Rev. 11/12/2024

Texas Facilities Commission P.O. Box 13047

Austin, Texas 78711-3047

REQUEST FOR PROPOSALS

Furniture and Fixture Package for 1500 Congress and 1501 Lavaca Office Building

Austin, Texas

RFP #0004088

PROJECT #20-028-8011

Dated: 12/02/2025

Proposal Due Date / Opening: 01/27/2026 @ 3:00 PM

Table of Contents

1. SCOPE:

2. CONTRACT TERM:

3. LIDQUIDATED DAMAGES:

4. ESTIMATED BUDGET

5. AGENCY POINT OF CONTACT:

6. DEFINITIONS:

7. SCHEDULE OF EVENTS:

8. PROPOSAL REQUIREMENTS:

9. QUESTIONS:

10. REQUEST FOR SUBSTITUTION REQUESTS

11. PROPOSAL SUBMISSION:

12. PROPOSAL OPENING:

13. PROPOSAL EVALUATION AND AWARD:

ATTACHMENT A - EXECUTION OF PROPOSAL

ATTACHMENT B - COMPENSATION AND FEES FURNITURE PACKAGE PROPOSAL FORMS

ATTACHMENT C - HUB COMPLIANCE REPORTING SYSTEM – Online HSP Process Guide

ATTACHMENT D - CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

ATTACHMENT E1 – PROJECT MANUAL

ATTACHMENT E2 – MASTER FURNITURE SPECIFICATIONS

ATTACHMENT E3 – FURNITURE, FIXTURE and EQUIPMENT (FFE) PACKAGE B – AGENCY

SPECIFICATIONS

ATTACHMENT E4 – TFC LVSB PACKAGE A FFE DRAWINGS

ATTACHMENT E5 – TFC NCSB PACKAGE A FFE DRAWINGS

ATTACHMENT E6-A – TFC LVSB PACKAGE B TENANT A PLANS

ATTACHMENT E6-B – TFC LVSB PACKAGE B TENANT B PLANS

ATTACHMENT E6-C – TFC LVSB and NCSB PACKAGE B TENANT C PLANS

ATTACHMENT E6-D – TFC LVSB PACKAGE B TENANT D PLANS

ATTACHMENT E6-E – TFC NCSB PACKAGE B TENANT E PLANS

ATTACHMENT E6-F – TFC NCSB PACKAGE B TENANT F PLANS

ATTACHMENT F - CONTRACTOR’S QUALIFICATIONS FORM

ATTACHMENT G – TFC BOND FORMS

ATTACHMENT H – RFP SUBMISSION INSTRUCTIONS AND GUIDELINES

Furniture and Fixture Package for 1500 Congress and 1501 Lavaca Office Buildings

Capital Complex, Phase 2

ATTACHMENT I - TFC STANDARD TERMS AND CONDITIONS

ATTACHMENT J – SPECIAL CONDITIONS AND STATEMENT OF WORK

1. SCOPE: Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section 2156.121, Use of Competitive Sealed Proposals, the Texas Facilities Commission is requesting responses to this RFP for the provision of furniture and fixtures delivered and installed at the 1500 Congress and 1501 Lavaca State Office Building, Capital Complex Phase 2 managed by the Texas Facilities Commission (TFC) located in Austin, TX, 78701. Although we don’t intend to award multiple vendors, TFC reserves the right to make multiple awards for this RFP. Project # is 20-028-8011.

A. The 1500 Congress State Office Building is a one hundred forty-six thousand three hundred twenty-four (146,324) square foot, five (5) story office building with a six-level underground parking garage. The 1501 Lavaca State Office Building is a three hundred eighty-six thousand six hundred eighty-eight (386,688) square foot, seven (7) story office building with a six-level underground parking garage. The buildings are located on the north side of 15th Street.

B. For purposes of this RFP, Respondents shall consider that the furniture for these buildings will be manufactured by package, in stages and delivered and installed by floor, beginning with Furniture Package A, followed by Furniture Package B, and then subsequent Furniture Packages (See Attachment B – Compensation and Fees Furniture Packages Proposal Forms). It is anticipated that the entire of Level 1 (Lobby level) and Level 2 (Conference Floor level) for both the Congress Building and the Lavaca building will be available on or before Dec. 1, 2026 for the first delivery, with installation working on a schedule provided by and coordinated with the Construction Manager-at-Risk (CMR), JE Dunn, and coordinated with the Furniture Planner (AE), HOK Architects.

C. Scope will include but is not limited to:

1) Proposal Cost

a. Modular and office furniture

b. Ancillary (Lounge seating, side tables and chairs, podiums, break room, waiting areas, café, etc.)

c. Conference Room

d. Outdoor Furniture

2) Inventory Management will be required for tenant agencies existing furniture to determine the final FFE count and supplied by the awarded vendor.

3) Install prints with furniture tags, inventory, unit costs and break out. It is planned that a freight elevator will be available for use in moving the equipment in for installation.

