ESBD_402395_1741958717548_582-26-00013-Solicitation-FINAL-ESBD.pdf

TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: 03/14/2025

Type of Solicitation: Request for Proposal (RFP)

Name of Solicitation: Passive Infrared Camera Surveys

Solicitation Number: 582-26-00013

Class 926, Item 14

Responses Due

April 14, 2025, at 3:00PM Central Time

Pre-Proposal Conference

None

Deadline for Submission of Questions

March 25, 2025, at 3:00PM Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate):

April 4, 2025

Description:

The purpose of this Request for Proposal (RFP) is for the CONTRACTOR to supply aerial and/or ground passive infrared camera survey services for the TCEQ providing data that supports TCEQ projects. These passive infrared camera survey services shall include, but not be limited to, video imaging and recording of air emissions of hydrocarbons including multiple volatile organic compound (VOC) species simultaneously. Aerial and ground surveys shall include the surveying of industrial sites, disaster areas, debris, and pipelines within the state of Texas or on waters that extend no further than 9.0 nautical miles from the shoreline. The estimated dates of the Contract Period are from 09/01/2025 to 08/31/2030.

Historically Underutilized Business (HUB) Subcontracting Plan Note:

Subcontracting opportunities have been identified. See information regarding the HUB program and completing the HUB Subcontract Plan in the Responder General Instructions and in the HUB Subcontracting Plan form in Section 4 of this Solicitation.

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Page 1 of 78 Solicitation Number: 582-26-00013

PURCHASING AUTHORITY:

• Scientific & Technical Environmental Services (RFP) Texas Water Code Section 5.2291, Gov’t Code Section 2254.003

TEXAS COMMISSION ON

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Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• Responder General Instructions

• Responder Special Instructions

• FTPS User’s Quick Guide for Solicitations

SECTION 2: Scope of Work and Evaluation Criteria

• Scope of Work o Attachment A: Sample Work Assignment

• Evaluation Criteria o Statement of Qualifications

♦ Organizational Management Approach ♦ Past Performance ♦ Client References o Technical Qualifications and Requirements o Key Personnel Qualifications and Experience o Technical Approach o Price Form

SECTION 3: Draft Contract Documents

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Procedures for Work Orders

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment(s) o Attachment A: Sample Work Assignment (incorporated by reference) o Attachment B: Release of Claims

SECTION 4: Response Documents – To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda o Statement of Qualifications ♦ Organizational Management Approach ♦ Past Performance ♦ Client References o Technical Qualifications and Requirements

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Page 3 of 78 Solicitation Number: 582-26-00013 o Key Personnel Qualifications and Experience o Technical Approach o Price Form

• Preferences

• HUB Subcontracting Plan Forms

• Certifications (not submitted as part of Response)

(End of Table of Contents)

Page 4 of 78 Solicitation Number: 582-26-00013

TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Yvette Owens Telephone: (512) 239-5715 Email: Yvette.Owens@tceq.texas.gov

Secondary Contact

Name: Demetria Avery Telephone: (512) 239-0368 Email: Demetria.Avery@tceq.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the HUB Coordinator, all communication regarding this solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ Historically Underutilized Business (HUB)

HUB Coordinator Name: Claribel Diaz

Email: Claribel.Diaz@tceq.texas.gov

Assistant HUB Coordinator Name: Maria Rodriguez Email: Maria.Rodriguez@tceq.texas.gov

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Page 5 of 78 Solicitation Number: 582-26-00013 mailto:Yvette.Owens@tceq.texas.gov mailto:Demetria.Avery@tceq.texas.gov mailto:Procurements&Contracts@tceq.texas.gov mailto:Claribel.Diaz@tceq.texas.gov mailto:Maria.Rodriguez@tceq.texas.gov

Response Submission Procedure via TCEQ’s File Transfer Protocol Secure (FTPS) Server

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted to TCEQ’s FTPS server. The email address is listed below.

Responder must:

a. Upload the file(s) to TCEQ’s FTPS site,

b. Select the file(s) and click the “Share” button. Note: Press the Share button to share files, not the Share- or the Share√ buttons.

c. Enter esbd-response@tceq.texas.gov as the email address. Click "Add" and then “OK.” Click OK again to confirm the file share.

d. A “Notify Recipients” message will appear. Add the Solicitation Number, Solicitation Name, and the Due Date for Responses before the text in the box that says, “One or more files have been shared…” and send the message.

