ESBD_381854_1731712363018_THC 808-25-231611 RFP Sam Bell Maxey House Interpretive Master Plan.pdf

Texas Historical Commission

RFP No. 808-25-231611

P.O. Box 12276

Austin, Texas 78711

Request for Proposals for

Interpretive Planning Services for the

Sam Bell Maxey House State Historic Site

RFP# 808-25-231611

THC CONTACT: ISSUE DATE: November 18, 2024

Yolanda Gunter, CTCD PROPOSALS DUE DATE: December 6, 2024 at (512) 463-5976 or 2:00 P.M. Central Time

Yolanda.Gunter@thc.texas.gov mailto:MaryBeth.Hanna@thc.texas.gov

TABLE OF CONTENTS

Signature Page ______________________________________________________________________ 3

Section I- General Information _________________________________________________________ 4

Section II- Statement of Work __________________________________________________________ 9

Section III- Proposal Information _______________________________________________________ 16

Section IV- General Terms and Conditions ________________________________________________ 24

EXHIBITS

Exhibit A Execution of Offer (provided by THC, to be completed by bidder)

Exhibit B Conflict of Interest

Exhibit C Nondisclosure Agreement

Exhibit D Certification Regarding Public Nature of the Offer (provided by THC, to be completed by bidder)

Exhibit E Price Schedule (provided by THC, to be completed by bidder)

Exhibit F Certification Regarding Lobbying (provided by THC, to be completed by bidder)

Exhibit G RFP Checklist (provided by THC, to be completed by bidder)

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSALS

SIGNATURE PAGE

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

Return sealed proposals via one of the methods described in Section 3.7

Immediately below return address on SEALED ENVELOPE, annotate opening date and request for proposals number. Faxed proposals will not be accepted.

Late proposals will NOT be considered under any circumstances.

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

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

The Payee Identification Number (PIN) is the taxpayer number assigned and used by the Comptroller of Public

Accounts of Texas. This number needs to be entered in the spaces provided below. If this number is unknown, please enter either your federal employer’s identification Number or if sole owner enter your Social Security

Number.

PIN: Phone: ( ) -

Business Name: Fax Number: ( ) -

Address: HUB Certified? [ ] Yes [ ] No

City-State-Zip: HUB #:

Email Address:

Signature: Print Name:

AWARD NOTICE: The State reserves the right to accept or reject all or any part of a proposal and waive minor technicalities. The State will award the contract to best serve the interests of the State. Award will be posted on http://www.txsmartbuy.com/esbd.

Public RFP Opening Address

Texas Historical Commission RFP No.: 808-25-231611

1700 N. Congress, B-65 RFP Deadline: December 6, 2024

Austin, Texas 78701 RFP Closing: 2:00 P.M. Central Time

NOTE: THIS FORM MUST BE COMPLETED & RETURNED WITH THE PROPOSAL

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http://www.txsmartbuy.com/esbd

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TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSAL

for

Interpretive Planning Services for the Sam Bell Maxey House State Historic Site

RFP 808-25-231611

Class/Item:

917-27 (Contracted Services, Research Subject)

924-19 (Educational Research Services)

924-60 (Not-For-Credit Classes, Seminars, Workshops, etc.)

956-70 (Research Services, Other Than Business)

961-90 (Writing Services, All Kinds, Including Resumes, Calligrapher and Engrosser Services)

SECTION I GENERAL INFORMATION

1.1 PROJECT SCOPE. The State of Texas, by and through the Texas Historical Commission (THC) seeks Request for Proposals (RFP) to establish a contract for services from a qualified individual or firm for the creation of a new comprehensive Interpretive Master Plan for the Sam Bell Maxey House

State Historic Site, located in Lamar County, Texas in accordance with the specifications contained in this Request for Proposal (RFP).

