54277 Janitorial Services Rockport TX.pdf

INVITATION FOR BID – SERVICES

SEND INVOICE TO: RETURN BIDS TO BIDDER MUST SIGN BELOW

Texas Parks and Wildlife Department ATTN: Accounts Payable 4200 Smith School Road Austin, Texas 78744

Purchasing.BidBox@tpwd.texas.gov, FAX 512-389-4677, or return to:

TPWD - Purchasing and Contracting

4200 Smith School Road Austin, Texas 78744

BID DUE DATE 2:00 PM

November 20, REQUISITION NO. 802-25-54277

By signing this bid, bidder certifies that if a Texas Address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68).

FAILURE TO MANUALLY SIGN THE BID ABOVE WILL DISQUALIFY BID.

AWARD NOTICE: The State reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

Item Description Class/Item 910-39 Quantity Unit of Measure Unit Price Extension

Texas Parks and Wildlife Department (TPWD) is soliciting bids for Janitorial Services at the TPWD Regional office, Rockport, Texas per the attached scope of work dated October 2024.

NOTICE TO BIDDERS: Mandatory Pre-Bid Site Inspection Bidders are required to attend a mandatory pre-bid site visit to inspect the work site to become familiar with the condition and equipment needed to conduct the requested services prior to submitting a bid. Site visits will be held at the Rockport Regional Office, 715 Highway 35 South, Rockport, Texas 78382. Failure to attend the mandatory site visit will result in disqualification of bid response.

Mandatory site visits may be scheduled during the period of November 4-8 and November 11 -13, 2024.

Site visit contact: Cara Kureska, Staff Services Officer, 361-790-0305, cara.kureska@tpwd.texas.gov, or Wendy

Hughes, Staff Services Officer, 361-790-0305, wendy.hughes@tpwd.texas.gov

1. Provide monthly janitorial service, Main Office building, approximately 3,444 square feet.

12 MONTH $

(Monthly Cost)

(Monthly Cost X

12 months)

2. Provide monthly janitorial service, Resource Office building, approximately 980 square feet.

(Monthly Cost X

12 months)

3. Provide monthly janitorial service, Maintenance Office building, approximately 420 square feet.

(Monthly Cost X

12 months)

4. Provide monthly janitorial service, Fitness building, approximately

448 square feet.

(Monthly Cost X

12 months)

5. Provide annual floor strip and wax in Main Office building, 1 EACH $

AUTHORIZED SIGNATURE DATE

SHOW BID OPENING

DATE AND REQUISITION

NUMBER ON SEALED BID

ENVELOPE AND SHOW

RETURN ADDRESS OF FIRM

BIDDER AGREES TO

COMPLY WITH ALL

CONDITIONS OF THIS BID.

BID F.O.B. AGENCY RECEIVING ROOM

UNLESS OTHERWISE SPECIFIED BELOW

DESTINATION IF DIFFERENT THAN ABOVE

Texas Parks and Wildlife Department State Parks – Regional Office Rockport 715 Highway 35 South Rockport, Texas 78382

See instructions for Texas ID Number in General Terms & Conditions, Paragraph 1.10.

Bidder Must Fill in

TEXAS ID NUMBER

Name of Firm Street Address City–State-Zip Telephone No.

Email address

FAILURE TO

MANUALLY

SIGN WILL

DISQUALIFY BID

mailto:Purchasing.BidBox@tpwd.texas.gov mailto:cara.kureska@tpwd.texas.gov mailto:wendy.hughes@tpwd.texas.gov

IFB No. 802-25-54277 Page 2 of 34

IFB_Services_042023

6. Provide annual floor strip and wax in Resource Office building, approximately 980 square feet.

1 EACH $

7. SERVICE ADJUSTMENTS: Pricing for contract adjustment purposes. Unit price shall include all fees necessary to provide janitorial services in accordance with Scope of Work.