For instructions for using TCEQ’s FTPS Server, please visit:

FTPS User’s Quick Guide for Solicitations (https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx)

The FTPS User’s Quick Guide is also attached below (after Instructions).

For more detailed directions for using TCEQ’s FTPS Server, please visit:

TCEQ FTPS Help Page (https://ftps.tceq.texas.gov/help/)

Please note: Responses uploaded to TCEQ’s FTPS server without completing the share file(s) steps will not be considered submitted.

Page 6 of 78 Solicitation Number: 582-26-00013 https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://www.tceq.texas.gov/downloads/agency/financial/contracts/ftps-respondent-user-quick-guide.docx https://ftps.tceq.texas.gov/help/ https://ftps.tceq.texas.gov/help/

Responder General Instructions

The terms response and proposal are used interchangeably to mean the submission by the Responder to this Solicitation.

Pre-Proposal Conference

None

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address:

Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD.

TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 7.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions which may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

This Solicitation requires a HUB Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of work. Failure to comply with the HUB requirements and submit a complete HSP will result in rejection of the Response.

The HUB Subcontracting Plan (HSP) forms and additional information about the HUB program are found at the Texas Comptroller’s website:

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

Responders are encouraged to seek assistance in completing the HSP from the TCEQ HUB Coordinator, listed under the TCEQ Points of Contact for this Solicitation. You may also

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Page 7 of 78 Solicitation Number: 582-26-00013 mailto:Procurements&Contracts@tceq.texas.gov https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php request an HSP courtesy review from the TCEQ HUB Program Coordinator. Requests for HSP courtesy reviews must be made well in advance of the Response due date. HUB assistance may depend upon the staff availability and resources.

Responders understand that if awarded a Contract, the HSP becomes part of the Contract terms, and any changes to the HSP must first be reviewed and approved by TCEQ to ensure the good faith effort requirements found in 34 Texas Administrative Code §20.285 were followed. This includes subcontracting for any contracted staffing, services, materials, and/or supplies with a subcontractor not listed on the approved HSP.

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses. Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and shall not be password protected. In order for the Response to be deemed responsive, the electronic version must contain the entire Response. Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections. If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch X 11-inch paper. Any maps may be submitted to allow for printing on 11-inch X 17-inch paper. Standard font size for the Response shall be 10 to 12 point.

Charts and maps may use smaller font size, but not less than 8 point. Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for email submission to the TCEQ.

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Submission of Responses

• Submit the Response by the due date and time on the Cover Page using FTPS, as specified under Submission Procedures section. TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified. TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be, at TCEQ’s discretion, rejected as non-compliant.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered. TCEQ will not be responsible for the failure of email services.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Depending on the applicable procurement method and solicitation type, in order to secure the best value for the State, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to

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Page 9 of 78 Solicitation Number: 582-26-00013 mailto:Procurements&Contracts@tceq.texas.gov submit a BAFO. Conduct discussions on Responses scoring within a competitive range and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretions deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with LBB reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

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Page 10 of 78 Solicitation Number: 582-26-00013 https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/filinginfo/1295/ https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=30&pt=1&ch=11&rl=2

Conflict of Interest

Responder shall disclose apparent, potential or actual conflicts of interest known with the Response in Tab 6. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period.

TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

(End of Responder General Instructions)

Page 11 of 78 Solicitation Number: 582-26-00013

FTPS User’s Quick Guide for Solicitations

How to Create an Account

1. Enter https://ftps.tceq.texas.gov/ut.php into your web browser.

Note: it is important to use the same computer when creating an account and when accessing emails from the FTPS system.

2. Click on the “Sign up a new account” button.

3. Enter a name (company name, for example) and an email address. These two fields are required to be completed. Click the Submit button when done.

Page 12 of 78 Solicitation Number: 582-26-00013 https://ftps.tceq.texas.gov/ut.php

4. A confirmation box will appear with additional information. Click the OK button.

5. Check for an email from ftp_account@tceq.texas.gov. To set up your password for your account, click on the link in the email. This will take you back to the FTPS site.

6. Set your password, then click the “Reset Password” button.

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7. A box appears, confirming that your password has been reset. Click “OK”.