The Texas Historical Commission seeks a firm that has proven experience with the creation of comprehensive Interpretive Master Plans for historic sites and other history-related venues to research and write a new Interpretive Master Plan for the Sam Bell Maxey House State Historic Site.

All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the THC Historic Sites Division Office in Austin, Texas or at the Sam Bell Maxey House

State Historic Site in Paris, TX.

The goal for the project is to create a comprehensive Interpretive Master Plan that will best identify and communicate the most important themes, subthemes, and stories, ideas, values, and meanings of the site of use in the creation and implementation of new programs and exhibits to best educate the visiting public, illustrating and enhancing the site’s history and significance.

THC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of Solicitation

Responses for review and evaluation.

Information regarding THC and its programs is available online and can currently be accessed at THC

Website Address https://www.thc.texas.gov/

1.2 CONTRACT AWARD AND EXECUTION. THC intends to award one Contract as a result of this

Solicitation. Any award is contingent upon approval of the THC executive director or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within fifteen days of THC’s determination to seek to contract with that Respondent, THC may negotiate a

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Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this

Solicitation.

1.3 CONTRACT TERM. The initial term of any Contract resulting from this Solicitation will be two years. THC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to one additional year. The vendor will be given a minimum of five (5) days notice before any renewal or extension is processed.

Following the base term and any allowable renewals or extensions, THC may extend any resulting

Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

1.4 COMPENSATION.

A. Basis of Payment. The basis of payment and reimbursement of costs is set forth in Exhibit E, Price

Schedule. Acceptance by THC of deliverables specified in the contract is a condition of payment.

B. Invoices. The Respondent shall request payment by submitting the original of an itemized invoice in a form acceptable to THC. The invoice shall be supported by documentation required for the basis of payment listed in Exhibit E, Price Schedule. The Respondent may submit an invoice no more frequently than monthly and no later than ninety calendar days after completing deliverables specified in the contract. Each invoice shall show the contract number, the total amount earned to the date of submission, and the amount due as of the date of the invoice.

C. Withholding Payments. If payment is withheld, THC shall notify the Respondent and specify conditions that would allow THC to release the payment. THC reserves the right to withhold payment:

(1) If a dispute over the work or costs is not resolved within thirty (30) days;

(2) pending verification that work is satisfactory;

(3) if the Respondent becomes a delinquent obligor under Family Code, §231.006;

(4) if the required work product is not received; or

(5) if the State Comptroller of Public Accounts will not issue a warrant to the Respondent.

D. Sub Providers and Suppliers List. If applicable, the Respondent may provide THC with a list of all service sub-providers and suppliers that submitted quotes or proposals for subcontracts. This list can include sub-providers’ and suppliers' names, addresses, and telephone numbers.

E. Funds Availability. This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the

Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the THC General Terms and Conditions shall apply.

F. Debt to the State. If the State Comptroller of Public Accounts is prohibited from issuing a warrant to the Respondent because of a debt owed to the State, the State shall apply all payments due the

Respondent to the debt until the debt is paid in full.

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

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THC reserves the right to cancel, make partial award, or decline to award a Contract under this

Solicitation at any time at its sole discretion.

1.5 DEFINITIONS. For purposes of this RFP, the following definitions apply;

a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed;

b) Addendum - A modification of the specifications issued by the THC and distributed to prospective Respondents prior to the opening of responses;

c) Advancement Criteria - means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

d) Award Consideration (AC) Documents - means documents Respondent must submit as part of the

Solicitation Response to be considered for negotiations or award.

e) Best and Final Offer (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal;

f) Competitive Range - has the same meaning as the definition under Title 1 of the Texas

Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

g) Contract - The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any

Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits;

h) Days – Calendar days unless otherwise stated;

i) Electronic State Business Daily (ESBD) - The Electronic State Business Daily, which is available on-line at http://www.txsmartbuy.com/esbd

j) Final Written Response Score - refers to the final scoring of the written response as documented in the

Solicitation.

k) HUB - means Historically Underutilized Business, as defined by Chapter 2161 of the Texas

Government Code.

