ESBD_427937_1749761884872_FPC-25-243 Programming RFQ.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and HUB Program

REQUEST FOR QUALIFICATIONS

RFQ NUMBER: RFQ01-FPC-25-243

PROGRAMMING SERVICES

QUALIFICATIONS MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time on July 9, 2025

EMAIL RFQ RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: FPC-25-243 Programming Services

NOTE: Qualifications must be received by The Texas A&M University System Office of Procurement and HUB Program before the date and time specified for receipt of submittal as stated within Section 2.4 of this RFQ. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director

Procurement and Business Services | HUB Program The Texas A&M University System soprocurement@tamus.edu

All submittals shall become the property of the State of Texas upon receipt. Submittals may be subject to public review after contracts have been executed. Refer to Section 5.G for more information regarding public information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:Soprocurement@tamus.edu

The Texas A&M University System RFQ01 FPC-25-243 Page 2 of 35

TABLE OF CONTENTS

SECTION 1. GENERAL INFORMATION

SECTION 2. INSTRUCTIONS FOR RESPONDENTS

SECTION 3. SCOPE OF WORK

SECTION 4. STATEMENT OF QUALIFICATIONS

SECTION 5. GENERAL TERMS AND CONDITIONS

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Serivice & Location Matrix

Exhibit D – Insurance

Exhibit E – Master Services Agreement (Draft)

Attachment A – POR Template

The Texas A&M University System RFQ01 FPC-25-243 Page 3 of 35

SECTION 1

GENERAL INFORMATION

1.1 Scope

The Texas A&M University System (“A&M System”), Office of Facilities Planning & Construction (“FP&C”), is soliciting statements of qualifications (“Qualifications”) from companies (also hereafter referred to as “Respondent” or “Firm”) who have demonstrated knowledge and experience in facility programming and comprehensive Program of Requirements (POR) development services. Only prime firms are being selected. Do not include a sub-consultant team’s experience unless it was performed under the Respondent.

The A&M System is dedicated to the ongoing program to improve and expand all physical facilities in support of the teaching, research and service missions of each university and agency of the A&M System.

It is the intent of the A&M System to establish a master services agreement (“Agreement”) with more than one company to meet its needs. The required services shall be administered in accordance with the terms, conditions, and requirements set forth in this Request for Qualifications (“RFQ”) for all projects awarded through an Agreement from this RFQ. This shall also apply to work or projects done by A&M System universities and agencies (“Members”) that may choose to utilize a Firm as a result of this RFQ.

By submitting a response, each Respondent certifies that it understands this RFQ and has full knowledge of the scope, nature, quality, and the amount of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed.

1.2 About the A&M System

The Texas A&M University System is one of the largest systems of higher education in the nation with a budget of $7.3 billion. The A&M System is a statewide network of 11 universities; a comprehensive health science center; eight state agencies, Texas-A&M Fort Worth and Texas A&M-RELLIS. The Texas A&M System educates more than 165,000 students and makes more than 25.3 million additional educational contacts through service and outreach programs each year. System-wide, research and development expenditures exceeded $1.5 billion and help drive the state’s economy. More information about the Texas A&M University System and all of its Members can be found at the A&M System About page.

1.3 Priorities/Expectations

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to all A&M System members in a timely, cost effective manner. A&M System is seeking a Respondent(s) that will ensure the provision of such quality in its delivery of service through proven techniques and established practices.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure a successful project as determined by A&M System.

(c) Delivery Efficiency. Respondent must demonstrate its ability to deliver the required services in a timely manner while not sacrificing the quality required by a Tier I research System.

1.4 Performance Period

The intention of this RFQ is to qualify companies to be included in a pool for the services defined in this RFQ. Should A&M System, in its sole discretion, enter into an Agreement with the successful http://www.tamus.edu/about/

The Texas A&M University System RFQ01 FPC-25-243 Page 4 of 35

Respondent(s) as a result of this RFQ, the Agreement shall be effective as of the date that is agreed upon by A&M System and successful Respondent(s). A&M System anticipates that the initial term of any such Agreement will extend for two (2) years, with the option to renew for up to three additional one (1) year terms, providing all parties mutually agree on the extension. Any extensions shall be at the same terms and conditions plus any approved changes to be determined by A&M System and negotiated in writing with the successful Respondent(s).

