ESBD_430136_1750699681480_RFP 721-25083 - Design for Exposure Tank System.pdf

REQUEST FOR PROPOSAL (RFP)

RFP NO.: 721-25083

Design for Exposure Tank System

ISSUED BY:

Procurement and Payment Services

FOR:

Marine Science Ins�tute (UTMSI)

PROCUREMENT OFFICER:

Rocio Torres

HUB CONTACT:

HUB/SB Program Office

HUB E-mail: uthub-hsp@aus�n.utexas.edu

PROPOSALS ARE DUE IN THE UNIVERSITY BONFIRE PORTAL SHOWN BELOW NO LATER

THAN:

Thursday, July 24, 2025, at 2:30 PM local �me htps://utexas.bonfirehub.com/portal/?tab=openOpportuni�es

NOTE: A public opening of responses will not be conducted for this R mailto:uthub-hsp@austin.utexas.edu https://utexas.bonfirehub.com/portal/?tab=openOpportunities

Rev 3.15.24

TABLE OF CONTENTS

1. SECTION 1 – PROJECT OVERVIEW AND SCOPE OF SERVICES

2. SECTION 2 – PRICE PROPOSAL

3. SECTION 3 – SOLICITATION EVALUATION

4. SECTION 4 – PROJECT INSTRUCTION

5. SECTION 5 – PROJECT GENERAL INFORMATION

6. APPENDIX 1 – EXECUTION OF OFFER

7. APPENDIX 2 – PROPOSED SERVICES AGREEMENT

8. APPENDIX 3 – HUB SUBCONTRACTING PLAN

9. APPENDIX 4 – ACCESS BY INDIVIDUAL WITH DISABILITIES

10. APPENDIX 5 – CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

11. ATTACHMENT 1 - SITE PLAN AND DRAFT ARRAY DESIGN

SOLICITATION SCHEDULE

The following an�cipated solicita�on schedule, including a brief descrip�on of milestone dates, is also available on the events details page in Bonfire:

Solicita�on Milestone Proposed Date

RFP Issued Monday, June 23, 2025

Pre-Proposal Mee�ng via Zoom

Zoom Registra�on Link (click here) Monday, July 7, 2025 at 10:00 AM local �me

Deadline for Ques�ons from Supplier Wednesday, July 9, 2025, by 2:00 PM local �me

Answers to Supplier Ques�ons (es�mated) Monday, July 14, 2025, by 4:00 PM local �me

RFP Proposal Submital Deadline Thursday, July 24, 2025, by 2:30 PM local �me

Evalua�on of Proposals (completed by) August, 2025

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

https://utexas.zoom.us/meeting/register/TqyhuNtyQLufDe2MzROnDg

Section 1 – Project Overview

1.1 Project Objec�ve

The University of Texas at Aus�n (“University”) on behalf of the Marine Science Ins�tute (MSI) is solici�ng responses from qualified aqua�c systems design firms to design and fabricate a custom controlled tank exposure system (“Services”) for the Center for Coastal Ocean Science located at 1300 Port Street, Port Aransas, Texas 78373. The design team will be responsible for delivering a fully coordinated, technically robust design that addresses the unique spa�al, func�onal, and environmental demands of a coastal marine research facility.

1.2 Contract Term

University intends to enter into a UT Aus�n Service Agreement or Purchase Order “(Contract)” with Contractor to perform the Services for the dura�on of the services. The resul�ng award shall be governed by The University of Texas at Aus�n Purchase Order Terms and Condi�ons

1.3 Background and Special Circumstances

The University of Texas Marine Science Ins�tute (UTMSI) is located in Port Aransas on Mustang Island and is part of the University of Texas at Aus�n, College of Natural Sciences. It is the oldest and most significant marine research facility on the Texas coast. It is changing the understanding of the world’s oceans and coasts and educa�ng a global popula�on dependent on the ocean ecosystem. What began humbly in 1941 as a small, rough-lumber shack on the shores of the Gulf of Mexico in Port Aransas is now home to cu�ng-edge research, educa�on, and outreach programs.

The Ins�tute is dedicated to research, educa�on, and outreach as they apply to the Texas coastal zone and other marine environments. The mission of UTMSI is to improve the understanding of the marine environment through rigorous scien�fic inves�ga�ons

1.4 Scope of Work, Ac�vi�es, and Deliverables

The scope of this project includes the design, fabrica�on and installa�on of a tank exposure system for toxicological research. See also the proceeding site plan.

1.4.1 Project Goals:

Support for Marine Research and Instruc�on: This project entails the design, fabrica�on and installa�on of a Toxicological Exposure System serving the Center for Coastal Ocean Science at the UT Aus�n Marine Science Ins�tute (MSI) Port Street campus.