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

m) Interview - refers to a secondary evaluation method that may be used following the evaluation of the written responses for the purpose of further distinguishing between the Solicitation Responses through verbal questioning of the Respondents aimed at clarifying their written response.

n) Gov't Code - Texas Government Code

o) Oral Presentation - means a secondary evaluation method that may be used following the evaluation of the written responses. The method is utilized for the purpose of distinguishing between Respondents that meet the

Advancement Criteria specified in this Solicitation.

p) Oral Presentation Score - means the score provided to a Respondent following the evaluation of the

Respondent’s Oral Presentation.

q) Proposal - The response submitted by a vendor to the THC as a result of this solicitation.

r) Respondent - Any person or vendor who submits a Proposal in response to this solicitation.

s) RFP - Request for Proposals, which is the type of solicitation in this document.

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

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

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

w) Successful Respondent. The Respondent awarded a contract resulting from this RFP.

x) TAC - Texas Administrative Code, which is the publication for administrative rules.

y) THC - means the Texas Historical Commission.

z) THC PCS - means Procurement and Contracting Services (PCS), a division of THC.

aa) Total Score - means the Final Written Response Score plus any additional points for secondary evaluation activities, as outlined by this Solicitation.

bb) VPTS - means Vendor Performance Tracking System, as defined under Section 2262.055 of the Texas

Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division

2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

1.6 RFP PROTEST PROCEDURES. Pursuant to 13 TAC §11.13:

a) The purpose of this section is to provide an internal protest procedure to be used by any actual or prospective bidder, offeror, proposer, or contractor who is aggrieved in connection with the solicitation, evaluation, or award of a contract by the commission from a delegated procurement.

The following procedures are available for persons or firms not awarded the contract pursuant to authority delegated to the commission by the Comptroller of Public Accounts or by Texas

Government Code, Chapters 2155 - 2158. These procedures are consistent with the rules of the

Comptroller of Public Accounts insofar as such rules are applicable to an internal agency review.

b) Any actual bidder or offeror who is aggrieved in connection with the award of a contract may formally protest the award of the contract by submitting a protest to the executive director in accordance with the procedures in this section.

(1) Any bid protest must be in writing and received in the care of the executive director within five working days after the bidder is notified that the award of a contract is forthcoming or otherwise knows, or should have known, of the occurrence of the action which is protested.

(2) Formal protests must conform to the requirements of and shall be resolved in accordance with the procedures set forth in this section.

(3) In the event of a timely protest, the commission shall consider the protest and reply in writing before proceeding with the solicitation or with the award of the contract unless the executive director makes a determination that the award of contract without delay is necessary to protect substantial interests of the state.

(4) If the executive director determines that a violation of the rules or statutes has occurred in a case where a contract has been awarded, the executive director shall inform the protesting party and other interested parties of that determination by letter. The letter shall set forth the reasons for the determination and may set forth any appropriate remedial action, which may include canceling or voiding the contract to the extent allowed by law.

(5) A bid or a bid protest that is not submitted in a timely manner is not eligible for consideration under this section.

c) A formal protest shall be addressed to the executive director and must be sworn and contain the following:

(1) a specific identification of a statutory or regulatory provision(s) that the action complained of is alleged to have violated;

(2) a specific description of each act alleged to have violated the statutory or regulatory provision(s) identified in paragraph (1) of this subsection;

(3) a precise statement of the relevant facts;

(4) an identification of the issue or issues to be resolved;

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(5) argument and authorities in support of the protest; and

(6) a statement that copies of the protest have been mailed or delivered to all other identifiable interested parties. Upon request, the commission will furnish to the requestor a list of interested parties, as reflected in the records of the commission.

d) The executive director may request additional information from the party submitting the protest, any other interested party, or commission staff.

e) If the protest is not resolved by mutual agreement, the executive director will issue a written determination of the protest.