The Texas A&M University System RFQ01 FPC-25-243 Page 5 of 35

SECTION 2

INSTRUCTION FOR RESPONDENTS

2.1 General Information

The A&M System is soliciting submittals from qualified companies who have significant experience in in providing facility programming and POR development services of superior quality at competitive pricing. The services are outlined in the Scope of Work (Section 3). Services are intended to be provided under the general supervision of FP&C. However, the individual A&M System Members also have authority and option to utilize any resulting Agreement for these services.

The Respondent(s) selected to perform programming services under any resultant Agreement are not excluded from a formal selection process for A/E services pertaining to the programmed project.

This RFQ outlines scope and qualification criteria in Section 3. Submittals are to be in accordance with all scope, requirements, and terms contained herein, and remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent's cover letter.

The Respondent(s) selected shall have an excellent track record for providing these services relative to the size and scope of A&M System projects and shall agree to provide these services to A&M System with a top priority commitment. A&M System may select as many Respondents as needed to ensure coverage throughout the State of Texas at the various System members’ locations.

This RFQ contains specific requests for information. Respondents are encouraged to examine all sections of this RFQ carefully, in that the degree of interrelationship between sections is critical. In responding to this RFQ, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFQ have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope or intent of the respective clauses. Whenever the terms “must", "shall", "will", "is required”, or "are required” are used in the RFQ, the subject being referred to is to be a required feature of this RFQ and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent's response. Any deviation or exception from any requirements or terms of the RFQ must be clearly identified by the Respondent in its submittal.

2.2 Calendar of Events

Activity Responsibility Date

Release of RFQ A&M System June 12, 2025

Deadline to Submit Questions Respondent June 24, 2025

Release of Addendum (if applicable) A&M System June 27, 2025

RFQ Responses Due Respondent July 9, 2025

Selection of Qualified Respondents A&M System TBD

A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. This may be in the event that further clarification of responses or terms of contract are in the best interest of A&M System and/or in the event A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

The Texas A&M University System RFQ01 FPC-25-243 Page 6 of 35

2.3 Examination of the Request for Qualifications

Before submitting, each Respondent will be held to have examined the A&M System requirements outlined in Section 3, and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFQ.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all of the existing and/or revised conditions and accepts them "as is."

2.4 Submittal Instructions

All qualification submittals must be received by A&M System no later than 2:00:00 p.m. Central Time, July 9, 2025 electronically via email to soprocurement@tamus.edu with the subject line of “FPC-25- 243 – Programming Services”. The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. Late submittals will not be considered under any circumstances.

Submittal Format: Submission shall be saved as two (2) separate files in Adobe Portable Document Format (PDF) according to the items listed below and named as such; I) “company name – Qualification Statement”; II) “company name – Forms”.

2.5 Submittal Components

The following documents are to be returned as part of your qualification submittal. Failure to include these sections/documents may be basis for response disqualification.

I. Qualification Statement

Cover Letter

Table of Contents

Qualification Statement Response (Section 4)

Service Location Matrix (Exhibit C)

II. Forms

Signed Execution of Offer (Exhibit A)

Signed and notarized Non-Collusion Affidavit (Exhibit B)

HUB Participation Plan (Section 3.4)

Other Requirements:

• Qualification Statement shall be a MAXIMUM of forty (40) pagesThe cover letter, table of contents, divider pages, HUB Subcontracting Plan, and the Exhibits do not count toward this maximum page count. Use of front and back counts as two pages.

• Only experience related to development of formal standalone Programs of Requirements shall be considered. DO NOT submit images or experience related to design services.

• Additional attachments shall NOT be included with the Qualification Statement. Only the responses provided by the Respondent to the questions identified in Section 4 of this RFQ will be used by the A&M System for evaluation.

• Submittals shall include a “Table of Contents” and give page numbers for each part of the Qualifications.

• Number all pages of the submittal sequentially using Arabic numerals (1, 2, 3, etc.).

mailto:soprocurement@tamus.edu

The Texas A&M University System RFQ01 FPC-25-243 Page 7 of 35

Qualification Statement shall consist of answers to questions identified in Section 4 of the RFQ. It is not necessary to repeat the question in the Qualifications; however, it is essential to reference the question number with the corresponding answer.

Failure to comply with all requirements contained in this Request for Qualifications may result in the rejection of the submittal.

Note: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

• Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

• Non-Collusion Affidavit: The Respondent signature on this document may be done electronically with DocuSign, Adobe or another similar tool. An agreement may not be executed with an awarded Respondent until this document is fully signed and notarized.

