ESBD_430903_1750863381205_802-26-62175 DHPL.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-26-62175

Digital High-Pressure Laminate Fabrication and Related Services

NIGP Class/Items: 961-66

RFP Issue Date: June 25, 2025 Questions Due: July 11, 2025; 2:00 PM CT

HUB Notification Deadline: July 11, 2025 (may be applicable if subcontracting) Proposal Due Date: July 23, 2025; 2:00 PM CT

Purchaser: Vanessa D Contreras CTCD CTCM 512-389-4722 Purchasing.bidbox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

mailto:Purchasing.bidbox@tpwd.texas.gov

Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

7. Contractor Requirements

8. TPWD Responsibilities

9. PROJECT ASSIGNMENT PROCESS AFTER CONTRACT AWARD

10. Adding New Products/Services to Contract After Award

11. Modifications of Contract Terms and/or Amendments

12. Price Adjustments

13. Insurance

14. Subcontracting

15. HUB Subcontracting Plan

16. Contract Administration

17. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – HUB SUBCONTRACTING PLAN

EXHIBIT C – SAMPLE PROJECT PRICING AND ADDITIONAL SERVICE QUESTIONNAIRE

EXHIBIT D – COMPANY PROFILE

EXHIBIT E – KEY PERSONNEL

EXHIBIT F – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT G – TECHNICAL PROPOSAL

EXHIBIT H – RESPONSE SUBMISSION CHECKLIST

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is seeking qualified respondents to establish blanket contract(s) to provide fabrication of digital high-pressure laminate (DHLP) panels and related services for the State Parks – Interpretive Services Department on an ‘as needed’ basis as projects are identified. Finished products to be delivered to TPWD Exhibit Shop, 4200 Smith School Rd. Bldg. D, Austin, TX 78744, or other TPWD designated location within the State of Texas.

2. BACKGROUND

Every year, numerous orientations, interpretive and safety projects use panels created with digital high-pressure laminate for TPWD State Parks. These installations are both indoor and outdoor and require a durable, standardized product to withstand the rigors of public settings.

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified Respondents to submit a written proposal addressing pricing, qualifications, experience, availability, approach, and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare, and evaluate responses based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to identify qualified Respondents and award multiple contracts for fabrication of DHLP panels and related services. After award, TPWD will identify individual projects on an ‘as needed’ basis by issuing a Scope of Work detailing the work to be performed for each project. TPWD will select a contractor that is determined to provide the best value to the agency for each project. It is TPWD’s sole discretion to determine best value.

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on September 1, 2025, or upon date of award, whichever is later, and continue through August 31, 2027, unless sooner terminated under the terms of the contract.

4.2. Renewal Option: Contract may be renewed for up to two (2) additional one (1) year period, provided both parties agree in writing prior to contract expiration date. Any extensions shall be in accordance with the original terms and conditions plus any approved changes

4.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

4.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5. Amendments: The contract may be amended in writing by mutual consent of the parties.

4.6. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Qualifications and Experience: Respondent (and awarded contractor) shall meet the following minimum qualifications:

5.1.1. Shall be engaged in the business of Digital High-Pressure Laminate Fabrication for a minimum of three (3) years within the past five (5) years, services similar in type and quantity to those listed herein. Recent start-up businesses do not meet the requirements of this solicitation. (A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.)

5.1.2. Shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract.

5.1.3. Shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5.1.4. Any subcontractor under the primary contractor must meet the same qualifications as the contractor. Primary contractor shall maintain all responsibility for work conducted under this contract as specified herein.

5.2. Supporting Documentation: Respondent shall submit with the proposal response, the required exhibits and other supporting documentation (listed in Section II, Subsection3) that clearly demonstrated their ability and capability to successfully complete the services described herein.

5.1.1. Exhibit A- Execution of Proposal

5.1.2. Exhibit B-HUB Subcontracting Plan

5.1.3. Exhibit C-Sample Project Pricing and Additional Service Questionnaire

5.1.4. Exhibit D-Company Profile

5.1.5. Exhibit E-Key Personnel

5.1.6. Exhibit F- Past Projects with Corresponding References

5.1.7. Exhibit G- Technical Proposal

6. SCOPE OF WORK AND SPECIFICATIONS

6.1. Contractor(s) shall provide high quality fabrication of digital high-pressure laminate panels and other services in accordance with the following specifications.

