ESBD_449774_1756494452316_RFP 304-26-1842KG Commercial Property Sales and Lease Data.pdf

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 1 of 38

(Rev. 2/2024)

Texas Comptroller of Public Accounts

Request for Proposals

Commercial Property Sales and Lease Data

RFP No. 304-26-1842KG

August 29, 2025

Anticipated Schedule of Events

August 29, 2025 Issuance of RFP

September 5, 2025 Deadline for Submission of Questions (2:00 p.m., CT)

September 10, 2025 Release of Official Responses to Questions

(or as soon thereafter as practical)

September 19, 2025 Deadline for Submission of Proposals (2:00 p.m. CT)

Late Proposals will not be considered

December 1, 2025 Services Commencement Date

(or as soon thereafter as practical)

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 2 of 38

Table of Contents

I. Summary II. Specifications

A. Introduction

B. Background

C. Definitions and Acronyms

D. Scope of Services

E. Contract Resulting from this Solicitation; Order of Priority

F. Warranty of Performance

G. Security Incident Notification

H. Insurance and Bonds

I. Criminal Background Investigation

J. Contract Term; Survival of Terms

K. Acceptance Criteria

L. Payments

M. Discounts

N. PO Addition and Deletion

O. HUB Subcontracting Plan Information

P. Respondent Documents

Q. Respondent Exceptions

R. Respondent’s Past Performance; Vendor Performance Tracking System III. Proposal Submission Requirements

A. Delivery of Proposal

B. Proposal Content and Format IV. Mandatory Price Sheet V. Standard Terms and Conditions VI. Execution of Proposal VII. Conflict of Interest/Disclosure Statement VIII. Nondisclosure Agreement IX. Confidential Treatment of Information Acknowledgment X. Certification Regarding Public Nature of the Proposal XII. Respondent Exceptions

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 3 of 38

I. Summary

1. Type of Solicitation: Request for Proposals (RFP)

2. Issuing Office: Texas Comptroller of Public Accounts (CPA)

Procurement Section

Room 300, Attn: RFP No. 304-26-1842KG

111 E. 17th Street

Austin, Texas 78774

3. Additional Requirements/Qualifications: N/A

4. Responses to RFP: Sealed Competitive Proposals

5. Deadline for Proposals: In Issuing Office No Later Than:

September 19, 2025; 2:00 p.m., Central Time (CT)

6. Initial Contract Term: December 1, 2025 to August 31, 2026

7. CPA Optional Contract Terms: September 1, 2026 through August 31, 2027

September 1, 2027 through August 31, 2028 and

September 1, 2028 through August 31, 2029

8. CPA Contact Person for this RFP: Kristy Guevara, CTCD, CTCM

Email with delivery receipt requested to: bidcpa@cpa.texas.gov

9. Proposals Submitted by Email: Required; See Section III, Part A

10. Proposals Submitted by Fax: Not Accepted

11. Pre-Proposal Conference: N/A

12. Pre-Proposal Inspection: N/A

13. Letters of Intent to Submit a Proposal: N/A

14. RFP Addenda: Notices of changes to items directly impacting the original RFP or solicitation process will be posted on the Electronic State Business

Daily (ESBD) located at: https://www.txsmartbuy.gov/esbd. CPA will post any amendment to this solicitation on the ESBD as an RFP

Addendum. It is the responsibility of an interested party to check the

ESBD for updates to this RFP before submitting a Proposal. Each

Respondent is solely responsible for verifying CPA’s receipt of its questions, if applicable, and its Proposal by the deadlines specified in this RFP.

15. Questions and Answers: Questions regarding this RFP must be in writing and must be submitted to the CPA Contact Person specified in Part 8, no later than September

5, 2025; 2:00 p.m. CT. Telephone inquiries will not be accepted.

Questions may be submitted by email to the email address specified in

Part 8. CPA intends to post answers to the questions received on the

ESBD on September 10, 2025, or as soon thereafter as practical.

16. Respondent Presentations: N/A mailto:bidcpa@cpa.texas.gov https://www.txsmartbuy.gov/esbd

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 4 of 38

17. Evaluation of Proposals under Best Value Standard (Section 2156.125 of the Texas Government Code):

Criteria Weight

Respondent’s Past Performance, Qualifications & Experience 10%

Compliance with CPA Specifications 40%

Cost 50%

Total: 100%

As applicable, the factors listed in Sections 2155.074, 2155.075, 2156.007, and 2157.003 of the Texas Government Code shall also be considered in making an award. Best and Final Offers may be sought from Respondents whose Proposals are ranked most highly by the evaluation committee. However, CPA encourages Respondents to offer their best pricing at all times. CPA reserves the right in its sole judgment and discretion, and at any time upon failure of negotiations, to reissue or withdraw this RFP rather than continue with negotiations.

18. Email Submission Only. Due to changed building access restrictions, Respondents will not be permitted to hand deliver

Proposals to the Issuing Office. Respondents are required to submit Proposals electronically via email with delivery receipt requested in accordance with Section III, Part A.

19. Contact with CPA Staff: Upon issuance of this RFP, employees and representatives of CPA, other than the CPA

Contact Person identified in Part 8, will not discuss the contents of this RFP with any Respondent or its representatives.

