ESBD_407873_1744034382093_FINAL CAM-25JOC3800--IDIQ Flooring_2025.pdf

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REQUEST FOR PROPOSALS

COMPETITIVE SEALED PROPOSALS SELECTION PROCESS

For

The University of Texas at Austin

JOB ORDER CONTRACTING SERVICES (JOC)

for

INDEFINITE DELIVERY/INDEFINITE QUANTITY

(IDIQ)

FLOORING SERVICES

Main Campus (CAM)

Pickle Research Center (PRC)

RFP 25JOC3800

CP577221

DATE: 4/7/2025

Proposal Submittal Deadlines:

PRE-PROPOSAL CONFERENCE: 4/15/2025 at 2:00 PM DEADLINE FOR QUESTIONS: 4/22/2025 at 12:00 Noon ALL SUBMITTALS DUE: 5/12/2025 at 2:00 PM

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RFP TABLE OF CONTENTS

1. Introduction, Background, General Information and Requirements

1.1 Introduction

1.2 Description of The University of Texas at Austin

1.3 Project Background, Description and General Scope

1.4 Objective of this RFP

2. Notice to Proposers – Information on RFP, Submissions, Scheduling, Contacts and HUB Requirements

2.1 General Information

2.2 Evaluation/Contract Award Process

2.3 Inquiries, Clarifications and Interpretations

2.4 Submission of Proposals

2.5 Key Event Schedule

2.6 University Contacts

2.7 Historically Underutilized Business Submittal Requirements

2.8 Commitment

2.9 General Instructions

2.10 Preparation and Submittal Instructions

2.11 Addenda to Solicitation

2.12 Additional Requirements

2.13 Proposer Checklist

3. Specifications, Qualifications, Requirements

3.1 Description and General Scope

3.2 Contract Value

3.3 General

3.4 Term/Optional Renewal Terms

3.5 Hourly Wage Development for Base and Option Years

3.6 Required Qualifications

3.7 Required Skills for Personnel on Job Order Contracts

3.8 Project Materials

3.9 Contractor Estimates

3.10 Contractor Performance

3.11 Quality Control

3.12 Safety

3.13 Job Order Pricing

4. Contractual and Performance Requirements

4.1 General

4.2 Definitions

4.3 Time of Performance

4.4 Default

4.5 Termination

4.6 Payment

4.7 Compliance with Law

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4.8 Contract Amendments

4.9 Independent Contractor Status

4.10 University’s Right to Audit

4.11 Access to Documents

4.12 Title and Risk of Loss

4.13 Acceptance of Products and Services

4.14 Sales and Use Tax Exemption

4.15 Insurance and Bonds

4.16 Indemnification

4.17 Force Majeure

4.18 Other Benefits

4.19 Publicity

4.20 Severability

4.21 Non-Waiver of Defaults

4.22 Assignment

4.23 Assignment of Overcharge Claims

4.24 Patent and Copyright

4.25 Freedom of Access and Use of Facilities

4.26 Observance of University Rules and Regulations

4.27 Notices

4.28 Governing Law

4.29 Miscellaneous Provisions

4.30 Additional Terms and Conditions

5. Specifications and Performance Standards for JOC Contractors

5.1 General

5.2 Regulatory Requirements

5.3 Reference Standards

5.4 NPPI of Work

5.5 Delivery of Attic Stock (as applicable)

5.6 Protection of Materials

5.7 Inspection

5.8 Quality Assurance

5.9 Substitutions

5.10 General Ordering Procedures

5.11 Commencement of Mobilization/Work upon Award of Master Job Order

Contract

5.12 Pre-Work/Pre-Construction Conference

5.13 Deviations from Proposed List of Subcontractors

5.14 University-Furnished Equipment/Materials (UFE/UFM)

5.15 Cleanup

5.16 Work on Site, Coordinating Activities with ODR

5.17 Fire Prevention and Protection

5.18 Certificates of Compliance (SUBMITTALS)

5.19 Contractor Quality Control System

5.20 Deviation from Proposed Management Personnel

5.21 Compliance with all Applicable Requirements

5.22 Parking

5.23 Warranty

5.24 Work Coordination

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5.25 Performance Schedules

5.26 Noise Control

5.27 Daily Field Report

5.28 Site Cleanliness

5.29 Acceptability of Work

6. Execution of Offer

7. Pricing and Delivery Schedule/Unit Price Schedule

8. Respondent Questionnaire and Evaluation Criteria

8.1 Respondent’s General Information

8.2 Evaluation Criteria

9. Sample Contract 10 Uniform General Conditions and Additional General Conditions

11. Exhibit H – Historically Underutilized Businesses

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SECTION 1

INTRODUCTION AND BACKGROUND,

GENERAL INFORMATION AND REQUIREMENTS

1.1 Introduction

1.1.1 The University of Texas at Austin requests Competitive Sealed Proposals for

