ESBD_420524_1747852753485_1_Part A 304T-25-975M2 Truck Hauling Services.pdf

9.2-2024 Solicitation No. 304T-25-975M2

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TEXAS COMPTROLLER OF PUBLIC ACCOUNTS

STATEWIDE PROCUREMENT DIVISION

REQUEST FOR PROPOSALS

Truck Hauling Services & Trailer Storage Rental, Contingency

RFP No. 304T-25-975M2

NIGP CLASS-ITEMS

962-86 975-84

SCHEDULE OF EVENTS

ESBD Posting Date 5/21/2025

HUB Subcontracting Plan Courtesy Review

Submission Deadline Date 6/2/2025

Pre-Proposal Conference Date and Time 5/30/2025 @ 9:00 AM

Questions Submission Deadline Date 6/3/2025

Response to Questions through Addendum Date, or as soon thereafter as practical 6/6/2025

RESPONSE DUE DATE 6/17/2025

RESPONSE DUE TIME 1:30 pm Central Time in Austin TX

**NOTE** This Solicitation is composed of two parts: (1) Part A: Special Instructions, (including attachments and appendices, if any) and (2) Part B: General Instructions and Contract Terms and

Conditions (including attachments and appendices, if any). In the event an instruction or term in Part A conflicts with an instruction or term in Part B, the instruction or term in Part A prevails, and any addenda or amendments to either Part A or Part B control over the original versions.

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SUBMISSION CHECKLIST

COMMUNICATIONS WITH ANYONE OTHER THAN THE POINT OF CONTACT LISTED

IN SECTION A.13.4 MAY RESULT IN DISQUALIFICATION OF A RESPONSE.

CPA will disqualify any response received without the required documentation identified below.

ATTACHMENT A - EXECUTION OF RESPONSE

MANDATORY PRICE SHEET

HUB SUBCONTRACTING PLAN - Reference Section A.14

CPA may disqualify any response received without the required documentation identified below.

IDENTIFICATION OF CLAIMED CONFIDENTIAL/PROPRIETARY INFORMATION, if any

ATTACHMENT B - RESPONDENT INFORMATION

ATTACHMENT C - PREFERENCES

ATTACHMENT D - INSURANCE STATEMENT OF INTENT

ATTACHMENT E - SELF INSURED RETENTION CERTIFICATION AND REQUEST FOR

APPROVAL (only if the Respondent intends to use SIR)

IDENTIFICATION OF ALL EXCEPTIONS AND ASSUMPTIONS to terms of this Solicitation or

Contract, if any

CONFLICT OF INTEREST DISCLOSURE, if applicable – Reference Part B.1.1.

SIGNED COPIES OF ALL ADDENDA to this Solicitation, if any

REFERENCE SECTION A.18 AND SECTION A.19 FOR SUBMISSION REQUIREMENTS

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PART A: SPECIAL INSTRUCTIONS

Table of Contents

A.1 DEFINITIONS

A.2 DESCRIPTION

A.3 AUTHORITY TO USE CONTRACT

A.4 TERM OF THE CONTRACT

A.5 PRICING

A.5.1 PRICING STRUCTURE – FIRM PRICE WITH ESCALATION

A.5.2 RATES

A.6 PRICE ADJUSTMENTS

A.6.1 PRICE DECREASES OR DISCOUNT INCREASES

A.6.2 PRICE ADJUSTMENT CALCULATION

A.6.3 PRICE ADJUSTMENT REQUESTS

A.6.4 TARIFFS

A.7 INSURANCE

A.8 SCOPE OF SERVICE

A.8.1 DRIVER REQUIREMENTS:

A.8.2 CONTRACTOR LIAISON SERVICES – TDEM STATE OPERATIONS CENTER (SOC):

A.9 TRANSPORTATION ASSETS

A.9.1 TRANSPORTATION ASSET REQUIREMENTS WITH DRIVER

A.9.2 EXPERIENCE AND ASSETS

A.9.3 CONTRACTOR PERSONNEL REQUIREMENTS

A.10 SERVICE AREA AND DELIVERY REQUIREMENTS

A.11 RETURN, CANCELLATION, AND RESTOCKING FEE

A.12 PURCHASE ORDERS, INVOICES AND REPORTING

A.12.1 CUSTOMER PURCHASE ORDERS

A.12.2 INVOICES AND EXPEDITED PAYMENT DISCOUNTS

A.12.3 REPORTING REQUIREMENTS

A.12.4 STATEWIDE CONTRACT DEVELOPMENT REPORTING

A.13 RESPONSE INFORMATION

A.13.1 SCHEDULE OF EVENTS

A.13.2 SOLICITATION ADDENDA

A.13.3 QUESTIONS AND ANSWERS

A.13.4 POINTS OF CONTACT

A.13.5 PRE-PROPOSAL CONFERENCE

A.13.6 DOCUMENTS AND ATTACHMENTS INCLUDED WITH THIS SOLICITATION

A.14 HUB SUBCONTRACTING PLAN

A.15 DISCLOSURE OF INTERESTED PARTIES

A.16 EVALUATION OF RESPONSE

A.16.1 RESPONSIVENESS

A.16.2 RISK OF NON-PERFORMANCE

A.16.3 TIES

A.16.4 EVALUATION PROCESS

A.16.5 EVALUATION FACTORS

A.17 AWARDS

A.17.1 AWARD APPROACH

A.17.2 NON-AWARD

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A.17.3 AWARD NOTICE

A.17.4 SUBSTITUTIONS

A.18 ORGANIZATION OF THE RESPONSE FOR SUBMISSION

A.18.1 CONFIDENTIAL/PROPRIETARY INFORMATION

A.18.2 ATTACHMENT A - EXECUTION OF RESPONSE

A.18.3 ATTACHMENT B - RESPONDENT INFORMATION

A.18.4 ATTACHMENT C - PREFERENCES

A.18.5 ATTACHMENT D - INSURANCE STATEMENT OF INTENT

A.18.6 ATTACHMENT E - SELF INSURED RETENTION CERTIFICATION AND REQUEST FOR APPROVAL

A.18.7 HUB SUBCONTRACTING PLAN (HSP) - REFERENCE SECTION A.14

A.18.8 PROPOSAL SUBMISSION

A.18.9 MANDATORY PRICE SHEET

A.18.10 NEGOTIATIONS, ASSUMPTIONS, AND EXCEPTIONS

A.18.11 SIGNED ADDENDA TO SOLICITATION

A.19 SUBMITTING THE RESPONSE TO CPA

A.19.1 ELECTRONIC SUBMISSION (PREFERRED)

A.19.2 HARD COPY SUBMISSION

A.1 DEFINITIONS

In this Contract, the following terms and acronyms have the meaning set forth below.