Failure of a Respondent or any of its representatives to observe this restriction may result in disqualification of any related Proposal. This restriction does not preclude discussions between the parties to conduct business unrelated to this procurement or to obtain assistance completing Historically Underutilized Business (HUB) forms required by this

RFP.

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 5 of 38

II. Specifications

A. Introduction

The Texas Comptroller of Public Accounts (CPA), an agency of the State of Texas, issues this Request for Proposals

(RFP) to solicit Proposals from qualified vendors for Commercial Property Sales and Lease Data, as described in this

Section II and in this RFP (Services). CPA’s objective is to obtain the Services that represent the best value for CPA and the State of Texas according to the terms and conditions of this RFP.

CPA anticipates making a Contract award to one (1) Successful Respondent for the Services. CPA reserves the right not to award a Contract for the performance of all or part of the Services. This RFP is not exclusive and

CPA reserves the right to issue additional solicitations regarding the Services or similar services at any time. All

Respondents are encouraged to offer their best pricing at all times.

All costs associated with the Services must be included in the Respondent’s Proposal. Proposals that do not meet all of the requirements or contain all of the required documentation specified in this RFP will be rejected as non-responsive.

B. Background

CPA's Property Tax Assistance Division (PTAD) requires information concerning commercial sales and leasing information on properties throughout Texas. The Field Appraiser Operations area is required each year to sample over

10,000 commercial and multifamily parcels; CPA currently uses CoStars' commercial real estate information in order to produce the CPA's Property Value Study.

C. Definitions and Acronyms

• Award Date. The Award Date is the earlier of the date an authorized representative of CPA (1) issues a Purchase

Order (PO) or (2) signs a formal, written agreement.

• Contract. The agreement described in Section II, Part E (Contract Resulting from this Solicitation; Order of

Priority), if any.

• CPA. Comptroller of Public Accounts.

• Property Value Study. An annual report produced by CPA that estimates a school district's taxable property value and certifies those values to the commissioner of education.

• Proposal. A response to this RFP.

• Respondent. Any person or entity that submits a Proposal.

• Successful Respondent. The Respondent awarded a Contract, if any.

D. Scope of Services

D.1 Requirements. The Services provided by Successful Respondent must include, but are not limited to, the following:

D.1.1 Database Requirements. Successful Respondent must provide CPA with access to a database containing commercial sales and leasing information on properties throughout Texas (Database). The Database must contain the following data or must meet the following specifications, at a minimum:

1. Access to the Database for up to fifteen (15) CPA users. Access must be restricted with required log-in IDs;

2. Ability to monitor commercial sales or leasing or sales and leasing data from the following markets: Abilene, Amarillo, Austin, Corpus Christi, Dallas, Ft. Worth, El Paso, Harlingen, Houston, Killeen, Lubbock, Midland, Odessa, San Antonio, Temple, Texarkana, Tyler and similar data in other markets in Texas;

3. Commercial sales or leasing data within Database must include all businesses and multi-family residences such as apartment complexes and hotels;

4. Ability to monitor leasing data (e.g., leasing and rental rate history, property characteristics and contact information);

5. Ability to monitor apartment leasing data, (e.g., current market rent, vacancy and concessions) including three

(3) year history for rent and vacancy;

6. Database must be secure and accessible over the internet;

7. Ability to create a printable property value study report based on user-defined search criteria;

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 6 of 38

8. Search capability of Database must include address, company name, buyer name, seller name, broker names, dates, property type or unique characteristics like year built, zoning or number of units;

9. Search capability of Database must not require a minimum square footage to research properties;

10. Search capability of Database must include radius searches with an address or intersection;

11. Ability to sort a minimum of 2,000 records simultaneously;

12. Ability to extract the following visual points or information from database for each property:

(a) photograph(s);

(b) aerials from satellite images;

(c) relevant maps;

(d) building location;

(e) zoning;

(f) available space;

(g) class;

(h) asking rents and sales prices;

(i) vacancy rate;

(j) ownership type;

(k) maximum contiguous space;

(l) typical floor size;

(m) core factor;

(n) elevators;

(o) year built;

(p) contract information;

(q) parking;

(r) minimum vacancy and rental trends;

(s) sales and loan information; and

(t) assessment data.

13. Database updated on daily, weekly and monthly basis with new commercial sales and leasing information on properties throughout Texas;

14. Database must include a minimum of 100,000 verified sales in Texas for the last six (6) years; and

15. Database must include a minimum of 500,000 verified leases in Texas for the last six (6) years.

D.1.2. Pricing. Respondent must provide pricing for all Services on Schedule 1 of the Mandatory Price Sheet located in

Section IV of this RFP.

D.1.3 Description of All Offered Optional Features, Products, and Services. If Respondent believes there are additional features, products or services that would benefit CPA under this RFP, Respondent may describe such features, products or services and include pricing for such features, products or services in Section IV, Price Schedule 2 of the

Mandatory Price Sheet. Optional features, products or services are not scored as part of the evaluation process.

D.2 CPA Data Safeguard Standards.

a. Reserved

b. Reserved

c. Reserved.

d. Reserved

e. Reserved

f. Reserved

g. Reserved

h. Auditable Information Security Framework. Successful Respondent shall secure its own and its third-party service providers’ systems (e.g., IT service provider, Cloud Service Provider) in a manner consistent with an auditable information security framework e.g., National Institute of Standards and Technology (NIST), International

Organization for Standardization (ISO) 27001.

