ESBD_432147_1751314288967_MITAS RFO for 332-RFO25-1009.pdf

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS

REQUEST FOR OFFER

OFFER INVITATION NO. 332-RFO25-1009

OFFER OPENING 2:00 P.M. 07/14/2025

at 221 East 11th Street Austin, Texas 78701

Proprietary Maintenance for Mitas Specific Software The Texas Department of Housing and Community Affairs requires maintenance for its Mitas Specific Software package for Loan Servicing and Accounting/General Ledger.

Service Period:

September 1, 2025 through August 31, 2026.

Software Maintenance and Support $

This solicitation is being advertised under TX Gov’t. Code, Section 2155.067. The issuing office believes that the requested items are proprietary to one manufacturer and/or to the specifications. Only responses conforming exactly to these specifications will be considered in determining an award. The issuing office strongly encourages responses from all qualified vendors who may be able to provide the specified items.

Authorized signature Title Date

FAILURE TO MANUALLY SIGN WILL DISQUALIFY OFFER

VENDOR AGREES TO COMPLY WITH ALL TERMS & CONDITIONS OF THIS OFFER.

By signing this offer, vendor certifies that if a Texas address is shown as the address of the vendor, vendor qualifies as a Texas

Resident Bidder as defined in 34 TAC Rule 20.32(68).

Company Name:_______________________________________________________________________

Address:______________________________________________________________________________

City – State –Zip Code:__________________________________________________________________

Contact Name:_________________________________________________________________________

Phone Number:__(_____)_______________ Fax Number:__(______)_____________________

E-mail:_______________________________________________________________________________

Vendor ID #___________________________________ An Identification Number is required to process payment for goods/services purchased against contract awards. The Federal Employers Identification Number (EIN) will be used to establish a Payee ID Number:

PLEASE ENTER YOUR FEDERAL EIN:

Every vendor MUST have an EIN prior to receiving payment under an awarded contract. This is being required in an effort to minimize identity theft. For information on obtaining your EIN, you may call the IRS at 800-829-4933 or visit the following website:

http://www.irs.gov/businesses/small/.

Check here if you are a sole ownership or partnership and complete Section 10.4 of the Terms & Conditions:

http://www.irs.gov/businesses/small/

TEXAS DEPARTMENT OF HOUSING AND COMMUNITY AFFAIRS

REQUEST FOR OFFER

OFFER INVITATION NO. 332-RFO25-1009

OFFER OPENING 2:00 P.M. 07/14/25

at 221 East 11th Street Austin, Texas 78701

PREFERENCES: See Section 2.38 of the State of Texas Procurement Manual regarding preferences. Check below to claim a preference under 34 TAC Rule 20.38.

(__) Goods produced or offered by a TX bidder that is owned by a Texas resident service-disabled veteran (__) Goods produced or offered by a TX bidder that is not owned by a Texas resident service-disabled veteran (__) Agricultural products grown in TX (__) Agricultural products offered by TX bidder* (__) Services offered by a TX bidder that is owned by a Texas resident service-disabled veteran (__) Services offered by a TX bidder that is not owned by a Texas resident service-disabled veteran (__) Texas Vegetation Native to the Region (__) USA produced supplies, materials or equipment (__) Products of persons with mental or physical disabilities (__) Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel (__) Energy efficient products (__) Rubberized asphalt paving material (__) Recycled motor oil and lubricants (__) Products produced at facilities located on formerly contaminated property (__) Products and services from economically depressed or blighted areas (__) Vendors that meet or exceed air quality standards (__) Recycled or Reused Computer Equipment of Other Manufacturers (__) Foods of Higher Nutritional Value

Delivery in __________ days, cash discount ______________% _____________days

Award Notice: The State reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

IF RESPONDING - Each OFFER must be placed in a separate envelope with OFFER opening date and requisition number annotated immediately below return address on SEALED OFFER ENVELOPE.