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How to Use FTPS to Upload Documents

1. Enter https://ftps.tceq.texas.gov into your web browser.

2. Enter your Username and Password. Click “Login”.

3. Click on the “Upload Files” button at the bottom of the screen.

4. From your computer, find and click on the file or files you want to upload. You can upload multiple files at one time.

Page 15 of 78 Solicitation Number: 582-26-00013 https://ftps.tceq.texas.gov/

5. The uploaded file(s) will now appear in the list. Place a check in the box beside the file or files to be shared. Once the files are selected, click the “Share” button.

6. In the pop-up “Share Files” box, enter esbd-response@tceq.texas.gov in the email address box and click the “Add” button. Confirm the correct email address was entered, and then click the “OK” button.

Page 16 of 78 Solicitation Number: 582-26-00013 mailto:esbd-response@tceq.texas.gov

7. Another confirmation screen appears, displaying the file or files that have been uploaded and the email address. Click the “OK” button.

8. IMPORTANT: The “Notify Recipients” box appears with pre-filled text. Insert the solicitation number and name in front of the pre-filled text. The text in the red box, below, is an example.

Click the “OK” button.

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9. A confirmation that the email was sent appears. Click the “OK” button.

10. You will be returned to the Home page. Click the “Logout” button in the top right corner.

-End-

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SECTION 2:

SCOPE OF WORK AND EVALUATION CRITERIA

TEXAS COMMISSION ON

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Scope of Work

Objective

The CONTRACTOR will supply aerial and ground passive infrared camera survey services for TCEQ by providing data that supports TCEQ projects. These passive infrared camera survey services will include, but not be limited to, video imaging and recording of air emissions of hydrocarbons including multiple volatile organic compound (VOC) species simultaneously. Aerial and ground surveys will include the surveying of industrial sites, disaster areas, debris, and pipelines within the State of Texas or immediate adjacent areas or on waters that extend no further than 9.0 nautical miles from the shoreline.

The purpose of the surveys is to support agency actions regarding:

• Effective screening and evaluation of large geographical areas;

• Focusing resources on specific, potentially problematic areas or facilities;

and

• Identifying sources for onsite investigation with handheld infrared camera to determine if emissions are ongoing.

Work Assignments

The CONTRACTOR will perform work as specified by Work Assignment (reference Sample Work Assignment Attachment A). The CONTRACTOR will provide video footage and any other data collected within the time frame specified in each Work Assignment. This data shall be made available to TCEQ via a secure file transfer protocol (FTP) site.

The CONTRACTOR will notify the TCEQ Project Manager prior to beginning work assignment activities for the day. CONTRACTOR will provide a brief summary of work assignment activities performed at the end of each day.

These notifications will be done via email.

Technical Requirements

PASSIVE INFRARED CAMERA SYSTEM (IR Camera)

The CONTRACTOR must have available passive IR Cameras that meet the following minimum technical requirements:

• Ability to survey sites to detect multiple VOC species from the air and/or ground;

• Ability to visualize a variety of hydrocarbons containing three to fifteen carbon atoms;

• Possess a large working range and can effectively screen and evaluate large geographical areas from the air (i.e., has the ability to visualize hydrocarbons when located far from the emissions source[s] of interest);

• Ability to visualize hydrocarbons in a hot, humid environment; and

• Previously validated through prior field use or studies.

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The CONTRACTOR must be able to:

• Focus resources on specific, potentially problematic areas or facilities in any location throughout the State of Texas;

• Use air and ground IR cameras to visually image and record sources of emissions; and

• Provide secured delivery of all data and images recorded to TCEQ through the CONTRACTOR’S secured file transfer protocol (FTP) site as described in Data Delivery below.

DATA DELIVERY

All data collected and videos recorded will be transferred to TCEQ via the CONTRACTOR’s secure FTP site. The TCEQ Project Manager and any TCEQ personnel listed in a Work Assignment or otherwise identified by the TCEQ Project Manager will be granted access to the data delivered.

All videos and data collected as part of the survey will be delivered through the FTP site as soon as reasonably possible after it is collected in the field, or as directed by the TCEQ staff listed in the Work Assignment. Contractor staff responsible for data processing or video editing may accompany the CONTRACTOR’s helicopter and IR camera personnel to the survey area to facilitate the data delivery process.