D. Furniture Plans and Specifications: See Attachment E1 – Project Manual; Attachment E2 – Master Furniture Specifications; Attachment E3 – Furniture, Fixture, and Equipment (FFE) Package B – Agency Specifications; Attachment E4 – TFC LVSB Package A FFE Drawings; Attachment E5 TFC NCSB Package A FFE Drawings; Attachment E6-A – TFC LVSB Package B Tenant A Plans;

Attachment E6-B – TFC LVSB Package B Tenant B Plans; Attachment E6-C – TFC LVSB and NCSB Package B Tenant C Plans; Attachment E6-D – TFC LVSB Package B Tenant D Plans; Attachment E6- E – TFC NCSB Package B Tenant E Plans; and Attachment E6-F – TFC NCSB Package B Tenant F Plans;

E. Furniture must be tagged with respective room numbers and shipped according to the CMR’s schedule.

NOTE: All vendors interested in getting access to download the specifications and drawings for this solicitation must fill out Attachment D - Confidentiality and Non-Disclosure Agreement and submit to the Purchaser at james.gonzalez@tfc.texas.gov.

mailto:james.gonzalez@tfc.texas.gov

2. CONTRACT TERM: This service shall commence on the date the Purchase Order (PO) is issued and TFC has given a Notice to Proceed (NTP). Installation and hookup of furniture is expected to be completed under this Purchase Order by February 28, 2027.

3. LIDQUIDATED DAMAGES: Time is an essential element of the contract. Contractor’s failure to complete the Work within the Contract Time as required will cause damage to Owner. These damages shall be liquidated by agreement of Contractor and Owner, in the amount of $500.00 per day as set forth in the Purchase Order.

4. ESTIMATED BUDGET: The estimated budget for the furniture, furnishing and associated installation described in the RFP is Fifteen Million Dollars ($15,000,000).

5. AGENCY POINT OF CONTACT: The primary contact listed below shall be the sole point of contact during this solicitation, with the exception of HUB-related questions which are to be forwarded to HUB@tfc.texas.gov. Any discussions regarding this solicitation with other agency personnel or TFC contractors, or sub-contractors may be grounds for disqualification. If the primary contact is unavailable to answer questions in relation to this project, the secondary contact may be contacted for assistance.

A. Primary Contact

1) Purchaser Name: James Gonzalez, CTCD, CTCM

2) Purchaser Phone: 512-936-0647

3) Purchaser Email: james.gonzalez@tfc.texas.gov

B. Secondary Contact

1) Purchaser Name: Rico Gamino, CTCD, CTCM

2) Purchaser Phone: 512-936-3567

3) Purchaser Email: rico.gamino@tfc.texas.gov

6. DEFINITIONS: The following definitions apply to this Request for Proposal (RFP):

TERM DEFINITION

Addendum A modification of the drawings and specifications issued by TFC

Architect/Engineer

(AE)

HOK Architecture is the design professional contracted by TFC for design and production of the construction documents for the 1500 Congress and 1501 Lavaca Building.

Best and Final Offer (BAFO)

A formal request made to acceptable or potentially acceptable Respondents for revision to the originally submitted proposal

Contract The resulting Purchase Order issued in acceptance of Respondent’s proposal.

Contract Administrator

The individual designated by TFC to represent TFC during the performance of the contract. For this PO, the Project Manager will be the Contract Administrator.

mailto:HUB@tfc.texas.gov mailto:james.gonzalez@tfc.texas.gov mailto:rico.gamino@tfc.texas.gov

TERM DEFINITION

Contractor The individual, legal partnership or corporation whose proposal is accepted and who enters into a contract with TFC Construction Manager at Risk

(CMR)

JE Dunn is the Contractor designated by TFC to provide construction services for the 1500 Congress and 1501 Lavaca Building.

Electronic State Business Daily

(ESBD)

The designated website that state agencies, universities, and municipalities use to post formal solicitations (over $25K), addenda to posted solicitations, and awards. The link to the ESBD is http://www.txsmartbuy.gov/esbd.

Good Faith Effort Effort required by vendors when completing the HUB Subcontracting Plan which demonstrates the Respondent has completed one of the following for the planned subcontracting needs: A) Using strictly HUBs for all subcontracting needs, B) Meeting stated agency goal for HUB subcontracted needs using both HUB and Non-HUB vendors, C) Performing “Traditional Good Faith Effort” of notifying two minority/women trade organizations and soliciting bids from three HUBs for each subcontracting opportunity, and allowing seven business days for response, D) Self-Performing Contract (performing all work with own materials and labor), or E) Utilizing a Mentor Protégé relationship (a formal agreement that is recognized by the State of Texas Comptroller of Public Accounts). For a listing of Mentor Protégé agreements click on link: https://mycpa.cpa.state.tx.us/mentorprotege/ctg/menproPairs/

HUB

Subcontracting Plan (HSP):

The HSP required by Chapter 2161 of the Texas Government Code (TGC) and by Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas Administrative Code (TAC). Subcontracting Plan (HSP): The HSP required by Chapter 2161 of the Texas Government Code (TGC) and by Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas Administrative Code (TAC).

Historically Underutilized Business (HUB)

A business who certified with the Comptroller of Public Accounts by meeting the following requirements: 51% owned by an Asian Pacific American, Black American, Hispanic American, Native American, American woman, and/or United States Veteran with a minimum 20% Disability rating; is an entity with its principal place of business in Texas; and has an owner residing in Texas with a proportionate interest that actively participates in the control, operations and management of the entity’s affairs.

Project Manager

(PM)

The individual designated by the Owner authorized to represent the Owner during the performance of the contract

Respondent An individual, partnership or corporation that responds to this RFP.