2.6 Inquiries and Interpretations

All questions concerning this RFQ are to be directed to Jeff Zimmermann, Executive Director of Procurement & Business Services, in writing at soprocurement@tamus.edu. Respondent may not contact other individuals at A&M System to discuss any aspect of this RFQ, unless expressly authorized by the A&M System Procurement Office to do so.

Questions regarding the RFQ, including questions for more data or information beyond that included in this RFQ and any attachment(s), should be presented in writing. Deadline for submission of questions is June 24, 2025. The A&M System will publish all questions with responses according to the schedule in Section 2.2.

Responses to inquiries which directly effect an interpretation or change to this RFQ will be issued in writing by addendum/amendment and and posted to the Electronic State Business Daily (ESBD) at the following site; http://www.txsmartbuy.com/sp according to the schedule in Section 2.2 above. Within the ESBD search, input Agency Number “710” and select “Posted” for the Status.

It is the responsibility of all REPONDENTS to check the ESBD for any and all addenda issued for this RFQ. All such addenda/amendments issued by A&M System prior to the time that qualifications are received shall be considered part of the RFQ, and the Respondent shall consider and acknowledge receipt of such in the Execution of Offer. Only those A&M System replied to inquiries which are made by formal written addenda/amendments shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.7 Selection Process

It is the intention of the A&M System to utilize the information received from Respondents qualification submissions to award and form a pool of pre-qualified companies from which it may select a planning firm to assist the A&M System or member on an as-needed basis. Each project assignment will be documented individually and will extend for as long as agreed to by the parties.

A&M System will base its choice on demonstrated competence, knowledge, and qualifications of the Respondent. Sub-consultant experience performed under a different prime firm will not be considered as a Respondent’s qualifications.

The Respondent(s) selected will be the one who’s experience and qualifications, as presented in response to this RFQ, establish them, in the opinion of A&M System, as well qualified and offering the greatest benefits, experience and value to A&M System, impact on the ability of A&M System to comply with statutes and objectives relating to utilization of historically underutilized businesses; and any other relevant factor that A&M System deems relevant and would consider in selecting a RESPONDENT for award. Final determination for award of any resultant Agreement will be made on the overall best value to the A&M System. A&M System may cancel this RFQ or reject Qualifications mailto:soprocurement@tamus.edu http://www.txsmartbuy.com/sp

The Texas A&M University System RFQ01 FPC-25-243 Page 8 of 35 at any time prior to an award, and is not required to furnish a statement of the reasons why a particular qualification was not deemed to be the most advantageous.

A&M System, at its sole discretion, may select as many companies as deemed to be in A&M System’s best interest to meet the needs throughout The Texas A&M University System. All Respondents selected will be required to sign a master agreement. The master agreement does not guarantee that a project(s) assignment will be made. Should A&M System determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, an agreement may be negotiated and awarded to that Respondent. The award document will be an agreement incorporating by reference all the requirements, terms and conditions of the RFQ and the Respondent’s qualification as negotiated.

Submission of qualifications indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by A&M System during the evaluation process.

It is the intent of A&M System to qualify multiple submissions. The selection of the successful submission(s) may be made by A&M System on the basis of the submissions initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful submission(s) may be made by A&M System on the basis of negotiation with any of the Respondents.

A&M System shall not disclose any information derived from the submissions provided by competing Respondents in conducting such discussions.

All submissions must be complete and convey all of the information requested to be considered responsive. If a submission fails to conform to the essential requirements of the RFQ, A&M System alone will determine whether the variance is significant enough to consider the submission susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

The A&M System may perform reference checks and seek further information, as needed from all Respondents whose submission the A&M System, at its discretion, considers viable, based on the initial evaluation and ranking. The Respondent’s response to this requirement officially authorizes the A&M System to contact these organizations to discuss the services and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to the A&M System and Respondent shall and hereby does release and hold harmless the A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the submission.

A&M System reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept qualifications considered most advantageous, and/or to make the award to the most responsive Respondent(s).

The Texas A&M University System RFQ01 FPC-25-243 Page 9 of 35

SECTION 3 - SCOPE OF WORK

3.1 Goal

The A&M System is soliciting statements of qualifications from companies with an established history in facility programming and development of comprehensive Programs of Requirements (POR) for institutions of higher education. It is the intent of the A&M System to contract with multiple Respondents to provide a pool of companies who can provide these services for FP&C and A&M System Members, who may elect to utilize this pool for work or projects managed at their respective institution.

