ESBD_418634_1747165512356_717-25-734, RFP for Electrical Systems Preventive Maintenance.pdf

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REQUEST FOR PROPOSALS

Electrical Systems Preventive Maintenance

RFP # 717-25-734

DEADLINE FOR SUBMITTAL:

1:00 p.m., Central Time, Tuesday, June 10, 2025

(Proposals received after the date and time specified will not be accepted)

Texas Southern University

PROCUREMENT SERVICES

Attn: Thomas Britt 3100 Cleburne Street

Mack O. Hannah Hall, Suite 333 Houston, Texas 77004 - 4598

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GENERAL INFORMATION

1.1 SCOPE. The State of Texas, by and through Texas Southern University (TSU), seeks sealed proposals to establish a contract for Electrical Systems Preventive Maintenance, as needed by the University, in accordance with the specifications contained in this Request for Proposal (RFP).

1.2 CONTRACT TERM. The services requested shall be provided for a period of three (3) plus years, beginning with the execution of the contract, with two (2) single-year options.

1.3 DEFINITIONS. The following is a list of generic definitions to be used only if the terms appear in the RFP:

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

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

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

(d) Contract – The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent’s Proposal, any BAFO, and subsequent submission by

Respondent, shall all be fully incorporated therein as exhibits

(e) Contractor – Respondent whose proposal results in a contract with TSU

(f) Electronic State Business Daily (ESBD) – The Electronic State Business Daily, which is available on-line at http:esbd.state.tx.us/

(g) Gov’t Code – Texas Government Code.

(h) Proposal – The response submitted by a vendor to TSU as a result of this solicitation.

(i) Respondent – Any person, firm or vendor who submits a Proposal in response to this solicitation.

(j) RFP – Request for Proposals, which is the type of solicitation embodied in this document.

(k) TAC – Texas Administrative Code, which is the publication for administrative rules.

1.4 CONFLICTS OF INTEREST:

Actual and Perceived Conflicts

By submitting a Proposal, the Respondent represents and warrants that neither it nor its employees and subcontractors have an actual or potential conflict of interest in entering a Contract with the TSU. The Respondent also represents and warrants that entering a Contract with the TSU will not create the appearance of impropriety. In its Proposal, the

Respondent shall disclose any existing or potential conflict of interest that it might have in contracting with the TSU.

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The requirement to disclose any actual or potential conflict of interest shall begin at initial request for bids and continue during the term of the contract and shall survive until the end of the recordkeeping requirement in Section

1.5. TSU will decide, in its sole discretion, whether an actual or perceived conflict should result in Proposal disqualification or Contract termination.

Current and Former TSU Employees

In addition to the disclosures required above, the Respondent shall also disclose any of its personnel who are current or former officers or employees of the TSU or who are related, within the third degree by consanguinity (as defined by

§573.023, Gov’t Code) or within the second degree by affinity (as defined by §573.025, Gov’t Code), to any current or former officers or employees of the TSU.

Respondents must comply with all applicable Texas and federal laws and regulations relating to the hiring of former state employees (e.g., Texas Government Code Chapters 572 and 573). Such “revolving door” provisions generally restrict former agency heads from communicating with or appearing before the agency on certain matters for two years after leaving the agency. The revolving door provisions also restrict some former employees from representing clients on matters that the employee participated in during state service or matters that were in the employees’ official responsibility. Respondent, by signing this solicitation, certifies that it has complied with all applicable laws and regulations regarding former state employees.

1.5 RECORDS RETENTION

The Respondent shall retain all financial records, supporting documents, statistical records, and any other records or books relating to the performance called for in the Contract. The Respondent shall retain all such records for a period of seven (7) years after the expiration of the Contract, or until TSU and/or State Auditor's Office is satisfied that all audit and litigation matters are resolved, whichever period is longer. The Respondent shall grant access to all books, records and documents pertinent to the Contract to TSU, the State Auditor of Texas, and any federal governmental entity that has authority to review records due to federal funds being spent under the Contract.

1.6 INSURANCE AND OTHER SECURITY

Contractor represents and warrants that it will, within five (5) business days of executing this agreement, provide

Texas Southern University with current certificates of insurance or other proof acceptable to Texas Southern

University of the following insurance coverage:

Standard Workers Compensation Insurance covering all personnel who will provide services under this

Contract;

Commercial General Liability Insurance, personal injury and advertising injury with, at a minimum, the following limits: $500,000 minimum each occurrence; $1,000,000 per general aggregate.

Contractor represents and warrants that all of the above coverage is with companies licensed in the state of Texas, with

“A” rating from Best, and authorized to provide the corresponding coverage. Contractor also represents and warrants that all policies contain endorsements prohibiting cancellation except upon at least thirty (30) days prior written notice to Texas Southern University. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract and shall provide Texas Southern University with an executed copy of the policies immediately upon request.