RFP The Request for Proposal

7. SCHEDULE OF EVENTS: TFC reserves the right to change the dates in the Schedule of Events set forth below upon written notification to prospective Respondents through a posting of an addendum on the

ESBD.

http://www.txsmartbuy.gov/esbd https://mycpa.cpa.state.tx.us/mentorprotege/ctg/menproPairs/

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

EVENT DATE

Issue RFP 12/02/2025 Mandatory Pre-Proposal Tele-Conferences

(Respondents are required to attend only one of the scheduled meetings)

12/16/2025 @ 10:00 AM

And

12/17/2025 @ 10:00 AM

Deadline for Submission of substitution request(s)

1/08/2026

Deadline for Submission of Questions 1/08/2026 Deadline for Acceptance or Rejection of Substitution request(s)

1/15/2026

Deadline for Submission of Proposals/RFP Opening

1/27/2026 @ 3:00 PM

Notification for Interview Selection 2/06/2026 Mockup Workstation Set-up 3/06/2026 Interview(s) 3/10/2026 Mockup Workstation Disassemble 3/13/2026 Notify Vendor(s) of Award 3/17/2026 Negotiation with awarded Vendor(s) 3/19/2026 Award by Commission 4/16/2026 Expected Contract Start Date 5/01/2026

MANDATORY PRE-PROPOSAL TELE-CONFERENCES:

1) The Pre-Proposal Tele-Conferences are scheduled for:

PPC 1: 12/16/2025 @ 10:00 AM

PPC 2: 12/17/2025 @ 10:00 AM

2) Pre-registration for the pre-proposal tele-conferences is required. Register for the tele-conferences at the links below:

PPC 1 (Tuesday, 12/16/2025 @ 10:00 AM):

https://us02web.zoom.us/meeting/register/tZ0kceytqzIuH9FjpZLlHQPjYe5ENAoy86zr

PPC 2 (Wednesday, 12/17/2025 @ 10:00 AM):

https://us02web.zoom.us/meeting/register/tZIscuqqrD0qGdC3faR5AJa32MPjl65-mnN1

3) Attendance of at least one (1) of the two (2) scheduled pre-proposal tele-conferences is mandatory. Only those Respondents whose names and represented firm are on the pre-proposal conference attendee list shall be allowed to submit a response. Please do not be late.

https://us02web.zoom.us/meeting/register/tZ0kceytqzIuH9FjpZLlHQPjYe5ENAoy86zr https://us02web.zoom.us/meeting/register/tZIscuqqrD0qGdC3faR5AJa32MPjl65-mnN1

8. PROPOSAL REQUIREMENTS:

A. SUBMISSION REQUIREMENTS:

1) Electronic Submission: TFC is using the electronic procurement system Bonfire. Proposals shall be uploaded per the instructions in Attachment H – RFP Submission Instructions and Guidelines prior to 3:00 PM on the date specified in the Schedule of Events. In order to ensure that all documents are submitted before the deadline, allow enough time to upload the documents into the portal. We recommend beginning the upload process one (1) day prior to deadline date.

Facsimile and email proposals are not acceptable responses to this RFP.

2) HUB Subcontracting Plan (HSP) Submission: TFC is using the HUB Compliance Reporting System (B2G) as a resource tool to accept the HSP online. Respondents must register for a B2G account (No Charge). The HSP must be submitted through TFC’s HUB Compliance Reporting System (B2G) at: http://tfc.gob2g.com, B2G Access Code: 6107896114 See Attachment C – HUB Compliance Reporting System – Online Process Guide for instructions on how to submit the HSP.

3) Required Uploads: Respondents shall submit/upload each of the following packages:

a. Package 1 – Required Documentation

(1) Attachment A – Execution of Proposal;

(2) Electronic Bid Bond with associated power of attorney;

(3) Litigation History; and

(4) Addenda Acknowledgement (Signed signature block for each issued addenda)

(5) Proof of Submission of HSP through the B2G System (Screen Print, Email Confirmation, etc. as evidence of online submission of HSP in B2G)

b. Package 2 –Scored Evaluation Materials: Should contain the following documents.

(1) Company Information

(2) Attachment F – Contractor’s Qualifications Form;

(3) Relevant Experience and Qualifications;

(4) Proposed Methodology; and

(5) Quality Control and Safety Programs.

c. Package 3 – Attachment B – Compensation and Fees Furniture Package Proposal Forms, Single File

4) File Formats Allowed: Unless specified elsewhere, all submitted documents shall be in Adobe Acrobat (.PDF) format, version 9.0 or higher.

5) File Organization: If combining files in packages, pages should be numbered and contain an organized table of contents corresponding to each section.

6) COSTS: Respondents to this RFP are responsible for all costs of proposal preparation, samples, and delivery and any costs associated with interview and presenting a mockup workstation for review.

http://tfc.gob2g.com/

B. PUBLIC INFORMATION: TFC will not consider any proposal that bears a copyright. As a state agency, TFC will strictly adhere to the requirements of Chapter 552 of the TGC (the "Texas Public Information Act") regarding the disclosure of public information. As a result, by participating in this solicitation process Respondent acknowledges that all information, documentation, and other materials submitted in response to this solicitation may be subject to public disclosure under the Texas Public Information Act. TFC does not have authority to agree that any information submitted will not be subject to disclosure. Disclosure is governed by the Texas Public Information Act.