Project Team Procurement and Integra�on: A qualified team will be procured. This team will be responsible for delivering a fully coordinated, technically robust design, fabrica�on and installa�on of a system that addresses the unique spa�al, func�onal, and environmental demands of a coastal marine research facility.

https://utexas.app.box.com/v/order-terms-1

Collabora�ve Design Process: A structured and inclusive design process will involve UT MSI stakeholder and the design team. Through regular design reviews and working sessions, the team will proac�vely address programming needs, phasing, system integra�on, and long-term opera�onal concerns.

Transparent and Proac�ve Communica�on: A clear communica�on protocol will be implemented between UT MSI, and the design teams. Regular coordina�on mee�ngs and documented decision- making processes will help maintain alignment and address issues quickly.

1.4.2 Project Loca�on and Overview

The Center for Coastal Ocean Science (CCOS) works on marine chemical ecology and toxicology. The exis�ng seawater intake system is filtered to approximately 0.5 microns that is processed through three stages of treatment including sand, ac�vated charcoal, and ultraviolet light. Compressed air and Reverse osmosis water is available onsite. The ou�low from the exposure system is under design and not a part of this scope of work.

The new system will include a custom fabrica�on of a laboratory exposure system for seawater toxicological studies, located in Room 121 CCOS. The system will distribute filtered seawater (as described above) through up to 32 exposure chambers, organized into 8 arrays of 4 chambers each that are flow through. We es�mate 2 liter per hour with 60 L exposure tanks. The system needs to be able to house mul�ple types of exposure tanks and be swappable to account for tank contamina�on or different types of toxicants.

We an�cipate sheepshead minnow being the primary species at a stocking density of 10- 20 adults per tank with a maximum biomass of 25 grams.

The system must support precise control with a programmable logic controller, over environmental variables for each individual chamber including light, temperature, salinity, dissolved oxygen (DO), pCO₂, and contaminant levels, (such as contaminant x) for long-term experiments (30-120 days).

a) Light needs to be programmable per tank and at full spectrum.

b) Temperature shall be controlled per chamber and can either be through a water bath or head tank.

c) Salinity, DO, and pH adjustments will be managed within header tanks, which will be capable of blending freshwater, saltwater, reverse osmosis water, and O₂/N₂/CO2 as needed. Reverse osmosis and compressed air are available onsite.

- Since the salinity of the channel intake will change, we want the ability to raise salinity with a small tank of brine or salt.

- Would like to control PCO2 in the atmosphere (preferred) instead of injec�ng into seawater. The chambers should be mostly gas-�ght.

d) Contaminant levels will be controlled via a stock solu�on botle, a mixing flask, and a pumping system delivering the adjusted water to each chamber within an array. The system should have as litle direct manual input as possible.

e) To test contaminant level, contaminants will be determined by a manual water sample per chamber and not in-situ at this �me.

f) Ability to add sediment to the chambers so we prefer the designs not include coils in the tanks. The programmable logic controller will need hard-wired internet with alerts/changes made to a cell phone.

The exposure chambers must be designed to minimize external influence and allow for containment of vola�le contaminants (e.g., HAB toxins) either by enclosing individual tanks or en�re arrays. Ven�ng of these tanks or arrays needs to be designed. A Hepa filter vented to the exterior, above the garage doors, may be sufficient.

MSI an�cipates installing similar and addi�onal systems in the two adjoining rooms for larger-sized fish or other species at a later date.

1.4.3 Material Selec�on

All components must be durable and corrosion-resistant, given prolonged exposure to seawater, chemicals, and controlled gases.

a) Pumps - Design considera�on needs to consider both peristal�c pumps and injec�on systems. If peristal�c pumps are chosen the pumps will use different tubing to determine flow rate.

b) Chambers - Materials for exposure chambers and piping must be chemically resistant to avoid unintended interac�ons with experimental variables. It is likely that PTFE will be used for the tubing and other components. Circular chambers are preferred.

c) General - All components must be durable and corrosion-resistant, given prolonged exposure to seawater, chemicals, and controlled gases.

1.4.4 Addi�onal Considera�ons for Contaminant Safety

Assessment of best containment strategies for vola�le contaminants (individual vs. group enclosure). System must be modular and expandable, allowing for future modifica�ons or addi�onal experiments. Contaminant cabinets are needed for each room. Consider hurricane procedures in their placement.

1.4.5 Fabrica�on

To increase cost efficiency the design could be such that it is built off-site and then installed on skids.