Job Order Contracting – Indefinite Delivery/Indefinite Quantity for Flooring Services (Project) pursuant to Sec. 51.783, Texas Education Code, in accordance with the terms, conditions and requirements set forth in this Request for Proposals (RFP), 25JOC3800. This RFP provides sufficient information for interested parties to prepare and submit proposals for consideration by the University.

1.2 Description of The University of Texas at Austin

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

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

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

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

Construction Services (PDC) is to develop and maintain an exceptional physical environment and to provide construction administration services to support the University's educational and research goal of transforming lives for the benefit of society. The campus community is served by approximately 180 PDC employees working to provide services for all programming, design, construction and renovations projects.

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

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

1.2.4 The grounds of the University consist of the original 40-acre campus just north of the State Capitol and additional land acquired by gift and purchase. The Main Campus now covers approximately 431 acres.

1.2.5 Also part of the University is the J. J. Pickle Research Campus, a 476-acre tract, eight miles north of the Main Campus that houses research organizations in fields

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such as Engineering, Science, and the Social Sciences. Additionally, the University is complemented with the Brackenridge tract, 445 acres bordering Lady Bird Lake, where research is conducted in life sciences; and the Montopolis Research Center, 94 acres in Southeast Austin.

1.2.6 The University has research groups, laboratories and services across the state such as the Marine Science Institute at Port Aransas, the Winedale Historical Center near Round Top, the John Nance Garner Museum in Uvalde, the Sam Rayburn Library and Museum in Bonham, the Bee Cave Research Center west of Austin, the Lady Bird Johnson Wildflower Center, McDonald Observatory located in the Davis Mountains in west Texas and the J. Frank Dobie Ranch in Paisano, all of which are maintained by PDC.

1.3 Project Background, Description and General Scope

1.3.1 JOC Background

1.3.1.1 The University has maintained a JOC Program since December 1999. Since the establishment of the JOC Program, thousands of work orders have been performed developing the program from one master contract worth thousands of dollars to multiple master contracts for various trades worth millions of dollars in services provided.

1.3.1.2 The IDIQ contract for Flooring Services has been maintained since

June of 2002. Over the past twenty plus years, hundreds of projects have been issued, totaling over $12 million. Single projects vary in size from $150 to just over $1.1 million, with an average of around $30,000. The University typically categorizes projects for issuance under the IDIQ contract for flooring services as all single trade services which affect any and all flooring conditions.

1.4 Objectives of this RFP

The University requires a full-service flooring services IDIQ contract to provide materials, installation, repairs and other services associated with flooring of all types at all locations/buildings both on main campus and at remote locations, and meeting all University’s objectives including but not limited to the following:

1.4.1 Rapid mobilization upon award of any Contract

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

• Ability to provide reliable and controlled construction performance schedules,

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

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

• Ability to accelerate response times for project commencement.

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

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

• Standardized processes and procedures taking interaction with the University into consideration, and

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

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

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

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

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

• Meet or exceed outlined and proposed performance criteria.