Safety

WHENEVER TCEQ AUTHORIZES OR DIRECTS CONTRACTOR TO PERFORM

WORK, CONTRACTOR MAINTAINS THE OVERALL AUTHORITY TO

DETERMINE IF HELICOPTER AND GROUND INSTRUMENTS CAN BE SAFELY

OPERATED IN ACTUAL OR FORECASTED WEATHER, ENVIRONMENTAL, OR

OTHER CONDITIONS.

TCEQ may issue Work Assignments for ground and/or aerial surveys and related monitoring of industrial sites and/or emissions sources under the terms of this Contract. Due to the variety of services that may be performed under such Work Assignment, and the potential additional risks involved, TCEQ may require additional insurance or other requirements as appropriate.

Invoicing

Within 30 days after completing a Work Assignment the CONTRACTOR must submit an invoice for the Work Assignment. The invoice must be based on the prices contained on the Price Forms.

Charges for Stand-By

For periods of time when the helicopter and/or ground crew is/are on “stand-by” due to weather or similar safety concerns, the CONTRACTOR will not charge TCEQ more than half of the hourly rate in the Price Form.

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ATTACHMENT A:

SAMPLE WORK ASSIGNMENT

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Texas Commission on Environmental Quality (TCEQ) Contract Name: Passive Infrared Camera Surveys

Contract Number: 582-26-00013

Work Assignment No. Sample-01

Contractor:

Project Name: Sample-01 Infrared (IR) Camera Surveys

Work Assignment Amount: $45,000.00 Date Assigned: May 3, 2026 Project Start Date: May 17, 2026 Project End Date: June 11, 2026 TCEQ Project Manager(s): John Doe, Project Manager, PSEAD, OCE

Work to be performed:

Upon receipt of this Work Assignment the Contractor may begin planning and scheduling for the work to be done. The surveys shall not begin until the Contractor receives from the TCEQ Contract Manager the Notice to Proceed and confirmation that the Homeland Security notification is distributed.

☒ Survey the individual sites listed below and identified in the accompanying map(s).

1. Number of aerial and/or ground-based survey passes to be completed:

Minimum of two aerial survey passes of each listed site or partial/additional surveys as directed by TCEQ Regional Office personnel.

Site List:

RN Account Company Site Latitude Longitude RN1 Acct1 Company A Site A 30.3944 -97.6751 RN2 Acct2 Company B Site B 30.3906 -97.6730

List of accompanying map(s): None Description of work to be done: If any IR-visible emissions are observed, the Contractor shall record a video of the source and surrounding area. The video shall be a minimum of 90 seconds in duration and encompass a 360-degree view around the source. Video delivered to the TCEQ shall be of individual sites on separate video clips. To the best of the Contractor’s ability, no video clip shall contain multiple sites. The final delivered videos shall contain no overlaid identifying information such as company name or coordinate location.

The Contractor shall collect the following data for each video recorded:

• Date and time the video was recorded.

• Any identification markings and a general description of the source in the video.

• Geographic coordinates of the source in the video.

• A minimum of two digital camera still images showing a close-up view of the source in the video and a wider view of the source and surrounding area.

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The Contractor shall compile all the collected data in spreadsheet format and provide it to the TCEQ.

☒ Survey the geographic area(s) as described below and identified in the accompanying map(s).

2. Number of aerial and/or ground-based survey passes to be completed:

Minimum of two aerial survey passes of each listed area or partial/additional surveys as directed by TCEQ Regional Office personnel.

Area List:

A 5-mile radius area centered on the following geographic location:

Latitude: 31.2326 Longitude: -98.2058

List of accompanying map(s): None Description of work to be done: If any IR-visible emissions are observed, the Contractor shall record a video of the source and surrounding area. The video shall be a minimum of 90 seconds in duration and encompass a 360-degree view around the source. Video delivered to the TCEQ shall be of individual sites on separate video clips. To the best of the Contractor’s ability, no video clip shall contain multiple sites. The final delivered videos shall contain no overlaid identifying information such as company name or coordinate location.

The Contractor shall collect the following data for each video recorded:

• Date and time the video was recorded.

• Any identification markings and a general description of the source in the video.

• Geographic coordinates of the source in the video.

• A minimum of two digital camera still images showing a close-up view of the source in the video and a wider view of the source and surrounding area.