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1.7 COMMODITY CODE

The NIGP / State of Texas commodity codes for this solicitation are 941-72 and 941-73

1.8 BACKGROUND

Since its founding in 1927, TSU has evolved from its origins as a small junior college into an elite, nationally competitive university. TSU is proud to be one of 11 HBCU’s designated as a Doctoral University of High Research

Activity (R2) by The Carnegie Classification of Institutions of Higher Education. Recognized for not only its research, TSU has demonstrated a commitment in every facet of university life from academics to athletics. TSU currently offers more than 120 undergraduate and graduate programs and concentrations at the baccalaureate, graduate-master, graduate-doctoral, and professional level. These programs are organized into 11 colleges and the campus is situated on more than 150-acres of land in the heart of Houston’s historic Third Ward community.

As the institution celebrates 95 years of providing learners with social and upward mobility through education, the administration has paid tribute to its rich past, while celebrating its present state, and envisioning its future.

Texas Southern University is committed to transforming lives and achieving unprecedented success at an accelerated pace. The Board of Regents, President, Administration, Faculty, and Staff live the mission of TSU everyday through their respective commitment to the students. Texas Southern University is PROUD to be the first public institution in

Houston.

End of Section 1

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SECTION II

SCOPE OF WORK

Texas Southern University seeks to contract with a local Houston area firm to provide electrical systems preventive maintenance on a regularly scheduled basis. The awarded company will not ‘sub out’ the work, rather perform the work themselves. No third-party situations should occur. We will only deal directly with the firm that will perform all of the work.

Contractor shall supply all labor, supervision, technical staff, management and services required to develop and execute a comprehensive work plan for electrical equipment at Texas Southern University.

The scope of work shall include inspection, testing, maintenance, evaluating and estimating a quote for repairs if required. The purpose of this scope is to access all identified electrical equipment and identify deficiencies. Services to be provided to equipment will be coordinated with TSU in a manner that will provide the least disruption to the campus.

The contractor will inspect switchgear prior to testing and report to TSU any deficiencies and impact these deficiencies may have when performing testing. Testing schedule will be submitted in advance to TSU for approval and will include contingencies plans where failure may occur.

The work will be executed by an InterNational Electrical Testing Association (NETA) Accredited Company. Minimum testing standards and the contractor performing the work shall reference NETA MTS-2015 or the latest published standard.

SPECIFIC WORK RESPONSIBILITIES

The Contractor will perform the following types of tasks but will not be limited by these listed.

A. Electrical Systems and Components

• Switch Gear Maintenance and Testing

• Transformer Maintenance and Testing

• Feeder Maintenance and Testing

1. Switchgear Maintenance Services/Testing

The scope of work shall include inspection, testing, maintenance, evaluating and estimating a quote for repairs if required. The purpose of this scope is to have functional switchgear and identify deficiencies. Services to be provided must include all

Voltage Electrical Panel Maintenance and Transformers. Testing of switchgear will be coordinated with TSU in a manner that will provide the least disruption to the campus.

The contractor will visually inspect switchgear prior to testing and report to TSU any deficiencies and impact these deficiencies may have when performing testing. Contractor will provide a backup plan of action for switchgear that may fail to close properly. All testing is done in accordance with National Electric Testing Association (NETA) specifications.

General Preventative maintenance includes, but is not limited to:

• Inspect all equipment and internal wiring

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• Heater elements should be cleaned, examined for damage and/or deterioration, and tested. Repair or replace heater elements as necessary.

• Hipot test equipment and cables as necessary

• Ensure that all enclosure panels, doors, and structures are well-maintained in accordance with the manufacturer’s specifications

• Furnish written reports on all serviced equipment

Circuit Breakers and Tie Breakers all PMs

• Remove draw-out breakers

• Clean and lubricate draw-out mechanical components

• Check all interlocks and auxiliary contact

• Check condition of main arcing contacts

• Clean and lubricate operating mechanism

• Check breaker over current trip setting for correct values

• Clean interior of breaker cubicles

• Replace breakers and check electrical and manual close and trip operations

• Check distribution breakers. Inspect trip settings, connections and wiring.

• Verify operation of switchgear/switchboard heaters

Indicators and Instruments

• Check all pilot-indicating lights for proper operation. Replace lamps and lenses as necessary

• Check audio enunciator signaling device

• Check accuracy of instruments. Calibrate if necessary

• Clean and adjust reverse power relay and check trip calibration

5. Protective Relays

• Visual and mechanical inspections

• Relays shall be inspected for physical damage

• Inspect cover gasket, cover glass, presence of foreign materials, moisture, and condition of spiral spring, disc clearance, contacts, and case shorting contacts if present

• Check mechanically for freedom of movement, proper travel and alignment, and tightness of mounting hardware and tap plugs

• Perform all settings in accordance with owner/user’s provided settings

2. Transformers

Transformers –Liquid Filled

Transformer Oil Sampling and Analysis for insulation stability (liquid filled only)