1.4.6 Requirements

Design firms must submit a detailed proposal including the following:

a) Company Informa�on: Name, address, contact details, and relevant experience.

b) Experience: Past experience with references for 3 similar projects.

c) Pricing: Itemized pricing including cost, and site visit.

d) Timeline: Es�mated delivery design schedule.

1.4.7 Background Checks for Personnel (if applicable)

Each individual assigned to perform Services under the Agreement will be an employee of the Contractor or an employee of a permited subcontractor engaged by the Contractor.

Contractor will be responsible for the performance of all individuals performing the Services. Prior to commencing performance of Services, Contractor will conduct an appropriate criminal background screening on all such individuals and will not knowingly assign any individual to provide Services who have history of criminal conduct unacceptable for a University campus including violent or sexual offenses.

htps://policies.utexas.edu/policies/criminal-background-checks

Balance of page intentionally left blank.

https://policies.utexas.edu/policies/criminal-background-checks

Section 2 – Price Schedule

2.1 Instructions

Respondents must complete this section in its entirety and may supplement this section with additional pages so as to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation.

For the purposes of this solicita�on, University will review the overall rate structure to evaluate its reasonableness for the an�cipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further considera�on.

2.2 Total Cost

Proposer must complete this sec�on in its en�rety and may supplement this sec�on with addi�onal pages as to provide University with a more detailed breakdown, backup and/or op�ons of related cost associated with the scope of work in Sec�on (1.5) One point five of this solicita�on.

The Total Price for the system provided proposal must include all addi�onal costs.

2.2.1 Response must include:

- Product Specifica�ons: Detailed descrip�ons and materials.

- Pricing: Itemized pricing including cost, design, fabrica�on, delivery, installa�on.

- Warranty & Maintenance: Warranty terms and available maintenance services.

- Timeline: Es�mated delivery and installa�on schedule.

2.3 Total Cost Breakdown

Provide a detailed pricing schedule for the project in excel format.

2.4 Delivery of Services

Respondent should provide a comprehensive timeline for the delivery of services.

2.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _______% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu, Note:

There will be a 3% merchant surcharge for this service.

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

2.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for considera�on by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

2.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

Company:

Name:

Title:

Email Address:

Date:

Signature:

Sec�on 3 – Solicita�on Evalua�on

3.1 General Selection

The successful Respondent, if any, selected by University through this solicitation will be the Respondent that submits a response on or before the Submittal Deadline that meets or exceeds the requirements of this solicitation and is the most advantageous to University.

The evaluation of responses and the selection of Contractor will be based on the information provided in the response and other information available to University. University may consider additional information if University determines the information is relevant.

In accordance with the Texas Education Code (Sections 51.9335, 51.9337 and 73.115), the University may acquire goods or services by the method that provides the best value to The University of Texas at Austin. All information requested by University should relate to one of the referenced criteria noted in the Texas Education Code.

3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in section 51.9335, of the education code:

Criteria Scored Criteria Weight Respondents’ Qualifications, Abilities, and Reputation

(See Section 4, subsection 4.5 below) 25

Respondents’ Quality of Proposed Services (See Section 4, subsection 4.6 below) 20

Respondents’ Price Proposal (See Section 4, subsection 4.7 below) 35

Respondents’ Business Relationship Strength (See Section 4, subsection 4.8 below)

Total

3.3 Advancement Criteria

The University, at its sole discretion, may determine a competitive range for shortlist including the use of interviews and/or presentations.

3.4 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and the University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, may be rejected as non-responsive.

When considering “best value” and award, the University reserves the right to set a minimum score requirement regarding the non-cost evaluation criteria listed in the table above.

3.5 Responsible Respondent

Responsible respondents, at a minimum, must meet the following requirements:

3.5.1 Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract.

3.5.2 Be able to comply with the required performance schedule, taking into consideration all existing business commitments.

3.5.3 Have a satisfactory record of past performance.

3.5.4 Have the necessary personnel and management capability to perform any resulting contract.

3.5.5 Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the resulting contract requirements.

3.5.6 Certify that the firm is not delinquent in any tax owed by the State of Texas under Chapter

171, Tax Code.

3.5.7 Be otherwise qualified and eligible to receive an award under applicable laws and regulations; and

3.5.8 Have adequate insurance in the countries where they operate and what insurance is required in Host Country(ies) as described in APPENDIX TWO.

3.6 Respondent(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible respondent. Failure to provide any requested additional information may result in the respondent being declared non-responsive and the proposal being rejected.

3.7 A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the respondent or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that person or a prime contractor an unfair advantage over other respondents.

3.8 Only individual firms or lawfully formed business organizations may apply. This does not preclude a Respondent from using subcontractors or contractors. University will contract only with the individual firm or formal organization that submits a response to this RFP.