Respondents are advised to consult with their legal counsel concerning disclosure issues resulting from this process and to take precautions to safeguard trade secrets and proprietary or otherwise confidential information. TFC assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Respondents. If it is necessary for Respondent to include trade secrets or proprietary or otherwise confidential information in its submission, Respondent must clearly mark in bold red letters the term “CONFIDENTIAL” using at least 14 point font, on the specific part or page of the submission which Respondent believes to be confidential. Respondents should also include in the filename the word “CONFIDENTIAL”. All submittals and parts of submittals that are not marked confidential will be automatically considered to be public information. If TFC receives a public information request seeking information marked by Respondent as confidential, Respondent will receive notice of the request as required by the Texas Public Information Act. If TFC receives a public information request for submittals and parts of submittals that are not marked confidential, the information will be disclosed to the public as required by the Texas Public Information Act. Note that pricing is not considered confidential under the Texas Public Information Act. Upon award, a full tabulation that includes all submitted pricing and scores will be distributed to all Respondents. Do not mark your entire submission as “Confidential”.

C. CONTENTS: Listed below is a summary of all information to be included in a proposal submitted in response to this RFP. Proposals submitted without all of the required information may be rejected.

TFC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State of Texas. Proposals that fail to include the Bid Bond, Attachment A – Execution of Proposal, HUB Subcontracting Plan, Attachment B – Compensation and Fees Furniture Package Proposal Forms, or Attachment F – Contractor’s Qualification Form shall be disqualified.

1) RELEVANT EXPERIENCE AND QUALIFICATIONS: <25 pts.>

a. Complete and submit Attachment F – Contractor’s Qualifications Form.

b. Demonstration of a Respondent’s relevant experience performing this Scope of Work for the provision of modular furniture and fixtures delivered and installed in multi-level high rise office buildings. Respondent should show specific relevant experience including:

(1) Provide experience working with the manufacturers and subcontractors proposed for this project.

(2) Respondents shall show experience with the manufacture, delivery and installation of furniture for work similar to these multi-story buildings.

(3) Respondent shall show that his/her company has experience in projects where the requirements are to be manufactured by package, in stages, and delivered by floor, similar to this project where coordination with the Construction Manager-at-Risk (CMR) and associated construction schedule as well as coordination with the Furniture Planner.

(4) Demonstrate project experience with installation and hookup of furniture that is expected to be completed by a deadline date

c. Provide names of top management and key employees and each person’s duties, including the background and experience of these employees; and

d. An organizational chart which shows roles and responsibilities of key individuals assigned to provide services under the contract;

e. The following minimum requirements are required of Respondents:

(1) Out of state Respondent’s doing business in the State of Texas shall have a Certificate of Authority to do business in Texas, a copy of which shall be submitted with the proposal;

(2) Respondent shall be an authorized dealer of proposed manufacturer’s furnishings, with prior project experience in project management, ordering, installing, and servicing systems furniture. Provide a statement on manufacturer’s letterhead stating that the respondent is an authorized dealer of their products.

(3) Respondent shall demonstrate that they have the capability to provide sufficient work staff to meet the project schedule. Additionally, the Respondent must be able to adjust staffing levels (including the ability to work after hours, including weekends) if there is an installation delay caused by the Respondent, manufacturer, or either entity’s subcontractors.

(4) Respondent must have a fully staffed, authorized service office in Central Texas.

2) PROPOSED METHODOLOGY: <20 pts.> A detailed plan outlining the processes of implementation regarding the requirements of the contract. This shall include, but not be limited to:

a. Explain your processes and techniques used to understand the services to be provided under the contract;

b. Explain how you monitor and maintain project schedules.

c. Explain how you will meet the various response times outlined in the requirements.

d. Explain how you will stage product prior to delivery

e. Explain how you will deliver and stage product inside the building.

f. Explain how your Staff sizing and their roles will fulfill the requirements.

g. If awarded a Contract, explain how your existing workload will fit in proportion to the services for this project.

h. Explain how you manage and coordinate the work with Subcontractors hired by you.

i. Explain your approach in coordinating with other Contractors hired by TFC.

j. List the issue tracking software (Plangrid, Procore, etc.) to be utilized on the project, describe how it will be utilized throughout the installation process, and provide a list of other projects where you have used this software successfully.

k. List software used to prepare furniture installation drawings.

l. Discuss Warranty(s) for the manufacture’s furniture system(s) and fixtures to be installed.

3) QUALITY & SAFETY PROGRAM: <5 pts.>

a. Quality Assurance: Respondent shall provide the name and job title of the person in the organization who oversees the quality assurance program. Respondent shall describe its quality assurance program, quality requirements and means of measurement to ensure high quality and responsive service.

b. Quality Control: Provide process flow charts on how quality is measured, maintained and achieved. The Respondent shall describe the firm’s policy regarding establishing quality control processes similar to ISO 9000 or other in-place controls for adherence to budget, quality, safety and schedule.

c. Safety Program:

(1) Respondent shall provide its workers' compensation experience modification rate (EMR) for the last five (5) years. This shall be included in the proposal on the insurance broker’s letterhead.

(2) Provide a description of your firm’s safety program and indicate the name and job title of the person in your organization who manages the program. TFC reserves the right to require a copy of your safety manual, which, if contracted, will become a contract document.