8. Price per WEEK, provide janitorial service, Main Office building, 1 WEEK $

9. Price per WEEK, provide janitorial service, Resource Office building, approximately 980 square feet.

10. Price per WEEK, provide janitorial service, Maintenance Office building, approximately 420 square feet.

11. Price per WEEK, provide monthly service, Fitness building, approximately 448 square feet.

Offered by a Historically Underutilized Business certified by CPA.

PREFERENCES: See Appendix 21 of the State of Texas Procurement and Contract Management Guide regarding preferences.

Check below to claim a preference under Title 34 TAC Rule 20.38

□ Goods produced or offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Goods produced in Texas or offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas bidder

□ Services offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Services offered by a Texas bidder that is not owned by a Texas resident service disabled veteran

□ Texas Vegetation Native to the Region

□ USA produced supplies, materials or equipment

□ Products of persons with mental or physical disabilities

□ Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel

□ Energy Efficient Products

□ Rubberized asphalt paving material

□ Recycled motor oil and lubricants

□ Products produced at facilities located on formerly contaminated property

□ Products and services from economically depressed or blighted areas

□ Vendors that meet or exceed air quality standards

□ Recycled or Reused Computer Equipment of Other Manufacturers

□ Foods of Higher Nutritional Value

FOR FURTHER INFORMATION CONTACT PURCHASER:

JUDY AHRENS, CTCD CTCM- PHONE 512-718-3703

Email: purchasing.bidbox@tpwd.texas.gov

IFB No. 802-25-54277 Page 3 of 34

Solicitation 802-25-54277 Specifications for Janitorial Services

1) INTRODUCTION: Texas Parks and Wildlife Department (TPWD) is soliciting bids for Janitorial Services at the

TPWD Regional office, Rockport, Texas per the following specifications.

2) TERM OF CONTRACT: Contract shall commence upon date of award and continue through January 31, 2026 unless sooner terminated under the terms of this contract.

a) Contract Renewals: This contract may be renewed for up to four (4) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and vendor performance. Any extension shall be at the same terms and conditions, plus any approved changes. If the contract is extended under this option, the contractor shall be given written notification of the period in which the services shall occur after being determined by the TPWD.

b) Contract Extensions: In the event that the contract(s), if any, resulting from the award of this IFB shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

c) The Contract shall terminate upon full performance of all requirements contained in this contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

d) Renewal Escalation: Price increases may be allowed with an approved justification at renewal upon mutual agreement of both parties. TPWD reserves the right to accept the proposed price, to propose an alternate price, or to terminate the contract for convenience.

3) MANDATORY PRE-BID SITE INSPECTION: Bidders are required to attend a mandatory pre-bid site visit to inspect the work site to become familiar with the condition and equipment needed to conduct the requested services. Failure to attend the mandatory site visit will result in disqualification of bid response.

a) The mandatory pre-bid site visit(s) will be held at the TPWD Regional Office, 715 Highway 35 South, Rockport, Texas 78382.

b) Bidders may schedule site visits during the period of November 4-8 and November 11 -13, 2024.

c) TPWD Site Visit Contacts are Cara Kureska or Wendy Hughes, 361-790-0305, cara.kureska@tpwd.texas.gov, or wendy.hughes@tpwd.texas.gov.

d) Note: Attendees should be prepared to tour the site by foot with proper clothing and footwear.

4) SCOPE OF WORK: Contractor shall furnish all labor, materials (except TPWD furnished materials as specified herein), equipment, and any other need necessary or incidental to provide janitorial services in accordance with the terms and conditions as set forth herein. No materials shall be used which can damage building finishes, including walls, wall coverings, fixtures, furnishing, floors, floor covering, toilet fixtures, painted surfaces, plumbing, glass, furniture, or any other item.

a) Service Definitions:

i) Dusting: A properly dusted surface shall be free of all dirt and dust, dust streaks, lint, and cobwebs.