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 7 of 38

i. Defects and Vulnerabilities. Upon Contract award and during the term of the Contract, Successful Respondent shall provide CPA with prompt, written notice upon Successful Respondent’s discovery of any product defects and vulnerabilities of the proposed Licensed Software that allow an attacker to violate an explicit (or implicit) security policy to achieve some impact or consequence. Examples of vulnerabilities include defects that allow intruders to gain increased levels of access or interfere with the normal operations of information systems. Vulnerabilities caused by insecure configurations, design choices, and changing environmental conditions are additional examples.

j. Supply Chain Risk Management. Successful Respondent shall provide CPA’s Contract Manager a description of how it manages supply chain risks. Specifically, Successful Respondent shall describe its established agreements and procedures with entities involved in the supply chain for the notification of supply chain risks, compromises, and the result of assessments or audits. During the term of the contract, Successful Respondent shall provide CPA’s

Contract Manager prompt, written notice of supply chain risks that impact the delivery of the products and services of the Contract. Examples of supply chain risks include supplier financial failure, production control/product quality, market supply and demand, labor disputes/shortages, cybersecurity threats, natural disasters. Successful Respondent shall notify CPA of a supply chain compromise and potential compromise in accordance with Section G Security

Incident Notification.

k. Reserved

l. Reserved

m. Reserved

n. Reserved

o. Reserved

p. Reserved

q. Reserved

r. Reserved

s. Reserved.

t. Reserved.

D.3 Liquidated Damages. In submitting a Proposal, Respondent agrees that the measure of damages in the event of a default or breach by Successful Respondent may be difficult or impossible to calculate. In the event Successful Respondent fails to perform Services or complete the obligations under the Contract in a timely manner, CPA may require Successful

Respondent to pay, as liquidated damages and not as a penalty, an amount equivalent to two percent (2%) of the total cost for Services or obligations not completed as required by the Contract per calendar day of delay. CPA may impose, but is not obligated to impose, these liquidated damages in lieu of any monetary damages available to CPA under the

Contract or applicable law.

E. Contract Resulting from this Solicitation; Order of Priority

Respondent’s Proposal is a legal offer to contract based upon the terms, conditions, and specifications set forth in this

RFP. “Contract” means (1) a valid PO issued by CPA or (2) a formal, written agreement between CPA and Successful

Respondent, if any. The Contract is effective as of the Award Date and will be between CPA and the Successful

Respondent. Successful Respondent shall be solely responsible to CPA for all performance by Successful Respondent’s employees, representatives, agents, subcontractors, suppliers, third-party service providers, and similar entities

(“Persons” for purposes of this sentence) and for ensuring that all such Persons comply with applicable provisions of this

RFP and the Contract. The entire Contract between CPA and Successful Respondent shall consist of the following documents, which shall control in the following order of priority, except as otherwise provided in the formal, signed agreement between the parties or CPA’s PO: (1) the PO and PO Change Notices (POCN), if any; (2) the formal, signed agreement, if any; (3) this RFP; and (4) Successful Respondent’s Proposal (collectively, these documents constitute the

“Contract”).

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 8 of 38

F. Warranty of Performance

Successful Respondent represents and warrants that its performance under the Contract shall be conducted conscientiously in a professional and workmanlike manner to the full extent of Successful Respondent’s talents and capabilities with due diligence and in full compliance with the highest professional standards of practice in the industry applicable to the Services.

G. Security Incident Notification

Successful Respondent shall have policies and procedures for the effective management of Security Incidents, which shall be made available to CPA upon written request. Within twenty-four (24) hours of Successful Respondent’s discovery or reasonable belief that there has been an event which results in the accidental or deliberate unauthorized access, loss, disclosure, modification, disruption, or destruction of confidential CPA information (“Security Incident”), Successful Respondent shall provide notice to CPA by calling (800) 531-5441 EXT 34357. Until the investigation is complete, Successful Respondent shall submit, on a daily basis or as otherwise agreed by CPA, a written report via encrypted email to security.alerts@cpa.texas.gov that includes, at a minimum, the following:

• Date and time incident occurred,

• Date and time incident detected,

• Date and time incident contained,

• Address where incident occurred,

• Name of person(s) that discovered incident,

• Description of how Successful Respondent discovered incident,

• Type of CPA information involved,

• Description of the nature of the incident,

• Description of the steps Successful Respondent has taken or will take to investigate incident,

• Description of the steps Successful Respondent has taken or will take to mitigate any negative impacts of incident,

• Information technology involved (e.g., laptop, server, mainframe),

• Description of steps taken to preserve computer evidence and maintain chain of custody, and

• Description of corrective action Successful Respondent has taken or will take to prevent future incidents.

Successful Respondent shall coordinate all media or other breach notifications with CPA in advance of such notification(s), unless expressly prohibited by law. Subject to review and approval of CPA, Successful Respondent shall provide notice at its own cost that satisfies the requirements of applicable law to individuals whose information was compromised or likely compromised as a result of the Security Incident. If CPA, in its sole discretion, elects to send its own separate notice, then all costs associated with preparing and providing the notice shall be reimbursed to CPA by

Successful Respondent. If Successful Respondent does not reimburse such costs within thirty (30) days of CPA’s written request, then CPA shall have the right to collect such costs. CPA reserves the right to conduct an independent investigation of any Security Incident, and should CPA choose to do so, Successful Respondent shall cooperate fully with CPA and assume responsibility at its own expense for making personnel, resources, and systems access available to

CPA and CPA’s authorized representative(s).