Visual and Mechanical Inspection

• Prior to cleaning the unit, perform as-found tests, if required

• Verify the presence of PCB labeling, if applicable

• Prior to cleaning the unit, perform as-found tests, if required

• Clean bushings and control cabinets

• Verify correct liquid level in tanks and bushings

• Verify that positive pressure is maintained on gas-blanketed transformers

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• Test load tap-changer in accordance with industry standard, if applicable

• Verify the presence of transformer surge arresters

• Verify de-energized tap-changer position is left as specified

Electrical Tests

• Perform insulation-resistance tests, winding-to-winding and each winding-toground

• Perform turns-ratio tests at the designated tap position

• Perform insulation power-factor or dissipation-factor tests on all windings

• Perform excitation-current tests in accordance with test equipment manufacturer’s data

3. Main Electrical Feeder Distribution Testing/Hipot

Insulation resistance testing should be done by qualified personnel, familiar with both insulation resistance testing and with the safe operation of the test equipment. FCA Team will test all feeders (feeders 1 thru 6) in accordance of ANSI/NETA 2015 procedures. Field verify all transformers locations, T tap locations and any other pertain information required to provide a timeline plan of action that will be presented to TSU for approval.

B. Generator Service Requirements

Perform preventive maintenance on generator engines powered by natural gas and diesel. This includes maintenance of automatic or manual transfer switches, all associated sensors, senders, relays, PC boards, timers and all other devices which comprise the appropriate integrated emergency power system. All preventive maintenance shall be performed in accordance with the annual and semi-annual intervals specified and meet any of the manufacturers’ requirements not listed. Respondent shall coordinate with and obtain approval from the Facilities Director or designated representative prior to initiating any major repairs.

TSU may add, delete or replace a generator on Exhibit B. If a generator is replaced, Respondent shall perform preventive maintenance on replacement generators when the manufacturer’s warranty has expired. TSU will advise the Respondent of the addition or deletion of any location, any new or old generator, and when service shall begin if the generator is new.

Inspections, Testing and Repairs

Conduct monthly, semi-annual and annual inspections, testing and repairs. All generators, transfer switches, and associated systems shall be tested, adjusted and lubricated per manufacturers recommendations during the quarterly and annual inspections and shall include all tests required by government and insurance authorities having jurisdiction in the area where the generator(s) is located.

Monthly tests will assure proper starting, function, and exercising of the generators. Fuel levels should be checked at the end of each test and topped off as needed.

Semi-Annual and Annual Inspection and Testing shall include generators at the locations listed on Exhibit B. Generators shall be tested during the time period of MONTH-DAYS (ex. May 1 – 31) and will be arranged through the Vice President of

Administration and the Facilities Director. Semiannual Inspections and Testing: Inspections shall occur and be completed during the time period of MONTH-DAYS (ex. May 1 – 31) and will be arranged through the Vice President of administration and the Facilities Director. Confirm each semiannual and annual inspection to the Facilities Director or designated representative 10 days prior to the beginning of each inspection. Provide the results of these inspections or tests and any corrective action taken in writing to the Facilities Director within seven days of the inspection or test.

Semi-Annual Inspection:

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Generators

• Inspections and tests shall be conducted on all generator systems; these inspection and tests Inspections shall include, but not be limited to, the following:

• The associated engine charging system shall be checked on a semi-annual basis and operated until the unit reaches the normal operating temperature of 190°F or approximately one halfhour, depending on the size and type of generator.

• Sample, change, and inspect oil. Complete a spectrum analysis of all oil and report findings to the Facilities

Director or designated representative. Ensure block heater is functioning, correct any and all leaks, clean so as to identify future leaks, and adjustment as necessary.

• Inspect sample of coolant and change when necessary. Maintain coolant at the proper level. Ensure all generators in unheated locations are protected to -25°F. Correct leaks, clean so as to identify future leaks, and make necessary adjustments. Systems without a coolant system shall be inspected to ensure the flywheel blower fan, shroud, and cooling fins are free of dirt, dust, or oil accumulation.

Fuel Systems

• Inspect fuel system and all connections for evidence of wear or other failure. For gasoline or diesel engines, change fuel filters, inspect tank, empty old fuel, filter and return fuel and / or refill with fresh fuel, and make necessary adjustments and repairs if needed.

• Inspect exhaust system for leakage, adjust as necessary, drain condensation traps, and ensure exhaust is not restricted.

• Air System: Inspect combustion air supply filters and components for evidence of wear. Adjust systems as needed.

Inspect mechanical, electrical, pressure and thermal control and protection devices, including the governor and over-spin trip, to ensure dependable and safe service, make necessary adjustments, and replace defective devices and indicator lights as needed. Check for proper readings while the generator is running and offline; calibrate and adjust gauges or indicators as needed. Apply lubrication to all moving linkages, valves, and controls that have appropriate fittings. Any missing or damaged fittings shall be replaced.