(1) If the executive director determines that no violation of rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination.

(2) If the executive director determines that a violation of the rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination and the appropriate remedial action.

f) A decision by the executive director shall be the final administrative action.

g) The commission will maintain all documentation about the process to be used in the event of a protest or appeal in accordance with the commission's record retention schedule.

1.7 AUTHORITY.

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

§2155.083, §2155.074 and §2155.075.

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SECTION II

STATEMENT OF WORK

2.1 Description of Services/Statement of Work/Specifications:

2.1.1 Service Requirements. Services shall include, but are not limited to, the requirements contained in this RFP, and to information gathered through in person or virtual public meetings and audience engagement. Input gathered from public meetings must be considered in refinement of project deliverables. Services set forth that contain the word "must" are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the commodities/services are provided. The requested services and corresponding deliverables are detailed in the subsections below.

2.1.2 Statement of Need for Requested Services. The Texas Historical Commission seeks a firm that has proven experience with the development of comprehensive Interpretive Master Plans for history-related venues, including historic sites related to the Reconstruction Era, late 19th- early 20th century race relations, and historic house interpretation, to develop a comprehensive Interpretive Master Plan for Sam Bell Maxey House State Historic Site, located in Lamar County, Texas.

2.1.3 Project Objectives. The goals for the project is to create a new comprehensive Interpretive Master

Plan, to determine what interpretive services and techniques will best communicate the most important stories, ideas, values and meanings of the site to the visiting public, assuring the best and highest use of the site-related collections and available information about site and community-related individuals within the periods of significance outlined in the Interpretive Master Plan, and recommendations for improved and expanded programming, both on site and as outreach, provide recommendation for the development of exhibits to inform the public about the site’s history and significance in meaningful experiences that will relate the site’s importance and relevance to visitor’s experiences today.

While vendors who have completed similar interpretive planning projects for historic properties in general will be considered, preference will be given to those vendors having specific experience with sites related to the Reconstruction Era, race relations in the late-19th and early 20th century, and historic house interpretation. Each proposal’s team must include one academic scholar with a specialization related to the preference factors listed here. All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the Sam Bell Maxey House State

Historic Site, located in Lamar County, Texas or the THC Historic Sites Division Office in Austin, Texas.

To the extent possible, the new Interpretive Master Plan will be informed by existing site-related materials including documents and photographs, collections records, and other previous site development, assessment, preservation, and restoration reports as available within the THC files and on-site files. The selected contractor must also plan to consult and research through other archive facilities in which important site-related information may be located.

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

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The new Interpretive Master Plan must provide recommendations on how to best integrate the history of the Sam Bell Maxey House interpretively and programmatically with other important historic sites in the state relating to the history of the Texas in the late 19th and early 20th centuries.

2.1.4 Elements of the new Interpretive Master Plan must include:

1. The significance of the site: Why should people visit the site?

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

3. The audience: To whom should interpretation and its components be targeted?

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

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

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

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

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

2.1.5 Services Details. The selected contractor must:

A. Provide a project timetable, that outlines how they will accomplish the stated scope of work within the allotted time frame, allowing a minimum of 20 business days for extensive review and comments from THC for each submission in the project timeline, not inclusive of any time required by the contractor to make required/requested changes.

B. Conduct a minimum of four (4) workshops. Three (3) workshops with Texas Historical

Commission staff, and at least one (1) workshop with constituent and stakeholder group identified by

THC to seek input, identify issues, and gather information to determine/re-affirm main interpretive themes and sub-themes for the overall site interpretation, and areas requiring further historic research.

This will require a minimum of four (4) separate trips and in person meetings involving the project’s primary point of contact and contract team members with THC staff at the Sam Bell Maxey

House State Historic Site, Paris, Lamar County, Texas or at the THC offices in Austin, Travis County, Texas. The selected contractor must designate a single Project Manager who is expected to attend all four workshop/meetings. Some workshops, site visits, or other portions of this project will necessitate multi-day/over-night stays in the Paris, TX area to accomplish the necessary work under the Service

Requirements of this RFP.