3.9 In the event that only one (1) Proposal Response is received in reply to this RFP or only one (1)

Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

Section 4 – Instruction to Respondents

4.1 General Instruc�ons

4.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

4.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of University.

4.1.3 University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

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

4.1.5 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation.

Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of University needs.

4.1.6 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest. Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

4.1.7 Respondents wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the Comment section of the table provided.

4.1.8 Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of your proposal.

4.2 Prepara�on and Submital Instruc�ons

All Atachments noted are to be properly completed and submited with response. Signature by an authorized officer of Respondent must appear on the Execu�on of Offer (ref. APPENDIX ONE) of the submited electronic copy of the response.

4.3 Document Format and Content

4.3.1 Proposal must be signed by Respondent’s company official(s) authorized to commit such proposal on behalf of the Respondent. Failure to sign and return these forms may subject your proposal to disqualification.

4.3.2 Response to this solicitation must include a response to the requirements set forth above.

4.3.3 Responses must be typed on letter-size (8-1/2” x 11”) paper. University requests that proposals be submitted in an organized electronic fashion resembling a binder format to include section tabs as further defined below. Preprinted electronic material should be referenced in the proposal and included as labeled attachments. Sections should be divided in a simple to follow manner for ease of reference.

4.3.4 Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement and on the first page of this Solicitation. Electronic response files should clearly indicate the company name on the file. Respondents shall upload files individually and not upload folders. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on the project detail page in advance before the Submittal Deadline.

4.3.5 Respondent must submit all material identified in the submittal instructions electronically in responding to the solicitation as individual and separate documents.

4.3.6 The solicitation response must be received electronically via the sourcing portal prior to the due date listed in the events schedule on the project details page of this solicitation (as amended). The responses will be time, dated, and secured for the solicitation opening. Responses are held until the submission date. Any Response received after the specified time and date noted on the project details page will not be considered under any circumstance.

4.3.7 University shall not be responsible for failure of electronic equipment or operator error.

Late or otherwise non-responsive responses will not be considered.

4.3.8 Telephone, Facsimile (“FAX”) or electronic mail (email) proposals are not acceptable when in response to this Request for Proposal.

Respondent’s Response

General: Your Response should clearly define (i) Respondent’s total capacity and capabilities, (ii) Respondent’s qualifications to perform the work as outlined in this Solicitation, (iii) Respondent’s ability to perform the services outlined in the Scope of Services, At a minimum, your Technical Response shall include the following:

4.4 Cover letter

The cover letter shall not exceed 1 page in length, summarizing key points in the response, and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation, corporate charter number), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

Only lawfully formed business organizations may apply (This does not preclude a respondent from using consultants.) University will contract only with the individual firm or formal organization that submits a response to this RFP.

4.5 Respondents’ Qualifica�ons, Abili�es, and Reputa�on

This sec�on should describe the qualifica�ons and experience of the Respondent and your ability to provide the services described in this solicita�on.

4.5.1 Provide a brief descrip�on of your firm, including years in business, the geographic area served, and the total number of your personnel related to providing the services of the type and kind required in this solicita�on.

4.5.1.1 Availability and commitment of the Respondent, its principals(s) and assigned professionals to undertake the services described in this solicita�on.

4.5.1.2 Describe Respondent’s overall ability to provide the services required in this solicita�on.

4.5.1.3 Demonstrate firm’s understanding, knowledge, and experience, which allows Respondent to meet the solicita�on requirements.

4.5.2 This sec�on should describe the past performance and references of the Respondent.

Provide a MINIMUM of three (3) clients where the Respondent has provided similar services of the type and kind required in this solicita�on during the past five (5) years including but not limited to public and private, �er one research ins�tu�ons of higher educa�on or for other similarly complex organiza�ons.

University may verify all informa�on furnished. At a minimum, include the following project experience for the last five (5) years:

• Project Name, Loca�on – Year Completed.

• Brief project descrip�on describing work performed by your firm, result, and work subcontracted.

• Owner’s Name, �tle, email, and current phone number.

• Describe how the firm maintains quality control in the work performed.

• Provide documented experience in providing the types of services described herein especially related to �er 1-research ins�tu�ons of higher educa�on or similarly complex university systems like The University of Texas System.

4.5.2.1 Describe lessons learned from previous clients for services of the type and kind required in this solicitation that were not successful and what steps Respondent has taken to effectively identify and mitigate from recurring.

4.5.2.2 Demonstrate the capability and successful past performance of the Respondent firm with respect to producing high quality services, maintaining good working relations for services required in this solicitation.