Check under the engines and around all systems for evidence of leakage. Tighten, replace or repair as needed. Clean any residue from the generator itself, the surfaces below, and surrounding area, so that future leaks will be plainly evident. Inspect, clean, adjust and replace vents and / or vent filters as needed. Inspect integrity of generator protective housing or soundproofing enclosure, tighten fasteners or repair as needed.

Annual Inspection:

All annual inspections and testing shall be scheduled through the Facilities Director or designated representative due to possible interference with building operations. Each annual inspection, test, and if necessary subsequent repair(s) shall include, but not be limited to:

De-energizing the normal and emergency sources to the transfer switch. Remove the arc chutes and pole covers. Inspect all main and arcing contacts for excessive erosion, pitting and discoloration due to excessive heat. Inspecting all visible control relay contacts for excessive erosion and pitting. Checking all cable and control wire connections at the transfer switch

Page | 9 and associated components and tighten as necessary. Inspect all visible wiring insulation for cracks and discoloration. Inspect complete system for moisture or wetness. Vacuum and clean any accumulated dust and debris from the switch gear and accessory panel. Re-torque all wiring connections and re-install all covers.

Re-energize the normal and emergency sources and conduct a test simulating a normal power source failure. Observe and record the time delay of transfer from normal to emergency power source and then again from emergency back to the normal power source. Re-calibrate the relays when necessary. Observe and record cool down cycle duration and the time out relay duration. Recalibrate the relays when necessary.

• Change the oil and oil filters.

• Change the fuel filters and inspect the tanks.

• Replace the air supply filters and adjust the systems as required.

Each generator shall have a load bank test performed on an annual basis. Testing of static and portable generators shall be performed semi-annually and annually. The tests shall be performed on the weekends. Respondent shall submit a schedule for approval to the Facilities Director or designated representative prior to scheduling tests. The tests shall include, but not be limited to:

o Simulate a loss of normal power to the emergency bus to test the automatic startup.

o Load the emergency generator set through the building emergency power loads for static generators, and through the power source for portable generators.

o Run the generator system for a period of one half-hour.

o Log all operating temperatures, pressures, voltages, amps and frequencies.

o Make necessary adjustments and repairs including adjustment for optimum electrical frequency and voltage control.

o If the tested system does not pass the load test after component repairs have been completed, the Respondent shall supply an SR itemizing the estimated cost of repair to make the system functional at full load rating.

C. TRANSFER SWITCHES

All automatic and manual transfer switches shall be inspected and tested yearly. The inspection and testing may be performed in conjunction with the annual inspection and test of the generator set. All inspections and testing shall be scheduled through the Facilities

Director or designated representative due to possible interference with building operations.

Confirm each annual inspection and test to the Facilities Director or designated representative 30 days prior to the beginning of each inspection and test. Provide the results of these inspections or tests and any corrective action taken in writing to the Facilities

Director within seven days of the inspection or test.

See Exhibit A for list of Generators and Automatic Transfer Switches

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ATTACHMENT A

CAMPUS-WIDE MEDIUM VOLTAGE 15KV GEAR (ACTUAL VOLTAGE 12,470 VOLTS)

1. Campus Incoming Feeders

a. Blodgett 5, 3 Phase, 12,470 Volt, 400 Amp Fuses, Air Switch. (15KV)

b. Blodgett 8, 3 Phase, 12,470 Volt, 400 Amp Fuses, Air Switch. (15KV)

2. Central Plant Medium Voltage Gear

a. Main 12,470 Volt Gear Room (15KV)

1. 9 – 12,470volt, 1200 Amp Rated Breakers (15KV)

2. 2 – Medium Voltage Buss (4 sections)

3. 8 – SEL-351A Protection Relays

4. 1 – 130VDC Battery Backup Rack for Gear Controls

b. Exterior 12,470 Volt Switchyard at Rear of Central Plant

1. 7 – 12,470 Volt, 3 Phase, Medium Voltage Metal Clad Load Break Disconnects.

(15KV)

2. 4 – 12,470/4160 Volt Oil Filled Transformers

3. 3 – 12,470/480 Volt Oil Filled Transformers

4. 21 – Fuses

3. Campus-Wide Medium Voltage 12,470 Volt Gear. (15KV)

a. 14 – 12,470 Volt, 3 Phase, Medium Voltage Metal Clad Load Break Disconnects. (15KV)

b. 7 – 12,470 Volt, 3 Phase, Medium Voltage Manual S/C, Sectionalized Switches. (15KV)

c. 8 – 12,470 Volt, 3 Phase, Medium Voltage Automatic Transfer S/C Sectionalizedswitches. (15KV)

d. 31 – 12,470/480 Volt, 3 Phase, Oil Filled Transformers

1. MCC1 – 480 Volt, 3 Buckets

2. MCC2 – 480 Volt, 3 Buckets

3. MCC3 – 480 Volt, 3 Buckets

4. MCC4 – 480 Volt, 3 Buckets

5. MCC7 – 480 Volt, 25 Buckets

6. 1 – 480 Volt Manual Selector Switch

7. 4 – 4160 Volt (5KV) Medium Voltage Metal Clad Load Break Disconnect.