Dusting shall be completed before vacuuming, sweeping and dust mopping.

mailto:cara.kureska@tpwd.texas.gov mailto:wendy.hughes@tpwd.texas.gov

IFB No. 802-25-54277 Page 4 of 34

ii) Vacuuming: A properly vacuumed carpet shall be free of all dirt, dust, grit, lint, and debris. The machine used to vacuum shall function in a manner to completely contain all material vacuumed from the carpet without discharging dust or other materials into the air. Vacuum around perimeter of room along baseboards to lift dirt, grit and debris on carpet, vinyl, or tile.

iii) Wet Mopping: A properly wet mopped floor shall be free of all dirt, dust, grit, marks, and debris. Fresh water, to which Diversey brand cleaner or equivalent cleaning agent has been added according to label directions, shall be used with a sponge-type or string-type mop to remove all dirt and marks.

iv) Stain Removal: To remove a mark or spot left by one substance on a specific surface using the appropriate solvent or detergent and cleaning tools; All spots or stains shall be removed immediately with an appropriate cleaning solution in such a manner as not to leave rings or discoloration.

v) Glass/Mirror Cleaning: A properly cleaned glass/mirror surface shall be free of streaks, film, deposits, debris, and stains and shall have a uniformly bright appearance. All adjacent surfaces shall be wiped clean.

vi) Sinks: Sinks and their hardware, when properly cleaned, shall be free of all deposits, stains, streaks, film, odor, debris, and germs.

b) Work Schedule: Contractor shall provide janitorial services one (1) time per week on a day and time to be mutually agreed upon by TPWD and the Contractor. Services shall occur after normal business hours as noted below.

i) Services shall begin no earlier than 6:00 p.m. on Monday through Friday.

ii) Services may be performed at any time mutually agreed upon on Saturday or Sunday, not including state holidays.

c) Facilities:

i) Main Office Building, approximately 3,444 square feet.

ii) Resource Office building (singlewide portable building), approximately 980 square feet.

iii) Maintenance Office building (modular building), approximately 420 square feet.

iv) Fitness Center building (portable utility building), approximately 448 square feet.

d) Supplies:

i) TPWD will provide the supplies listed below.

(1) Toilet paper

(2) Paper towels

(3) Trash bags

(4) Hand soap

ii) Contractor shall provide all necessary cleaners, supplies, equipment and incidentals required to complete the services unless otherwise stated herein. These include but are not limited to mops, dusting cloths, polishes, vacuum cleaners, brushes, buckets, detergents, scouring powders, disinfectants, wax, wax machines, shampoo or steam cleaning equipment and commercial grade approved disinfectant and any other equipment or supply necessary to perform services specified herein.

IFB No. 802-25-54277 Page 5 of 34

e) Maintenance Logbook:

i) TPWD will maintain a maintenance logbook to facilitate communication between the cleaning crew and TPWD staff. The maintenance logbook shall be located in the janitorial storage room.

ii) TPWD will document any service performance issues in the log.

iii) Janitorial staff shall review and initial at each weekly visit before services begin.

(1) Janitorial staff will have one (1) week to resolve performance issue.

(2) If more than eight (8) instances of service performance issues requiring resolution occur within any two (2) month period, a vendor performance report may be filed with the Comptroller's Office.

Continued issues may result in Contract termination.

f) Required Services: Contractor shall perform the following tasks ONE TIME PER WEEK.

i) Dust (including cobwebs) furniture, fixtures, equipment, countertops, ceilings, and pipes.

ii) Sweep and wet mop all vinyl and tile floor surfaces, including underneath clear chair mats. Floors shall be free of dirt, dust, stains, smudges, debris and other foreign matter.

iii) Vacuum and spot clean all carpeted floor surfaces to remove stains, soiled traffic patterns, dirt, dust, debris, gum and/or other foreign matter or debris.

iv) Clean and disinfect restrooms, including toilets, sinks, fixtures, mirrors, countertops, tile walls and floors.

v) Restock paper goods in all restrooms and break room. TPWD will provide toilet paper and paper towels.

vi) Empty all trash containers and line with plastic trash bags. TPWD will provide trash bags.

vii) All trash to be bagged and placed within dumpster container located on property.

viii) Clean inside and outside of glass door in main entrance. All glass and door frames shall be wiped clean with glass cleaner and be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

ix) Clean and disinfect trash containers.

x) Clean walls in break room, especially near trash containers.

g) Contractor shall perform the following tasks TWICE PER MONTH in addition to all required weekly tasks.

i) Wipe down all appliances in the break room, including dusting the top of the refrigerator and microwave.