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

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

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

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

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

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4. Visitor experience, desires, or focuses

5. Seasonal visitation trends or issues applicable.

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

7. Visitor Management Issues.

E. Develop, with THC staff and others, the specific objectives for each interpretive venue/media to include learning, behavioral, and emotional objectives for the Sam Bell Maxey House State Historic

Site. Propose a total interpretive program and/or services to include:

1. Learning Objectives

2. Behavioral Objectives

3. Emotional Objectives

a. Main Interpretive Theme and rationale.

b. Main Sub-themes and rationale.

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

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

1. Introduction and Scope of the Plan

2. Narrative history of the site documenting its physical development, ownership, and residents over time

3. Significance statement defining the primary period of significance for the site and its resources

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

5. Main Interpretive Themes and Sub-themes

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

7. Identify each interpretive venue at the site.

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

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

10. Identify specific thematic curriculum connections to current Texas Essential Knowledge and

Skills (TEKS)

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

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

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

G. Perform research beyond THC agency files as necessary to write and compile the Interpretive

Master Plan as described in this RFP.

H. Formulate recommendations of best use of existing site collections to best illustrate the Period of

Significance and educational goals outlined in the new Interpretive Master Plan.

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

Plan

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

2.2 Additional Factors-

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

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2. The new Interpretive Master Plan should provide the intellectual framework for use by agency and site staff in planning future programs and exhibits.

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

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

5. The new Interpretive Master Plan must present recommendations for the presentation of thematic and storyline elements in the various interpretive venues at the site, but should not include pre-design details for future exhibits or interpretive graphics.

2.3 Agency Provided Services and Materials-

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

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

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

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

2. Access to the Sam Bell Maxey House State Historic Site artifact collection and collection records as necessary.

3. Assistance in organizing meetings, providing meeting rooms as necessary for meetings. All meetings to be held at either the Sam Bell Maxey House State Historic Site or the main THC offices located in

Austin, Texas.

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

2.4 REPORTING AND DELIVERABLES. Respondents must provide a timeline/schedule of work and budget for each assigned project under work authorizations issued under this RFP that outlines how and when Respondent proposes to complete the project. Budget must be based on the personnel listed in Exhibit C of this RFP plus the services and materials required. Services shall be performed under the coordination of THC’s Project Manager.

2.6.1 The Successful Respondent will schedule an initial meeting (either virtual or in-person) with THC staff to review the plan of action and timeline within three weeks of contract execution.

2.6.2 The Successful Respondent is required to communicate with the THC contract manager on a frequent basis (either virtually, in person, over the phone, or via email) to provide progress reports on this contract. These informal progress reports shall cover all work performed and completed up until that time at which the progress report is provided and shall present the work to be performed since the previously reported work.

2.6.3 The progress report shall identify any problems encountered or items still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.

2.6.4 The selected contractor must submit written Progress Reports by the 5th calendar day of each month which must include 1) Current Status of Milestones, 2) Risk Statement, and 3)

Risk Mitigation Plan. It is the Successful Respondent’s sole responsibility to ensure that all

231609A progress reports are delivered to the proper location at the proper time. Documents will be considered delivered only when received by THC’s Project Manager. Services under this contract award are deemed completed when THC has reviewed the reports and physical work, all requested revisions have been addressed, and THC has given final, written approval of all services required of the contract. Milestones shall be established based on the Respondent’s project information provided in their proposal, including a timeline/work schedule outlining how and when Respondent proposes to complete the project and its deliverables. Services shall be performed under the coordination of THC’s Deputy Executive Director of Historic Sites and/or their designated Project Manager.

2.7 SUBCONTRACTORS. Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for ensuring the requested services are provided.

Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors and the proposal shall include a letter from each proposed subcontractor, agreeing to work on the team.

2.8 HUB SUBCONTRACTING. In accordance with the Texas Government Code, Sections 2161.181-

182 and Title 34, Chapter 20, Subchapter B, §20.10- §20.28 of the Texas Administrative Code

(TAC), the Texas Historical Commission (THC) shall make a good faith effort to utilize Historically

Underutilized Businesses (HUBs) in contracts for all other services contracts. The purpose of the

HUB Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the THC projected goals:

• 11.2 percent for heavy construction other than building contracts,

• 21.1 percent for all building construction, including general contractors and operative builders’ contracts,

• 32.9 percent for all special trade construction contracts,

• 23.7 percent for professional services contracts,

• 26.0 percent for all other services contracts, and

• 21.1 percent for commodities contracts.

This solicitation has been identified as one that does not require a HUB subcontracting plan.

However, if you plan on using subcontractors during this contract, you must request, complete, and submit a HUB subcontracting plan. You may request the HUB Subcontracting Plan from the listed purchasing contact in this solicitation.

If you have any questions, please contact the THC HUB Coordinator Dr. Carol Egele, PMP at 512

463 5767, or by email at carol.egele@thc.texas.gov

2.9 PERFORMANCE TRACKING. THC will monitor the performance of the Contract issued under this RFP. All services under the Contract shall be performed at an acceptable quality level. All deliverables will be submitted in accordance with the timeline agreed upon at contract signing.

Performance tracking methods may include, but are not limited to, meetings and documentation https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

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2.10 PERFORMANCE MEASURE, SANCTIONS AND REMEDIES SCHEDULE

2.10.1 General

Section 2261.101 of the Texas Government Code requires that all state contracts contain a remedies schedule, a graduated remedies schedule, or both. In accordance with that statutory requirement, sanctions and remedies will apply for the incidents specified in this section. This

RFP will refer to the sanctions and remedies as “sanctions.”

2.10.2 Assessment of Sanctions

Once THC has determined to assess sanctions, THC may notify the Contractor of the assessment(s). Failure to notify does not affect THC’s assessment of sanctions and is not a condition precedent to an assessment of sanctions. THC will withhold sanctions from payments to Contractor. If THC is unable to withhold payments, THC will demand payment of sanctions from Contractor. Contractor must make payment within 30 calendar days of THC’s demand. If

Contractor fails to pay within the 30-day period, THC may pursue collection of the sanctions in accordance with State laws and the terms of this RFP.

2.10.3 Failure to Access Sanctions

The failure of THC to assess sanctions in any instance where THC is entitled to sanctions pursuant to the terms of this RFP or the Contract shall not constitute waiver in any fashion of

THC’s rights to assess sanctions.

2.10.4 Severability of Individual Sanctions Clause

If any portion of this sanctions provision is determined to be unenforceable, the other portions of this provision shall remain in effect.

2.10.5 Sanctions Matrix

No. Performance

Standard

Measurement

Period

Measurement

Assessment

Sanction

1. Contractor must submit progress reports by the 5th calendar day of each month which must include 1)

Current Status of

Milestones, 2) Risk

Statement, and 3)

Risk Mitigation

Plan...

Monthly Per incident of noncompliance

The failure of Contractor to submit required reports to THC by the 5th calendar of each month on the template provided by THC may result in

Contractor being assessed sanctions up to $200 per day or portion thereof, for each day a report is late.

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2. All submitted reports must be accurate.

Monthly Per incident of noncompliance

The failure of Contractor to submit an accurate report to THC may result in

Contract being assessed sanctions up to

$100 per incident.

3. Contractor must meet all confidentiality standards, under applicable State and federal laws, rules, regulations and this Contract’s requirements.