1.4.4 Automation of Process

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

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

• Electronic transfer of data and drawings such as floor plans to increase efficiency.

1.4.5 Responsible for Project Budget

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

• Implementation of effective cost control methods, and

• Provide assistance in value engineering efforts to maximize budget.

1.4.6 Available Staff to Meet Job Order Execution Schedules

• Full time and dedicated presence on-site at all times, and

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

1.4.7 Consistent Performance at a High Level of Quality and Safety

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

• Provide high quality services in conjunction with flooring services,

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

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

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1.4.8 Support of a Sustainable Construction/Renovation Program

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

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

(END OF SECTION 1)

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SECTION 2

NOTICE TO PROPOSERS –

INFORMATION ON RFP, SUBMISSIONS, SCHEDULING, CONTACTS, HUB

REQUIREMENTS

2.1 General Information

2.1.1 This RFP is the only step for selecting a Contractor or Contractors for this requirement as provided by Texas Education Code §51.783. The RFP provides the information necessary to prepare and submit Competitive Sealed Proposals (Proposal) for consideration and ranking by the Owner.

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

2.1.3 RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION

CONTAINED IN THIS RFP SOLICITATION (INCLUDING ALL

ATTACHED DOCUMENTS) CAREFULLY AND TO SUBMIT A

COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS

AS DIRECTED.

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

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

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

2.1.5.2 Confidential Information

2.1.5.2.1 Any documents considered proprietary must be

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

“This Proposal includes data that shall not be disclosed outside the University and shall not be

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duplicated, used, or disclosed – in whole or in part – for any purpose other than to evaluate this Proposal.

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

Furthermore, each page should be identified within either the header and/or footer, with the following:

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

2.1.5.3 Non-Disclosure

2.1.5.3.1 Respondent and University acknowledge that they or

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

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

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

2.1.7 Entire Agreement

2.1.7.1 This RFP and any resulting Contract, for all intents and purposes, are intended as the complete and exclusive statement of the agreement between University and the successful Respondent(s)

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and supersede all prior or contemporaneous agreements, negotiations, course of prior dealings, or oral representations relating to the subject matter hereof.

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

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

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

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

2.2 Evaluation/Contract Award Process:

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

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

The public opening will be held virtually via Zoom at 2:00 PM on 5/12/2025:

Join Zoom Meeting https://utexas.zoom.us/j/93820774456

Meeting ID: 938 2077 4456 One tap mobile +13462487799,93820774456# US (Houston) https://utexas.zoom.us/j/93820774456

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Sign in sheets for attendance will be provided in the Zoom meeting chat the day of the RFP Opening on 5/12/2025. A link to the sign in sheet will also be posted on the PDC website the day of the opening.

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

Applicable discounts for educational, state and local government entities must be incorporated into all proposals.

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

2.2.4 Technical/Management Proposal (Maximum 60% of final score)

Responses will be evaluated by University staff based on the following factors, further detailed in Section 8. To be considered responsive, Respondents must specifically address each of the evaluation factors, including citing specific data as necessary to provide sufficient detail to the evaluation committee for consideration.

Respondents must clearly demonstrate a complete understanding of the Work requirements.

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

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

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The University may give consideration to any additional information or comments that increase the benefit to the University. Upon completion of the initial review and evaluation of responses, the University may ask selected Respondents to participate in interviews or presentations.

2.2.4.1 Management Factors

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

2.2.4.2 Technical Factors

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

2.2.5 Price/Delivery Proposal (Maximum 40% of final score)

For purposes of developing pricing and delivery information, Respondents should assume work may be required outside of normal business hours. The University anticipates 90% or more of work will occur during normal business hours.

2.2.6 Respondent's Acceptance of Evaluation Methodology: By submitting a Proposal in response to this RFP, the Respondent accepts the evaluation process and acknowledges and accepts that determination of the “best value” will require subjective judgments by the Owner.