The Contractor shall compile all the collected data in spreadsheet format and provide it to the TCEQ.

☐ Provide aerial and/or ground-based survey to support activities of TCEQ regional staff.

Communication:

During this Work Assignment the Contractor shall coordinate all work with the TCEQ staff listed below:

1. M. Sample, Regional Staff

512-239-5155 m.sample@tceq.texas.gov

2. John Doe, Project Manager, Office of Compliance & Enforcement, PSEAD

Phone: 512-239-0001 E-mail: j.doe@tceq.texas.gov

Work Assignment No. Sample-01 is issued to the Contractor as of the date shown below. By TCEQ’s issuance of this Work Assignment, as evidenced by the TCEQ authorized signature below, the Contractor is directed to perform in accordance with all requirements, deadlines and

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ENVIRONMENTAL QUALITY

Page 24 of 78 Solicitation Number: 582-26-00013 mailto:j.doe@tceq.texas.gov fiscal constraints specified in the Contract and in this Work Assignment.

Texas Commission on Environmental Quality

By:

Jane Doe Deputy Director, Program Support & Environmental Assistance Division

Date of Signature:

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Evaluation Criteria

EVALUATION CRITERIA

Responses will be scored based on factors constituting the best value and best interest of the State using the following general categories, for which maximum possible scores are shown:

Evaluation Categories

Category Points Available

Statement of Qualifications 50

Key Personnel 10

Technical Approach 20

Price 20

Total Points Available 100

In evaluating the Responder’s Company Qualifications, the TCEQ may consider information regarding the Responder’s past performance for TCEQ, other governmental entities, and businesses. If TCEQ requests Best and Final Offers (BAFO), it may also use these scoring criteria, or other criteria specified at the time of BAFO requests.

1. STATEMENT OF QUALIFICATION: 50 POINTS

A. ORGANIZATIONAL MANAGEMENT APPROACH, PAST PERFORMANCE,

AND REFERENCES - SELECTION CRITERIA: 25 POINTS

I. ORGANIZATIONAL MANAGEMENT APPROACH:

Describe the Company's organization including at a minimum: type of business organization, e.g., corporation, partnership, sole proprietorship, etc.; date established; state of incorporation; Texas authorization(s) to conduct business;

location of your company headquarters; and relevant branch offices.

Describe the Company's resources you deem necessary to fulfill the requirements of the Scope of Work. Provide a general explanation and/or organizational chart which specify project leadership, reporting responsibilities, and indicates which team members will interface with TCEQ project management.

Describe the proposed system for anticipating, communicating, and resolving potential problems.

Describe the proposed plan to manage the budget and project schedule to meet the requirements of the Scope of Work, including approach to the management of all key activities and major costs.

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II. PAST PERFORMANCE:

Responders shall submit information on the three (3) most recently completed contracts or contracts currently in progress for similar work to that described in the Scope of Work. Three (3) examples should also be provided by each listed subcontractor who is expected to perform under the Contract. These contracts may include contracts with Federal, State, and local governments, as well as commercial businesses. Additional consideration/weight may be given to examples of projects that are similar to this project in type and scale or level of effort, such as work for entities comparable in size to TCEQ that have locations across a large geographical area. Demonstrate at least four (4) years of experience in the type of work described in the Scope of Work. Include the following information for each contract and subcontract:

1. Name of contracting activity.

2. Client name.

3. Contract number, if applicable.

4. Contract title.

5. Brief description of contract or subcontract.

6. Total contract amount.

7. Period of performance.

8. Project or program manager and telephone.

9. List of major subcontractors (if applicable).

10. Description of the services and how they were delivered to participants.

If the Responder has no relevant past performance history, the Responder must affirmatively state that it possesses no relevant, directly related or similar past performance. If the Responder does not indicate whether past performance history exists, the Responder’s proposal may be considered ineligible for award.

List projects that are similar to this project in type and scale or level of effort.

Projects may include contracts with Federal, State, and local governments, as well as commercial businesses.

Additional consideration/weight may be given to examples of projects that are similar to this project in type and scale or level of effort, such as work for entities comparable in size to TCEQ that have locations across a large geographical area.

List all work performed for the TCEQ as Prime Contractor or subcontractor during the last twenty-four (24) months including contracts, purchase orders, sole source, and emergency procurements. For each specific project, list the TCEQ contact associated with the project and the TCEQ division and section in which the contact is or was employed.