TERM DEFINITION

Contract Any Contract resulting from this Solicitation, consisting of the Contract documentation as provided in Section B.3.2.

Contractor Any Respondent awarded a Contract based on this Solicitation.

CPA

The Texas Comptroller of Public Accounts, the state agency issuing this

Solicitation.

Customer

State of Texas agencies, institutions of higher education, and cooperative purchasing members, including CPA, that are required or permitted by law to purchase goods and services under contracts established by CPA.

Detainment Fee A fee charged when the tractor is required to temporarily stay with the trailer.

DOT United States Department of Transportation

Dry Van Box trailer used to transport dry freight.

ESBD

The Electronic State Business Daily, which is available online at http://www.txsmartbuy.gov/esbd

FOB

Destination

The seller retains the risk of loss until the goods reach the buyer, and the seller bears all shipping costs.

Party or Parties Either CPA or Respondent, separately or collectively.

Reefer Refrigerated and insulated trailer used to transport perishable items.

Respondent Any person or company that submits a Response to this Solicitation.

Response A bid or proposal submitted to CPA in response to this Solicitation.

SOC State Operations Center located in Austin, Texas.

Solicitation

This document, along with all other documents incorporated in this document and posted to the ESBD, soliciting responses for the proposed commodities and services.

TDEM Texas Division of Emergency Management

TxDPS The Texas Department of Public Safety http://www.txsmartbuy.gov/esbd

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A.2 DESCRIPTION

The Statewide Procurement Division (SPD), a division of CPA, requests sealed responses for Truck

Hauling Services & Trailer Storage Rental, Contingency.

A major customer for these services and items is the Texas Division of Emergency Management

(TDEM).

These services and commodities are required for all-hazards emergency preparedness and may be simultaneously dispatched to one or more locations throughout the state of Texas prior to, during, or after an incident or event occurs. All-hazards planning and preparedness addresses natural, technological, adversarial, or human caused incidents or events.

CPA and TDEM particularly seek to prepare for events like the recent natural disaster Hurricane

Harvey, which in 2017 inflicted $125 billion in damages and displaced over 30,000 people. During this rapid deployment event, CPA and TDEM expended $16 million for truck hauling services and trailer storage rental. The contingency services shall support a standard period of 7 to 10 days, but the duration is dependent upon the scale and scope of the emergency. Therefore, services may be required for both shorter and longer durations.

A.3 AUTHORITY TO USE CONTRACT

The contract will be available for use by all state agencies; higher education and cooperative members, providing there is no conflict with any applicable statutes, rules, policies, or procedures. State agencies and eligible entities as described above will have the ability to use the pricing as agreed upon within the contract.

State agencies, higher education and Texas SmartBuy members will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the CPA contract number within the purchase order document.

During an emergency, Contractor shall give priority to TDEM purchase orders.

Purchases against this Contract may be made during a non-declared emergency event.

A.4 TERM OF THE CONTRACT

The initial term of this Contract commences on the effective date set out in a Notice of Award issued by CPA and automatically expires on December 31, 2026.

1st Renewal Option: January 1, 2027, through December 31, 2027

2nd Renewal Option: January 1, 2028, through December 31, 2028

3rd Renewal Option: January 1, 2029, through December 31, 2029

4th Renewal Option: January 1, 2030, up to one (1) additional year

CPA may unilaterally renew the Contract.

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A.5 PRICING

A.5.1 Pricing Structure – Firm Price with Escalation

Response prices must be firm, all-inclusive, fixed prices. Contract pricing may only change in accordance with the Price Adjustments provision of the Contract, provided however, that if a

Contractor offers or provides a lower price to any customer for the same goods or services, under the same terms and conditions provided for CPA and its Customers, the Contractor must provide the same lower price under the Contract.

Unit prices must include all Contract requirements. Shipping shall be FOB Destination; therefore, unit prices must include statewide delivery (all shipping, handling, and delivery fees and fuel surcharges).

A.5.2 Rates

All Unit Prices shall include the truck, driver, maintenance, liaison, and lodging and meals for

Contractor’s personnel for the duration of the service. The state will not reimburse travel related costs.

A. Trucks with Drivers - All unit pricing shall include all costs including driver/operator costs and any cargo requirements of the Customer for the duration of the service.

Lines 1 – 19: Extended Duration Delivery:

a) Daily

b) Weekly (7 continuous days)

c) Monthly

B. Lines 20 – 25: Trailers for Storage - When a rental is requested at the weekly or monthly rate and cancelled within the period, the invoice must be pro-rated and submitted at best value rate to the State. Proposed Unit rates shall be a fixed rate for each of the following periods and trailer types:

1. Rental Periods

a) Daily

b) Weekly (7 continuous days)

c) Monthly

2. Trailer Use – Including but not limited to:

a) Dry goods

b) Refrigeration required

c) Freezer required

d) Special use

i. Reefers for body storage

ii. Agriculture products/waste

iii. Contaminated items such as personal protective equipment (PPE) and uniforms

3. Additional Charges as Applicable

a) Delivery

b) Pickup

c) Decontamination: Neutralize or remove dangerous substances, radioactivity, or germs from the trailer.

d) Detainment Fee: In the event a tractor may need to temporarily stay with the trailer.