2.3 Inquiries, Clarifications and Interpretations: The University will provide, in writing and publicly posted, responses to inquiries, clarifications and/or interpretations of this RFP that materially affect or change its requirements via addendum. All such addenda issued by the University prior to the due date/time for proposals shall be considered part of the RFP. Respondent must consider and acknowledge receipt of addenda in their proposal.

Respondent is responsible for obtaining information regarding addenda in a timely manner.

Firms receiving this RFP other than directly from the University are responsible for notifying the University of receipt of the proposal package and providing a name and email address. The University will post all addenda on the following web site:

https://construction.utexas.edu/minor-project-solicitations

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

2.3.2 The Respondent must acknowledge all addenda in the Section 7 Pricing and

Delivery Schedule.

2.3.3 An optional Pre-Proposal Meeting will be held virtually on 4/15/2025 at 2:00

PM. The meeting with University representatives will be held to discuss proposal procedures and requirements, specifications, project special conditions, and HUB good-faith requirements of Respondents. At this meeting, Respondents will have an opportunity to ask any questions regarding this RFP.

https://construction.utexas.edu/minor-project-solicitations

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Join by Zoom:

https://utexas.zoom.us/j/99160371381

Meeting ID: 991 6037 1381 One tap mobile +13462487799,99160371381# US (Houston)A sign in sheet will be provided in the Zoom chat the day of the meeting on 4/15/2025. A link to the sign in sheet will also be posted on the PDC web site the day of the meeting.

University staff will provide information on typical project scopes. Attendance is strongly encouraged to ensure a complete understanding of the University’s requirements.

2.4 Submission of Proposals

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

2.4.2 Respondents must complete, sign and return the following documents as part of their proposal submittal; failure to return these documents may result in disqualification.

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

2.4.4 The following is the submittal schedule and documents required:

(1) SEALED SUBMISSION NO. 1 – Pricing/Delivery Response consisting of Section 6 (Execution of Offer); Section 7 (Pricing and Delivery Schedule); and Letter of Bonding Capacity are due by 5/12/2025 at 2:00

PM.

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

USE UT BOX TO SUBMIT RESPONSE at the following link:

https://utexas.app.box.com/f/0349377e5cb84520b482f01788b77aa8

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

“Respondent’s Name, Submission No. 1, Section #X, Flooring JOC, 25JOC3800”

(2) SEALED SUBMISSION NO. 2 – Technical/ Management Response consisting of Section 8 is due by 5/12/2025 at 2:00 PM.

Provide a .pdf for the required document.

USE UT BOX TO SUBMIT RESPONSE at the following link:

https://utexas.app.box.com/f/5dfdecd83d974b34952eff25165a0163 https://utexas.zoom.us/j/99160371381 https://utexas.app.box.com/f/0349377e5cb84520b482f01788b77aa8 https://utexas.app.box.com/f/5dfdecd83d974b34952eff25165a0163

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The document must use the following naming convention:

“Respondent’s Name, Submission No. 2, Section 8, Flooring JOC, 25JOC3800”

(3) SEALED SUBMISSION NO. 3 - HUB Subcontracting Plan is due by

5/12/2025 at 2:00 PM.

Provide a .pdf for the required document.

USE UT BOX TO SUBMIT RESPONSE at the following link:

https://utexas.app.box.com/f/b1db4922c1954864ab20d5546b98b7c5 The document must be named using the following naming convention:

“Respondent’s Name, Submission No. 3, HSP, Flooring JOC, 25JOC3800”

2.4.5 Submission

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

2.4.5.2 Submittals received after the deadline for submission for any reason will be opened, evaluated or considered for award.