3.2 Services Required

Services will include the preparation of comprehensive PORs for certain construction projects for A&M System Members as assigned and authorized. In general, the programs will capture and record the requirements for each particular project, clearly define what scope is included in the project, be a basis for sign-off agreement on scope/cost/schedule between the A&M System Member and the A&M System, and present the information needed by the design architects and engineers in a concise and easily understood format.

A program could be required to address subjects to include but not be limited to the following, as applicable to a particular project and as recommended by the A&M System Office of Facilities Planning and Construction (see current POR Template at Attachment A). Note: This document may be updated periodically during the term of the Agreement.

General Requirements

• Project team members, points of contact, and roles with contact information.

• User justification – describe why the project is necessary.

• System Strategic Imperative – list imperative and how the project supports.

• Campus Master Plan Implementation – describe how the project complies with and supports the implementation goals of the specific member campus master plan

• Project narrative – describe scope planned to be included in the project.

• Goals, Objectives, and Barriers.

o Aspects used to determine success of the project.

o Barriers that challenge the success of the project.

o Coordination with member institution support departments (Technology, Transportation, Utilities, etc.)– identify requirements, roles and responsibilities o Coordination with member institution CEO/President and CFO – identify CEO/CFO goals o Enrollment, faculty, and staff projections affecting this project.

• THECB space projections, campus space utilization score.

• Codes and Regulations and other facility, certification, or accredidation requirements unique to the project.

• Detailed cost estimate as coordinated with A&M System FP&C to mid-point of construction o Programming team estimator to provide construction estimate (AACC) comprised of base bid (90%) and alternates (10%).

o AACC will include five components:

Cost of work (material and labor) General Conditions Contractor fee Contractor contingency Escalation to mid-point of construction o Present cost in standardized Division categories and/or general categories of Site work & Infrastructure, Core & Shell, Buildout.

The Texas A&M University System RFQ01 FPC-25-243 Page 10 of 35 o Programming team to provide estimated costs for movable equipment based on equipment matrix and cut sheets.

• Total project budget as coordinated with A&M System FP&C.

o Total project budget includes the AACC plus indirect costs (generally 75% and 25% respectively).

• Notate campus funded items which are not typically included in the project or budget. For example, typical exclusions include computers, phones, moving/relocation expenses, desktop supplies and equipment, maintenance and custodial services, etc.

• Identify any sole source products required by member institution. Include approval documentation from the A&M System for each (sole source pricing should be reflected in the cost estimate).

• Project schedule as coordinated with A&M System FP&C.

• Signature page(s) for the project - Campus CEO and CFO approvals minimum.

Texas Higher Education Coordinating Board (THECB) Requirements

• Project’s achievement of any of the THECB goals (60x30 or latest version).

• Predominent building use classification.

• Required building efficiency based on primary use.

• NASF and E&G SF by room.

• NASF and GSF by floor, by building, and total.

• Room code for each space.

Site Development Requirements

• Site selection studies.

• Availability, quantity and quality of existing site utilities.

• On-site utilities coordination – identify source, contact information, points of connection, etc.

• Off-site utilities coordination – identify source, contact information, points of connection, etc.

• Drainage, erosion control, and storm water detention requirements and recommendations

• Memorandums of understanding, agreements, easements, land ownership transfers, etc.

required.

• Adjacent uses and buildings.

• Noise Abatement requirements.

• Environmental assessment (include copy if available) requirement.

• Archeological, Natural Resources, and Cultural Resources assessments requirements.

• Hazardous materials survey (include copy if available from the system member) requirement.

• Acquisition of property requirement and agreement(s).

• Demolition of existing structures.

• Natural features or trees to remain.

• Campus landscape requirements.

• Site security considerations.

• Phasing of development activities.

• Vehicular and bicycle parking requirements, including bus stop requirement.

• Tie in to campus district walk paths, lighting, landscaping, building massing, etc.

Building Requirements

• Basis of Design assumptions identifying materials, structural assumptions, mechanical, electrical, and other system requirements.

• Life Cycle Cost criteria as coordinated with the A&M System FP&C.

• Building maintenance plan to include operating costs/estimate of maintenance labor hours.

• Rainwater, condensate, and gray water collection and reuse requirements and recommendations.

The Texas A&M University System RFQ01 FPC-25-243 Page 11 of 35

• Alternative energy requirements and recommendations.

• Sustainability requirements.

• Hazardous materials survey (if existing building).