4) ATTACHMENT B - COMPENSATION AND FEES Furniture Package Proposal Forms: <50 pts.> Include pricing on the Attachment B – Compensation and Fees Furniture Package Proposal Forms. Respondent may not add qualifications, conditions, exceptions, variations or additional items to the proposal, or otherwise modify the pricing structure of the RFP in any manner. Any such modifications will not be considered and may be cause for rejection of the proposal, at the full and sole discretion of TFC. Respondent may propose on one or more of the furniture bid packages in Attachment B – Compensation and Fees Furniture Package Proposal Forms. Respondent is not required to propose on all Packages.

5) ATTACHMENT A - EXECUTION OF PROPOSAL: The Attachment A – Execution of Proposal shall be completed as directed, signed by the individual or an authorized agent of the business entity submitting the proposal, and returned with the proposal. Failure to sign where indicated will result in disqualification of proposal.

6) ADDENDA ACKNOWLEDGEMENT: Respondents should acknowledge receipt of all addenda to this RFP by returning a signed copy of each addendum with the submitted proposal.

7) REFERENCES: <Pass/Fail> Include a minimum of three (3) references from clients for whom similar services were performed or products were provided. Include project description, contact names, position, and company name, telephone number, and email address for each reference listed. Submit your references on the Attachment F – Contractor’s Qualification Form.

8) LITIGATION HISTORY: <Pass/Fail>

a. Provide details of all litigation history, including but not limited to administrative claims and proceedings and arbitration within the past five (5) years.

b. Respondents involved in litigation, depending upon the circumstances of the litigation, may be disqualified at the sole discretion of TFC.

9) INSURANCE: Prior to the commencement of work under this Purchase Order, Vendor agrees to carry and maintain insurance in the types and amounts required for the duration of this Purchase Order, to furnish certificates of insurance including corresponding policy endorsements, and make available, at no cost to TFC, copies of policy declaration pages as evidence thereof if requested. Any questions concerning insurance requirements may be submitted TFC’s Insurance Analyst by email to: insurance@tfc.state.tx.us. Hard copies should be received by TFC no more than 21 days after the award.

10) BID BOND: Respondents shall submit an electronic bid bond and associated Power of Attorney for the Texas Facilities Commission in the sum of not less than 5% of the base bid amount of the mailto:insurance@tfc.state.tx.us proposal or $25,000.00, whichever is less. No other form of security will be accepted. Respondent shall submit original bid bond by mail or in person within 3 business days of opening. Address for mailing of bid bond is Texas Facilities Commission, 1711 San Jacinto Blvd., Austin, TX 78701.

The Bid Bond submitted by the awarded vendor will be held until the Performance and Payment bonds have been subsequently received and approved. Hard copies should be received by TFC no more than 21 days after the award.

a. Should the contractor fail, neglect, or refuse to begin performance of the contract after receiving the award, said security will be forfeited to TFC. Performance shall be considered begun upon acknowledgement of the contract award and the furnishing of all required surety bonds and insurance coverage.

b. If TFC has not made an award within ninety (90) calendar days after responses are opened, Respondents may withdraw their responses without prejudice; however, Respondents have the option to extend the time in which their bids will be honored after this ninety (90) day period. See Attachment A – Execution of Proposal Form for additional optional bid bond verbiage.

11) HUB SUBCONTRACTING PLAN: In accordance with the Texas Government Code (TGC), Sections 2161.181-182 and Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas Administrative Code (TAC), the TFC shall make a Good Faith Effort to utilize HUBs in contracts for general services, construction services, professional and consulting services, and commodities 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 following HUB utilization goals as specified in 34 TAC § 20.284:

• 21.1% for commodities contracts

Statement of Probability: TFC has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, a HUB Subcontracting Plan is required as a part of the Respondent's Proposal. The Respondent shall develop and administer a HUB Subcontracting Plan as a part of the Respondent's Proposal. Failure to complete and return the HUB Subcontracting Plan shall result in rejection of the response.

a. As mandated by 34 TAC § 20.285 Respondents must submit a HUB Subcontracting Plan that identifies all subcontracting items and complies with good faith effort requirements of the HUB Subcontracting Plan.

b. Pursuant to TGC § 2161.252(B), the Texas Facilities Commission shall reject any response that does not include a fully completed HUB Subcontracting Plan. An incomplete HUB Subcontracting Plan is considered a material failure to comply with the solicitation requirements.

c. The HUB Subcontracting Plan shall become a provision of the contract between the awarded Respondent and TFC. The awarded Respondent can only change the HUB Subcontracting Plan if: (a) the Respondent complies with 34 TAC Section 20.285; (b) the Respondent provides its proposed changes to TFC for review; (c) TFC approves the Respondent’s proposed changes to its HUB Subcontracting Plan; and (d) TFC and the Respondent amends their contract by submitting a revised HUB Subcontracting Plan containing the changes approved by TFC.

d. If TFC determines that the Respondent failed to implement the HUB Subcontracting Plan in good faith, TFC, in addition to any other remedies, may report non-performance to the Texas Comptroller in accordance with 34 TAC, Section 20.285, (g) (5).

e. HUB subcontracting opportunities may be available in the following NIGP** class/item codes and descriptions. The list below contains the ‘Class’ (three-digit) and ‘Item’ (two-digit) codes of potential subcontracting trades for this solicitation. **These codes are defined by the National Institute of Governmental Purchasing (NIGP).