4.5.2.3 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

4.5.2.4 Provide a list of any work that Respondent may have completed for the University of Texas at Austin during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with University or as a subcontractor under an engagement.

4.6 Respondent’s Quality of Proposed Services

4.6.1 This section should describe and discuss the Respondent’s approach and methodology in providing the services of the type and kind required in this solicitation. By reading the proposed approach and methodology overview, University must be able to gain a comfortable grasp and clear understanding of the level of services to be provided and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirement of this solicitation.

4.6.1.1 Respondent shall respond to all requirements and questions noted in Section 1 of the solicitation – Project Overview and Scope of Services.

4.6.1.2 Respondent must provide an approach and methodology overview which consists of a detailed and comprehensive description of the services requested in response to this solicitation.

4.6.1.3 Respondent shall provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to University.

List any required University resources or expectations needed in order to meet the proposed timeline.

4.6.1.4 Respondent shall identify key areas and elements of risk based on prior experience and shall describe strategies to identify and mitigate such risk early in the process.

4.6.1.6 Quality: Identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this solicitation to University.

4.6.1.7 Customer Satisfaction: How do you measure and monitor customer satisfaction;

describe the method used, frequency, and how results are reported.

4.6.1.8 Capabilities and Capacity: Respondent shall clearly define its capability and capacity to perform the work identified in the Scope of Work of this solicitation.

The respondents’ response must describe the various technologies, tools, methods, and technical expertise that will be provided to University and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to University.

4.7 Respondent’s Price Proposal

4.7.1 The respondent must respond to all requirements noted in Section 2- Price Proposal.

4.7.2 If Respondent indicated a discount in Section 2 – Respondent must provide a description of any discounts offered to the University.

4.7.3 Respondent must confirm if the proposed award may be offered under a UT System-approved GPO, see Section 2.4 of the solicitation.

4.7.4 For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fee.

4.8 Business Relationship Strength

4.8.1 Please describe your vision for a mutually successful engagement and relationship with the University.

4.8.2 Respondent will provide a list of any additional services or benefits not otherwise identified in this solicitation that Respondent would propose to provide to University.

Additionally, services or benefits must be directly related to the goods and services solicited under this solicitation.

4.8.3 Respondents will provide details describing any unique, special services, benefits offered, added value or advantages to be gained by University from doing business with Respondent. Additional services or benefits must be directly related to the goods and services solicited under this solicitation.

4.8.4 Does Respondent have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Respondent will provide a copy of the plan.

4.8.5 Student Internship: Respondent are encouraged to describe if they envision using University students as part of their delivered service to support the application of relevant educational programs as aligned with real world work experience.

4.9 Respondent’s Required Atachments (Pass/Fail)

4.9.1 Respondent’s Proposal, addressing responses to questions in Section 4 – Instructions to

Respondents

4.9.2 Signed and Completed Section 2 – Price Proposal and requested documentation.

4.9.3 Signed and Completed Execution of Offer (ref. APPENDIX ONE)

4.9.4 Response to Contract Terms and Conditions, provide list of exceptions or redlines (ref.

APPENDIX TWO)

4.9.5 Submitted E-HSP (HUB Subcontracting Plan) via the UT Austin HUB Compliance Reporting

System (B2Gnow) (ref. APPENDIX THREE)

4.10 Respondent’s Financial & Disclosure Requirements

4.10.1 Respondent shall provide a copy of its financial statements for the past two (2) years, if requested by University.

4.10.2 Respondent shall provide a financial ra�ng of the Respondent en�ty and any related documenta�on (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Respondent.

4.10.3 Respondent shall confirm if they are currently for sale or involved in any transac�on to expand or to become acquired by another business en�ty? If yes, Respondent shall explain the expected impact, both in organiza�onal and direc�onal terms.

4.10.4 Respondent shall provide any details of all past or pending li�ga�on or claims filed against Respondent that would affect its performance under the Agreement with University (if any).

4.10.5 Respondent shall provide a copy of current con�ngency plan or disaster recovery plan in the event of a disaster.

4.10.6 Respondent shall confirm if currently in default on any loan agreement or financing agreement with any bank, financial ins�tu�on, or other en�ty? If yes, Respondent will specify the per�nent date(s), details, circumstances, and describe the current prospects for resolu�on.

4.10.7 Respondent shall confirm any rela�onship exist (whether by family kinship, business associa�on, capital funding agreement, or any other such rela�onship) between Respondent and any employee of University. If yes, Respondent shall explain.

4.10.8 Respondent will provide the name and Social Security Number for each person having at least 25% ownership interest in Respondent.