• Re-purposing of existing facilities (if applicable).

• Deferred maintenance evaluation (if renovation/building addiition) – provide latest facility assessment by the system member campus.

• Space requests and needs.

• Functional relationships of departments and spaces.

• Space conversion opportunities.

• Room by room requirements per Room Data Sheets.

• Moveable Equipment Matrix for all equipment identified in the Room Data Sheets. Include existing, new, or future, space requirements, infrastructure requirements, and procurement and installation responsibility. Provide cut sheets and estimated costs.

• Matrix of existing and/or new Moveable Furnishings.

Room Data Sheets

• Space use.

• Test fits / room configuration concept drawings.

• Finishes.

• Audio-Visual equipment and infrastructure requirements.

• Moveable Furnishings.

• Moveable Equipment.

• Casework (fixed or movable, wood or stainless).

• Fixtures (faucets, drains, compressed air, etc.).

• Security equipment and requirements.

• Performance requirements of all systems and equipment.

• Special sound or vibration requirements beyond the Facility Design Guidelines basellines.

Building Configuration and Massing

• Note: Do not include floor plans or renderings. Optional Renderings and/or virtual animations as requested by the System Member may be provided as part of the scope, but shall not be included in the POR document. Room fit diagrams and space adjacency diagrams suggesting a operational flow may be included. Do not develop a building footprint or shape other than basic rectangle unless defined due to site constraints.

• Space concepts and flow diagrams.

• Departmental interactions.

• Room-by-room interactions.

• Diagrammatic block plan.

• Horizontal and vertical block stacking diagrams with relative spatial requirements.

The specific tasks to be performed in the development of Programs of Requirements, as applicable to the particular project, should be determined by the programming firm in coordination with the system member to ensure a thorough vetting of all requirements is complete and reflected in the final POR.

3.3 Project Assignments

The A&M System reserves the right on each assignment to authorize all or any part of the above subject areas and/or work tasks, as the A&M System deems necessary, for the individual project. The scope to be performed will be set forth in each work authorization and be based on a proposal from the Firm for the particular assignment. A purchase order will establish a scope of work and a lump sum or not-to-exceed fee for each assignment upon successful negotiations.

The Texas A&M University System RFQ01 FPC-25-243 Page 12 of 35

Programming services may be assigned to selected Firms as individual projects for the A&M System or any of it’s member universities or agencies. Note that inclusion in the pool of selected firms is not a guarantee of work or project assignment.

3.4 HUB Subcontracting Plan (HSP) Form & HUB Participation Plan

It is the policy of the State of Texas and the A&M System to encourage the use of Historically Underutilized Businesses (HUBs) both directly and indirectly in prime contracting and subcontracting efforts. The goal of the HUB Program is to promote equal access and equitable opportunity in the A&M System contracting and purchasing activities.

A subcontracting opportunity is defined as any portion(s) of the scope contracted with a vendor to work, supply commodities for, or contribute towards completing work for a governmental entity.

The Respondent is required to submit either a completed HUB Subcontracting Plan (HSP) form or a HUB Goal Achievement Plan detailing how they will conduct a good faith effort to attract and incorporate State of Texas HUB-certified vendors to perform a percentage of the scope of work defined within this RFQ.

If the Respondent determines it is probable that they will subcontract any portion of the scope within this RFQ, the applicable HUB participation goal for this RFQ is 20%, and the Respondent is required to conduct and demonstrate a good faith effort to achieve this goal. Note: In all cases, the HUB goal stated within this RFQ takes precedence over the HUB goal stated on the downloaded HSP form.

Regardless of intent to subcontract, the Respondent is required to complete and submit either a HUB Goal Achievement Plan or a HUB Subcontracting Plan (HSP) form. Failure to submit a comprehensive, acceptable HUB Goal Achievement Plan or completed HSP form may be considered a material failure to comply with the requirements of this RFQ and may result in rejection of the response. Refer to Section 2.7 for details on the A&M System’s selection process.

HUB Goal Achievement (HUBA) Plan

If the Respondent elects to complete and submit a HUBA Plan, the plan is required to include details which outline and accurately represent the company’s strategy, procedures, and steps to incorporate HUB certified companies in the performance of this scope.

Within this plan, the Respondent is required to address the following items:

1. The Respondent shall state whether it is a Texas certified HUB vendor.

2. The Respondent shall state its commitment to conduct a good faith effort to include HUB vendors in this engagement.

3. The Respondent shall discuss the method in which it will identify subcontracting opportunities related to the scope(s) of work within this RFQ.