Daily = 24 hours

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Weekly = 7 days, 24 hours

Monthly = 30 days, 24 hours

C. Truck/Trailer Ordered but Not Used (TONU) - Respondent must provide a fixed rate per vehicle or trailer rejected at the destination site. There will be no charge if the Customer cancels the requested trucks or trailers at least 24 hours prior to dispatching.

A.6 PRICE ADJUSTMENTS

A.6.1 Price Decreases or Discount Increases

Contractor shall immediately implement any price decrease or discount increase that becomes available. Contractor shall notify CPA of price decreases or discount increases by email to:

spd.cmo@cpa.texas.gov

A.6.2 Price Adjustment Calculation

Prices may be adjusted annually at time of renewal or at the sole discretion of CPA throughout the term of the Contract upwardly or downwardly when correlated with the index specified below and published by the Bureau of Labor Statistics (BLS).

BLS website: http://data.bls.gov/cgi-bin/srgate

Producer Price Index: PCU4842--4842--Specialized freight trucking

Note: Enter the index number in the Series ID box and click Next and “Retrieve Data.”

For a price adjustment request, after the initial contract term, the Contractor will calculate the maximum allowable Contract price using the following formula:

Maximum Allowable Contract Price = (Original Awarded Price ÷ Original Index) x New Index, where:

(1) “Original Awarded Price” is the price at which the item was initially awarded to the Contractor;

(2) “Original Index” is the index value for the month and year that Responses to this Solicitation were submitted; and

(3) “New Index” is the index value for the month and year that the price increase request is submitted.

If the Respondent can demonstrate that the price index lags behind costs of performance or does not account for significant costs of performance, Respondent may request CPA to consider other documentation of its cost to perform the Contract, such as quotes or invoices. CPA may consider cost documentation that in its sole discretion is acceptable. Acceptable cost documentation must at a minimum be (1) clearly related to Contract performance, (2) verifiable by an external or third-party source, (3) certified as complete and accurate by the Respondent, under penalty of perjury, and (4) include the proportion or amount of the respective cost (i.e., fuel is 15% of the total cost or fuel cost is

$30.00 of the total cost). CPA may reject cost documentation in its sole discretion.

mailto:spd.cmo@cpa.texas.gov http://data.bls.gov/cgi-bin/srgate

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A.6.3 Price Adjustment Requests

Proposed pricing must remain firm for the initial term of the Contract. After the initial term of the

Contract, price adjustments may be requested based upon the formula in Section A.5.2.

CPA may accept, reject, or negotiate price adjustments. The Contractor will receive written notification from Statewide Contract Management (SCM) documenting action taken, including effective dates, when appropriate.

If a complete, properly submitted price increase request is rejected, the Contractor may request to cancel the Contract for those items covered by the request. CPA may approve or reject item cancellation requests. CPA will specify the effective date of item cancellation in its written notice of approval. Purchase orders dated prior and up to the effective date of approval or cancellation, as applicable, must be honored at the Contract price in effect when issued.

Price adjustment requests and cancellation requests under this section should be sent by email to:

spd.cmo@cpa.texas.gov

A.6.4 Tariffs

The parties may agree to adjust prices periodically to reflect changes in tariffs implemented after the

Response Due Date that affect the cost of supplying goods under this Contract. Any existing tariffs at the time of the response should be considered as part of the response price. To request a price increase related to tariffs, Contractor must provide documentation that includes the effective date, amount, and scope of the tariffs. Contractor must demonstrate with specificity the effect of tariffs on its necessary and reasonable cost of supplying goods under this Contract, including its commercial reasons for using a source subject to tariffs. Any adjustment is at CPA’s sole discretion. If CPA grants an adjustment related to tariffs, Contractor shall monitor tariff levels and notify CPA within five business days of any reduction or repeal. CPA may reduce or retract a tariff adjustment it has granted at any time by notifying the Contractor of the new prices.

A.7 INSURANCE

The Response must include a statement that Respondent intends to obtain and maintain for the term of the Contract (and any renewal periods) the minimum insurance coverage specified in the table below.

The Response should also describe other insurance coverage maintained by Respondent in the ordinary course of business and provide proof of same in its Response. If Respondent’s normal and customary insurance coverage exceeds the minimum required amounts in this Solicitation, the Contract will require those normal and customary types and amounts of coverage. Proof of insurance may be provided in the form of current certificates of insurance.

Respondent may propose alternate insurance amounts or coverages in the form of an exception. See

Section A.18.9. If CPA rejects the exception, the Respondent shall obtain the minimum coverage listed.

Any subcontractor performing work under this Contract must meet the same minimum insurance requirements. Contractor shall ensure its subcontractors’ compliance with all requirements.

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Minimum Required Amounts of Insurance Coverage

Type of Insurance Each Occurrence/Aggregate

Commercial General Liability

(Occurrence based)

Required types of coverage: Blanket, Broad

Form Property Damage, Premises and

Operations Hazards, Products and Completed

Operations Hazards, Independent Contractor’s, and Contractual Liability

Bodily Injury and Property Damage

$1,000,000 Each Occurrence Limit

$2,000,000 Aggregate Limit

$2,000,000 Products/Completed

Operations Aggregate Limit

$1,000,000 Personal Injury and

Advertising Liability

Automobile Liability

All Owned, Hired and Non-Owned Vehicles

(Required if the Contractor owns vehicles or uses vehicles to perform the Contract)

$500,000 Combined Single Limit (for each accident)

Workers’ Compensation

(Required if the Contractor has one or more employees)

Statutory Limits

Employer’s Liability

Bodily Injury by Accident

Bodily Injury by Disease

Bodily Injury by Disease

$1,000,000 Each Accident

$1,000,000 Each Employee

$1,000,000 Policy Limit

Umbrella or Excess Liability

$1,000,000 of additional coverage (either

Umbrella or Excess Liability) for all liability policies required for this

Contract (excluding Workers’

Compensation insurance)

Additional Insurance

Additional insurance and related provisions may be required by Customer depending on Customer’s particular circumstances. Customer will identify any additional insurance requirements when placing a purchase order

All required insurance policies must be issued from a company or companies with a Financial Strength

Rating of “A-” or better and a Financial Size Category of VIII or larger from AM Best. CPA may consider other sources of information and reserves the right to determine whether an insurer is acceptable in its sole discretion.