Surfaces shall be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

ii) Clean baseboards and wipe down walls in break room. Surfaces shall be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

iii) Clean picture frames, windowsills, and window blinds. Surfaces shall be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

h) Contractor shall perform the following tasks ONCE PER MONTH in addition to all required weekly tasks.

i) Clean air conditioner vents. Vents shall be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

ii) Clean inside of windows, including panes. All glass and frames shall be free of dust, fingerprints, smears, smudges, streaks, water stains, dust, mold, mildew, debris and other foreign matter.

IFB No. 802-25-54277 Page 6 of 34

i) Contractor shall perform the following tasks ONCE PER YEAR.

i) Strip and wax the floor in the Main Office building and the Resource Office building.

(1) Products used to strip and wax the floors will require TPWD prior approval.

5) MINIMUM QUALIFICATIONS:

a) A contract shall be awarded ONLY to a contractor who is experienced in providing the services contained herein. Awarded contractor shall meet the following minimum qualifications:

b) Shall have been engaged in the business of providing the specified services for a minimum of three (3) years.

Recent start-up businesses do not meet the requirements of this solicitation.

c) Complete Exhibit A – Company Profile, and Exhibit B - Past Projects with Corresponding References, and return with bid.

d) References must be verifiable by phone or email within ten (10) working days of bid evaluation.

i) Note: A start up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.

e) Contractor shall have the necessary qualified personnel, skills, and equipment to fulfill all requirements under this solicitation and any resulting contract; Qualified Personnel shall be available to perform services upon Notice of Award.

f) The contractor shall employ supervisors and personnel who are experienced in performing commercial janitorial services. The contractor shall ensure that all personnel assigned to this work site have at least one

(1) year of experience in commercial janitorial services, either with the contractor or another commercial janitorial company.

6) CRIMINAL BACKGROUND CHECKS:

a) 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 TPWD as to the facts and circumstances surrounding the conviction.

b) Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check. A complete criminal background check shall be completed by TPWD before any employee performs services and may be requested at any time thereafter.

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

7) SECURITY:

a) Contractor shall assume responsibility for all keys and equipment provided by TPWD.

i) In the event of lost keys, Contractor shall bear entire cost of rekeying locks, providing replacement keys and hardware changes as deemed necessary by TPWD.

b) Contractor shall lock exterior doors, set alarm, and close gate each time they leave the premises.

IFB No. 802-25-54277 Page 7 of 34

c) Contractor employees, while in the performance of the services, are prohibited to possess, use, or be under the influence of alcohol or controlled substances.

d) No visitors, relatives, or friends of Contractor's staff are allowed at TPWD facilities during performance of services.

e) No pets will be allowed on the premises.

f) Soliciting and solicitation of gratuities are prohibited and will not be accepted for any reason whatsoever from TPWD employees, visitors, or other persons while on TPWD property.

g) No misuse of state property or equipment including but not limited to phones, copiers, printers, computers, and other office equipment. Contractor and Contractor's staff shall not tamper with any personal or state property.

h) TPWD reserves the right to require the dismissal from the premises covered under this Contract, any employee whose conduct is improper, inappropriate, or offensive. Failure to comply with all specified restrictions may result in removal of Contractor's staff and/or cancellation of the Contract.