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Page 27 of 78 Solicitation Number: 582-26-00013

III. CLIENT REFERENCES:

Provide at least three (3) client references including names, contact addresses, and numbers for clients for whom the Responder has performed similar services as described in the Scope of Work. Responder may use client references from contracts stated in Section B.I. Do not include references that refuse to release information on previous contract work to TCEQ or others upon request.

Note: If references cannot be contacted because information supplied was erroneous or incomplete, those references will be counted as “unsatisfactory” and may result in the disqualification of the Response.

If the Responder does not provide all the required references, the Responder must affirmatively state the reason. Part of the solicitation evaluation involves a state employee calling the references and asking them questions related to their knowledge of the Responder’s work.

B. TECHNICAL QUALIFICATIONS AND REQUIREMENTS - SELECTION CRITERIA:

25 POINTS

The purpose of this section is to provide information so that the TCEQ can evaluate the proposed passive infrared camera system services.

The Responder shall have available, for work to be performed under this Contract:

• a passive infrared camera system mounted in a helicopter (aerial passive infrared camera system) equipped with a global positioning system (GPS) that can automatically record video images, the location, date, and time; and multiple portable and/or hand-held passive infrared cameras equipped with GPS that can automatically record video images, the location, date, and time to accomplish ground surveys in an expedient manner.

• The number of helicopters available for immediate work upon start date of this Contract, locations, and descriptions of each.

• The number of portable and/or hand-held passive infrared cameras and number available for immediate ground survey work under this Contract,

• The technical specifications of the aerial passive infrared camera system including the focal length and capabilities of all available lenses, and details on the gimbal or equivalent mounts.

• The Responder shall provide evidence and/or certification that the passive infrared camera systems to be used for the Contract duration have been previously validated through prior field use or studies.

Both the aerial and portable and/or hand-held passive infrared camera systems used under the terms of this Contract must meet the following minimum technical requirements:

• Ability to simultaneously visualize a variety of hydrocarbon compounds and volatile organic compounds (VOCs) containing three or more carbon atoms, including:

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Page 28 of 78 Solicitation Number: 582-26-00013 o benzene;

o other aromatic compounds; and o highly reactive volatile organic compounds: ethylene (ethene), propylene

(propene), all isomers of butene, and 1,3-butadiene.

• Ability to simultaneously image multiple unknown hydrocarbons and volatile organic compound species without the need for any of the following:

o specifying and/or tuning wavelengths and/or frequencies of interest;

o re-calibration or re-tuning of the passive infrared camera system, including the detector or filter; and o modulation of the lens focal length.

• Possess a large working range (i.e., has the ability to visualize all of the above chemical species when located far from the emissions source(s) of interest).

The Responder will provide a detailed description of the following:

• Operating ranges, contrast resolution adjustments and limitations, and optimal effectiveness of the portable and/or hand-held passive infrared camera’s imaging capabilities at various distances under relevant meteorological conditions for passive infrared cameras to be used in ground survey work.

• Operating ranges, contrast resolution adjustments and limitations, and optimal effectiveness of the aerial passive infrared camera system’s imaging capabilities at various heights and distances under relevant meteorological conditions.

• Successfully operate in an environment with a temperature range between 30 and 120 degrees Fahrenheit and 15 to 95 percent relative humidity (non-condensing).

The Responder shall provide information, including a list of the exact hydrocarbon species the camera systems can visualize, that demonstrates the proposed aerial and portable and/or hand-held passive infrared camera systems meet the above minimum requirements.

If the Responder does not have portable and/or hand-held passive infrared cameras available for immediate ground survey work upon start date of this Contract, the Responder must affirmatively state that passive infrared cameras are not available for immediate ground survey work.

If the Responder does not have an aerial passive infrared camera system available for immediate aerial survey work upon start date of this Contract, the Responder must affirmatively state that an aerial passive infrared camera system is not available for immediate aerial survey work under this Contract.

If the Responder does not describe availability of both aerial and portable and/or hand-held passive infrared camera systems, as well as related operators, the Responder may be considered ineligible for award.