Ongoing Per incident The failure of Contractor to meet all confidentiality standards under applicable state or federal laws, rules and regulations, and this Contract’s requirements may result in Contractor being assessed sanctions up to $500 for each incident.

2.10.6 Sanction Waiver for Good Cause

Sanctions may be waived for good cause at the discretion of THC. Contractor shall not be liable for any failure or delay in the performance of this Contract for the period that such failure or delay is beyond the reasonable control of the Contractor.

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SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS. The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE

o Issue RFP/ESBD Posting Date November 15, 2024 o Deadline for Submission of Questions November 20, 2024 o Official Response to Questions Posted on the ESBD November 26, 2024 o Deadline for Submission of Proposals/RFP December 6, 2024, 2:00 PM

CT (Late responses will not be considered) o Evaluation Period December 9-11, 2024 o Respondent Oral Presentation and Interviews, if deemed necessary December 13 & 16, 2024 o Anticipated Notice of Award December 20, 2024 o Anticipated Contract Start Date January 10, 2025

3.2 REVISIONS TO SCHEDULE. THC reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the

Electronic State Business Daily (ESBD) as an Addendum. It is the responsibility of interested parties to periodically check the ESBD for updates to the RFP prior to submitting a Proposal. The

Respondent's failure to neither periodically check the ESBD will in no way release the Respondent from the requirements of "addenda or additional information" nor will any resulting additional costs to meet the requirements be allowed after the award(s).

3.3 PROPOSAL REQUIREMENTS. Listed below is a summary of all information to be included in a

Proposal submitted in response to this RFP. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. If you are emailing your proposal, you are required to follow the below.

Respondents shall submit one (1) signed original

1. Signature Page

2. Exhibit A – Execution of Offer

3. Exhibit B – Conflict of Interest

4. Exhibit C – Nondisclosure Agreement

5. Exhibit D – Certification Regarding Public Nature of the Offer

6. Exhibit E – Price Schedule (see 3.4.4; Must be returned in a separate envelope)

7. Exhibit F – Certification Regarding Lobbying

8. Exhibit G – RFP Checklist

9. Acknowledgement of Addenda (if applicable)

And three (3) copies of:

10. Respondent Information

Include the following information related to the responding business entity: formal name and all assumed names used by the business entity; structure of business entity (i.e. sole

231609A proprietorship, partnership, corporation, etc.); state in which business entity was formed or incorporated; physical address and mailing address; principal place of business;

whether, and to what extent, Respondent has established a physical presence in the State of Texas including relevant timeframes; and name, title, address, telephone number, facsimile number, and e-mail address of Respondent's primary contact.

11. Sub-contractor Acknowledgement.

If applicable, include a letter from any subcontractor proposed for the work in which the subcontractor agrees to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) is aware of and agrees to the specified rate structure, (3) is aware of and agrees to the terms of the proposed contract, and (4) is aware of and agrees that the team member has no conflict of interest. The letter must be included in the bid package, not mailed under separate cover.

12. Respondent’s Proposed Work/Project Plan for Providing the Requested (see 3.4.1)

13. References (see 3.4.2)

14. Past Performance Qualifications and Experience s (see 3.4.3)

15. Evidence of Financial Responsibility and Stability.

The Respondent must provide three (3) years evidence of financial responsibility and stability for performance of the requirements/services for which a proposal is submitted. In addition, the

Respondent must disclose the source of any outside financial resources that will be utilized by the

Respondent to enable it to perform any Contract awarded pursuant to the RFP. If requested by THC

Respondent must provide copies of documents to show the financial capability to demonstrate financial solvency, and to verify the capacity to fulfill the requirements of this RFP. The documents may include but are not limited to the Respondent's most recent audited financial statement. THC reserves the right to require any additional information necessary to determine the financial integrity and responsibility of a Respondent and to reject a response on the grounds of the

Respondent's financial soundness.