8) CONTRACTOR REQUIREMENTS:

a) Contractor is responsible for all materials and equipment stored at the work site.

b) Contractor shall designate a Contract Manager or supervisor, a permanent contractor employee that is the primary party responsible for the day-to-day operation of the service, in accordance with the requirements of the contract. Contractor's manager shall serve as the primary point of contact for TPWD.

c) Contractor shall provide a twenty-four (24) hour office telephone number and cell phone number to be reached in case of an emergency.

d) Contractor shall have the necessary qualified personnel, skills, and equipment to fulfill all requirements under this solicitation and any resulting contract; Qualified Personnel shall be available to perform services upon Notice of Award.

e) TPWD will conduct a criminal background check (CBC) on all staff assigned to perform the services. TPWD reserves the right to refuse personnel with a criminal background that in TPWD's sole discretion may put state property or personnel at risk. Contractor will be required to replace personnel within seven (7) calendar days of TPWD notice.

f) Contractor shall replace, at no additional expense to TPWD, any employee not performing satisfactorily.

g) Contract Manager shall notify TPWD immediately if no janitorial staff is available for the designated work time.

h) Contractor’s supervisor shall conduct monthly inspections of their work crew during work hours (after 6:00 pm Monday-Friday evenings or anytime on Saturday or Sundays) and shall be responsible for providing adequate supervision to assure competent and satisfactory performance of the services required under this contract.

Contractor's supervisor shall communicate with the facility manager or his/her designee during these visits to address any concerns or discrepancies in service.

i) Contractor shall ensure that assigned janitorial staff sign-in and out on the TPWD facility maintenance log each service day.

j) Contractor must ensure that all janitorial services are completed during the hours specified by TPWD.

k) Contractor must perform all services in accordance with customary and reasonable industry standards.

IFB No. 802-25-54277 Page 8 of 34

l) Contractor is responsible for the prompt removal of all debris, litter, and rubbish regularly throughout the project.

m) Contractor shall be solely responsible for the safe operation of all equipment used and for the safety of all personnel employed by or under contract to the Contractor.

n) Contractor and janitorial staff shall exercise care not to damage TPWD property or facilities.

o) Contractor shall be solely responsible for any damage attributable to Contractor’s operation. Contractor, at their own expense, shall repair any such damage immediately. The repair work is subject to acceptance by

TPWD.

p) Contractor shall reimburse TPWD for replacement and/or repair of damaged property and facilities resulting from contractor's negligence or omissions, within thirty (30) calendar days from receipt of being notified of actual cost of damage.

i) Reimbursement cost or replacement includes, but is not limited to, the payment for repair or replacement of damaged property, facilities, freight, services, and TPWD staff time to process orders for such repairs and replacement.

q) Smoking is prohibited in TPWD facilities or within a twenty (20) foot radius of facility entrances.

r) Use of offensive/abusive language is prohibited.

s) Contractor shall be solely responsible for maintaining safety at all work sites. Contractor shall take all reasonable steps to ensure safety for both workers and the public, including traffic control.

t) Contractor may be permitted to leave equipment on site per TPWD staff’s direction. TPWD will not be responsible for contractor equipment left on-site.

9) PERFORMANCE MEASURES:

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

b) TPWD 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), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the IFB 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 TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

c) TPWD will monitor vendor performance. Failure to provide services in accordance with requirements specified herein and the resulting contract(s) and adherence to the TPWD Terms and Conditions may be considered, by TPWD, as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, or cancellation of the contract or both.

d) It is intended that the Contractor shall put forth a level of performance to provide a thorough cleaning of the facility, not merely a surface cleaning. The Contract specifications define the minimum level of service and frequency acceptable. Services will be subject to quality inspections by TPWD during the term of the Contract. All inspections shall be made in such a manner as not to unduly delay work. On-site performance

IFB No. 802-25-54277 Page 9 of 34 inspections will be conducted on an as-needed basis by TPWD personnel.

e) TPWD Contract/Project Coordinator shall contact Contractor and/or Project Supervisor via email to notify them of any performance issues.

f) Contractor and/or Project Supervisor shall respond via email within one (1) business day with acknowledgement of performance issue(s) and provide solution(s) to correct performance issue.

g) All performance issues reported to the Contractor and/or Project Supervisor by TPWD Contract/Project Coordinator shall be corrected within twenty-four (24) business hours at no additional cost to TPWD. Any services identified as not meeting specifications must meet specifications by the end of the month to avoid invoice adjustments.