Respondents must be able to provide all services stated below in Section I, Subsection 6.2 - Service Requirements. Respondents are encouraged to provide additional services as stated in Section I, Subsection 6.5 – Additional Services. Respondents are not required to provide additional services but may be considered when determining best value for individual project awards.

6.2. General:

6.2.1. Goods and services provided shall be of the highest industry standard quality utilizing custom digital printing, melamine sheet and core of phenolic resin impregnated sheets fused under high heat and high pressure. Exterior products must include a heat fused UV resistant layer or better.

6.2.2. All goods and services shall be supplied in a timeframe mutually agreed upon on a per project basis.

6.3. Service Requirements: Services shall include, but are not limited to the following activities:

6.3.1. DHPL manufacturing in any standard thickness.

6.3.2. Polished and shaped edges.

6.3.3. Layout proofing in the form of paper prints.

6.3.4. Color proofing in the form of DHPL panels.

6.3.5. Crating and/or packing for shipment.

6.3.6. Freight and/or shipping.

6.3.7. Delivery to: TPWD Headquarters, Attn: Stephen Garrett, 4200 Smith School Rd. Austin, TX 78744

6.4. Warranty: All products shall be covered by a ten (10) year warranty against delaminating, water absorption and fading. Contractor shall supply to TPWD, a written warranty signed by an authorized representative of the company.

6.5. Additional Services: Respondents are encouraged to specifying additional services offered of same general category that their company is able to provide, plus related pricing structure. (Respondents to attach sheet(s) to Exhibit C – Sample Project Pricing and Additional Service Questionnaire to identify the additional services their company can provide.) TPWD will determine award based on best value.

Additional services may include, but are not limited to:

6.5.1. Custom contour machining of laminate into shapes.

6.5.2. Double faced signs.

6.5.3. Mounting options include threaded holes, inserts, bases and custom mounting provisions.

6.5.4. Additional substrates and lamination.

6.5.5. Discounted fabrication services incorporating customer supplied digital prints. Customer supplied printing shall use vendor approved printer and ink. Products including customer supplied digital printing shall carry manufacturer’s warranty.

6.5.6. Electronic file adjustment. In the event that a customer supplied file needs adjustment, the vendor may be requested to make said adjustments.

6.6. Performance Measures:

6.6.1. Contractor(s) shall be responsible for the performance of any contractual obligations that may result from an award based of the solicitation and shall not be relieved due to non-performance of any or all subcontractor(s). By submitting a proposal, Respondent commits to providing the goods or services required in the RFP. The successful Respondent(s) shall be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

6.6.2. TPWD will measure and evaluate the contractor and/or subcontractor(s) performance under this contract. If the contractor or subcontractor does not meet any scope of work and specification as defined in the RFP for deliverables, TPWD may reject the end product or negotiate remedies with the awarded contractor on a project-by-project basis. TPWD’s Interpretive Services Branch has ten (10) days from receipt of order to inspect and accept or reject product or services. All services and deliverables under the contract shall be provided by deadlines which are determined and agreed upon by TPWD staff.

7. CONTRACTOR REQUIREMENTS

7.1. Contractor shall provide service in accordance with requirements specified herein and the resulting contract(s) and adhere to the TPWD Terms and Conditions.

7.2. Contractor is responsible for all costs incurred in the performance of the contract. These costs shall include, but are not limited to all materials, labor and equipment necessary to meet requirements of the specified services throughout the term of the contract.

7.3. Contractor is responsible for all costs incurred in the performance of the contract.

7.4. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

7.5. Contractor shall follow relevant safety rules and conduct the work in a safe manner compliant with OSHA regulations.

7.6. Contractor shall designate a Contract Manager upon contract award.

7.7. Contractor shall attend all scheduled meeting as required by each project’s scope of work and schedule.

7.8. Contractor shall complete and submit the Authorization and Consent for Disclosure of Criminal History

Information form prior to beginning a project for all employees that will have access to TPWD property, employees and/or public. Form must be submitted, and Contractor personnel approved prior to services being performed. TPWD reserves the right to waive minor infractions that do not put the state at additional risk, at TPWD sole discretion.