4.10.9 This disclosure is mandatory pursuant to §231.006, Family Code, and will be used for the purpose of determining whether an owner of Respondent with an ownership interest of at least 25% is more than 30 days delinquent in paying child support.

4.10.10 Further disclosure of this informa�on is governed by the Texas Public Informa�on Act (ref.

Chapter 552, Government Code), and other applicable law.

Section 5 – Project General Information

RESPONDENT(S) ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS

DIRECTED.

5.1 Overview

5.1.1 The University is seeking responses from qualified firms in accordance with the terms, condi�ons, and requirements set forth in this solicita�on. Qualified Respondents are invited to submit a writen response outlining qualifica�ons and willingness to provide the services described in the Scope of Services, and in accordance with the terms, condi�ons and requirements set forth in the solicita�on. The solicita�on provides sufficient informa�on for interested par�es to prepare and submit responses for considera�on by University.

5.1.2 By submi�ng a response, Respondent cer�fies that it understands the solicita�on and has full knowledge of the scope, nature, quality, and quan�ty of services to be performed, the detailed requirements of services to be provided, and the condi�ons under which services are to be performed. Respondent will provide Services in accordance with all applicable law regula�ons, and professional standards.

5.1.3 University reserves the right to make single, mul�ple or no award for the services described herein and as deemed in its own best interest.

5.1.4 All applicable atachments contained in the solicita�on shall be completed. Failure to do so may result in the Respondents response or submital being declared non-responsive to the solicita�on requirements.

5.1.6 Any excep�ons taken to the terms of the solicita�on, including the proposed contract terms must be specific.

5.1.7 Where excep�ons are taken, University shall determine the acceptability of the proposed excep�ons.

5.1.8 All excep�ons shall be referenced by u�lizing the corresponding sec�on, paragraph and page number in the solicita�on and APPENDIX TWO.

5.2 Historically Underu�lized Businesses

All agencies of the State of Texas are required to make a good faith effort to assist historically underu�lized businesses (“HUBs”) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contrac�ng with state agencies.

Pursuant to the HUB program, if under the terms of any agreement or contractual arrangements resul�ng from this solicita�on, contractor subcontracts and Work, then Contractor must make a good faith effort to u�lize HUBs cer�fied by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Responses that fail to comply with the requirements contained in this Sec�on 1.7.2 will cons�tute a material failure to comply with adver�sed specifica�ons and will be rejected by University as non-responsive. Addi�onally, compliance with good faith effort guidelines is a condi�on precedent to awarding any agreement or contractual arrangement resul�ng from this solicita�on. Respondent acknowledges that, if selected by University, its obliga�on to make a good faith effort to u�lize HUBs when subcontrac�ng any Work will con�nue throughout the term of all agreements and contractual arrangements resul�ng from this solicita�on. Furthermore, any subcontrac�ng of Work by the Respondent is subject to review by University to ensure compliance with the HUB Program.

5.2.1 Statement of Probability: University has determined that subcontrac�ng opportuni�es are probable in connec�on with this procurement solicita�on. Therefore, an E-HSP is required as a part of the Respondent’s response.

5.2.2 Respondent must electronically complete and submit the E-HSP via the UT Aus�n HUB Compliance Repor�ng System (B2Gnow) in accordance with the Terms and Condi�ons of this solicita�on. Refer to APPENDIX THREE for instruc�ons on how to access the E- HSP. Respondents that fail to submit the E-HSP will be considered non-responsive to this solicita�on as required by 2161.252, Government Code.

Ques�ons regarding this E-HSP may be directed to:

Contact: HUB/SB Program Office Email: uthub-hsp@aus�n.utexas.edu

5.2.3 HUB Subcontrac�ng Goal: The goal for this solicita�on is 32.9% Special Trades.

Respondent will be expected to make a good faith effort to meet this goal.

5.2.4 All modifica�ons to the E-HSP must be made via the UT Aus�n HUB Compliance

Repor�ng System (B2Gnow). Contractors may proceed with any changes in scope or subcontractors only when the change request has been approved via B2Gnow.

5.2.5 At the same �me Respondent submits its response (no later than the Submital Deadline

(ref. Project Detail Page). University will review Respondent’s E-HSP prior to opening the response to confirm Respondent submited the E-HSP. Respondent’s failure to submit the E-HSP will result in University’s reject of the response as non-responsive due to material failure to comply with adver�sed specifica�ons.

5.2.6 University may offer Respondent an opportunity to seek informal review of its dra� E-HSP by University’s HUB Office before the Submital Deadline. The informal review can be submited via the UT Aus�n HUB Compliance Repor�ng System (B2Gnow) by selec�ng the cursory review op�on. A cursory review is designed to help address ques�ons Respondent may have about how to complete its E-HSP properly. Concurrence or comment on Respondent’s dra� E-HSP by University will not cons�tute formal approval of the E-HSP and will not eliminate the need for Respondent to submit its final E-HSP to University as instructed by Sec�on 5.2.