h) Failure by the Contractor to respond to specific complaints as stated above, as well as preventing continuing occurrences of such complaints, shall result in a negative Vendor Performance Report (VPR). After six (6) occurrences of non-performance within three (3) consecutive months, failure to respond within one (1) business day, or failure to resolve issues within one (1) business day, Contract is subject to termination at TPWD’s sole discretion.

i) Failure to report for duty for any reason and/or not fulfilling Contract, shall result in deductions of invoiced payments and/or termination of Contract.

i) TPWD will only pay for actual services received.

ii) Monthly invoices shall be prorated for services performed.

10) TPWD RESPONSIBILITIES:

a) TPWD will designate a Contract/Project Manager upon contract award.

b) TPWD will provide paper goods, toilet paper, paper towels, trash bags and hand soap.

c) TPWD, in its sole discretion, shall have authority to discharge and remove from the premises any employee of the contractor who may be found incompetent or in any way detrimental to the best interests of TPWD.

d) TPWD will make reasonable arrangements to make buildings available for the performance of service under this contract.

e) TPWD shall identify and discuss with the contractor any known problem areas or specific building problems.

f) TPWD may perform random inspections of janitorial services to monitor Contractor performance and verify service.

g) TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

11) SAFETY: ALL EQUPMENT USED ON GOVERNMENT PROPERTY WILL BE IN ACCORDANCE WITH

O.S.H.A. REGULATIONS. ALL SAFETY EQUIPMENT WILL BE USED AT ALL TIMES WHEN OPERATING

EQUIPMENT ON GOVERNMENT PROPERTY

12) ADDITIONAL SERVICES: Where found to be in the best interest of TPWD, this contract may be amended in writing to provide additional services, provided that such additional services are within the original scope and intent of the contract. For example, additional clearing services are needed during the term of contract. In such cases, the contractor shall provide a written quotation for performing the additional work. TPWD contracting section will execute an amendment for additional services, no additional services shall be performed without a fully executed amendment to the contract.

IFB No. 802-25-54277 Page 10 of 34

13) QUANITIES: Quantities listed are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to award depending on bid results and budget constraints. Unless this solicitation document states otherwise, the resulting contract award does not guarantee volume or commitment of funds. TPWD will only pay for actual goods received or services performed.

14) INSURANCE:

a) Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation Statutory 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

$500,000 Bodily Injury & Property Damage - Each Occurrence $1,000,000 Aggregate Limit $5,000 Medical Expense Each Person $500,000 Personal Injury & Advertising Liability $1,000,000 Products / Completed Operations Aggregate Limit

Automobile Liability All Owned, Hired and Non-Owned Vehicles $500,000 Combined Single Limit

Note: Workers’ Compensation is required by an "employer" which is defined as "a person who employs one or more employees." If respondent has no employees, such insurance is not required. If respondent claims they have no employees, TPWD will require a statement to that fact.

b) Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

c) Prior to the commencement of the job and not later than ten (10) days following award, the Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect.

d) The certificate of insurance shall be sent to: Judy Ahrens / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or may be faxed to 512-389-4677.

15) INQUIRIES:

a) CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Judy Ahrens, Purchaser Phone 512-718-3703 Texas Parks & Wildlife Department Fax 512-389-4677

Smith School Road, Austin, Texas 78744 Purchasing.BidBox@tpwd.texas.gov

b) CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or e-mailed to the point-of-contact listed above. Questions should be submitted in the following format:

a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

c) PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section (b) above.

Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to

IFB No. 802-25-54277 Page 11 of 34 observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

16) DELIVERY AND ACCEPTANCE:

d) Project Completion Delays: If delay is foreseen, Contractor shall give written notice to TPWD. Default in promised Completion without accepted reasons or failure to meet specifications authorizes TPWD to purchase services of this contract elsewhere and charge any increased costs for the services, including the cost of re-soliciting, to the Contractor.

e) Acceptance: All services performed will be subject to acceptance inspection upon completion. Acceptance inspection will not take more than five (5) working days, weather permitting. Vendor will be notified within this time frame of any units not delivered in full compliance with the purchase order specifications.