A complete listing of all NIGP Class & Item Codes can be found at:

https://mycpa.cpa.state.tx.us/commbook/

Class/Item Description 425-00 Furniture: Office 425-06 Chairs, Metal 425-20 Desks and Tables, Metal 425-94 Workstations, Modular System Furniture 906-52 Interior Design, Decorating, Space Planning, Exhibits and

Displays 907-38 Drafting Services 909-74 Site Clean-up, Pre-Construction 909-75 Site Clean-up, Post-Construction 910-27 Garbage and Trash Removal, Disposal and or Treatment

Services 931-45 Furniture Installation and Reconfiguration Services, including

Systems Furniture 967-42 Furniture and Furnishings, Manufacturing and Production

Services

f. Respondents must submit their HSP information and “Good Faith Effort” documentation through TFC’s HUB Compliance System (B2G). Please note that the HSP is referred to as the Utilization Plan (UP) in the TFC’s HUB Compliance System (B2G). The HUB Compliance Reporting System (B2G) is a resource tool to automate the HSP entry process. The online entry of the HSP will be in accordance with Texas Government Code (TGC), Section 2161.181-182 and Title 34, Part 1, Chapter 20, Subchapter D, §20.281 – §20.298 of the Texas Administrative Code (TAC). The HSP good faith effort controls are built into the HUB Compliance Reporting System, which drives the process to ensure HUB compliance is met.

The output document is the same format as the State of Texas Comptroller of Public Accounts requires HSP form.

g. See Attachment C - HUB Compliance Reporting System – Online HSP Process Guide for step-by-step guidance on submitting your HSP through the online system.

h. For assistance regarding HUB Subcontracting Plan, potential Respondents may contact the HUB Division by email at HUB@tfc.texas.gov

i. Requirement to Utilize HUB Compliance Reporting System. Pursuant to Texas Administrative Code, Title 34 §§ 20.85(f)(l)(2) and 20.287(b), TFC administers monthly HSP- PAR compliance monitoring through a HUB Compliance Reporting System commonly known as B2G. The successful Respondent and any subcontractors must submit required PAR information into the B2G system. Any delay in the timely submission of PAR information into https://mycpa.cpa.state.tx.us/commbook/ mailto:HUB@tfc.texas.gov the B2G system will be treated as an invoicing error subject to dispute under Tx. Gov’t Code Section 2251.042.

9. QUESTIONS:

A. All non-HUB related questions shall be submitted through the Bonfire Portal by the date and time specified in the Schedule of Events above.

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

C. It is the responsibility of the interested parties to periodically check the ESBD for updates to the solicitation prior to submitting a proposal. Respondent’s failure to periodically check the ESBD or acknowledge addenda will in no way release the respondent from any obligations detailed in the addenda. Any additional costs incurred to meet the requirements of the RFP are the sole responsibility of each respondent.

D. Except as otherwise provided in this Section, upon issuance of this RFP, other employees and representatives of TFC will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

10. REQUEST FOR SUBSTITUTION REQUESTS

A. Request for approval of proposed substitute items, including all materials required for that request to be reviewed, must be received no later than 3:00 pm, Thursday, January 8, 2026 by the Purchaser. Substitution request submitted after the deadline will not be considered.

B. Request for approval of proposed substitute items shall be submitted on a copy of Section 012501 - Substitution Request Form which is found in Attachment E1 - Project Manual.

C. The Section 012501 – Substitution Request Form shall be submitted via email to the Purchaser at the email address indicated above prior to the deadline specified in the Schedule of Events. Use subject line: RFP #0004088 Substitution Request. The Purchaser will reply to confirm that the request was received. It is the responsibility of the Respondent to ensure that the substitution request was received by the deadline specified in 10.A. above.

D. Samples shall be required for certain proposed substitute items as determined by the Owner. These items shall be brought to a location directed by the Purchaser for review prior to the proposed substitution cut-off date. Instructions for sample delivery will be provided by Purchaser at the time of request

E. Therefore, the Respondent’s proposal and the Proposal Documents shall include only those items or products originally specified or subsequently approved by the Owner in writing and issued as an addendum prior to the proposal.

11. PROPOSAL SUBMISSION:

A. Proposals shall be uploaded via the Bonfire link in Attachment H – RFP Submission Instructions and

Guidelines prior to 3:00 PM Central Time on the date specified in the Schedule of Events. There is a 1000 MB limit on individual file size.

http://www.txsmartbuy.gov/esbd

B. All proposals shall be fully uploaded and submitted by 3:00 PM on the date specified in the Schedule of Events above. TFC reserves the right to accept late submittals.

C. Telephone, facsimile, and email proposals will not be accepted.

D. Any issues with uploading shall first be addressed with Bonfire Technical Support at the contact information included in Attachment H – RFP Submission Instructions and Guidelines. Contact the Purchaser if there are issues with the site prior to the deadline for alternate arrangements if needed.

Failure to contact the Purchaser prior to the deadline will result in submitted proposal as late and disqualified.

12. PROPOSAL OPENING:

A. Only the names of the Respondents will be made available after the opening date and time.

B. All submitted Proposals become the property of TFC after the RFP submittal deadline/opening date.

C. Proposals submitted shall constitute an offer for a period of ninety (90) days or until award is made by TFC, whichever occurs earlier.

13. PROPOSAL EVALUATION AND AWARD:

A. TFC shall award to the Respondent(s) whose proposal is considered to provide the best value to the

State of Texas as defined by TGC, Section 2155.074. TFC reserves the right to make multiple awards or no award under this RFP. Furniture Packages will be awarded complete, and not split. If multiple awards are made, the vendor installation schedule shall be coordinated with the Furniture Planner to minimize having multiple furniture vendors on-site simultaneously

B. When considering best value and award, TFC reserves the right to set a minimum requirement regarding the weighted criteria listed in Subsection (d) below.