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

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

2.5 Key Events Schedule:

Request for Proposals issued 4/7/2025 Preproposal conference (virtual) 4/15/2025 at 2:00 PM CST Question deadline/addendum items due (by email) 4/22/2025 at 12:00 Noon CST Addendum issued Approx. 4/25/2025 Due date for all submittals (Submittals 1, 2, and 3) (via UT Box)

5/12/2025 at 2:00 PM CST

Interviews (if required) 6/2/2025-6/6/2025 Contract(s) issued Approx. 6/18/2025 Contract start date 7/1/2025 https://utexas.app.box.com/f/b1db4922c1954864ab20d5546b98b7c5

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2.6 University Contacts

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

FOR QUESTIONS ON THE RFP

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

Trina Bickford, Contracts Manager HUB and Small Business Office Campus Operations The University of Texas at Austin The University of Texas at Austin 1301 E. Dean Keeton, Rm. 2.102 1616 Guadalupe Austin, TX 78722 Austin, TX 78701 Telephone: 512-475-8452 Telephone: 512.471.2850 email: trina.bickford@austin.utexas.edu email: uthub-hsp@austin.utexas.edu

Please note: Campus Operations and the HUB and Small Business Office work primarily remotely. Please email for assistance.

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

FOR ELECTRONIC UPDATES TO THE REQUEST FOR PROPOSALS, ADDENDA

AND FUTURE SOLICITATIONS, PLEASE VISIT THE PDC WEBSITE AT:

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

2.7 Historically Underutilized Business Submittal Requirements (Reference Exhibit H):

The University’s policy is to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (HUBs) in all contracts.

Accordingly, the University has adopted “Exhibit H, Policy on Utilization of Historically Underutilized Businesses” (Policy). The Policy applies to all contracts with an expected value of $100,000 or more. If the University determines that subcontracting opportunities are probable, then a HUB Subcontracting Plan (HSP) is a required element of the Response.

Failure to submit a required HSP will result in rejection of the Response.

2.7.1 Statement of Probability: The University has determined that subcontracting opportunities in connection with this procurement solicitation are probable.

Therefore, an HSP is required as a part of the Respondent’s Proposal. The Respondent shall develop and administer an HSP as a part of the Respondent’s Proposal in accordance with the Policy attached at Exhibit H. All requirements of Exhibit H must be reviewed closely as failure to comply will result in disqualification of Proposal without further evaluation or consideration.

2.7.2 THE REQUIRED HSP SHALL BE SUBMITTED IN A SEPARATE

ENVELOPE NO. 03 AS STATED ABOVE. THE ACCEPTANCE OF THE

HSP SUBMITTAL WILL PREDICATE OPENING AND REVIEW OF THE

COST AND QUALIFICATION PROPOSAL.

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

mailto:trina.bickford@austin.utexas.edu mailto:uthub-hsp@austin.utexas.edu https://construction.utexas.edu/vendor-resources/formal-solicitation-opportunities

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2.8.1 Respondent understands and agrees that the average annual requirements for projects under any award total are expected to total approximately $1,100,000.00 for JOC IDIQ Flooring Services (based on past five complete fiscal years) and that University has made no representation, written or oral, that any such requirements be furnished under a Contract arising from this RFP. Furthermore, Respondent recognizes and understands that any cost borne by Proposer which arises from Proposer’s performance hereunder shall be at the sole risk and responsibility of Proposer. THE TOTAL AMOUNT OF CONTRACTED COSTS THAT MAY BE

EARNED UNDER ANY INITIAL AGREEMENT AND ANY SUBSEQUENT

ANNUAL RENEWAL(S), IS LIMITED TO THE TOTAL SUM OF $2,500,000

UNLESS APPROVED BY THE UNIVERSITY OF TEXAS BOARD OF

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

2.9 General Instructions

2.9.1 Respondents should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

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

RFP shall become the property of the University.

2.9.3 The University will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for proposal preparation or for any demonstrations that may be made, unless otherwise expressly stated or required by law.

Respondents submit proposals at their own risk and expense.