2. KEY PERSONNEL- SELECTION CRITERIA: 10 POINTS

List all personnel who are available and key to providing the services described in the Scope of Work. For the personnel listed, Responder shall describe specific, relevant

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Page 29 of 78 Solicitation Number: 582-26-00013 experience(s) including client name, dates, and role/responsibilities for projects listed. The Responder shall also provide detailed resumes for all key personnel designated to take responsibility for segments of the Work. The Responder shall include similar information for any subcontractors to be engaged for any Work under this Contract.

The Responder shall also provide the following information:

• The number of certified operators immediately available for performing arial surveys, and their relevant experience and qualifications, including pilot’s licenses, infrared thermography certification and level, and other relevant training/licenses.

• The number of certified operators immediately available for performing ground surveys with portable and/or hand-held passive infrared cameras, and their relevant experience and qualifications, including licenses, infrared thermography certification and level, and other relevant training/licenses.

• Each operator’s specific training and experience surveying industrial sites and disaster areas from the ground at various distances and under a variety of conditions including ambient conditions and other relevant meteorological conditions.

• Each operator’s specific training and experience piloting and surveying industrial sites and disaster areas aerially under a variety of conditions, including ambient conditions and other relevant meteorological conditions.

If the Responder does not have certified aerial and portable and/or hand-held passive infrared camera operators immediately available for performing these surveys, the Responder must affirmatively state that qualified operators are not immediately available for performing these surveys.

3. TECHNICAL APPROACH SECTION - SELECTION CRITERIA: 20 POINTS

Provide a general description of your technical approach for performing the services described in the Scope of Work. These descriptions are not expected to exhaustively illustrate all of the Responder’s capabilities but instead should provide examples of areas where Responder’s abilities can be of service to the TCEQ.

Please provide the following: a detailed description of the technical approach for completing tasks, a Schedule of Work, and the Quality Assurance/Quality Control procedures for performing the Work. The Technical Approach must demonstrate that the Responder is able to timely respond to assignments throughout the state and competently perform all required services in accordance with the schedule and within the budget the Responder provides.

Provide a description of your Technical Approach in response to the Scope of Work that includes the following requirements:

a. Demonstrates understanding of the TCEQ’s requirements as described in the Scope of Work and Sample Work Assignment. Understanding is reflected by such factors as: choice of project example documentation; attention to detail in the proposal; and the quality of the proposal. The Technical Approach should

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Page 30 of 78 Solicitation Number: 582-26-00013 demonstrate the Responder’s comprehensive understanding of the required effort and any other factors necessary for successful completion of the Sample Work Assignment tasks.

b. Demonstrates the Responder’s understanding of passive infrared camera system technology and the related equipment necessary for the project.

c. Demonstrates understanding of the Sample Work Assignment objectives and the Responder’s detailed description of the specific methods to be used to accomplish the project’s tasks and objectives.

d. Describes the Responder’s operational capabilities, including available equipment, pilot(s), and operators, as well as ability to survey sites across the state.

e. Demonstrates that the actual passive infrared camera system equipment to be used for the project is capable of visualizing all of the chemical species specified in the Technical Qualifications and Requirements.

f. Contains a detailed timetable or timeline that demonstrates how the Responder will accomplish the tasks within the time specified in the Sample Work Assignment.

g. Demonstrates appropriate and timely use of professional staff, with attention to overall budget amounts.

h. Describes schedule control procedures.

i. Describes the approach to dealing with TCEQ staff, including any suggestions or additional information that the TCEQ can utilize to accomplish this objective.

j. Demonstrates appropriate use of Quality Assurance/Quality Control (QA/QC) procedures. The Technical Approach should include a QA/QC plan describing the measures to be taken to assure that the work product is of high quality and as error-free as possible.

4. PRICE FORM - SELECTION CRITERIA: 20 POINTS

Propose your fully-loaded, firm, fixed prices, or hourly rates. Prices shall include all costs of performance, including materials, equipment, labor, communication, and planning to successfully complete all services. All prices shall be considered as fully-loaded rates, that is, the rates include an accounting of all expenses. No other prices may be charged to TCEQ or paid by TCEQ. TCEQ may authorize reimbursement of specifically described necessary costs for items not on the Price Form if the authorization is made in writing prior to the CONTRACTOR incurring the cost.