IF RESPONDING, RETURN SEALED OFFERS TO:

Texas Department of Housing and Community Affairs Attention: Purchasing PO Box 13941, Austin, TX 78711-3941 OR HAND DELIVER TO: 221 East 11th Street (8am-5pm) OR OVERNIGHT/ EXPRESS MAIL TO: 221 East 11th Street, Austin, TX 78701

IF NOT RESPONDING DO NOT RETURN THIS FORM.

QUOTE F.O.B. DESTINATION for shipment to TDHCA, 221 East 11th Street, Austin TX 78701 FOR ADDITIONAL INFORMATION REGARDING THIS RFO CONTACT: Suzanne Saucedo @ 512- 475-3998.

RENEWALS/CANCELLATIONS/ADDITIONS

GOOD FAITH EFFORT: In accordance with the Texas Government Code, Chapter 2161, Subchapter F, § 2161.251 all contracts with expected value of at least $100,000 including goods, services, public construction (excepting federally funded contracts if federal law prohibits application) must include a Historically Underutilized Business (HUB) Subcontracting Plan.

EXTENSION: The term of this contract shall begin approximately on September 1, 2025 and shall terminate on August 31, 2026 and may be renewed by extending the termination date for a maximum of one year per renewal for three (3) consecutive renewal years upon mutual agreement of both parties.

PUBLIC INFORMATION: Information, documentation, and other material in connection with this solicitation or any resulting contract may be subject to public disclosure pursuant to Chapter 552 of the Texas Government Code (the “Public Information Act”). Any part of the solicitation response that is of a confidential or proprietary nature must be clearly and prominently marked as such by the respondent.

FUNDING OUT: (Required if a purchase or service transcends a biennium.) This contract is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the Texas Legislature.

EXCESS OBLIGATIONS: The General Appropriations Bill, Article IX, Section 6.04 prohibits an ordering entity to incur an obligation in excess of the amounts appropriated for the respective objects or purpose. See Section 2.24.

PRICING ESCALATION: The pricing on this contract may be increased but shall not exceed _______% over the previous period. NOTE: This will be included in the overall bid evaluation.

AUTHORIZED RELIEF FROM PERFORMANCE (Force Majeure): The agency may grant relief from performance of the contract if the contractor is prevented from compliance and performance by an act of war, order of legal authority, act of God, or other unavoidable cause not attributable to the fault or negligence of the contractor. The burden of proof for the need of such relief shall rest upon the contractor. To obtain release based on Force Majeure, the contractor must file a written request with the ordering agency.

ADDITIONAL CATEGORIES: Additional categories may be added to the contract at offer rates for equivalent categories and under the same terms and conditions of the existing contract. Categories to be prorated according to period of coverage. The CAP for adding categories is 12% of the contract value.

SERVICE ADJUSTMENT/CONTINGENCY REQUIREMENTS: The State envisions the necessity from time to time to incur additional changes against this contract to be considered “Service Adjustments/Contingency Requirements” (SACR). This is to include any service recognized to be needed to accommodate unforeseen occurrences.

This SACR shall not exceed 10% of the total estimated cost by the awarded vendor.

ACCEPTANCE OF FUNDS: Contractor understands that acceptance of funds under this contract acts as acceptance of the authority of the State Auditor’s Office, or any successor agency, to conduct an audit or investigation in connection with those funds. Contractor further agrees to cooperate fully with the State Auditor’s Office or its successor in the conduct of the audit or investigation, including providing all records requested. Contract will ensure that this clause concerning the authority to audit funds received indirectly by subcontractors through Contract and the requirement to cooperate is included in any subcontract awards.

CANCELLATION: TDHCA reserves the right to accept or reject any (or all) offers submitted under this Request for Offer. The information contained in this Request for Offer is intended to serve only as a general description of the services sought by TDHCA. In releasing this offer, TDHCA is not obligated to proceed with any action, and may decide it is in the Department’s best interest to discontinue consideration of services. TDHCA reserves the right, with 30 days written notice, to cancel any contract awarded under the terms of this Request for Offer.

TERMS & CONDITIONS: See Exhibit A and B