H. Insurance and Bonds

Successful Respondent represents and warrants that it shall obtain and maintain the following coverages throughout the term of the Contract and that all coverages shall be with companies licensed in Texas with an “A” rating from A.M. Best

Co. authorized to provide the required coverages:

• Blanket Employee Dishonesty Bond or Employee Dishonesty Coverage under a liability insurance policy with a minimum $25,000 for each individual who will provide Services. A rider or endorsement shall name the Texas

Comptroller of Public Accounts as loss payee or additional named insured under the respective bond or policy.

• Standard Workers Compensation Insurance covering all individuals who will provide Services.

• Commercial General Liability Insurance: $1,000,000 minimum each occurrence limit; $2,000,000 minimum aggregate limit.

• Professional Liability Insurance: $1,000,000 minimum each occurrence limit; $2,000,000 minimum aggregate limit.

mailto:security.alerts@cpa.texas.gov

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 9 of 38

All of the above policies and bonds shall contain endorsements prohibiting cancellation except upon thirty (30) calendar days’ prior written notice to CPA. Successful Respondent shall furnish proof to CPA of such coverage in the form of a

Certificate of Insurance from Successful Respondent’s insurance carrier(s) indicating the required coverages. The certificate shall be addressed to CPA as the certificate holder. Successful Respondent shall submit proof of required insurance coverage withing five (5) days after the Effective Date, and annually thereafter, via email, referencing the PO number, to the following address: contract.administration@cpa.texas.gov.

I. Criminal Background Investigation

1. Criminal Background Investigation by Successful Respondent. Prior to an Assigned Personnel commencing

Services under the Contract, Successful Respondent shall conduct a criminal background investigation and provide written notice via email to CPA’s Criminal Investigation Division of any Assigned Personnel that have any felony criminal conviction(s). If any information for the Assigned Personnel changes during the Contract Term, Successful

Respondent shall provide written notice via email to CPA’s Criminal Investigation Division no later than three (3) business days after Successful Respondent’s discovery of such changed information that relates to felony criminal conviction(s). Written notice to CPA’s Criminal Investigation Division shall be submitted to cid.analysts@cpa.texas.gov.

Successful Respondent’s exercise of due diligence in conducting the criminal background investigation shall include, at a minimum, the following: (1) compliance with Successful Respondent’s published policies and procedures for background and criminal conviction checks and (2) a comprehensive search of the public information portion of Texas Department of Public Safety criminal conviction database located at:

https://publicsite.dps.texas.gov/ConvictionNameSearch/. If Successful Respondent asserts that a search of the Texas

Department of Public Safety criminal conviction database is not appropriate for a particular Assigned Personnel, Successful Respondent must provide written notice via email to CPA’s Criminal Investigation Division that explains the proposed alternate approach for conducting the criminal background investigation.

For purposes of this clause, “Assigned Personnel” includes, without limitation, all individuals provided by

Successful Respondent under the contract resulting from this RFP who will or may (1) be assigned as lead or key personnel; (2) provide Services on-site at CPA’s premises; or (3) access CPA information resources, i.e., the procedures, equipment, and software that are employed, designed, built, operated, and maintained to collect, record, process, store, retrieve, display, and transmit information, and associated personnel including consultants and contractors. At CPA’s written request, Successful Respondent shall replace Assigned Personnel that has any felony criminal conviction(s).

Within five (5) business days of receipt of a written request by CPA’s Criminal Investigation Division during the

Contract Term, Successful Respondent shall provide written notice to CPA’s Criminal Investigation Division of any

Assigned Personnel that have any felony criminal conviction(s).

2. Criminal Background Investigation by CPA. At CPA’s discretion, CPA may conduct a criminal background investigation on Successful Respondent’s Assigned Personnel. Should any Assigned Personnel not be acceptable to CPA due to a finding of felony criminal conviction(s) as a result of the criminal background investigation, Successful

Respondent shall replace such Assigned Personnel upon CPA’s written request or CPA may terminate the Contract.

3. Remedies. If CPA becomes aware that Successful Respondent provided false information, Successful Respondent fails to promptly notify CPA of changed information that related to felony criminal convictions, or Successful Respondents fails to replace Assigned Personnel as required by this Section, Successful Respondent shall be in breach of contract and CPA shall have the option to terminate the Contract without further obligation to Successful Respondent as well as pursue all other remedies and rights available to CPA under contract, at law, or in equity.

J. Contract Term; Survival of Terms

The Initial Term of the Contract shall be from December 1, 2025 to August 31, 2026. CPA may, in its sole discretion, exercise the option to extend the Contract for up to three (3) additional, one (1) year periods. The optional additional periods are September 1, 2026 through August 31, 2027; September 1, 2027 through August 31, 2028; and September 1, 2028 through August 31, 2029. “Contract Term” means the Initial Term and any optional additional periods exercised.

To exercise an option to extend the term, CPA will notify Successful Respondent; such notice may be by PO issuance.