All insurance policies must be issued by companies authorized to do business under the laws of the

State of Texas and in a form satisfactory to CPA. Except as specified below, all of the Contractor’s insurance policies must:

(1) be written on a primary and non-contributory basis;

(2) name the state of Texas as a certificate holder on all certificates of insurance;

(3) name the state of Texas, its officers and employees as additional insureds on all policies other than workers’ compensation and professional liability; and

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(4) include a waiver of subrogation in favor of the state of Texas, its officers and employees for bodily injury (including death), property damage or any other loss arising from this

Contract or any purchase order.

Contractor shall submit current certificates of insurance to CPA within five business days of receiving a request from CPA. In its sole discretion, CPA may allow Contractor to satisfy insurance requirements with coverage of a third-party providing goods or services under the Contract, such as products liability coverage provided by a manufacturer, that will provide comparable protection to

CPA and Customers. However, the Contractor shall maintain at least $1,000,000 of commercial general liability coverage for itself.

The Contractor must provide proof of coverage. Notices shall be sent to the contact listed in Section

A.13.4, Points of Contact. Failure to submit acceptable proof of insurance may result in termination.

Contractor shall maintain the required insurance throughout the Contract.

Contractor must disclose on its insurance certificate whether any of the coverage required under the

Contract is being satisfied with a Self-Insured Retention (SIR) and list the amount of the SIR. CPA may, in its sole discretion, accept or reject any SIR in excess of $100,000, and Contractor shall provide any documentation requested by SPD. If the Respondent intends to use SIR, Respondent must complete and return Attachment E - Self Insured Retention Certification and Request for Approval.

Contractor shall:

(1) provide written documentation to Statewide Contract Management (SCM) by email at spd.cmo@cpa.texas.gov at least 30 calendar days prior to any cancellation, non-renewal, or material change of a required policy;

(2) ensure all insurance policies and certificates of insurance for required coverage are written to include all products, services, and locations related to Contractor’s performance under the Contract; and

(3) deliver proof of all renewal policies prior to any expiration of a required policy to SCM by email at spd.cmo@cpa.texas.gov. All renewal policies and corresponding certificates of insurance must meet all terms set forth in the Contract.

Contractor must ensure that all provisions of the Contract concerning liability, duty, and standard of care, together with the indemnification provision, are underwritten by contractual liability coverage sufficient to include such Contractor’s obligations under the Contract.

A.8 SCOPE OF SERVICE

The scope of the contract is to provide emergency truck hauling services and trailer rental to state agencies, local government, and emergency response teams throughout the state to support all-hazards emergency preparedness and response activities. The intended primary services are for use by TDEM in the event of a declared state emergency; however, eligible Customers may have access to the contract during a small-scale event where TDEM’s assistance is not required, or the SOC is not activated.

A.8.1 Driver Requirements:

A. Contractor must provide a minimum of 25 drivers that hold a current Commercial Driver’s

License (CDL) with all necessary endorsements.

B. As stipulated on the PO or POCN, the Contractor must be able to provide, or sub-contract for, the required number of Hazardous Material (HazMat) Certified drivers needed.

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C. Rates shall include all driver accommodations.

D. Drivers must be properly licensed as required by the US Department of Transportation, Federal Motor Carrier Safety Administration and Texas Department of Public Safety and must carry all required documentation on their person or in their vehicle.

E. Drivers must have a current background check, completed less than one year prior to activation. Contractor is responsible for performing background checks on all drivers at the time of hire, annually or as required based on performance. A current background check must be on file for inspection, at any time during a contract period, by CPA or the

Customer.

F. The appropriate number of drivers shall be provided to ensure proper coverage for 12-hour shifts or longer non-stop 24-hour operations. In either case, the Contractor will be advised of the anticipated necessary duration of the operations.

G. Contractor shall receive, maintain, and have available up to date emergency contact information for all drivers utilized under this contract.

H. Drivers must comply with the following:

1. U.S. Department of Transportation – Federal Motor Carrier Safety Administration:

http://www.fmcsa.dot.gov/rules-regulations/rules-regulations.htm

2. Texas Transportation Code, Title 2, Chapter 5:

https://statutes.capitol.texas.gov/Docs/TN/pdf/TN.5.pdf

I. Proposal Submission Requirement: In its Proposal, Respondent must describe the ability to provide driver services and how the driver requirements set forth in Section A.8.1 of this

RFP are met.

A.8.2 Contractor Liaison Services – TDEM State Operations Center (SOC):

The following Liaison Service requirements apply only to large-scale emergency events upon activation by TDEM of the SOC.

A. The Contractor must provide one person per operational shift who will serve as the

Contractor’s single point of contact (the “Liaison”) to TDEM, with the authority to make decisions and provide knowledge of all on-going operations for the incident. The

Contractor must only provide an appropriate number of SOC Liaisons based on the scale of each event. Additional representation may be requested by TDEM based on the scale of the incident and must be provided by the Contractor. The Liaison will communicate status and coordinate mission assignments. TDEM will coordinate with the Contractor prior to dispatching Liaison.

B. The Liaison must arrive at the SOC within 12 hours after receipt of the PO or written notice from TDEM and must be available in-person at the SOC for coordination of the performance of the Contract.

http://www.fmcsa.dot.gov/rules-regulations/rules-regulations.htm https://statutes.capitol.texas.gov/Docs/TN/pdf/TN.5.pdf

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C. The Contractor shall be able to provide 24-hour coverage at the SOC for the duration of the disaster/emergency. The SOC operational hours are 24 hours a day, 7 days a week, with two 12-hour shifts.