Note: The one (1) original submitted proposal must contain all submission items 1-15 and three

(3) copies must only contain items 8-15 as shown above, unless you are emailing your RFP response, then you are required to submit the whole RFP (1-15), to responses@thc.texas.gov.

Submittal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the submittal. Additionally, the respondent shall provide a formatted USB Flash Drive containing an original, complete copy of the respondent’s proposal to this RFP. The format shall be Adobe Acrobat version 9.0 or higher.

a) Costs: THC will not reimburse the Respondent for any cost related to its Proposal.

The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

b) Proposals will be subject to the Texas Public Information Act (PIA), Tex. Government mailto:responses@thc.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

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Code, Chapter 552, and may be disclosed to the public upon request. The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. However, subject to the Act, Respondents may protect trade and confidential information from public release. Respondent is required to make any information created or exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format this is accessible by the public at no additional charge to the state.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable, and shall make the entire Proposal subject to release under the PIA. In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the

Respondent to be proprietary or confidential must be clearly labeled as described below.

Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.4 SOLICITATION RESPONSE COMPOSITION

3.4.1 Respondent’s Proposed Work/Project Plan for Providing the Requested Services 40%

A. Respondents must provide an executive summary of their proposal (excluding cost information) that asserts the Respondent is providing, in its proposal, all the requirements of this RFP, including Article II, Statement of Work. The summary must demonstrate

Respondent’s understanding of THC goals and objectives for this Solicitation.

If the Respondent is providing goods or services beyond those specifically requested, those goods or services must be identified. If the Respondent is offering goods or services that do not meet the specific requirements of this RFP, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. The Respondent should realize, however, that failure to provide the

Goods and Services specifically requested may result in disqualification.

The executive summary must not exceed three pages and should represent a full and concise summary of the contents of the proposal.

Respondent's ability to complete the project in a timely manner is critical to the success of this project. The initial meeting with THC lead staff must be scheduled within three (3) weeks of last signature date on the Contract. Specific schedule will be finalized with and in consideration of recommendations of Respondent. The capability of the individual or team to commence and complete the project in a timely manner should be expressed.

This item will be evaluated with respect of an overall understanding of the project’s https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

231609A objectives, including services required, scheduling of work, strictly meeting deadlines, and interfacing with the THC’s designated Project Manager.

B. Project Work Plan

Respondents must describe their proposed processes and methodologies for providing all components of the Scope of Work described in Article II, Scope of Work/Specifications, including their approach to meeting the Project schedule. Respondents should identify all tasks to be performed, including all Project activities, materials and other products, services, and reports to be generated during the Contract period and relate them to the stated purpose(s) and specifications described in this Solicitation. The Project Work Plan must include how they plan to approach audience and stakeholder engagement.

C. Key Staffing Profile

Respondents must provide key staffing profiles and resumes for all key staff who will be responsible for the performance of the Services requested under this Solicitation.

3.4.2 References

Respondents shall provide a minimum of three (3) references from similar contracts or projects performed, preferably for state and/or local government, within the last five (5) years. Respondents must verify current contracts and provide the following information:

a. Client name;

b. Contract/project description;

c. Total dollar amount of contract/project;

d. Key staff assigned to the referenced contract/project who will be designated for Work under any Contract resulting from this Solicitation; and

e. Client contract/project manager name, telephone number, fax number, and email address.

3.4.3 Past Performance Qualifications and Experience 40%

Furnish evidence of adequate experience to perform this contract by providing at least three (3) samples of previous work by Respondent like that specified in this RFP that shows proven experience for history-related venues, including historic sites related to the Reconstruction Era, race relations in the late-19th and early 20th century, and historic house interpretation, to develop a comprehensive Interpretive Master Plan for Sam Bell Maxey House State Historic Site in

Paris, TX.

Respondents must meet the minimum qualifications listed below:

a. Respondents must be currently licensed [license requirements, if any] and must have recently been in business for a minimum of five years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided

Interpretive Planning…