Termination of the Contract for any reason shall not release Successful Respondent from liability or obligation set forth in the Contract that is expressly stated to survive any such termination or by its nature would be intended to be applicable following any such termination, e.g., indemnification, confidentiality, dispute resolution, records retention, CPA data security terms, and right to audit.

K. Acceptance Criteria mailto:contract.administration@cpa.texas.gov mailto:cid.analysts@cpa.texas.gov https://publicsite.dps.texas.gov/ConvictionNameSearch/

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 10 of 38

Prior to payment, CPA will evaluate the provided products and/or Services using the following criteria and any additional acceptance criteria agreed to by the parties prior to the Award Date and included in the Contract:

1. The products and/or services must meet all specifications and standards of performance in the Contract; and

2. The products and/or services must comply with all published specifications.

L. Payments

Payment(s) to Successful Respondent will be based upon the schedule described in Section IV (Mandatory Price Sheet) and the Contract. CPA may, in its sole discretion, process payments on a monthly basis. CPA makes no express or implied warranty whatsoever that any minimum compensation or minimum quantity will be guaranteed under the

Contract. Payment shall be made in accordance with the Texas Prompt Payment Act, Chapter 2251 of the Texas

Government Code (“Chapter 2251”) and Chapter 2251 shall govern remedies for late payment. Payments will be made to

Successful Respondent as provided in Section V, Provision for Direct Deposit or Warrant.

M. Discounts

If Successful Respondent provides a discount on the final Contract costs at any time during the term of the Contract, Successful Respondent will notify CPA in writing ten (10) calendar days before the effective date of the discount. CPA will generate a POCN and send it to Successful Respondent. If an early payment discount is available to CPA, then

Respondent’s Proposal must describe the early payment discount offered and the discount percentage that would apply to

CPA’s early payment within ten (10), fifteen (15), twenty (20) or twenty-five (25) calendar days after receipt of a correct invoice. Successful Respondent shall also specify any applicable, early payment discount option(s) on each submitted invoice.

N. PO Addition and Deletion

CPA reserves the right, in its sole discretion, to add or delete products or Services during the Contract Term. All additions or deletions will be processed through CPA’s Procurement Section. The rate at the time of the addition or deletion shall be the same as the rate quoted in the Contract for the same model product or Service. The effective date of any addition or deletion will be no later than five (5) business days after receipt of CPA’s written notification of the addition or deletion. For this purpose, written notification includes registered mail, regular mail, or email with confirmation receipt.

For any additions, CPA’s Procurement Section will provide a POCN to Successful Respondent. The total number of additions allowed to CPA is determined by the number CPA chooses to purchase. For any deletions, CPA’s Procurement

Section will provide a POCN to Successful Respondent with the effective date of the deletion, the amount of the reduction or refund (if any), and the equipment serial number or other specific equipment information to identify equipment, if applicable.

O. HUB Subcontracting Plan Information

In accordance with Section 2161.252 of the Texas Government Code and 34 Texas Administrative Code §20.285, each state agency that considers entering into a contract with an expected value of $100,000 or more over the life of the contract (including any renewals) shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract. If subcontracting opportunities are probable, each state agency’s invitation for bids, requests for proposals, or other purchase solicitation documents with an expected value of $100,000 or more shall state that probability and require a Historically

Underutilized Business (HUB) Subcontracting Plan (HSP).

CPA has determined that subcontracting opportunities are probable and requires Respondents to complete the State of

Texas HUB Subcontracting Plan (HSP) form located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

The HSP form is also posted to the ESBD as separate Bid Package #2 under this RFP, available at:

http://www.txsmartbuy.com/esbd. For assistance in completing the HSP, Respondent may visit the following website:

https://comptroller.texas.gov/purchasing/vendor/hub/. Respondents may send an HSP review request to the Contact person provided in Section I, Part 8. CPA will provide a courtesy HSP review if the request is received no later than the date questions are due, as specified in Section I, Part 15.

For purposes of the HSP, CPA has determined that this procurement falls under the following category:

Special Trade Construction ____ Professional Services ____ Other Services __X__ Commodities ____ https://comptroller.texas.gov/purchasing/vendor/hub/forms.php http://www.txsmartbuy.com/esbd https://comptroller.texas.gov/purchasing/vendor/hub/

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 11 of 38

CPA has identified the possible subcontracting opportunities on the “Agency Special Instructions/Additional

Requirements” portion of the State of Texas HUB HSP form set forth below:

- - Agency Special Instructions/Additional Requirements - -

The Texas Comptroller of Public Accounts is committed to increasing contracting opportunities with HUBs by contracting directly with HUBs or indirectly through subcontracting opportunities in compliance with

Chapter 2161 of the Texas Government Code, and by requesting a HSP for contracts with an expected value of $25,000 to $99,999.

If a bid/proposal/offer to a solicitation with an expected value of $100,000 or more does not contain a completed HSP and supporting documentation, the bid/proposal/offer will be considered non-responsive and will be disqualified. After Contract award, Successful Respondent may be subject to debarment pursuant to

Section 2161.253(d) of the Texas Government Code if any modifications are made to the HSP without

PRIOR approval from CPA.

If Respondent is not subcontracting any portion of the Contract, Sections 1, 2(a), 3 and 4 must be completed.