8. 8 – 4160 Volt (5KV) Medium Voltage Motor Starters.

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ADDITIONAL REQUIREMENTS

1. Service Level Agreement (SLA) Requirements

Response Times

- Emergency response: Within 2 hours of initial notification.

- Non-emergency response: Within 1 business day.

Resolution Targets

- Critical system failures: Resolved within 24 hours.

- Non-critical repairs: Completed within 3 business days, unless otherwise approved.

2. Contractor Personnel Qualifications

All contractor personnel assigned to TSU’s facilities must meet the following requirements:

- NETA-Certified Technicians (Level II or above).

- Valid State of Texas Electrical License (Journeyman or Master, as applicable).

- OSHA 30-Hour Construction Safety Certification.

- Minimum 3 years of experience with 5kV to 35kV systems.

The Contractor shall submit qualifications/resumes of key personnel

3. Safety and Compliance

The Contractor must operate under an active Safety Program that includes:

- Written Job Hazard Analysis (JHA) for each job.

- Lockout/Tagout (LOTO) procedures.

- Use of proper Personal Protective Equipment (PPE).

- Annual safety training for all field staff.

- Documentation of OSHA reportable incidents and EMR for the past 3 years.

4. Warranty of Workmanship

The Contractor shall warrant all labor and materials for a minimum of 12 months from the date of completed service. This warranty includes:

- Labor associated with defect correction.

- Parts and materials provided by the Contractor.

- No-cost remediation of any faulty workmanship or premature failure.

5. Emergency On-Call Protocol

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Contractor shall provide 24/7 emergency service availability, including:

- Dedicated emergency contact number.

- Named on-call personnel with decision-making authority.

- Escalation process for unresolved or critical events.

Response time for emergency calls shall not exceed 2 hours from initial contact.

6. Key Performance Indicators (KPIs)

The Contractor shall be evaluated quarterly based on the following KPIs:

- % of scheduled maintenance completed on time (target: 95%+)

- % of electrical equipment passing annual testing (target: 90%+)

- Number of repeat service calls for the same issue (target: < 3%)

- Customer satisfaction scores (if TSU chooses to implement surveys)

Non-performance may result in corrective action, contract review, or termination.

7. Invoicing and Cost Control

Invoices must be submitted monthly and include:

- Itemized labor (date, hours, rate)

- Itemized materials (with markup % disclosed)

- Work order references and TSU authorizations

TSU will not be responsible for:

- Unapproved overtime.

- Travel time over 1 hour each way unless pre-authorized.

- Blanket service charges not supported by detail.

A "Not to Exceed" (NTE) amount must be provided for all non-routine or emergency work orders.

End of Section 2

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SECTION III

CRITERIA

3.1 CRITERIA

Electrical Systems Preventive Maintenance includes, but is not limited to, the requirements contained in this RFP.

Specifications and requirements set forth that contain the words ‘must’ or ‘shall’ are mandatory and must be provided as specified with no alteration, modification, or exception. Specifications and requirements set forth that contain the words ‘may’ or ‘can’ allow Respondents to offer alternatives to the manner in which the commodities/services are provided. The criteria in which your response will be evaluated are as follows:

Criteria 1: Experience of Firm

Criteria 2: Qualifications of Personnel

Criteria 3: Capability of Firm

Criteria 4: Samples / Deliverables

Criteria 5: Pricing

3.2 CRITERION 1: Experience of the Firm

3.2.1 Please provide a description of the firm, including firm’s history in the electrical systems preventive maintenance industry, size and description of staff composition, including years in business.

3.2.2 Please provide a list of the services you provide.

3.2.3 Proposer shall provide references on recent projects for which the proposer provided services similar to those outlined in this RFP. References shall include a list of at least five (5) clients for which the proposer's company is currently providing these services or has provided the same type and level of service within the past three years. The name, address, telephone number, and valid email address of a reference person who may be contacted for further information must be shown. It is preferable that these references are other universities or public sector accounts comparable in size or larger.

3.2.4 Describe your firm’s previous record of performance with Texas Southern University, if applicable

3.2.5 In the past two years, has your firm lost any educational or public institution accounts? If so., please state why.

3.2.6 Have you been debarred from bidding or providing service / products to any public entity in the state of Texas within the last five (5) years? If so, provide the name and contact information of the entity.

3.2.7 Have you protested or threatened to protest against any public entity in the state of Texas within the last five

(5) years? If so, provide the name and contact information of the entity.

3.2.8 State if there are any pending lawsuits filed by or against your firm or any of its principals, directors, or officers and, if so, identify the nature of and status of the suit.