D. The Contractor must provide at a minimum one person per operational shift with the authority to make decisions and provide knowledge of all on-going operations for the incident. Additional representation may be requested by TDEM based on the scale of the incident and must be provided by the Contractor. Contractor must provide all representatives’ names, contact information and scheduling information.

E. The Contractor shall include all costs associated with providing Liaison representation at the SOC in accordance with these requirements as part of the service bid price on the

Mandatory Price Sheet. Any costs associated with meeting the Contractor Liaison Services requirements that were not already taken into consideration in the Contractor’s proposed service prices will be at the Contractor’s expense and will not be reimbursed. Reference the

Mandatory Price Sheet.

F. The Liaison shall attend at least three TDEM sponsored exercises and training, planning, and coordination events per calendar year with duration of one to three days. These events may be hosted by TDEM through in person events in Austin, Texas or by teleconference.

TDEM will not pay the Contractor for, or reimburse costs for, the Liaison’s attendance at these events.

G. The Liaison must be a subject matter expert and advisor on the following:

1. Truck hauling services and trailer storage rentals

2. Logistics support requirements

3. Operational capabilities

4. The Contract

5. State and Federal regulatory requirements that apply to truck hauling services and trailer storage rentals.

H. Proposal Submission Requirements: In its Proposal, Respondent must describe ability to perform contractor liaison services and how the service requirements set forth in Section

A.8.2 of this RFP are met.

A.9 TRANSPORTATION ASSETS

A.9.1 Transportation Asset Requirements with Driver

Reference the Mandatory Price Sheet

The following is a listing of required available assets:

A. Lines 1 – 5: Semi-Tractors with Power Source

Line 1: Semi-Tractor with Dry Van Trailer

a) Length: Standard 53 feet, nominal

b) Minimum payload capacity: 45,000 pounds

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Line 2: Semi-Tractor with Reefer Trailer

b) Minimum payload capacity: 43,500 pounds

Line 3: Semi-Tractor with Freezer

Line 4: Semi-Tractor - Lowboy Trailer

a) Use: Haul heavy equipment

b) Acceptable Types:

1. Fixed Gooseneck

2. Fixed Neck

3. Hydraulic Detachable Gooseneck

4. Mechanically Detachable Gooseneck

5. Mechanical folding Gooseneck

Line 5: Semi-Tractor without Trailer (Bobtail)

a) Use: Hook to and pull other trailers

b) Must be flexible with connection capabilities

c) Minimum payload capacity: 43,500 pounds

B. Lines 6 – 15: Trucks

Line 6: Half-Ton (1/2) Light Pickup Truck

Line 7: Three-Quarter-Ton (¾) Light Pickup Truck

a) Single rear wheel

b) Dual rear wheel

c) Acceptable Cab Types: Crew, Extended, Single

Line 8: One Ton (1) Light Pickup Truck

a) Single rear axle

b) Dual rear axle

c) Acceptable Cab Types: Crew, Extended, Single

Line 9: Light Truck with Flatbed

Line 10: Light Truck with Flatbed Trailer

Line 11: Light Truck with Flatbed Step Deck Trailer

Line 12: Box Trucks with Lift-Gate:

a) Minimum length: 10 feet, nominal

b) Maximum length: 26 feet, nominal

c) Classification: Class 3 to Class 7

d) Gross Vehicle Weight Rating: 14,000 pounds to 33,000 pounds

e) Equipment: cargo ties and rails

Line 13: Box Trucks without Lift-Gate:

a) Minimum length: 10 feet, nominal

b) Maximum length: 26 feet, nominal

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c) Classification: Class 3 to Class 7

d) Gross Vehicle Weight Rating: 14,000 pounds to 33,000 pounds

e) Equipment: cargo ties and rails

Line 14: Truck for Towing

a) Ability to tow cars, light trucks and other vehicles

b) Acceptable Hitch Types:

1) Rear Receiver

2) Front Mount

3) 5th Wheel

4) Gooseneck

5) Pintle

6) Bumper

7) Weight Distribution

Line 15: Cargo Van for hauling water, cots, blankets, and other light supplies to resource staging areas, TDEM warehouses, and other Customer locations.

C. Lines 16 - 19: Semi-Trailers for Hauling

Line 16: Semi –Trailer - Type #1

a) Type: Semi-Trailer Dry Van

b) Coupling: Gooseneck

c) Freight Weight Maximum: 45,000 pounds

d) Axles: dual rear

e) Length: 48 feet – 53 feet, nominal

Line 17: Semi-Trailer - Type #2

a) Type: Dry Van

b) Coupling: Kingpin & Fifth Wheel

c) Freight Weight Maximum: 45,000 pounds

d) Axles: dual rear

e) Length: 48 feet – 53 feet, nominal

Line 18: Semi-Trailer – Type #3

a) Type: Flatbed

b) Length: 48 feet – 53 feet, nominal

c) Freight Weight Maximum: 48,000 pounds

Line 19: Semi-Trailer - Type #4

a) Type: Flatbed Step Deck

b) Length: 48 feet – 53 feet, nominal

c) Freight Weight Maximum: 48,000 pounds

D. Lines 20 - 25: Semi-Trailers for Storage

1. Contractor shall set the semi-trailer in place for storage purposes.

2. Contractor must stabilize to any type of terrain for up to one month.

3. All semi-trailers shall have the ability to lock to secure cargo.

4. Contractor shall provide the fuel to maintain the operation of the refrigeration and freezer units on a 24 hour, 7 days per week basis for the duration of the event. Fuel will not be reimbursed separately.