4. The Respondent shall describe the method in which it solicits HUB vendors regarding the subcontracting opportunities identified.

5. The Respondent shall discuss its existing relationships within the HUB community, including those with HUB-certified vendors, HUB-focused organizations, and non-HUB companies doing business with HUB-certified vendors. The Respondent shall also provide details on how these relationships will support their plan to connect with and invite HUB certified companies to bid on the subcontracting opportunities defined in Item 4 above.

6. If not already stated, the Respondent shall provide a list of the trade organizations or development centers that it intends to work with to inform and solicit HUBs to bid on the subcontracting opportunities identified in Item 4 above. Examples of these can be found at the following site: https://comptroller.texas.gov/purchasing/vendor/hub/resources.php.

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

The Texas A&M University System RFQ01 FPC-25-243 Page 13 of 35

HUB Subcontracting Plan (HSP) Form

If the Respondent elects to complete an HSP form, the Respondent is required to review and complete A&M System HSP form.

In all cases, the Respondent is required to:

i. Complete Section 1, Section 2, and Section 4 of the HSP form.

ii. Determine whether it is probable that they will subcontract any portion of the scope within this RFQ.

iii. Complete either Method A, Method B, or Section 3 as applicable based on the response to Section 2.

If the Respondent determines it is probable that they will subcontract any portion of the scope within this RFQ, then they are required to conduct and demonstrate a good faith effort to achieve the stated HUB goal and list all anticipated subcontracting opportunities in Section 2b of the HSP form.

Please contact The Texas A&M University HUB Program Office at SO-HUBProgram@tamus.edu for assistance with completing the requirements of this section. Respondents may submit a draft of their HUB Goal Achievement Plan or HSP form prior to submittal of their response to the RFQ for review.

All drafts must be submitted at least ten business days prior to the RFQ due date.

If Awarded

Any Respondent awarded an Agreement as a result of this RFQ will be required to comply with all good faith effort requirements. The HUB plan submitted with the proposal response will be included within the Agreement and the A&M System will monitor compliance and progress with all requirements. Per Texas Government Code 2161.253(d), if a determination is made that the Vendor failed to implement the plan in good faith, the A&M System, in addition to any other remedies, may bar the Vendor from further contracting opportunities with the A&M System.

For any Respondent selected and awarded a project in connection with any resultant Agreement, the Respondent may be required by the applicable Member to properly complete a separate project specific HSP form. The project specific HSP shall identify the subcontracting opportunities anticipated for the scope of work as defined in that project with the subcontractors anticipated to perform each subcontracting opportunity.

https://www.tamus.edu/business/wp-content/uploads/sites/20/2025/01/FY25-HSP-Form-Template.pdf mailto:SO-HUBProgram@tamus.edu

The Texas A&M University System RFQ01 FPC-25-243 Page 14 of 35

SECTION 4 – STATEMENT OF QUALIFICATIONS

4.1 Statement of Qualifications

RESPONDENTS SHALL CAREFULLY READ THE INFORMATION CONTAINED IN THE FOLLOWING

CRITERIA AND SUBMIT A COMPLETE STATEMENT OF QUALIFICATIONS TO ALL ITEMS. INCOMPLETE

QUALIFICATIONS MAY BE CONSIDERED NON-RESPONSIVE AND SUBJECT TO REJECTION.

4.1.1 CRITERION ONE: RESPONDENT’S STATEMENT OF QUALIFICATIONS AND AVAILABILITY TO

UNDERTAKE THE SERVICES

4.1.1.1 Provide a statement of interest including a narrative describing the firm’s qualifications and availability to perform the services outlined in Section 3.2 of this RFQ. Include only projects for which the prime firm developed facility programming documents. Do not include project design experience.

4.1.1.2 Provide a brief history of the firm including all office location(s), legal status and officers.

4.1.2 CRITERION TWO: COMPANY PROFILE

4.1.2.1 Identify key personnel who will negotiate for the firm and who will be assigned to manage an agreement and describe their respective roles and locations.

4.1.2.2 Provide a resume for each individual identified, along with the dedicated programming manager(s) and staff, to demonstrate relevant programming experience to fulfill requirements under an agreement.

4.1.2.3 Provide the firm’s organization chart to demonstrate how the identified personnel will be organized to fulfill requirements under an agreement.