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

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

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

RFP and reserves the right to accept or reject any or all proposals, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this RFP or resulting contract when deemed to be in the University's best interest. Representations made within the proposal will be binding on responding firms. The University will not be bound to act by any previous communication or proposal submitted by the Respondents other than this RFP and related Addenda.

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

2.9.8 Firms wishing to submit a “No-Response” may return the first page of the Execution of Offer (ref. Section 6), indicating company's name and the words “No- Response” in the right-hand column.

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

2.10 Preparation and Submittal Instructions

2.10.1 Submittal No. 1: As part of proposal response in Submittal No. 1, Respondents must complete, sign and return:

• Execution of Offer, Section 6, with original signature;

• Pricing and Delivery Schedule, Section 7, with original signature; and

• Proposal Letter of Bonding Capacity

2.10.1.1 Execution of Offer, Section 6.

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

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

2.10.1.2 Pricing and Delivery Schedule, Section 7.

2.10.1.2.1 Pricing reflects the full Scope of Work defined herein;

inclusive of all associated cost for delivery, labor, materials, supplies, equipment, insurance, taxes, overhead, and profit, or as otherwise defined, as appropriate.

2.10.1.2.2 The University will not recognize or accept any charges or fees to perform this Work that are not specifically stated in the Respondent's proposal.

2.10.1.2.3 Cash or prompt payment discounts will not be considered in determining an award. All payment discounts offered will be taken, if earned and deemed in the University's best interest.

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

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2.10.1.3 Proposal Letter of Bonding Capacity

2.10.1.3.1 All project Proposals that have a minimum dollar value of

$25,000 or more shall require a letter from an approved Bonding Company indicating that the Respondent has Bonding capacity equaling or exceeding the Maximum Possible Award (including consideration of additive alternates) of the Proposal submitted, and shall timely issue the applicable Payment Bond (and Performance Bond if the Maximum Possible Award is over $100,000) in the amount of the awarded agreement. This Letter from the Bonding Company shall be submitted with the Proposal in Submittal 1; as stated in the RFP. The minimum bonding capacity is $500,000 per year.

2.10.2 Submittal No. 2: As part of the Proposal response in Submittal No. 2, Respondent must answer the criteria outlined in Section 8 of this Proposal and further detailed below. Responses to Section 8 are considered the Technical/Management Response to this RFP. A consolidated listing of all Subcontractors to be used must be included.

Repeating questions in response is not necessary; however, the question number must be referenced in response. Any question that does not apply must be marked N/A (Not Applicable); in the event Respondent is unable to respond, the question must be marked N/R (No Response). In the event N/R is listed as a response, details must be provided.

2.10.2.1 Table of Contents: Include with the Proposal response a Table of

Contents that includes page number references. The Table of Contents should be in sufficient detail to facilitate easy reference of the sections of the response as well as separate attachments (which should be included in the main Table of Contents). Supplemental information and attachments included by the Respondent (i.e., not required) should be clearly identified in the Table of Contents and provided as a separate section.

2.10.2.2 Pagination: All pages of the Proposal response should be numbered sequentially in Arabic numerals (1, 2, 3, etc.). Attachments should be numbered or referenced separately.

2.10.3 Submittal No. 3: As part of Proposal response in Submittal 3, responses to this

RFP must consist of a listing of all Subcontractors by trade as required and shown in the HSP (see attached Exhibit H), even if mentioned elsewhere in the submittal package. The selected Subcontractors listed in the HSP shall match those listed and qualified in the response to the Selection Criteria shown in Section 8 and submitted in Submittal No. 2.

2.10.4 Withdrawal or Modification: No Proposal response may be changed, amended, modified by any means, after the same has been submitted or filed in response to

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this solicitation, except for obvious errors in extension of deadline by addenda.

However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by the University which shall be based on Respondent’s submittal, in writing, of a reason acceptable to the University.

2.10.5 Validity Period: Proposal responses are to be valid for the University's acceptance for a minimum of 120 calendar days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays. Proposals, if accepted, shall remain valid for the life of the Contract.