C. TFC also reserves the right to solicit any service that would normally be performed using this contract if it deems that by doing so would be in the best interest of the State of Texas.

D. An evaluation committee will be established to evaluate the submitted proposals. The committee will include employees of TFC and may include other persons invited by TFC to participate. By submitting a proposal in response to this RFP, the Respondent accepts the solicitation and evaluation process and acknowledges and accepts that scoring of the proposals may involve some subjective judgments by the evaluation committee. The Evaluation Committee will evaluate and score each proposal based upon the following criteria:

Criteria Weight Relevant Experience & Qualifications 25%

Proposed Methodology 20% Quality & Safety Program 5% Compensation and Fees 50%

Total 100% References Pass/Fail Litigation Pass/Fail HSP Plan Pass/Fail

E. The Evaluation Committee will determine if BAFOs are necessary. Award of the contract may be made without BAFOs. A request for a BAFO is at the sole discretion of TFC and will be extended in writing.

F. In evaluating proposals to determine the best value for the State of Texas, TFC may consider information related to past contract performance of a Respondent including, but not limited to, CPA’s Vendor Performance Tracking System, available at http://www.txsmartbuy.com/vpts. Prior work performance with TFC, and other State agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TFC or another State agency may be disqualified.

G. Interview and Furniture Mock-up: Based on ranking determined by the scores, TFC will conduct interviews and Furniture Mock-ups with those firms determined to be the most qualified.

1) Such interviews are intended to:

a. confirm the information contained in the proposal;

b. evaluate Respondent’s methodology and work plan for the contract; and

c. evaluate the structure of contract team including qualifications of individual team members and other subcontractors. Scoring of the interview may replace part or all of the scoring of the proposal.

d. Evaluate Respondent’s quality and safety programs

2) Furniture Mock-up:

a. As part of the interview process, and prior to interviews, short-listed Respondents shall assemble a full-scale mockup of a 7’-9” x 8’-0’’ (nominal) workstation representing the Manufacturer and product type that is proposed by the Respondent in their proposal. See installed Mockup Requirements in Attachment E – Project Manual and Furniture Specifications for full details.

b. The evaluation committee will evaluate and score each installation based on the following criteria:

• Speed and proficiency to install the workstation

• Speed and proficiency to disassemble the workstation

• Appearance of the installed mockup

• Material quality and design

H. Based on these and other factors which may apply, TFC in accordance with the TGC, Section 2156.121, will enter into the contract with the Respondent(s) that is determined to be most appropriate for the services to be provided, but if an agreement cannot be reached, may proceed with the next ranked Respondent, and so on as provided by statute.

I. TFC reserves the right to award or not award the contact if no responses are deemed acceptable and may re-solicit as determined necessary in the best interest of the State of Texas.

J. Protests: Protests filed in accordance with this solicitation shall be governed by TAC Title 1, Administration, Part 5 Texas Facilities Commission, Chapter 111 Administration, Subchapter C Complaints and Dispute Resolution, §111.32 Protests/Dispute Resolution/Hearings.

K. Public Disclosure: News or social media releases pertaining to this RFP or the services, study, data, or project to which it relates shall not be made without TFC’s prior written authorization. In http://www.txsmartbuy.com/vpts the exercise of TFC’s sole and absolute discretion, any breach by the Respondent may result in the disqualification of response or cancellation of this RFP and the disqualification of the Respondent to respond to any re-solicitation.

L. State Auditor’s Right to Audit: The state auditor may conduct an audit or investigation of any entity receiving funds from the state directly under the contract or indirectly through a subcontract under the contract. The acceptance of funds directly under the contract or indirectly through a subcontract under the contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds. Under the direction of the legislative audit committee, an entity that is the subject of an audit or investigation by the state auditor must provide the state auditor with access to any information the state auditor considers relevant to the investigation or audit.

M. Order Precedence: In the event of conflicts or inconsistencies between this RFP and its attachments, such conflicts or inconsistencies shall be resolved by reference to the documents in the following order of priority: Purchase Order, Attachments to RFP, Request for Proposal, and Respondent’s response to RFP.

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ATTACHMENT A - EXECUTION OF PROPOSAL

NOTE: THIS ATTACHMENT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL. PROPOSALS WHICH DO NOT INCLUDE THIS ATTACHMENT SHALL BE DISQUALIFIED. THE PROPOSAL SHALL BE DISQUALIFIED

IF FALSE STATEMENTS ARE CONTAINED IN THIS ATTACHMENT.

Legal Entity Name:

Address:

City, State, Zip:

Point of Contact (POC) Name:

POC Phone Number:

POC Email Address:

RESPONDENT AFFIRMATIONS:

1. Having carefully examined the RFP, the Contract, and all other Attachments, as well as the premises and conditions affecting the work, Respondent hereby proposes to furnish all labor, materials, and equipment necessary to complete the work in the amounts proposed in Attachment B - Compensation and Fees Furniture Package Proposal Forms.