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Line 20: Refrigerated with power

a) Length: 53 feet, nominal

c) Line 21: Detainment Fee

Line 22: Freezer with power

c) Line 23: Detainment Fee

Line 24: Dry Storage

b) Minimum payload capacity: 45,000 pounds

c) Line 25: Detainment Fee

E. Trailer Asset Requirements

1. In the event electricity is not available from the grid, the Contractor must be self-sustaining and have the ability to provide fuel for refrigerator and freezer power generating units in order to maintain service.

2. Contractor must have the ability to operate 24 hours per day, 7 days per week, and every day of the year.

3. Contractor must be prepared to move to new sites as stipulated on the Purchase Order

(PO) or a Purchase Order Change Notice (POCN) or at the authorized direction of the

Customer.

F. Proposal Submission Requirement: In its Proposal, Respondent must describe qualifications and experience to perform the requirements set forth in Section A.9.1 of this

RFP. In addition, Respondent must provide a current active list of all available transportation assets, either owned or subcontracted, as specified, and required in Section A.9.1 of this RFP.

A.9.2 Experience and Assets

Respondent must have a history of performance in providing and supporting disaster response at a statewide level. Respondent(s) utilizing subcontractors must provide each subcontractor’s experience and assets.

To be eligible for evaluation and award of contract, Respondent must provide documentation with proposal to confirm the required experience and available assets. Failure to provide the documentation may disqualify the response from further review.

A. Proposal Submission Requirement: In its Proposal, Respondent must describe qualifications, experience, and assets to perform the requirements set forth in Section A.9.2 of this RFP.

Respondent must also include in its proposal the following information regarding emergency response.

1. Work history with large scale disaster events (state or federally declared)

2. Work history with small scale disaster events (not state or federally declared)

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3. Asset Documentation to include, but not be limited to, a listing of currently active assets to be utilized during an event. Each asset should be identified as either owned or subcontracted.

A.9.3 Contractor Personnel Requirements

A. Contractor must make every effort to provide continuous voice and data communications with and within its emergency field operation to ensure proper delivery when the local communications infrastructure (land phones, mobile devices that depend on local cell phone antenna networks, and internet connectivity) is disabled and main power is unavailable. The field operation must demonstrate an ability to send and receive telephone, fax, and e-mail communication continuously throughout the duration of an event.

B. Contractor must make every effort to track and communicate with transport vehicles (GPS) at all available times to ensure that service is being performed and that on-demand service requests are handled in a timely and accurate manner. Vehicle tracking information must be available in real-time to the emergency operations management team so that operations can be coordinated with other emergency service providers.

C. Contractor must identify and provide experience and qualifications of the proposed SOC

Liaison and their company’s management staff.

D. All personnel representing the Contractor shall meet all service requirements and provide quality service required to the Customer.

E. The Contractor shall manage all quality and performance, project management, and schedules for Contractor personnel. The Contractor shall be held solely responsible and accountable for the completion of all work for which the Contractor has contracted.

F. The Customer retains the right to check personnel background and decide to approve or remove personnel based upon this information.

G. The Contractor must outline its proposed team's organizational structure and identify project leadership, reporting responsibilities, how prime firm will interface with State's project manager(s), and how subcontractors will work within the team structure. Describe the roles of the key individuals and indicate activities, responsibilities, and key personnel on the organizational chart.

H. Proposal Submission Requirements: In its Proposal, Respondent must describe personnel qualifications and experience to perform the requirements set forth in Section A.9.3 of this

RFP.

A.10 SERVICE AREA AND DELIVERY REQUIREMENTS

All-hazards planning and preparedness addresses natural, technological, and adversarial or human caused incidents or events.

A. Services shall be available and provided on a statewide basis for all-hazards planning and preparedness.

B. Deliveries must be made within 12 hours after receipt of a purchase order transmitted by e-mail.

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C. The delivery shall be made to the destination(s) indicated on the Purchase Order.

D. The services and commodities procured for all-hazards emergency preparedness may be simultaneously dispatched to one or more locations throughout the state of Texas prior to, during, or after an incident or event occurs.

E. Deliveries made without a purchase order are placed at the risk of the Contractor and may not be subject to payment.

F. Confirmation of delivery shall be sent to the Customer Project Manager indicating the following:

1. Delivery date

2. Delivery time

3. Type of delivery

4. Recipient

G. Supporting documentation may be used to satisfy the confirmation requirements as follows:

1. Driver logs

2. Vehicle logs

3. Delivery logs

4. Crew time reports

Customer, in coordination with the CPA Statewide Contract Management Office (SCMO), reserves the right to modify, add, or delete forms and reporting objectives to satisfy requirements levied on the state to validate associated expenses.

A.11 RETURN, CANCELLATION, AND RESTOCKING FEE

Customer may request that Contractor accept return of delivered goods, or that Contractor cancel an order prior to delivery. If Contractor does not agree to Customer’s request, Customer and Contractor must attempt to resolve the matter. If Customer and Contractor do not reach a resolution, Customer or

Contractor may contact the CPA Contract Manager. CPA may order Contractor to accept a return or cancel an order. Contractor may request a reasonable fee for restocking compliant goods it has shipped. Customer shall pay a restocking charge of no more than 10% of the cost of the goods if CPA and Customer both determine that the charge is justifiable. Contractor shall not charge any fee for an order cancelled prior to shipment.

A.12 PURCHASE ORDERS, INVOICES AND REPORTING

A.12.1 Customer Purchase Orders

To utilize the Contract pricing, Customers will issue an internal purchase order referencing the number for the CPA Managed Contract, commodity codes, item descriptions, and current contract pricing.

Contractor agrees not to deliver goods or provide services awarded under this Solicitation until receipt of a Purchase Order from Customer.

Purchase orders dated during the term of the Contract must be honored, even if received by the

Contractor after the Contract expiration date. Contractor may not specify a "final order" receipt date.

Pricing is established by the date the purchase order is placed.

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A.12.2 Invoices and Expedited Payment Discounts

Reference Part B, General Instructions and Contract Terms and Conditions, Section B.5.3, Invoicing and Payment Requirements.