2.10.6 Unnecessarily Elaborate Proposals or Quotations: Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective Proposal to this solicitation are not desired and may be construed as an indication of the Proposer’s lack of cost consciousness. Elaborate artwork, expensive paper and bindings, expensive visual, and other presentation aids are neither necessary nor wanted.

2.10.7 Terms and Conditions: All terms, conditions and requirements of this RFP, including the attached Uniform General Conditions and Additional General Conditions contained in Section 10 shall govern any contract resulting from the

RFP.

2.10.8.1 All Respondents must comply with the requirements listed on any section of this RFP. In the event there is a conflict expressed in this document, the provision requiring the Respondent to supply the better quality or greater quantity shall prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

1. Specifications

2. Contract form including general conditions

3. General Terms and Conditions

4. Proposal Requirements

5. Notice to Respondents

2.11 Addenda to Solicitations: If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

2.11.1 Proposers shall acknowledge receipt of any addenda to this solicitation by (1) signing and returning the addenda, (2) identifying the addenda number and date in the space provided for this purpose in the form for submitting a proposal.

2.11.2 Modifications Prior to Date Set for Proposal Receipt: The University reserves the right to revise or amend the specification prior to the date set for proposal receipt. Such revisions and amendments, if any, will be announced by an addendum or addenda to the RFP. If the revisions and amendments are of a nature which required material changes in quantities or prices proposed or both, the date set for proposal receipt may be postponed by such number of days as in the opinion of the Contracts Manager will enable Respondents to revise their proposal. In such

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cases, the amendment will include an announcement of the new date for proposal receipt.

2.12 Additional Requirements

2.12.1 Past Performance: Each Proposer shall submit past performance information with its proposal. Proposers are cautioned that the University may use the data provided and data obtained from other sources to develop a performance risk assessment.

(See Section 8 for specific questions, which must be answered completely.)

2.12.2 Forms Information: Standard forms for Payment and Performance Bonds will be provided to the successful Respondent(s) at the time of award.

2.12.3 The selected Respondent(s) must complete and submit to the University all necessary documents, bonds and insurance no more than SEVEN DAYS after receipt of Contract.

2.13 PROPOSER’S CHECKLIST: All information required by the terms of the RFP shall be furnished. MISTAKES OR OMISSIONS CAN BE COSTLY AND MAY LEAD TO DISQUALIFICATION. Important items to check include, but are not limited to, those items listed below. This checklist is furnished only to assist in submitting a proper proposal

– Respondents are solely responsible for submitting a complete and accurate proposal.

2.13.1 Proposer shall complete, sign and return all required documents as a part of Proposal submittal. Failure to return these documents may subject Proposal to disqualification. Items to double check include:

a. Are all submittals properly name in accordance with required naming convention (Reference Section 2)?

b. Is the HUB Subcontracting Plan included (Reference Section 2.7)?

c. Does the proposal alter any provision of the solicitation or add any terms, conditions, requirements, etc. that may cause the proposal to be deemed “Non-Responsive.” (Reference Section 2.9.4)?

d. Is the letter of bonding capacity included (Reference Sections 2.10.1.3, 4.15.2)?

e. Does the proposal include documentation that Respondent has been established in the flooring business for a minimum of five years per Section 3.6.1?

f. Has the Execution of Offer been completed and signed? (reference Section 6)

g. Have all addenda been acknowledged (reference Section 7)?

h. Has the Pricing/Delivery Schedule been completed, including all required unit pricing? (reference Section 7)

1. Are all prices listed accurate (i.e. decimals in the correct place, etc.)?

2. Are all calculations clear, legible and detailed?

i. Has the Proposer's Questionnaire for the Technical/Management Proposal been completed? (ref. Section 8)

j. Has the authorized signer initialed any erasures and/or corrections?