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3.3 CRITERION 2: Qualifications of the Personnel

3.3.1 Provide a detailed management plan with defined lines of authority and responsibility. Also include an organizational chart, resumes and tenure for all proposed “key” staff members who shall be assigned to this project. If personnel substitutions are contemplated on a contingency basis, they should also be identified. Provide certification cards. Enhancements such as graphics, charts or other visuals are acceptable, but not mandatory.

3.3.2 If available, provide any certifications, awards, memberships, publications, etc., for each team member.

3.3.3 What is the average tenure of employees in your company?

3.3.4 How many total employees does your company employ in your Houston area office?

3.3.5 How many employees would be assigned to handle TSU?

3.3.6 How does your firm determine who shall be assigned to service each account?

3.3.7 Do you anticipate the need to hire additional personnel to handle this agreement? If so, how many?

3.4 CRITERION 3: Capability of Firm

3.4.1 This section shall include details pertaining to your firm’s management and technical approach, implementation, product identification and capabilities as are relevant to this proposal, delivery, or orientation, as proposer anticipates performing.

3.4.2 Provide details on your production schedule. Is there a timetable requirement on project? If so, explain the

Approach and Methodology you will use at TSU, including lag time for any projects

3.4.3 State any necessary company policies that apply.

3.4.4 State the days/hours of your standard business operations.

3.5 CRITERON 4: Samples / Deliverables

3.5.1 Please list any/all deviations from the scope of work, additional requirements and any other parts of this RFP.

Explain any and all functions you will not or can not perform; as well as any and all additional work you will or can perform.

3.5.2 Please itemized all schedules, reports, timetables, etc. that you will present to TSU.

3.6 CRITERION 5: Cost

3.6.1 Monthly cost for the regularly scheduled maintenance plan

3.6.2 Annual cost for each year of the first three (3) years. Then, provide a grand total for the three (3) years.

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3.6.3 Rates for overtime, nights, weekends, and holidays.

End of Section 3

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SECTION IV

PROPOSAL INFORMATION

4.1 SCHEDULE OF EVENTS

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

EVENT DATE

Issue RFP May 13, 2025

Pre-bid Meeting May 20, 2025

Deadline for Submission of Questions May 22, 2025

Deadline for Submission of Proposals June 10, 2025

4.2 REVISIONS TO SCHEDULE

TSU reserves the right to change the dates in the schedule of events above upon written notification through a posting on the Electronic State Business Daily (ESBD) and the TSU Purchasing website. It is the responsibility of interested parties to periodically check either website for updates to the RFP prior to submitting a Proposal. The Respondent’s failure to check the website will in no way release the selected Contractor from the requirements of addenda or additional information; nor will any resulting additional costs to meet the requirements be allowed after award(s).

4.3 PRE-PROPOSAL MEETING

A pre-bid meeting will take place at 10:00 AM in our General Services Building, room 217 on Tuesday, May 20, 2025.

This is the same room we always use, so if you’ve been here before, you know where it is.

4.4 PROPOSAL REQUIREMENTS

4.4.1 Submissions of your Proposal: Respondents shall submit one (1) paper original copy of the Proposal.

Proposal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the Proposal.

4.4.2 Please submit a flash drive version as well. Please ensure that your entire bid response is on the flash drive as this will be the official version of your bid response, and it will be the only copy we keep on file.

4.4.3 Format of Proposals - Respondents will be expected to provide the following information in the order and detail prescribed below. Each section should be tabbed accordingly:

Introduction Letter (2-page maximum)

Table of Contents

Tab 1: Criterion 1

Tab 2: Criterion 2

Tab 3: Criterion 3

Tab 4: Criterion 4

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Tab 5: Criterion 5

Tab 6: TSU Terms and Conditions

Tab 7: Exhibit A: Execution of Proposal

Tab 8: Addenda

Tab 9: State of Texas HUB form

Tab 10: Form 1295

4.4.4 Cost of Preparation: TSU will not reimburse the Respondent for any cost related to its Proposal. The

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

4.4.5 TSU will not consider any Proposal that bears a copyright. Proposals will be subject to the Texas Public

Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request.

The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA.

Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Proposal subject to release under the PIA.

In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA.

Subject to the Act, Respondents maye protect trade and confidential information from public release. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be in boldface type at least 14-point font.

4.4.6 HISTORICALLY UNDERUTILIZED BUSINESSES SUBMITTAL REQUIREMENTS: It is the policy of TSU to promote and encourage contracting and subcontracting opportunities for Historically Underutilized

Businesses (“HUB”) in all contracts. Accordingly, Texas Southern University has adopted Section 5.2 Policy on Utilization of Historically Underutilized Businesses. This policy applies to all contracts with an expected value of $100,000 or more. If Texas Southern University determines those subcontracting opportunities are probable, then a HUB subcontracting plan is a required element of the Proposal. Failure to submit a required

HUB Subcontracting plan will result in rejection of the Proposal.