5.3 Public Information

Respondent is hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Respondents will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

5.4 University Contact

Any ques�ons or concerns regarding this solicita�on shall be directed to the Procurement Officer listed on the detail page. University specifically requests that Respondent restrict all contact and ques�ons regarding this solicita�on to the Procurement Officer. The Procurement Officer must receive all ques�ons or concerns no later than the date and �me listed in the Solicita�on Schedule.

5.5 Ques�ons, Inquiries, and Interpreta�ons

Responses to ques�ons or inquiries, which directly affect an interpreta�on or change to this solicita�on, will be issued in wri�ng by addendum (amendment) and all addenda will be posted in the University Bonfire portal (see page 1). All such addenda issued by University prior to the �me that responses are received shall be considered part of the solicita�on, and the Respondent shall be required to consider and by submi�ng a response to the solicita�on, acknowledges receipt and understanding of all addenda in their response.

Ques�ons submited will be answered at the sole discre�on of the University, who reserves the right to decline to respond to any ques�on.

Only those University replies to inquiries, which are made by formal writen addenda, shall be binding. Oral and other interpreta�ons or clarifica�on will be without legal effect.

Any interested party that receives this RFP by means other than directly from the University Bonfire portal is responsible for notifying University that it has received an RFP package, and should provide its name, address, telephone and facsimile (FAX) numbers, and email address, to University, so that if University issues Addenda to this RFP or provides written answers to questions, that information can be provided to that party.

5.6 Commitment

The respondent understands and agrees that this solicita�on and any resul�ng agreement is issued predicated on an�cipated requirements for the materials or services described herein and that University has made no representa�on, guarantee, or commitment with respect to any specific quan�ty of or dollar value to be furnished under any resul�ng agreement. Further Respondent recognizes and understands that any cost borne by the Respondent, which arises from Respondent’s performance under any resul�ng agreement, shall be at the sole risk and responsibility of Respondent.

5.7 Acquisi�on from other Sources

University reserves the right and may, from �me to �me as required by University’s opera�onal needs, acquire services of equal type and kind from other sources during the term of the http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 agreement without invalida�ng in whole or in part, the agreement or any rights or remedies University may have hereunder.

5.8 Obliga�on and Waivers

THIS IS A SOLICITATION FOR RESPONSES AND IS NOT A CONTRACT OR AN OFFER TO CONTRACT.

A PROPERLY COMPLETED VENDOR APPLICATION IS REQUIRED AND IS A CONDITON OF A

CONTRACT AWARD.

THIS SOLICITATION DOES NOT OBLIGATE UNIVERSITY TO AWARD A CONTRACT OR PAY ANY

COSTS INCURRED BY THE RESPONDENT IN THE PREPARATION AND SUBMITTAL OF A RESPONSE.

UNIVERSITY, IN ITS SOLE DISCRETION, RESERVES THE RIGHT TO ACCEPT ANY RESPONSE AND/OR

REJECT ANY AND ALL RESPONSE OR A PART OF RESPONSE, WITHOUT REASON OR CAUSE,

SUBMITTED IN RESPONSE TO THIS SOLICITATION.

UNIVERSITY RESERVES THE RIGHT TO REJECT ANY NON-RESPONSIVE OR CONDITIONAL

RESPONSE. UNIVERSITY RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES, IRREGULARITIES

AND/OR TECHNICALITIES IN THIS SOLICITATION, THE RESPONSE DOCUMENTS AND / OR

RESPONSES RECEIVED OR SUBMITTED.

BY SUBMITTING A RESPONSE , RESPONDENT AGREES TO WAIVE ANY CLAIM IT HAS, OR MAY

HAVE, AGAINST UNIVERSITY AND ITS BOARD OF REGENTS OR AGENTS ARISING OUT OF OR IN

CONNECTION WITH (1) THE ADMINISTRATION, EVALUATION OR RECOMMENDATIONS OF ANY

RESPONSE; (2) ANY REQUIREMENTS UNDER THE SOLICITATION, RESPONSE PACKAGE, OR

RELATED DOCUMENTS; (3) THE REJECTION OF ANY RESPONSE OR ANY PART OF ANY RESPONSE;

AND/OR (4) THE AWARD OF A CONTRACT, IF ANY.