If Respondent is subcontracting some portion of the contract, the supporting documentation of “Good Faith

Effort” must be demonstrated in either Method A (Attachment A) or Method B (Attachment B).

The Texas Comptroller of Public Accounts requests all Respondents to consider utilizing HUBs in subcontracting areas listed below; however, this list should not be considered exhaustive.

Class Item Description

956 70 Research Services other than Business

In accordance with 34 TAC §20.285(d)(1)(D)(iii), a Respondent (prime contractor) may demonstrate a good faith effort to utilize Texas certified HUBs for its subcontracting opportunities if the total value of

Respondent’s subcontracts with Texas certified HUBs meets or exceeds the statewide HUB goal or the agency specific HUB goal, whichever is higher. When a Respondent uses this method to demonstrate a good faith effort, the Respondent must identify the HUBs with which it will subcontract. If using existing contracts with Texas certified HUBs to satisfy this requirement, only contracts that have been in place for five years or less shall qualify toward meeting the HUB goal.

P. Respondent Documents

All Respondent documents that are related to the Services, this RFP, Respondent’s Proposal, or a resulting Contract including, but not limited to, boilerplate service agreements, service schedules, published specifications, warranty information, terms of service, ordering documents, license agreements and maintenance agreements, are collectively referred to in this RFP as “Respondent Documents.” Respondent must include copies of all proposed Respondent

Documents with Respondent’s Proposal. Upon written request, Respondent shall promptly provide to CPA a Word version of specific Respondent Documents. CPA reserves the right, in its sole discretion, to amend the Respondent

Documents to conform to this RFP and Texas law and provide them to Respondent for approval and signature prior to contract award. Respondent Documents that are (1) submitted as part of the Proposal and (2) amended to conform to this

RFP and Texas law through mutual, written agreement of Successful Respondent and CPA will be incorporated as part of the Contract.

Q. Respondent Exceptions

If Respondent takes any exception to any provisions of this RFP, the exceptions must be specifically and clearly identified by section number in Respondent’s Proposal as required by Section XII (Respondent Exceptions).

Respondent’s proposed alternative must also be provided in a chart similar to the one provided in Section XII. If a

Respondent takes a “blanket exception” to the entire RFP or does not propose alternate language for CPA’s consideration, Respondent’s Proposal may be considered non-responsive and disqualified from further consideration.

Respondents are strongly encouraged to submit any inquiries regarding specific terms or conditions of this RFP during the question-and-answer period designated in Section I (Summary).

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 12 of 38

R. Respondent’s Past Performance; Vendor Performance Tracking System

Comptroller may conduct reference checks with other entities regarding past performance of Respondent and its subcontractors, if any. In addition to evaluating performance through the Vendor Performance Tracking System (VPTS) as authorized by Section 2262.055 of the Texas Government Code, Comptroller may 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. Such sources of Respondent performance may include any governmental entity, whether an agency or political subdivision of the State of Texas, another state, or the Federal government. Further, Comptroller may initiate such examinations of Respondent performance based upon media reports.

Any such investigations shall be at the sole discretion of Comptroller, and any negative findings, as determined by

Comptroller, may result in a non-award to Respondent. VPTS information is located on Comptroller’s website at:

https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

III. Proposal Submission Requirements

A. Delivery of Proposal

1. Respondent must submit its Proposal electronically via email with delivery receipt requested, in accordance with the following:

a. The Proposal must be emailed to bidcpa@cpa.texas.gov, with copy to the CPA Contact Person identified in

Section I;

b. The subject line of the email must include Respondent’s name and a reference to RFP No. 304-26-1842KG;

c. All attachments to the email must be in a format that is accessible to CPA (specific acceptable formats include

Word, Excel, and pdf);

d. All required forms must be signed, either with digital signatures or manually with scanned signatures; and

e. CPA strongly encourages Respondent to send the email with the attached Proposal at least fifteen (15) minutes prior to the Deadline for Submission of Proposals as specified in this RFP in order to allow for any networking delays that may occur (e.g., firewalls, security scans, etc.).

2. Respondent is solely responsible for ensuring timely delivery of its Proposal to the Issuing Office by the deadline.

Late Proposals will not be accepted. For purposes of meeting the 2:00 p.m. delivery deadline, the Issuing

Office’s electronic receipt date and time will be considered conclusive in all respects.

B. Proposal Content and Format

The Proposal must contain the information listed in this Part B. Failure to include all information may result in exclusion of the Proposal from consideration. The Proposal must contain an organized, paginated table of contents with hyperlinks corresponding to the sections and pages of the Proposal. The Proposal must be organized as follows:

1. Respondent’s Contact Person and Identifying Information. Respondent must submit the following in its

Proposal:

a. Respondent’s identifying information:

(1) name and address of business entity submitting the Proposal;

(2) list of all principals;

(3) type of business entity (e.g., corporation, partnership);

(4) state of incorporation or organization; and

(5) principal place of business.

b. Respondent’s contact information (i.e., name, title, email address, phone number and fax number) for the individual(s) who will be CPA’s point of contact for questions regarding the Proposal and the Contract.