8. TPWD RESPONSIBILITIES

8.1. TPWD will designate a Contract Manager and Project Manager upon contract award.

8.2. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

8.3. TPWD will provide contractors sufficient information on each project to allow for vendors to respond quickly and efficiently to specific projects as they become available

9. PROJECT ASSIGNMENT PROCESS AFTER CONTRACT AWARD

9.1. As individual projects are identified, TPWD will issue a Scope of Work detailing the work to be performed.

9.2. The invited Contractor(s) may be required to visit the work site to attend at least one scheduled pre-proposal meeting. CONTRACTOR’S TRAVEL AND RELATED EXPENSES FOR PRE-SITE MEETING

SHALL BE AT THE CONTRACTOR’S EXPENSE AND WILL NOT BE REIMBURSED.

9.3. Contractors must submit their proposals by the predetermined date and time stated on the request.

The travel, labor and materials used to prepare the proposal will not be reimbursed on the resulting purchase order.

9.4. The proposals will be reviewed by the Project Manager who will make the best value determination using factors to include but are not limited to proposal, budget, project timeline, and past performance.

The proposal must contain a Not-To- Exceed (NTE) amount.

9.5. Once the proposal is accepted by the Project Manager, the awarded contractor will receive an individual purchase order/work order to conduct work on that particular project.

9.6. Each project specific purchase order shall become the highest precedent document composing the contract for that Contractor

9.7. After Project award, any changes to the scope or budget must be approved PRIOR to services being performed or additional expenses incurred. If approved, a purchase order change notice (POCN) will be required prior to the requested increase.

10. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to successful respondent to quote on the proposed additional products/services.

Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

11. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

11.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

11.2. The Contract may only be modified or amended upon mutual written agreement of TPWD Purchaser(s) and the Contractor.

11.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

12. PRICE ADJUSTMENTS

Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWM. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

TPWD reserves the right to award any canceled contract to the next lowest responsive respondent or re-bid, whichever is in TPWD’s best interest.

13. INSURANCE

13.1. Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation STATUTORY LIMITS Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Ea. Accident $1,000,000 Ea. Employee $1,000,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$2,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $2,000,000 Products Completed Operations $1,000,000 Personal & Advertising Liability $1,000,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles $1,000,000 Combined Single Limit

13.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

13.3. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M.

Best, and authorized to provide the corresponding coverage.

13.4. Prior to the commencement of the job and not later than ten (10) days following award, the Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be sent to: Vanessa Contreras / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or may be faxed to 512-389-4677.

14. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

15. HUB SUBCONTRACTING PLAN

15.1. RESPONDENT MUST COMPLETE, SHOW A GOOD FAITH EFFORT, SIGN AND SUBMIT A HUB

SUBCONTRACTING PLAN (EXHIBIT B) WITH THEIR RESPONSE SUBMISSION AND IN

ACCORDANCE WITH THE FOLLOWING INSTRUCTIONS. FAILURE TO COMPLETE AND SUBMIT

THE HUB SUBCONTRACTING PLAN (HSP) WITH THE RFP RESPONSE WILL RESULT IN

DISQUALIFICATION OF THE RFP FROM CONSIDERATION.

15.2. In accordance with Texas Gov't Code §2161.252 and 34 Texas Administrative Code §20.285, TPWD has determined that subcontracting opportunities are probable under this contract, and that the contract value may exceed $100,000. This probability is based on HUB availability, HUB utilization, geographic location of the project, the contractual scope of work, or other factors. TPWD estimates the value of this contract to be greater than $100,000 and further sets the HUB subcontracting goal at 26 % of the contract’s value.

15.3. It is the Respondent’s determination if they choose to subcontract any of the work under the contract with a Texas Certified Historically Underutilized Business (HUB) or other businesses. The Respondent shall identify all proposed HUB and other subcontractors at the time of response submittal by completing and submitting Exhibit B – HUB Subcontracting Plan.