For information regarding Texas Southern University’s HUB Program and HUB Subcontracting opportunities, please contact Mr. Sceffers Ward, Director of Purchasing and HUB Coordinator, sceffers.ward@tsu.edu.

Historically Underutilized Businesses: In accordance with Texas Government Code Sections 2161.181-182 and Section 111.11 – 111.28 of the Texas Administrative Code (“TAC”), Owner is required to make a good faith effort to utilize Historically Underutilized Businesses (“HUBs”) in contracts for construction and facilities related services with an expected value of $100,000 or more. A copy of the HUB plan can be downloaded from the Comptroller’s website. Owner is committed to sponsoring mentor-protégé relationships for HUBs as outlined in Texas Government Code Section 2161.065 and TAC Title 34, Part 1, Chapter 20, Subchapter B, §20.28, and has been performing outreach to support this important effort.

The Hub Sub-Contracting Plan may be located at the following link:

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

*** A State of Texas HUB plan IS required for this solicitation. Again, we stated earlier in the RFP that you cannot ‘sub out’ all of your work to a third party. We do not want the situation whereby we award the contract to a vendor who actually does not do electrical work; that simply brings in another electrician to do the work – mailto:sceffers.ward@tsu.edu https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Page | 18 and your firm acts only as a ‘broker’ if you will. We desire that electrical preventive maintenance be the core of your business. That being said, we do understand that you may have instances where you occasionally will want to sub out a little work. That is ok. Especially during work shortages, emergencies, temporary assignments, holidays, injury, etc.

And we do want to know if your firm is a HUB or not.

4.4.7 HOUSE BILL 1295

The awarded vendor will be required to submit the State of Texas House Bill form 1295, Certificate for

Interested Parties form, if your bid response is over $100,000; unless you are a publicly traded company.

Either way, please address this point in Tab 10.

4.5 INQUIRIES / QUESTIONS

4.5.1 All inquiries and questions shall be submitted in writing (in Word format) via email to Mr. Thomas Britt at

Thomas.britt@tsu.edu by 12:00 noon Central time on Tuesday, May 22, 2025; the date listed as the deadline for submission of questions as specified in Section 4.1 above.

4.5.2 All inquiries will result in written responses with copies posted to the State of Texas Electronic State Business

Daily and the TSU Purchasing website. If a Respondent does not have Internet access, a copy of all written responses may be obtained through the point of contact listed above.

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

4.5.4 If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent’s Proposal in response to this RFP and Respondent’s proposed alternative must also be provided in the Proposal. Respondents cannot take a ‘blanket exception’ to this entire

RFP. If any Respondent takes a blanket exception to this entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

4.6 PROPOSAL SUBMISSION

4.6.1 All Proposals shall be received and documented in the Purchasing Office at TSU prior to the stated deadline date specified in the Schedule of Events above. TSU reserves the right to reject late submittals.

4.6.2 Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent’s responsibility to appropriately mark and deliver their Proposal response to Greg Williams in the Purchasing Office located in Hannah Hall, suite 333, by the specified date and time. A U.S. Postal Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS; a dated shipping label, invoice, or receipt from a commercial carrier; or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

4.6.3 Telephone, email and facsimile Proposal responses will not be accepted.

mailto:Thomas.britt@tsu.edu

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4.6.4 Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal.

4.6.5 The TSU Standard Terms and Conditions is included in this solicitation for your convenience with the thought that you can present it to your legal department, and they can begin reviewing them, in order to speed up possible negotiations.

4.7 DELIVERY OF PROPOSALS

Proposals are commonly shipped to TSU by one of the following methods: U.S. Postal Service, Fed Ex Overnight /

Express Mail, or Hand Delivery (recommended).

** Please instruct your delivery service to avoid delivering your submittal to the University’s Warehouse / Central

Receiving as this will delay delivery and could ultimately result in your response being late; and consequently rejected.

All solicitation responses must be delivered to either the TSU Post Office or the TSU Purchasing Office located in room 333 in Hannah Hall, our main administration building.

4.8 PROPOSAL OPENING

4.8.1 Proposals will be opened by the assigned buyer in their office or their department conference room, whichever is most appropriate and available.

4.8.2 All submitted Proposals become the property of TSU after the RFP submittal deadline. The submitted

Proposals and accompanying documentation will not be returned.

4.8.3 Proposals submitted shall constitute a Proposal for a period of ninety (90) days or until selection is made by

TSU, whichever occurs earlier.

4.9 PROPOSAL EVALUATION AND AWARD

4.9.1 TSU shall award a contract to a Respondent whose Proposal is considered to provide the best value to the State of Texas and Texas Southern University, as defined by Tex. Government Code, Section 2155.074.

4.9.2 A committee will be established to evaluate the Proposals. The committee will include employees of TSU and other persons invited by TSU to participate.