2. Respondent Questionnaire: Respondent’s Qualifications, Experience and Past Performance.

a. Profile. In its Proposal, Respondent must provide a profile that:

(1) describes the size and scope of all of Respondent’s operations, including number of Respondent’s employees and years in business;

(2) describes the general nature of previous, similar work performed by Respondent, particularly work in the last three (3) years;

(3) describes Respondent’s prior contracting experience with CPA and other public sector entities;

https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ file:///C:/Users/lvel998/AppData/Roaming/Microsoft/Word/bidcpa@cpa.texas.gov

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 13 of 38

(4) includes a statement regarding the financial stability of Respondent, including the ability of

Respondent to perform the Services and any other services proposed in its Proposal; and

(5) includes any other information Respondent believes is pertinent to this RFP (e.g., certificates, industry awards).

b. References. In its Proposal, Respondent must provide a list of three (3) entities other than CPA for which

Respondent has provided services and/or products described in this RFP during the past three (3) years. For each of the three references, Respondent must include dates when items that were the same or similar to those requested in this RFP were provided, and the names, telephone numbers and email addresses of the entity’s contact person. Respondent must provide the reference information in a format similar to the following:

(1) Entity Name:

Date Item(s) Provided:

Name of Entity’s Contact Person:

Telephone Number of Entity’s Contact Person:

Email Address of Entity’s Contact Person:

(2) Entity Name:

Date Item(s) Provided:

Name of Entity’s Contact Person:

Telephone Number of Entity’s Contact Person:

Email Address of Entity’s Contact Person:

(3) Entity Name:

Date Item(s) Provided:

Name of Entity’s Contact Person:

Telephone Number of Entity’s Contact Person:

Email Address of Entity’s Contact Person:

In CPA’s sole discretion, CPA may contact Respondent’s references by electronic mail or telephone. CPA will not notify Respondent of its reference-checking activities. Respondent is responsible for ensuring the references identified in its Proposal are: (1) willing to provide information to CPA regarding the contracts and services provided by Respondent, and (2) are available to respond to CPA’s inquiry for the three-week period following the deadline for submission of Proposals. In the event Respondent provides more than three references, CPA will contact only the first three references listed in Respondent’s Proposal.

CPA is not obligated to contact Respondent in the event incomplete reference information is submitted in the Proposal. Consequently, Respondent’s failure to provide all or part of the requested reference information in its Proposal may be reflected as a score of “0” for the applicable evaluation criterion.

Additionally, Respondent’s score for a reference for the applicable evaluation criterion shall be “0” in the following circumstances: (1) there is a requirement for a Respondent representative to schedule, monitor or otherwise participate in CPA’s reference-check activities, or (2) Respondent’s reference fails to respond to

CPA’s inquiry by CPA’s specified due date. CPA is not responsible for undelivered emails or non-responsive references.

c. Cancellations or Terminations. In its Proposal, Respondent must list all contracts or purchase orders that

Respondent executed or accepted within the last three (3) years and that were canceled or terminated before completion by any entity with which Respondent contracted. For each cancelled or terminated contract or purchase order, Respondent must include a detailed explanation for the cancellation or termination and final resolution of the matter. The Proposal must include the names and telephone numbers of each such entity’s contact person. If there were no contracts or purchase orders cancelled or terminated before completion in the last three years, specify none.

3. Respondent Questionnaire: Narrative.

a. Scope of Services. In its Proposal, Respondent must submit a detailed, narrative explanation of how the offered services will meet the requirements of Section II, Part D (Scope of Services). Respondent must provide in its Proposal all the information requested in the Scope of Services in conformity with the structure outlined in Section II, Part D (Scope of Services). In the narrative, Respondent must also provide the following:

(1) information requested in Part D.2 (CPA Data Safeguard Standards).

(2) copies of all Respondent Documents applicable to the proffered Services. Refer to Part P.

(3) a detailed description of how Respondent will provide problem or trouble resolution, its escalation procedures, and the timeframe in which Respondent will respond to CPA’s request for maintenance and technical support.

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 14 of 38

(4) a description of the qualifications of personnel who will provide the offered Services. Respondent must also describe its organizational structure and staffing levels that will support the offered

Services, including Respondent’s policies for retaining personnel and engaging additional, qualified personnel, if necessary, to support the requirements set forth in this RFP. In addition, Respondent must identify all proposed personnel who will or may provide Services. For each proposed individual, Respondent must provide a résumé that includes the following information:

(1) professional employment history, (2) education, (3) relevant professional training and (4) professional certifications. Respondent must also identify the roles and responsibilities of the proposed personnel and provide an organizational chart depicting the lines of authority and functional titles of the proposed personnel.

b. Description of All Offered Optional Features, Products, or Services. If offered, Respondent must describe in its Proposal any Optional Features, Products or Services that would benefit CPA, but are not part of the minimum requirements of this RFP. Refer to Section II, Part D.1.3. Respondent must provide line-item pricing for each option on the Mandatory Price Sheet in Section IV.

c. Early Payment Discount Offering. If offered, Respondent must describe with specificity in its Proposal any early payment discount offered and the discount percentage that would apply to CPA’s early payment within ten (10), fifteen (15), twenty (20) or twenty-five (25) calendar days after receipt of a correct invoice.

Refer to Section II, Part M.