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k. Is the response scheduled to be submitted by the due date/time? Late proposals shall not be considered. Please submit all responses in accordance with the instructions in RFP.

(END OF SECTION 2)

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SECTION 3

SPECIFICATIONS, QUALIFICATIONS, REQUIREMENTS

3.1 Description and General Scope

3.1.1 The successful Respondent must provide the University with a responsive and experienced management team capable of:

• Preparing and executing multiple projects located in multiple buildings/locations SIMULTANEOUSLY,

• Consistently delivering high quality performance and meeting construction schedule deadlines,

• Providing computer and web-based operations,

• Maintaining a positive and proactive attitude consistently, and

• Enforcing strict safety compliance towards the goal of achieving a high level of safety performance.

3.1.2 The successful Respondent must maintain a proactive diversification program to include small businesses and HUBs including but not limited to the following:

• Reaching out to local vendors and suppliers for services/materials,

• Establishing a “Mentor/Protégé” program to assist smaller Subcontractors,

• Meeting the University’s “Good Faith Effort” for HUB participation, and

• Conducting outreach initiatives to communicate with minority and small business trade organizations.

3.1.2.1 The JOC Program supports the local and regional economy in providing opportunities to small businesses and HUBs by encouraging our contractors to provide opportunities to suppliers which may not otherwise be able to do business with the University in addition to compliance with all requirements of the State of Texas’s HUB program.

3.1.3 The successful Respondent must have financial resources to undertake the projected level of Work, including but not limited to:

• Significant mobilization resources such as bonding, insurance, computers/technology equipment, established office, reliable personnel, etc.),

• Financial resources adequate to support required personnel, equipment, material expenses, etc., and

• Ability to endure long lead time before a positive cash flow is achieved.

3.2 Contract Value

3.2.1 As an inducement to potential Respondents to offer the most favorable pricing, the University agrees to use its best efforts to issue Job Orders to the successful Respondent(s) totaling a potential amount of $500,000 during the base period and during each additional optional renewal period of the proposed Contract (Estimated Maximum Value). The guaranteed minimum quantity of Work required under Contract(s) initiated across one or more Job Orders issued under master Contract(s)

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will not be less than $50,000 for the base period and $50,000 for each of up to four optional renewal terms. If the University’s requirements for the services set forth in this RFP do not result in job orders in the amount described at the Estimated Maximum Value, that event shall not constitute a basis for an equitable price adjustment under any Contract resulting from this RFP. Notwithstanding the foregoing, the University shall have not obligation to issue Job Orders, the value of which totals the Estimated Maximum Value, if the selected Contractor(s) is in default or breach under the proposed Contract; the Texas Legislature fails to appropriate or allot the necessary funding; or the University is prevented from so doing by reason of unusually inclement weather, strikes, labor disputes, fire, war and acts of war, riots and acts of the public enemy, acts of God, or any other cause reasonably beyond the control of the University, regardless of whether such cause was reasonably anticipated; or if the selected Contractor(s) fails, declines or is unable to perform any of the Work described by any Job Order or Statement of Work proposed by the University during the term(s) of the proposed Contract.

3.3 General

3.3.1 The successful Respondent must adhere to all University standards, guidelines, rules and regulations, including but not limited to adherence to the PDC Design & Construction Standards (https://construction.utexas.edu/design-and-construction-standards), in providing materials and/or services in conjunction with any Contract resulting from this RFP. The University may provide assistance in determining necessary project resources and development of an appropriate Quality Control Program by the Respondent. For the life of any Contract resulting from this RFP, the Design & Construction Standards as well as other standards, guidelines, rules and regulations may be updated – such updates shall become a part of any Contract resulting from this RFP. No changes to the Contractor’s cost proposal will be allowed when such changes occur.

3.3.2 While the University may self-perform the development of specifications and drawings, Professional Services may also be obtained from outside firms via Professional Service Providers (PSP). The PSPs must comply with the Design & Construction Standards in their design.