17) BID RESPONSE INSTRUCTIONS:

a) Bid Submission:

i) Submission Deadline: All bids shall be received, and time stamped at TPWD prior to 2:00 PM Central Time on the “Bid Opening” date specified on the IFB Cover Page (page 1). Late bids will not be considered under any circumstance and will be returned.

ii) General Format: Respondent shall submit bid response, signed dated and completed.

iii) Bid Delivery: Bids may be returned via email to Purchasing.BidBox@tpwd.texas.gov, mail, hand-delivery or fax to 512-389-4677.

iv) Bids returned by mail or hand delivery should be placed in a sealed envelope and correctly identified with IFB number, submittal deadline/opening date and time. Bids returned by fax should include a fax cover sheet correctly identified with IFB number, submittal deadline/opening date and time. It is the Bidder’s responsibility to appropriately mark and deliver the bids to TPWD by the specified date.

v) Respondents are responsible for all costs of bid preparation.

b) Bid Content: Below is a summary of required and requested information. Bids submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

i) Bid Form: Respondent must submit the IFB form, signed, dated and completed. Failure to submit this information will result in disqualification of bid.

ii) Exhibit A: Company Profile

iii) Exhibit B: Past Projects with Corresponding References

iv) Exhibit C: Key Personnel

c) Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date. No other costs, rates, or fees shall be payable to the Successful Respondent unless expressly agreed upon in writing by TPWD.

mailto:Purchasing.BidBox@tpwd.texas.gov

IFB No. 802-25-54277 Page 12 of 34

18) EVALUATION AND AWARD:

a) An award will be made on an all or none basis. Only responses submitted by the bid opening, with required submittal documents and meeting qualifications will be considered. Failure to submit the required information may be cause for rejection of the bid response. TPWD reserves the right to waive informalities and minor irregularities in bids received.

b) TPWD reserves the right to consider respondent qualifications, equipment, facility, references; conduct studies and other investigations as necessary to evaluate any response; request additional relevant information;

disqualify bid based on unsatisfactory reference checks, reports, and records of service.

c) Award: TPWD will award a Contract to the respondent whose quote is considered to be the Best Value to

TPWD, price and other factors considered. The following factors may be used to evaluate bids:

i) Lowest Price

ii) Ability, Qualifications and Experience - Meeting or Exceeding the Requirement

iii) Delivery / Service Schedule

iv) Past Performance

19) INVOICING AND PAYMENT: The following procedures apply to invoicing and payment in addition to those listed in the General Terms and Conditions, Para. 9:

a) Contractor to submit invoice(s) to: Texas Parks & Wildlife, Accounts Payable, 4200 Smith School Road, Austin, Texas 78744.

b) Invoices must show:

i) Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

ii) Name of receiving entity

iii) Contract/purchase order number

iv) Description, quantity, unit of measure, unit price, extended price of each item

v) Total price

vi) Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

vii) Attach supporting documentation, if required

c) Payment:

i) Contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

ii) Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days or the Contractor may charge a late payment fee established by law.

iii) Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities’ local payment system.

d) Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-

4833 for additional information.

IFB No. 802-25-54277 Page 13 of 34

20) BIDDER AFFIRMATION

a) Bidder has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant connection with the submitted bid.

b) Pursuant to Texas Government code, Title 10, Subtitle D, Section 2155.004(a), the bidder has not received compensation for participation.

IFB No. 802-25-54277 Page 14 of 34

EXHIBIT A – COMPANY PROFILE

Respondent shall use this exhibit (or a reasonable facsimile) to clearly demonstrate how they meet the requirements set forth in this IFB. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive.

Company Name:

Number Years in Business: Number of Employees:

Principal place of business (Corporate Headquarters):

Address:

City, State, Zip:

Facility responsible for servicing the contract:

Address:

City, State, Zip:

Contact Person regarding company’s proposal submission to the solicitation:

Name / Title:

Phone Number: Fax Number:

Email Address:

Personnel who will be responsible for the management and day-to-day operations of the services solicited in this IFB.