4. Mandatory Price Sheet. Respondent must complete and submit, in its Proposal, all pages of the Mandatory Price

Sheet. See Section IV.

a. All costs associated with the offered services must be entered on the Mandatory Price Sheet and described in the Proposal.

b. If Optional Features, Products or Services are offered, refer to Section II, Part D.1.3.

5. HUB Subcontracting Plan (HSP) & Supporting Documentation. The document required by Section II, Part O must be completed, signed, and included in the Proposal.

6. Execution of Proposal. The document required by Section VI must be completed, signed, and included in the

Proposal.

7. Conflict of Interest Form. The document required by Section VII must be completed, signed, and included in the

8. Nondisclosure Agreement. The document required by Section VIII must be completed, signed, and included in the

9. Reserved.

10. Certification regarding Public Nature of the Proposal. The document required by Section X must be completed, signed, and included in the Proposal.

11. Data Security Information. In its Proposal, Respondent shall include the following information:

i. Compliance with CPA Data Safeguard Standards. Respondent shall describe its approach and methodology for meeting the requirements in Section II, Part D.2 (CPA Data Safeguard Standards) above.

ii. Reserved.

iii. Defects and Vulnerabilities. Respondent shall disclose product defects and vulnerabilities above of the proposed

Software described in Part D.1 that is known to Respondent at the time of Proposal submission.

iv. Reserved.

12. Reserved.

IMPORTANT NOTE:

THE FORMS LOCATED IN THIS RFP ARE PREPARED EXCLUSIVELY FOR THIS RFP. RESPONDENT’S

SUBMISSION OF OTHER FORMS OR DOCUMENTS, INCLUDING PRIOR VERSIONS OF THE FORMS, MAY

RESULT IN DISQUALIFICATION OF THE PROPOSAL.

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 15 of 38

IV. Mandatory Price Sheet

Respondent must include all costs for providing the Services for the items listed on the Mandatory Price Sheet. CPA requests that Respondents quote costs as an annual fee; however, CPA may, in its sole discretion, authorize payments on a monthly basis. CPA will not prepay any amounts. The not-to-exceed prices associated with the Services shall be inclusive of all travel, meals, lodging or other related expenses.

This Mandatory Price Sheet consists of two (2) Price Schedules:

(1) Commercial Property Sales and Lease Data (Services); and

(2) Optional Features, Products, or Services.

THIS FORM MUST BE COMPLETED, DATED, SIGNED AND SUBMITTED WITH PROPOSAL

Respondent’s name: ____________________________________________________ Date: ________________________

Price Schedule 1

Commercial Property Sales and Lease Data (Services)

(Refer to Section II, Part D.1)

Description Unit of

Measure

Initial Term

(12/01/25 –

8/31/26)

Optional Renewal Terms

(9/01/26 –

8/31/27)

(9/01/27 –

8/31/28)

(9/01/28 –

8/31/29)

1 Commercial Property Sales and

Lease Data Services for 15 users 1 Lot $ $ $ $

Total $ $ $ $

Price Schedule 2

Optional Features, Products, or Services

(Refer to Section II, Part D.1.3)

Description Unit of

Measure

Initial Term

(12/01/25 –

8/31/26)

Optional Renewal Terms

(9/01/26 –

8/31/27)

(9/01/27 –

8/31/28)

(9/01/28–

8/31/29)

1 Insert lines as necessary for each offered Optional Feature, Product, or

Service

RFP # 304-26-1842KG: Commercial Property Sales and Lease Data Page 16 of 38

V. Standard Terms and Conditions

1. Terms and Conditions. This Section V (Standard Terms and Conditions) is incorporated into this RFP for all purposes.

Respondent’s representation and signature is required on the Execution of Proposal located in Section VI.

2. Contract Award; Copyright; Reissuance. In awarding a Contract, CPA reserves the right, in its sole discretion, to reject all or any part of any Proposals; waive minor technicalities; negotiate price and other provisions with all Respondents, the top-rated Respondents, or no Respondents; and award a contract in the best interests of CPA and the State of Texas. CPA reserves the right, in its sole discretion, to award a contract without discussion of Proposal(s) with Respondent(s). CPA’s waiver of any deviations in any Proposals will not constitute a modification of this RFP and will not preclude CPA from asserting all rights against Respondent for failure to comply fully with all terms and conditions of this RFP. CPA reserves the right to make any corrections or include additional requirements in the PO prior to issuance necessary for CPA’s compliance, as an agency of the State of Texas, with all state and federal requirements. Copyrighted Proposals are unacceptable and are subject to disqualification as non-responsive. CPA reserves the right to disqualify any Proposal that asserts a copyright on any CPA-created form that CPA requires a Respondent to include in its Proposal, e.g., Mandatory Price Sheet. CPA is not required to award a Contract. CPA may reissue or issue another RFP for the requested Services or items described in this

RFP or similar services or items at any time.

3. Pricing; F.O.B. (Freight on Board) Destination. All pricing must be submitted in the format provided in the

Mandatory Price Sheet and must comply with the requirements described in this paragraph. If a trade discount is shown on the Proposal, it should be deducted and net line extensions shown on the Mandatory Price Sheet. Respondent must be willing to negotiate from Proposal prices. “Discount from list” Proposals are not acceptable unless specifically requested. Cash discounts will not be considered in determining the best value. However, CPA will take all cash discounts offered if earned.

A Respondent must quote F.O.B.