2. Provided the proposal is accepted, the Respondent, signature herein, agrees to accept the Purchase Order and related Attachments and Exhibits and obtain and furnish the required insurance certificates and surety bonds in accordance with the terms and conditions of the contract. Should the Respondent fail to provide the required insurance certificates within fifteen

(15) days after receipt of the Award Notification Letter or provide the surety bonds within ten

(10) days after execution of contract, TFC may retain as forfeit Bid Bond in the sum of not less than 5% of the base bid amount of the proposal or $25,000, whichever is less, and disqualify awarded Respondent and proceed with the next ranked Respondent, and so on as provided by statute.

3. False Statements: Respondent represents and warrants that all statements and information prepared and submitted in this document are current, complete, true, and accurate. Submitting a Response with a false statement or material misrepresentations made during the performance of a contract is a material breach of contract and may void the submitted Response and any resulting contract.

4. Buy Texas Affirmation: In accordance with Section 2155.4441 of the Texas Government Code, Respondent agrees that during the performance of a contract for services it shall purchase products and materials produced in Texas when they are available at a price and time comparable to products and materials produced outside this state.

5. Dealings with Public Servants Affirmation: Respondent 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 in connection with the submitted response.

6. Antitrust Affirmation: The undersigned affirms under penalty of perjury of the laws of the State of Texas that (1) in connection with this Response, neither I nor any representative of the Respondent have violated any provision of the Texas Free Enterprise and Antitrust Act, Tex. Bus.

& Comm. Code Chapter 15; (2) in connection with this Response, neither I nor any representative of the Respondent have violated any federal antitrust law; and (3) neither I nor any representative of the Respondent have directly or indirectly communicated any of the contents of this Response to a competitor of the Respondent or any other company, corporation, firm, partnership or individual engaged in the same line of business as the Respondent.

7. Texas Bidder Affirmation: Respondent certifies that if a Texas address is shown as the address of the Respondent on this Response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

8. Financial Participation Prohibited: Pursuant to Section 2155.004(a) of the Texas Government Code, Respondent certifies that neither Respondent nor any person or entity represented by Respondent has received compensation from Agency to participate in the preparation of the specifications or solicitation on which this Response or contract is based. Under Section 2155.004(b) of the Texas Government Code, Respondent certifies that the individual or business entity named in this Response or contract is not ineligible to receive the specified contract and acknowledges that the contract may be terminated and payment withheld if this certification is inaccurate.

9. Executive Head of a State Agency Affirmation: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the TFC (2) a person who at any time during the four years before the date of the contract was the executive head of the TFC, or (3) a person who employs a current or former executive head of the TFC.

10. Foreign Terrorist Organizations: Respondent represents and warrants that it is not engaged in business with Iran, Sudan, or a foreign terrorist organization, as prohibited by Section 2252.152 of the Texas Government Code.

11. Human Trafficking Prohibition: Under Section 2155.0061 of the Texas Government Code, the Respondent certifies that the individual or business entity named in this Response or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

12. Prior Disaster Relief Contract Violation: Sections 2155.006 and 2261.053 of the Texas Government Code, prohibit state agencies from accepting a Response or awarding a contract that includes proposed financial participation by a person who, in the past five years, has been convicted of violating a federal law or assessed a penalty in connection with a contract involving relief for Hurricane Rita, Hurricane Katrina, or any other disaster, as defined by Section 418.004 of the Texas Government Code, occurring after September 24, 2005. Under Sections 2155.006 and 2261.053 of the Texas Government Code, Respondent certifies that the individual or business entity named in this Response or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

13. Public Information Act: Respondent understands that Agency will comply with the Texas Public Information Act (Chapter 552 of the Texas Government Code) as interpreted by judicial rulings and opinions of the Attorney General of the State of Texas. Information, documentation, and other material in connection with this Solicitation or any resulting contract may be subject to public disclosure pursuant to the Texas Public Information Act. In accordance with Section 2252.907 of the Texas Government Code, Respondent is required to make any information created or exchanged with the State pursuant to the contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format that is accessible by the public at no additional charge to the State.

14. Disclosure of Interested Parties: Respondent represents and warrants that if selected for award of a contract as a result of the Solicitation, Respondent will submit to Agency a Certificate of Interested Parties prior to contract execution in accordance with Section 2252.908 of the Texas Government Code.

15. Debts and Delinquencies Affirmation: Respondent agrees that any payments due under the contract shall be directly applied towards eliminating any debt or delinquency it has to the State of Texas including, but not limited to, delinquent taxes, delinquent student loan payments, and delinquent child support.

16. RESERVED.

17. RESERVED.

18. Contracting Information Responsibilities: In accordance with Section 552.372 of the Texas Government Code, Respondent agrees to (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the TFC for the duration of the contract, (2) promptly provide to the TFC any contracting information related to the contract that is in the custody or possession of the Respondent on request of the TFC, and (3) on termination or expiration of the contract, either provide at no cost to the TFC all contracting information related to the contract that is in the custody or possession of the Respondent or preserve the contracting information related to the contract as provided by the records retention requirements applicable to the TFC. Except as provided by Section 552.374(c) of the Texas Government Code, the requirements of Subchapter J, Chapter 552, Government Code, may apply to the contract and the Respondent agrees that the contract can be terminated if the Respondent knowingly or intentionally fails to comply with a requirement of that subchapter.

19. Cybersecurity Training: If Respondent has access to any state computer system or database, Respondent shall complete cybersecurity training and verify completion of the training program to the TFC pursuant to and in accordance with Section 2054.5192 of the Government Code.

20. Disaster Recovery Plan: Upon request of Agency, Respondent shall provide copies of its most…