15.4. A list of HUB subcontractors that may be able to perform the work identified as areas with potential subcontracting opportunities is attached to the HUB Subcontracting Plan forms. Respondents may also access a list of HUB subcontractors who may be able to perform this work by searching the Centralized Master Bidder’s List (CMBL), as maintained by the Texas Comptroller of Public Accounts. The main CMBL search page is located here: https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do.

15.5. A few minority and women trade organizations and development centers are listed below that you may contact to announce your opportunity (as specified in the HSP, Method B). For a more complete list visit:

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

Women Contractors Association 6703 Chimney Rock Rd.

Bellaire, TX 77401

(703) 807-9977 phone director@womencontractors.org email www.womencontractors.org website

Texas Association of African American Chambers of Commerce 807 Brazos St., Ste. 710 Austin, TX 78701

(512) 535-5610 phone cro@taaacc.org email www.taaacc.org website

Texas Association of Mexican American Chambers of Commerce 606 Main St.

Buda, TX 78610

(512) 444-5727 phone president@tamacc.org email www.tamacc.org website

US Pan Asian American Chamber of Commerce SW 711 E. Lamar Blvd., Mailbox 103A Ste. 211 Arlington, TX 76011

(682) 323-5869 phone gmcdermott@uspaacc-sw.org email www.uspaacc-sw.org website

Dallas/Fort Worth Minority Supplier Development Council 8828 N. Stemmons Fwy, Ste. 550 Dallas, TX 75247

(214) 630-0747 phone

(214) 637-2241 fax sourcing@dfwmsdc.com email www.dfwmsdc.com website

US India Chamber of Commerce DFW 5930 LBJ Fwy, Ste. 310 Dallas, TX 75240

(214) 346-9559 phone

(214) 346-9521 fax info@usicoc.org email www.usicoc.biz website

15.6. Respondents are highly encouraged to contact TPWD HUB Administration at 512-389-4784 or hub@tpwd.texas.gov for assistance with completing the HSP forms, obtaining HUB lists if web access is not possible, and/or further explanation of the TPWD HUB program.

15.7. HUB Subcontracting Plan (HSP) Prime Contractor Progress Assessment Report: After award of the contract, the Contractor shall report all HUB and non-HUB subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TPWD HUB Program monthly. The report shall be submitted monthly even during the months the Contractor is not invoicing TPWD. All payments made to subcontractors shall be reported. TPWD may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors.

16. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php mailto:director@womencontractors.org http://www.womencontractors.org/ mailto:cro@taaacc.org http://www.taaacc.org/ mailto:president@tamacc.org http://www.tamacc.org/ mailto:gmcdermott@uspaacc-sw.org http://www.uspaacc-sw.org/ mailto:sourcing@dfwmsdc.com http://www.dfwmsdc.com/ mailto:info@usicoc.org http://www.usicoc.biz/ mailto:hub@tpwd.texas.gov

Administration of the contract is a joint responsibility of TPWD State Parks Division and the TPWD Purchasing & Contracting Branch. TPWD purchasing staff will be responsible for administering the contractual business relationship with the contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the Project manager and point-of-contact between the agency and the contractor. The Project Manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s project management and contract administration responsibilities include, but are not limited to:

16.1. Monitoring the contractor’s progress and performance and ensuring services conform to established specification requirements.

16.2. Managing the financial aspects of the contract including approval of payments.

16.3. Meeting with the contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

16.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

16.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

17. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

17.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife Department, Accounts Payable, 4200 Smith

School Road, Austin, Texas 78744.

17.2. Invoices must show:

17.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

17.2.2. Name of receiving entity

17.2.3. Contract/purchase order number

17.2.4. Description, quantity, unit of measure, unit price, extended price of each item

17.2.5. Total price

17.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

17.2.7. Attach supporting documentation, if required

17.3. Payment:

17.3.1. The contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then contractor will be paid in accordance with the agreement approved by the parties.

17.3.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor, if any of the following conditions exists:

17.3.2.1. Contractor is in breach of this contract;

17.3.2.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

17.3.2.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

17.3.2.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve a level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

17.3.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later.

State agencies are required by state law to pay properly submitted invoices within 30 days or the Contractor may charge a late payment fee established by law.

17.3.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

17.3.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-4833 for additional information.