4.1.2.4 Provide any details of all past or pending litigation or claims filed against the firm that would affect the firm’s performance under a Contract with the A&M System.

4.1.2.5 Is the firm currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

4.1.2.6 Identify any relationship that exists by relation, business association, capital funding agreement, or any other such kinship between the firm and any A&M System employee, officer or regent.

4.1.3 CRITERION THREE: RESPONDENT’S PERFORMANCE ON PAST FACILITY PROGRAMMING

PROJECTS

4.1.3.1 Present examples that best demonstrate the firm’s capacity and expertise specifically for facility programming within the last five (5) years. Each example should be well organized and shall identify key personnel proposed for the A&M System contract who worked on the example project. List the projects in order of priority, with the most relevant project listed first. Provide the following information for each project listed:

• Project name, location, and description.

• Estimated construction cost.

• Estimated project size in gross square feet.

• Type of construction (new, renovation, or expansion).

• Actual start and finish dates for construction.

• Description of services the firm provided for the project.

• Room data sheet example(s)

The Texas A&M University System RFQ01 FPC-25-243 Page 15 of 35

• Name and phone number of the Project Manager or the firm’s individual responsible for the overall success of the project.

• Name of Key Individuals from the firm and their Role on each Project; highlight those individuals being proposed for the upcoming Agreement.

• Key subcontractors, if used.

• The name of the owner’s representative(s) who would be most familiar with the planning/programming phases of the project and contact information including telephone number.

References shall be considered relevant based on specific project participation and experience with the Respondent. The A&M System may contact references during any part of this process. The A&M System reserves the right to contact any other references at any time during the RFQ process.

Note: Examples that involve public higher education institutions are preferred. Past experience in the State of Texas and demonstrated knowledge and understanding of Texas markets is also preferred. Demonstrated experience with a variety of building and construction types and with campuses in various stages of development is also useful.

4.1.3.2 Provide a matrix of additional relevant programming projects undertaken within the last five (5) years by the firm that best demonstrates the firm’s expertise to fulfill the requirements of the stated services, utilizing the following project types and criteria:

Project Type Year Programmed/

Year Construction

Complete

Programmed Area (GSF)/ Actual GSF

Constructed

Estimated Construction

Budget/ Actual

Construction Cost

(AACC)

Estimated Total

Project Budget/ Actual

(Construction + Indirect

Costs)

Owner & Contact Name of Key Individual from Respondent

Team

Classroom and

Student Services Building Texas A&M University, College Station, TX

2012/

82,000/ 83,412

$58,000,000/ $60,000,000

$75,000,000/ $75,612,115

John Smith, Campus Vice President, jsmith@campus.edu 979-456-1234

David Archie, Firm’s Space Programming Specialist

Academic/Classroom

Project Name #1 Project Name #2 Project Name #3

Laboratory-Academic

Project Name #1 Project Name #2 Project Name #3

(Typ.-Provide for all Categories)

Laboratory-Research

Sports/Recreational Residential Student Life/Food

Service/Student Ctr.

The Texas A&M University System RFQ01 FPC-25-243 Page 16 of 35

Office Building Parking/Transportation

Library/Study Facilities

Health Care/Clinical Physical Plant/Utilities

Facility Condition Assessments

4.1.4 CRITERIA FOUR: RESPONDENT’S KNOWLEDGE OF BEST PRACTICES FOR FACILITY

PROGRAMMING

4.1.4.1 Address the firm’s approach to developing a comprehensive POR as outlined in Section 3.2, the “Services Required.”

4.1.4.2 Describe space estimating strategies you have used to develop space lists during facility programming. For any combination of three (3) projects listed in response to Criteria 4.1.3, provide examples of the degree of accuracy achieved.

4.1.4.3 Describe your cost estimating strategies for Facility Programming. Provide examples of budget accuracy and misses from comprehensive POR development through completion of construction.

4.1.4.4 Describe your estimating strategies for identifying priority 2 scope (add alternates) equivalent to 10% of the construction budget.

4.1.5 CRITERIA FIVE: ABILITY TO IDENTIFY AND RESOLVE CRITICAL ISSUES

4.1.5.1 List three critical issues your firm identified during a planning and programming process, and how those issues were analyzed and documented for success.

4.1.5.2 Describe your approach to identifying options which align the users desired scope and allotted budget.

The Texas A&M University System RFQ01 FPC-25-243 Page 17 of 35

SECTION 5 – GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: The A&M System reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFQ. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which the A&M System determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. The A&M System reserves the right to award to the company, or companies, which in our sole judgment, will best serve our long-term interest.