Payment terms for the State of Texas are typically 30 days. Respondents may provide their additional discount extended to each invoice on Attachment B – Respondent Information.

Contractor must submit an itemized invoice to Customer reflecting the CPA Contract number and

Customer purchase order number.

A.12.3 Reporting Requirements

By the 10th day of every calendar month, Contractor must report the past month’s sales under the

Contract to Statewide Contract Management at tcmo.reporting@cpa.texas.gov in the format prescribed by CPA. The dollar value of the sale must be the price paid by the Customer for the goods and services under the Contract. If no sales occur, Contractor must report no sales in a manner prescribed by

CPA.CPA reserves the right to modify contract reporting requirements at its sole discretion in order to meet the evolving needs of CPA and its Customers. If the Contractor fails to submit sales reports, falsifies sales reports, or fails to submit sales reports in a timely manner, CPA may terminate or cancel the Contract pursuant to Part B, Section B.3.5.

A.12.4 Statewide Contract Development Reporting

Contractor shall provide any information requested by CPA to develop future solicitations and facilitate the transition to potential future contractors in a format acceptable to the CPA within 14 calendar days of the request.

A.13 RESPONSE INFORMATION

A.13.1 Schedule of Events

Respondent must submit its Response to CPA before the due date and time indicated on the cover page. CPA may revise this schedule by issuing an addendum on the ESBD.

A.13.2 Solicitation Addenda

CPA will post any addendum to this solicitation on the ESBD. Respondents are responsible for checking the ESBD for addenda prior to submitting a Response. Respondent’s failure to check the

ESBD does not release it from the requirements of any addenda nor permit it to modify or withdraw its

Response after Response opening.

Respondent must acknowledge each Solicitation addendum by returning a signed copy of the addendum with its Response.

A.13.3 Questions and Answers

Respondents must send all questions regarding this Solicitation to the CPA Points of Contact identified in Section A.13.4 by the question submission deadline in the Schedule of Events on the cover page.

Respondents must reference the relevant Solicitation page and section number in each question. CPA’s responses to questions will be posted to the ESBD.

mailto:tcmo.reporting@cpa.texas.gov

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Respondents must notify CPA of any error or ambiguity in the Solicitation by submitting a question. If

Respondent fails to notify CPA of an error or ambiguity, Respondent (1) waives any claim for money, time, or other relief based on that error or omission, and (2) agrees to accept any reasonable interpretation of the allegedly erroneous or ambiguous provisions by CPA.

All questions submitted to CPA should include the identity of the sender, the sender’s title, company name, telephone number, and email address, as applicable.

Only answers that CPA provides in writing are official. Information in any form other than the materials constituting this Solicitation, the Question-and-Answer Document, and any Solicitation addendum is not binding on CPA.

Minor questions for which the answer will not affect the interpretation of the Solicitation or change the contents of a Response (for example, a question regarding delivery of a sealed Response) may be answered orally or by email by CPA.

A.13.4 Points of Contact

Respondents must direct all communications concerning this Solicitation to the Points of Contact listed below. Respondents may not contact other CPA or agency personnel or any Customer regarding this

Solicitation, unless instructed to do so in writing by the CPA Point of Contact. Communicating with anyone other than the Points of Contact may result in disqualification of a Response.

Responses may not be submitted to the CPA Points of Contact. Follow the instructions for Response submission in Sections A.18 and A.19.

Primary Point of Contact - CPA Contract Specialist

Noah Holdren, CTCD, CTCM

512-463-1650

Email: noah.holdren@cpa.texas.gov

Secondary Point of Contact

Statewide Contract Development (SCD)

Email: spd.contractdev@cpa.texas.gov

If no response is received from the primary point of contact within one business day, Respondent may contact SCD at the email address listed above.

After Contract award, all communications relating to the Contract must be submitted to Statewide

Contract Management at spd.cmo@cpa.texas.gov.

A.13.5 Pre-Proposal Conference

The Pre-Proposal Conference is scheduled for the date and time listed in the Schedule of Events on the cover page. The location of the conference is:

Microsoft Teams

Join the meeting now

Meeting ID: 295 263 750 963 6

Passcode: zy7Vh6KS

Dial in by phone mailto:noah.holdren@cpa.texas.gov mailto:spd.contractdev@cpa.texas.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzMzZDM4YWEtYWI4My00OTEwLTljZTgtOGNjMDhlZDhhYjQz%40thread.v2/0?context=%7b%22Tid%22%3a%222055feba-299d-4d0d-aa5a-73b8b42fef08%22%2c%22Oid%22%3a%2202008078-ccaf-4717-9185-4cedfdf072a0%22%7d

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+1 737-471-3847,,692671749# United States, Austin

Find a local number

Phone conference ID: 692 671 749#

Join on a video conferencing device

Tenant key: txcpa@m.webex.com

Video ID: 117 112 758 7

The Pre-Proposal Conference is an opportunity for vendors to hear information about the Solicitation and ask questions about the solicitation. While attendance is not mandatory, it is highly encouraged.

Vendors should notify the Point of Contact that they plan to attend the Pre-Proposal Conference no later than May 29, 2025.

A.13.6 Documents and Attachments Included with this Solicitation

The Solicitation package includes the following documents:

1. Part A: Special Instructions (this document)

2. Part B: General Instructions and Contract Terms and Conditions

3. Attachment A - Execution of Response (with authorized signature)

Attachment B - Respondent Information

Attachment C - Preferences

Attachment D - Insurance Statement of Intent

Attachment E - Self Insured Retention (only if using SIR)

4. Mandatory Price Sheet in both .xml and .xlsx format (.xml is preferred)

A.14 HUB SUBCONTRACTING PLAN

CPA has identified probable subcontracting opportunities for part or all of the Solicitation. Respondent must complete and return the HUB Subcontracting Plan (HSP) with the Response to be considered responsive. By law, CPA must disqualify Responses received without the HSP.