Name/Title:

Indicate if your company or any of its subsidiaries filed or met criteria for bankruptcy within last five years.

__Yes __No If yes, explain.

Indicate if your company or any of its subsidiaries has been involved in litigation within last five years. If yes, explain.

__Yes __No If yes, explain.

Description of firm's background, history, and qualifications: (You may attach additional page for this section.)

IFB No. 802-25-54277 Page 15 of 34

EXHIBIT B – PAST PROJECTS WITH CORRESPONDING REFERENCES

Respondent Name: ____________________________________________

Respondents shall use this exhibit (or reasonable facsimile) to provide a minimum of three (3) references for jobs completed within the last five (5) years. The references shall illustrate recent experience successfully completing work of a similar nature and scope as the work described in this IFB. Attention: Do NOT use TPWD staff or past work performed for TPWD as a “reference” in Exhibit E. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive. TPWD reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

REFERENCE 1:

Company Address:

Contact Name/Title/Phone:

Service Period:

Brief Description of Project

REFERENCE 2:

Contact Name/Title/Phone:

IFB No. 802-25-54277 Page 16 of 34

REFERENCE 3:

Contact Name/Title/Phone:

REFERENCE 4:

Contact Name/Title/Phone:

IFB No. 802-25-54277 Page 17 of 34

EXHIBIT C – KEY PERSONNEL

Respondent Name: ____________________________________________

Respondents shall submit this exhibit (or a resume, max 1 page per person) for each key personnel to be assigned under the resulting contract. Include all requested information for each key personnel, including current certifications. Failure to return this exhibit (or reasonable facsimile) may result in proposal being considered non-responsive.

Key Personnel:

Full Name: __________________________________________________________________________

Job Title:__________________________________________________________________________

Total Years Employed by Respondent:________ Total Years’ Experience (in required service): ________

Qualifications and Experience:__________________________________________________________

Specific Education, Training, Certifications:________________________________________________

Personnel - Reference 1:

Company Name: _______________________________________________________________________

Contact/Title:_______________________________________________________________________

Phone:___________________________ Service Period:_________________________________

Roles and Responsibilities:_______________________________________________________________

Personnel - Reference 2:

Company Name: _______________________________________________________________________

Contact/Title:_______________________________________________________________________

Phone:___________________________ Service Period:__________________________________

Roles and Responsibilities_______________________________________________________________

IFB No. 802-25-54277 Page 18 of 34

GENERAL TERMS AND CONDITIONS

MARCH 2022

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.com/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

2.3. Unless otherwise specified, items shall be new and unused and of current production.

http://www.txsmartbuy.com/esbd

IFB No. 802-25-54277 Page 19 of 34

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

a) The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor Performance

System,

b) Currently under a Corrective Action Plan through the Texas Comptroller of Public

Accounts (CPA),

c) Having repeated negative Vendor Performance Reports for the same reason,

d) Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

3.3.7. Contractor performance information is located on the CPA web site at:

www.txsmartbuy.com/vpts. CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

http://www.txsmartbuy.com/vpts

IFB No. 802-25-54277 Page 20 of 34

5. FREIGHT: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates Respondent to deliver in 14 calendar days. Unrealistic delivery promises may cause solicitation to be disregarded.

6.2. If delay is foreseen, Contractor shall give written notice to the TPWD. Contractor must keep the TPWD advised at all times of status of order.

6.3. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the TPWD to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting Contractor.

6.4. Substitutions: No substitutions permitted without written approval of TPWD.

6.5. Delivery shall be made during normal working hours only unless prior approval has been obtained from ordering agency. Normal working hours are 8:00 AM until 5:00 PM Monday through Friday except State and National holidays.

7. TESTING AND INSPECTION:

7.1. TPWD may test and inspect goods and services purchased under the Contract to ensure compliance with the specifications of this…