This RFQ in no manner obligates the A&M System to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the A&M System without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the A&M System Office of General Counsel are essential prior to execution of any resultant agreement. In the event the Respondent does not supply terms and conditions with their submittal, A&M System terms and conditions will govern this transaction.

B. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

C. NON-DISCRIMINATION: The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status or disability protected by law. Such action shall include, but is not limited to, the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, Respondent certifies that it will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

D. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a proposal, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that the A&M System strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. The A&M System may seek to protect from disclosure all information submitted in response to this RFQ until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, the A&M System will consider all information, documentation, and other materials requested to be submitted in response to this RFQ to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas Government Code, Chapter 552.

Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

H. ALTERNATE PROPOSALS: A&M System reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the

The Texas A&M University System RFQ01 FPC-25-243 Page 18 of 35 proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFQ which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the A&M System or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of the A&M System or any of its Members, or (3) a person who employs a current or former executive head of the A&M System or any of its Members.

K. EXECUTIVE ORDER GA-48 CERTIFICATION: Respondent certifies that pursuant to Executive Order GA-48, Hardening of State Government, Respondent is not and, if applicable, none of its holding companies or subsidiaries are a) listed in Section 889 of the 2019 National Defense Authorization Act (“NDAA”) regarding telecommunications and video surveillance; b) listed in Section 1260H of the 2021 NDAA regarding Chinese military companies in the US; c) owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4 (“15 C.F.R. § 791.4 List”); or d) controlled by any governing or regulatory body located in a country on the 15 C.F.R. § 791.4 List. Respondent acknowledges that a false certification is grounds for immediate termination of any resulting contract or purchase order with no further obligation on the part of A&M System.

L. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit D attached hereto.

M. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D or, in the sole discretion of the A&M System, terms and conditions substantially similar to those contained in the attached agreement, will constitute and govern any Agreement that results from this RFQ. If Respondent takes exception to any terms or conditions set forth in the attached agreement, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFQ. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal.

The Texas A&M University System RFQ01 FPC-25-243 Page 19 of 35

EXHIBIT A

EXECUTION OF OFFER

RFQ01 FPC-25-243

DATE EXECUTED: ___________

In compliance with this RFQ, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the respondent's qualifications.

Failure to complete, sign and return this execution of offer with the qualifications may result in rejection of the qualifications.

Signing a false statement may void the submitted qualifications or any agreements or other contractual arrangements, which may result from the submission of respondent’s qualifications. A false certification shall be deemed a material breach of contract and, at owner's option, may result in termination of any resulting contract or purchase order.

Addenda Acknowledgment

Receipt is hereby acknowledged of the following addenda to this RFQ by entering yes or no in space provided and indicating date acquired. Enter “0" if none received.

No. 1 Date

No. 2 Date

A.2 Signature

By signing below, the Respondent hereby certifies as follows, and acknowledges that such certifications will be included in any resulting contract:

(i) the Qualifications and all statements and information prepared and submitted in response to this

RFQ are current, complete, true and correct;

(ii) it is not given, 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 Qualifications or any subsequent proposal. Failure to sign below, or signing a false statement, may void the Response or any resulting contracts at the Owner’s option, and the Respondent may be removed from all future proposal lists at this state agency;

(iii) the individual signing this document and the documents made part of the RFQ is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any contract which may result from the submission of the Response;

(iv) no relationship, whether as a relative, business associate, by capital funding agreement or by any other such kinship exists between Respondent and an employee of The Texas A&M University System;

(v) Respondent has not been an employee of the A&M System within the immediate twelve (12) months prior to the RFQ response;

(vi) no compensation has been received for participation in the preparation of this RFQ (ref. Section

2155.004 Texas Government Code);

The Texas A&M University System RFQ01 FPC-25-243 Page 20 of 35

(vii) all services to be provided in response to this RFQ will meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health law (Public Law 91-

596) and its regulations in effect as of the date of this solicitation;

(viii) Respondent complies with all federal laws and regulations pertaining to Equal Employment Opportunities;

(ix) to the best of its knowledge, no member of the Board of Regents of The Texas A&M University System, or the Executive Officers of the Texas A&M University System or its member institutions or agencies, has a financial interest, directly or indirectly, in the Project;

(x) each individual or business entity proposed by Respondent as a member of its team that will engage in the practice of engineering or architecture will be selected…