NIGP

Class/Item Description

962-86 Transportation of Goods, Shipping and Handling, and Other Freight Services

975-84 Trailer Rental or Lease

This list is neither mandatory nor exhaustive. Other areas of subcontracting may be more appropriate given the Respondent’s business structure and internal resources.

The HUB utilization goal for this solicitation is:

• 26% for services contracts

A courtesy review of an HSP is available to assist Respondents in providing a complete and responsive

HSP and determine whether any deficiencies exist. Respondents are highly encouraged to take advantage of the courtesy review. To request a courtesy review, submit the completed HSP and all supporting documentation in a PDF format to the Statewide HUB Program by email no later than ten working days prior to Response due date.

Email for Courtesy Review: StatewideHUBProgram@cpa.texas.gov

Email Subject Line: HSP Courtesy Review, Solicitation No. 304T-25-975M2, Due Date

XX/XX/XX (of the solicitation) tel:+17374713847,,692671749 https://dialin.teams.microsoft.com/58d35282-7dff-490c-8e1a-27eb861dcb13?id=692671749 mailto:StatewideHUBProgram@cpa.texas.gov

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This courtesy review may only identify possible deficiencies. The compliance determination will be made on the HSP submitted with the Response. Please contact CPA Statewide HUB Program with any questions regarding HSP compliance at: 1-800-863-5881 or 512-463-5872. The CPA HUB Program website may be accessed at: https://comptroller.texas.gov/purchasing/vendor/hub/

RESPONSES RECEIVED WITHOUT AN HSP WILL BE DISQUALIFIED.

A.15 DISCLOSURE OF INTERESTED PARTIES

If CPA determines that Texas Government Code § 2252.908 may apply to a Contract award, CPA will instruct the Respondent to disclose interested parties to the Texas Ethics Commission (TEC) and CPA.

A Respondent subject to this requirement must (1) complete TEC Form 1295, Certificate of Interested

Parties at https://ethics.state.tx.us/filinginfo/1295/ (2) submit the form online to TEC, (3) print the completed form that includes the Certificate Number automatically assigned by TEC, and (4) submit the form, signed by its authorized agency, by email to CPA.

If a Respondent does not timely submit a completed and signed TEC Form 1295 to CPA, CPA is prohibited by law from executing a contract, even if the potential awardee is otherwise eligible for award. CPA may award the contract to another vendor. CPA may seek appropriate damages for

Respondent’s failure to comply with this requirement.

A.16 EVALUATION OF RESPONSE

A.16.1 Responsiveness

CPA may waive minor or immaterial requirements in the submission process. CPA will disqualify any

Response that does not conform to the solicitation requirements in any material respect as nonresponsive. For example, failure to sign the Execution of Response (Attachment A), failure to submit the Mandatory Price Sheet, or failure to return a required HUB subcontracting plan, will result in disqualification.

A.16.2 Risk of Non-performance

CPA may disqualify a Respondent if there is an unacceptable risk that it will fail to perform the

Contract. The Respondent bears the burden of establishing:

(1) ability, capacity, and skill to perform the contract or provide the service required;

(2) ability to perform the contract or provide the service promptly, or in the time required, without delay or interference;

(3) character, responsibility, and integrity;

(4) current compliance with laws relating to the contract or service;

(5) sufficient financial resources to perform the contract and provide the service; and

(6) conformity to all material specifications required in this Solicitation.

CPA may consider any source of information that it deems reliable.

Vendor Performance Data. CPA will consider a vendor’s past performance in compliance with applicable provisions of Texas Government Code, §§ 2155.074, 2155.075, 2156.007, 2157.003, and

2157.125. The following examples indicate poor performance:

https://comptroller.texas.gov/purchasing/vendor/hub/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fethics.state.tx.us%2Ffilinginfo%2F1295%2F&data=05%7C02%7CDaniel.Kinsey%40cpa.texas.gov%7Cd7d3dae962824caee0c808dd1ae5afc5%7C2055feba299d4d0daa5a73b8b42fef08%7C0%7C0%7C638696295979410307%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tJoqzugiU8W8zeA5R45t1cFgU3a6Ah5J7WrvDRlcsi0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fethics.state.tx.us%2Ffilinginfo%2F1295%2F&data=05%7C02%7CDaniel.Kinsey%40cpa.texas.gov%7Cd7d3dae962824caee0c808dd1ae5afc5%7C2055feba299d4d0daa5a73b8b42fef08%7C0%7C0%7C638696295979410307%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tJoqzugiU8W8zeA5R45t1cFgU3a6Ah5J7WrvDRlcsi0%3D&reserved=0

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(1) A score of less than a C in the Vendor Performance Tracking System;

(2) Currently under a corrective action plan for a CPA contract;

(3) Repeated negative Vendor Performance Reports for the same stated reason;

(4) A record of repeated non-responsiveness to vendor performance issues; and

(5) Cancellation of purchase orders in the previous 12 months for non-performance, such as late delivery.

Vendor performance information is located on the CPA web site at:

http://www.txsmartbuy.gov/vpts

Vendor Performance may also be used to determine a vendor has sufficient resources and the ability to perform.

Investigations. CPA may examine sources of information including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts, media reports, press releases, internet searches, or third-party databases. CPA may request additional information from the Respondent. Failure to provide requested information may disqualify the Respondent. Any such investigations shall be at the sole discretion of CPA.

A.16.3 Ties

CPA may break a tie by applying preferences under state law that were claimed in the Response. If no preference applies, CPA may award tied items to a randomly selected Respondent that offers best value.

A.16.4 Evaluation Process

After scoring the Responses, CPA may:

(1) Award the contract to the Respondent providing best value to the state;

(2) Determine the competitive range and negotiate with Respondents in the competitive range;

(3) Invite Respondents in the competitive range to make oral presentations;

(4) Formally request a Best and Final Offer (BAFO) from Respondents in the competitive range; or

(5) Make no award.

Respondents in the competitive range will be notified of the time and place for the oral presentation, if any.