The price score is calculated by subtracting the lowest price total of a Responder from this Responder’s price total, then subtracting this result from the number 1, then multiplying this result by 20, then dividing this result by the highest price total of a Responder. This price score calculation formula is included in the following image.

Page 31 of 78 Solicitation Number: 582-26-00013

SECTION 3:

DRAFT CONTRACT DOCUMENTS

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Page 32 of 78 Solicitation Number: 582-26-00013

CONTRACT SIGNATURE PAGE

TCEQ Contract 582-26-XXXXX:

Passive Infrared Camera Surveys

The Maximum TCEQ Obligation is $.

The Effective Date is the later of the date of the latest signature below or 09/01/2025.

The Expiration Date is 08/31/2030.

This Contract is funded with federal funds.

Assistance Listing Number:

Federal Grant Number:

Parties to the Contract Texas Commission on

Environmental Quality (TCEQ) (Contractor Name)

By (Authorized Signature) Sample Contract Signature Page –

Do Not Sign

Printed Name

Title

Date of Signature

Vendor ID Number

Procurement and Contracts Representative (Authorized Signature)

Printed Name

Public Purchasing Certification

Date

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Page 33 of 78 Solicitation Number: 582-26-00013

Contract Documents List

The entire Contract between TCEQ and Contractor consists of the Contract Documents listed on this page.

• Contract Signature Page

• Contract Documents List

• Scope of Work

• List of Key Personnel

• Approved Price Form

• Special Terms and Conditions

• General Terms and Conditions

• HUB Subcontracting Plan and HUB Progress Assessment Forms (incorporated by reference)

• Insurance Section

• Insurance Certificate(s) Submitted by Contractor (incorporated by reference when completed)

• Notices, Project Representatives, and Records Location

• Attachments:

o Attachment A: Sample Work Assignment o Attachment B: Sample Release of Claims Form to be returned with final invoice, unless otherwise specified in the Contract

• Solicitation, including any addenda and Request(s) for Best and Final Offer (BAFO), and related documents (incorporated by reference)

• Contractor’s Response to Solicitation, including any Best and Final Offer (BAFO) Response(s) (incorporated by reference)

All applicable statutes, rules and regulations and all other requirements imposed by law, including, but not limited to, those pertinent rules and regulations of the State of Texas, are incorporated into this Contract by reference for all purposes as if specifically written herein. All Texas Governor Executive Orders are incorporated into this Contract by reference for all purposes as if specifically written herein.

Page 34 of 78 Solicitation Number: 582-26-00013

SPECIAL TERMS AND CONDITIONS

Page 35 of 78 Solicitation Number: 582-26-00013

SPECIAL TERMS AND CONDITIONS

1. RENEWALS AND CONTRACT EXTENSIONS

Renewal Period. The term of this Contract will be five-years with no renewal options. The Contract will end on August 31, 2030. By unilateral amendment TCEQ may extend the term of the Contract for an additional 180-days.

2. SUBMISSION OF INVOICES

2.1. In order to obtain payment for costs authorized under this Contract, the CONTRACTOR must submit a fully complete and legible invoice for each Work Assignment once the Work is complete. Invoices must be submitted no later than 30 days after the end of the Work Assignment.

2.2. Each invoice will be based on documented hours directly related to the Work Assignment for which it is submitted, based on the per-hour survey rate listed on the Price Form. Including additional cost categories not represented on the Price Form without prior approval by the TCEQ Project Manager or Contract Manager will result in an invoice being rejected.

2.3. Electronic Invoices. The invoices will be submitted to the TCEQ Project Representative and Contract Manager in electronic format at the following email address: PSEADinv@tceq.texas.gov

2.4. Invoices must show the following, as applicable, on the face of the invoice:

• Invoice Number;

• Invoice Date;

• Service Dates;

• TCEQ Contract Number;

• VIN Number;

• TCEQ Assignment Number (when invoicing under a Work

Assignment);

• TCEQ Tracking Number;

• TCEQ Work Assignment Title;

• TCEQ PCR Number (when invoicing under a Work Assignment);

• CONTRACTOR’s mailing address and telephone number;

• Names of CONTRACTOR’s Project Manager;

• Site name (if applicable) and location;

• Name and telephone number of individuals designated by

CONTRACTOR to answer questions regarding the invoice (if other than CONTRACTOR’s Program Manager)

• Invoice Total; and

• Total amount due under this invoice.

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