4.9.3 TSU reserves the right to award contract(s) without any negotiations, without a BAFO, and/or TSU reserves the right to not make an award at all.

4.9.4 The Respondent is strongly encouraged to provide its best price in its Proposal because TSU makes absolutely no guarantee that there will be any opportunity to negotiate or provide alternative pricing at any point during the RFP process.

4.9.5 The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

Criteria Weight

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Criterion 1: Experience of the Firm 20%

Criterion 2: Qualifications of Personnel 20%

Criterion 3: Capability of the Firm 20%

Criterion 4: Samples / Deliverables 30%

Criterion 5: Pricing 30%

4.9.6 The evaluation committee will determine if Best and Final Proposal (BAFO) are necessary. Award of a contract may be made without a BAFO, so you are encouraged to submit your best Proposal initially. A request for a BAFO is at the sole discretion of TSU and if requested, will be extended in writing.

4.9.7 TSU reserves the right to award to multiple vendors if deemed in the best interest of the University.

End of Section 4

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EXHIBIT A

EXECUTION OF OFFER

NOTE: THIS EXHIBIT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT INCLUDE THIS EXHIBIT WILL BE DISQUALIFIED. THE

PROPOSAL SHALL BE VOID IF FALSE STATEMENTS ARE CONTAINED IN THIS EXHIBIT.

By signature hereon, Respondent certifies that:

All statements and information prepared and submitted in the response to this RFP are current, complete, and accurate.

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

Neither Respondent nor the corporation, partnership, or institution represented by Respondent or anyone acting for such respondent, corporation, or institution has (1) violated the antitrust laws of the State of

Texas under Texas Business & Commerce Code, Chapter 15, or the federal antitrust laws; or (2) communicated the contents of this Proposal either directly or indirectly to any competitor or any other person engaged in the same line of business during the procurement process for this RFP.

When a Texas business address shown hereon that address is, in fact, the legal business address of

Respondent and Respondent qualifies as a Texas Resident Bidder under 1 TAC § 111.2.

Under Government Code § 2155.004, no person who prepared the specifications or this RFP has any financial interest in Respondent’s Proposal. If Respondent is not eligible, then any contract resulting from this RFP shall be immediately terminated. Furthermore, “under Section 2155.004, Government Code, the vendor [Respondent] certifies that the individual or business entity named in this Proposal or contract is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.”

Under Family Code § 231.006, relating to child support obligations, Respondent and any other individual or business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract may be terminated and payment withheld if this certification is inaccurate.

Under Government Code § 669.003, relating to contracting with an executive of a state agency, Respondent represents that no person who, in the past four years, served as an executive of the Texas

Comptroller of Public Accounts, Texas Southern University or any other state agency, was involved with or has any interest in this Proposal or any contract resulting from this RFP. If Respondent employs or has used the services of a former executive head of Texas Southern University or other state agency, then

Respondent shall provide the following information: Name of former executive, name of state agency, date of separation from state agency, position with Respondent, and date of employment with

Respondent.

Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

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Texas Southern University is federally mandated to adhere to the directions provided in the

President’s Executive Order (EO) 13224, Executive Order on Terrorist Financing – Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism, effective 9/24/2001 and any subsequent changes made to it via cross- referencing respondents/vendors with the Federal General Services Administration’s System for Award Management (SAM), https://www.sam.gov/SAM/ , which is inclusive of the United States Treasury’s Office of Foreign

Assets Control (OFAC) Specially Designated National (SDN) list.

Respondent certifies that the responding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that Respondent is in compliance with the State of

Texas statutes and rules relating to procurement and that Respondent is not listed on the federal government's terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov/SAM/

Under Section 2155.006(b) of the Texas Government Code, a state agency may not accept a Proposal or award a contract, including a contract for which purchasing authority is delegated to a state agency, that includes proposed financial participation by a person who, during the five- year period preceding the date of the Proposal or award, has been: (1) convicted of violating a federal law in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane

Rita, as defined by Section 39.459, Utilities Code, Hurricane Katrina, or any other disaster occurring after

September 24, 2005; or (2) assessed a penalty in a federal civil or administrative enforcement action in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane Rita, as defined by Section 39.459, Utilities Code, Hurricane Katrina, or any other disaster occurring after September 24, 2005. Under Section 2155.006 of the Texas Government

Code, the respondent certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified contract and acknowledges that any contract resulting from this RFP may be terminated and payment withheld if this certification is inaccurate.

Pursuant to Section 2262.003 of the Texas Government Code, the state auditor may conduct an audit or investigation of the vendor or any other entity or person receiving funds from the state directly under this contract or indirectly through a subcontract under this contract. The acceptance of funds by the Respondent or any other entity or person directly under this contract or indirectly through a subcontract under this contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds. Under the direction of the legislative audit committee, the Respondent or other entity that is the subject of an audit or investigation by the state auditor must provide the state auditor with access to any information the state auditor considers relevant to the investigation or audit.