UNIVERSITY RESERVES THE RIGHT TO WITHDRAW THIS SOLICITATION AT ANY TIME FOR ANY

REASON; REMOVE ANY SCOPE COMPONENT FOR ANY REASON AND TO ISSUE SUCH

CLARIFICATIONS, MODIFICATIONS AND/OR AMENDMENTS AS DEEMED APPROPRIATE.

UNIVERSITY RESERVES THE RIGHT TO NEGOTIATE TERMS AND CONDITIONS INCLUDING SCOPE,

STAFFING LEVELS, AND FEES WITH THE HIGHEST RANKED RESPONDER OFFERING THE BEST

VALUE. IF AGREEMENT CANNOT BE REACHED WITH THE HIGHEST RANKED RESPONDER,

UNIVERSITY RESERVES THE RIGHT TO NEGOTIATE WITH THE NEXT HIGHEST RANKED RESPONDER

AND SO ON UNTIL AGREEMEMENT IS REACHED. WHEN AN AGREEMENT IS REACHED,

UNIVERSITY WILL SUBMIT ITS RECOMMENDATIONS TO THE ADMINISTRATION FOR APPROVAL

AND AWARD OF THE CONTRACT.

UNIVERSITY IS AN EQUAL OPPORTUNITY/EDUCATIONAL INSTITUTION, WHICH DOES NOT

DISCRIMINATE ON THE BASIS OF RACE, COLOR, RELIGION, NATIONAL ORIGIN, SEX, PREGNANCY, AGE, DISABILITY, CITIZENSHIP, VERTERAN STATUS AND GENETIC INFORMATION.

5.9 Contract Award

Award of a contract, if awarded, will be made to the Respondent who (a) submits a responsive response; (b) is a responsible respondent; and (c) offers the best value to University, price and other factors considered.

5.10 Award Authority

A responsive response and a responsible Respondent are those that meet the requirements of and are as described in this solicita�on. University may award a contract, based on ini�al responses received, without discussion of such response. Accordingly, each ini�al response should be submited on the most favorable terms. An award under this Solicita�on, and the resul�ng contract, if any, may require approval by UT System Board of Regents.

5.11 Type of Agreement

Contractors, if any, will be required to enter into a contract with University in the form that (i) includes terms and condi�ons substan�ally similar to the terms and condi�ons set forth in APPENDIX TWO, and (ii) is otherwise acceptable to University in all respects (Agreement).

5.12 Evalua�on Process

University will select Contractor by using the compe��ve process described in this Sec�on. Any response that is not submited by the Submital Deadline or that is not accompanied by the required number of completed and signed originals of the HSP may be rejected by University as non-responsive. (ref. Sec�on 3). Upon comple�on of the ini�al review and evalua�on of responses, University may invite one or more selected Respondents to par�cipate in oral presenta�ons. University will use commercially reasonable efforts to avoid public disclosure of the contents of a response prior to selec�on of Contractor.

5.13 Acceptance of Solicita�on Terms

Respondent (1) accepts [a] Solicita�on Evalua�on Process (ref. Sec�on 3), [b] Criteria for Selec�on (ref. Sec�on 3), [c] Respondent’s response (ref. Sec�on 4, [d] terms and condi�ons of the Agreement (ref. APPENDIX TWO), and [e] all other requirements and specifica�ons set forth in this solicita�on; and (2) acknowledges that some subjec�ve judgments must be made by University during this solicita�on process.

5.14 Postponement of Solicita�on Due Date/Time

Notwithstanding the date/�me for receipt of responses established in this solicita�on, the date and �me established herein for receiving responses may be postponed solely at University’s discre�on.

5.15 Oral Presenta�ons

During the process of selec�ng a company to provide the required services, oral presenta�ons may or may not be held. Each Respondent should be prepared to make a presenta�on to University. The presenta�ons must show that the Respondent clearly understands the requirements of the solicita�on and has a strategic plan and approach to complete the work.

5.16 Solicita�on Price

University will not recognize or accept any charges or fees to perform Work that are not specifically stated in the price schedule.

5.17 Prime Contractor/Contracts for Services

The prime contractor must perform a minimum of 30% of any contract for services with its labor force and/or demonstrate management of the contract for services to the sa�sfac�on of the University.

5.18 Appropriated Funds

The purchase of a service or product, which arises from this solicita�on, is con�ngent upon the availability of appropriated funds. University shall have the right to terminate the resul�ng contract at the end of the current or each succeeding fiscal year if funds are not appropriated by the University for the next fiscal year that would permit con�nua�on of the resul�ng contract. If funds are withdrawn or are not become available, the University reserves the right to terminate the resul�ng contract by giving the selected contractor a thirty (30) day writen no�ce of its inten�on to terminate without penalty or any further obliga�ons on the part of University or the contractor.