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: June 25, 2025 Question Due: July 11, 2025 HUB Notification Deadline: July 11, 2025; 2:00 PM CT Proposal Due Date: June 28, 2025; 2:00 PM CT

2. INQUIRIES

2.1. CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Vanessa D Contreras ,Senior Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone 512-389-4722 Fax 512-389-4677 Email: purchasing.bidbox@tpwd.texas.gov

2.2. CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point-of-contact listed in Section II, Subsection 3.1. Questions should be submitted in the following format: a) Reference the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. ANSWERS TO QUESTIONS: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection

2.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

Respondents shall submit one (1) original proposal signed (marked Original). In addition, Respondents should submit one (1) copy of the proposal. Pricing should not be included in the submitted copies.

Additionally, two (2) copies of the HUB Subcontracting Plan (HSP) shall be submitted with proposals.

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A - Execution of Proposal.

3.2.2. Exhibit B – HUB Subcontracting Plan: Respondent must comply with and submit Exhibit B -

HUB Subcontracting Plan.

3.2.3. Exhibit C – Sample Project Pricing and Additional Service Questionnaire: Include completed Exhibit C – Sample Project Pricing and Additional Service Questionnaire. Pricing should not be included in the submitted copies, only the Original.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent must include the following additional documentation in their response submission, or within one business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline will result in disqualification of the proposal.

3.3.1. Exhibit D – Company Profile: Include completed Exhibit D (or reasonable facsimile).

3.3.2. Exhibit E – Key Personnel: Include completed Exhibit E (or a reasonable facsimile, or resumes)

3.3.3. Exhibit F – Past Projects with Corresponding References: Include completed Exhibit F (or reasonable facsimile).

3.3.4. Exhibit G – Technical Proposal: Include completed Exhibit G (or reasonable facsimile).

3.3.5. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 6. Late proposals will not be considered under any circumstance and will be returned unopened.

4.2. Proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.3. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response.

4.4. Respondents to this RFP are responsible for all costs of proposal preparation.

4.5. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 6 below.

4.6. Telephone and facsimile proposals are NOT an acceptable response to an RFP. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline. Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.7. When Proposals are opened, only the names of the Respondents who submitted proposals will be read.

Prices and terms will not be divulged until after contract award.

5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation. Submit your response at Purchasing.BidBox@tpwd.texas.gov or

5.1.1. Proposals shall be submitted to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A blanket contract(s) will be awarded all qualified respondent(s) that meet the minimum qualifications.

TPWD will issue a scope of work as individual projects become available. TPWD will select a contractor that is determined to provide the best value to the agency for each project. It is TPWD’s sole discretion to determine best value.

6.2. Cash discounts offered by the respondent will NOT be a factor in proposal evaluation.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser name identified in Section II, Subsection 2 above will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the

U.S. Postal Service Overnight/Express Mail Email (Preferred)

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.BidBox@tpwd.texas.gov

NOTE: Proposals must be date stamped in Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.BidBox@tpwd.texas.gov mailto:Purchasing.BidBox@tpwd.texas.gov required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: It is TPWD’s intent to award a contract to each vendor that adequately meetings minimum qualifications. As such, the evaluation will be conducted on a pass/fail basis. A TPWD evaluation committee will evaluate each response and recommend contracts to be awarded to Respondents who meet minimum requirements and demonstrate the capability of performing the services as described here.

Evaluation Criteria Weight Sample Project Pricing and Additional Service Questionnaire (based on Exhibit C) 25%

Qualifications, Experience, Capability, Facilities, Equipment, (based on Exhibit D, E, F) 30%

Technical Proposal (based on Exhibit G) 45% Total 100%

6.6. Step 3 – Reference Check: At TPWD’s sole discretion, TPWD may check references and/or inspect respondent’s facility/equipment.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.6.2. Facility and/or equipment may be inspected to verify ability to successfully complete the project.

Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

6.6.3. Respondents may be asked to provide samples.

6.7. AWARD: TPWD reserves the right to award a contract to a single contractor, or award to more than one contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

SECTION III – GENERAL TERMS AND CONDITIONS

MAY 2025

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

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

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of http://www.txsmartbuy.gov/esbd product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

• The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor

Performance System,

• Currently under a Corrective Action Plan through the Texas Comptroller of Public

Accounts (CPA),

• Having repeated negative Vendor Performance Reports for the same reason,

• Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

3.3.7. Contractor performance information is located on the CPA web site at:

www.txsmartbuy.gov/vpts. CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may http://www.txsmartbuy.gov/vpts examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

5. FREIGHT: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates Respondent to deliver in 14 calendar days. Unrealistic delivery promises may cause solicitation to be disregarded.

6.2. If delay is foreseen, Contractor shall give written notice to the TPWD. Contractor must keep the TPWD advised at all times of status of order.

6.3. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the TPWD to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting Contractor.

6.4. Substitutions: No substitutions permitted without written approval of TPWD.

6.5. Delivery shall be made during normal working hours only unless prior approval has been obtained from ordering agency. Normal working hours are 8:00 AM until 5:00 PM Monday through Friday except State and National holidays.

7. TESTING AND INSPECTION:

7.1. TPWD may test and inspect goods and services purchased under the Contract to ensure compliance with the specifications of this solicitation and the Contract. TPWD may also test and inspect goods and services before they are purchased under the Contract. Authorized TPWD personnel shall have access to the Respondent's place of business for the purpose of inspecting the goods. To the extent practical, TPWD inspections will not disrupt the Respondent's daily operations. Tests shall be performed on samples submitted with the Bid/Proposal or on samples taken from regular shipments. All costs of testing and inspection shall be borne by the Respondent.

In the event the goods tested fail to meet or exceed all conditions and requirements of the solicitation and Contract, the goods will be rejected in whole or in part, at the State's option, and returned to the Respondent or held for disposition at the Respondent's expense. Latent defects may result in cancellation of the Contract at no expense to the state.

7.2. If material fails to meet specifications, the Respondent will be notified by fax, mail, or e-mail. The Respondent will have ten (10) working days after receipt of the notification to remove the rejected material from state property. Material will be removed at the Respondent’s expense. Material not removed in the allotted time period will be disposed by TPWD. The Respondent will be charged for all disposable expenses conducted by TPWD.

8. CHANGES: TPWD may at any time, by a written order, make changes within the general scope of this Contract, in the definition of services to be performed, and the time (i.e., hours of the day, days of the week, etc.) and place of performance thereof. If any such change causes an increase or decrease in the cost of, or the time required for the performance of any part of the services under this Contract, whether changed or not changed by any such order, an equitable adjustment shall be made in the Contract price or time of performance or both and the Contract shall be modified in writing accordingly. Any claim by the Contractor for adjustment under this clause must be asserted within 30 days from the date of receipt by the Contractor of the notification of change, provided, however, that TPWD, if it decides that the facts justify such action, may receive and act upon such claims asserted at any time prior to final payment under this Contract.

Failure to agree to any adjustment shall be a dispute concerning a question of fact within the meaning of the clause of this Contract entitled "Dispute Resolution."

9. INVOICING AND PAYMENT:

9.1 Invoices: In order to receive payment under the Contract, the Contractor must submit an original invoice to TPWD, which will be designated in the Purchase Order as the "Bill To" address. To be a proper invoice that may be accepted and paid, the invoice must include the following information and/or attachments: (1) Name and address of the Contractor. (2) The Contractor's Texas Identification Number (TIN). (3) The Contractor's invoice remittance address. (4) The Purchase Order number authorizing the delivery of products or services. (5) A description of what the Contractor delivered, including, as applicable, the time period, serial number, unit price, quantity, and total price of the products and services. If the invoice is for a lease, the Contractor must also include the payment number (e.g., 1 of 36).

9.2 Disputed Invoices: As stated above, the Contractor will receive notice of an error in an invoice submitted for payment by not later than the 21st day after the date the invoice was received by the TPWD. If an invoice dispute is resolved in favor of the Contractor, the Contractor is entitled to receive interest on the unpaid balance of the invoice, beginning on the date the invoice became overdue, pursuant to Gov't Code §2251. 021. If a dispute is resolved in favor of the TPWD, the Contractor shall submit a corrected invoice that must be paid in accordance with Section 2251.021.