ESBD_451914_1757355813548_802-26-67808_IFB_Janitorial Services_Waco_version 4.pdf

802-26-67808 Page 1 of 35

INVITATION FOR BID

SEND INVOICE TO: RETURN BIDS TO: BIDDER MUST SIGN BELOW:

Texas Parks and Wildlife Department ATTN: Accounts Payable 4200 Smith School Road

Austin, Texas 78744

Purchasing.bidbox@tpwd.texas.gov Or

TPWD – Purchasing and Contracting 4200 Smith School Road

Austin, TX 78744

Bid Due Deadline:

2:00 pm CST; October 7, 2025

AUTHORIZED SIGNATURE DATE

FAILURE TO SIGN WILL DISQUALIFY BID

LOCATION OF SERVICES: QUESTIONS – SEND EMAIL TO: REQUISITION / IFB NUMBER

Texas Parks & Wildlife Department Waco Regional Office 1601 East Crest Drive Waco, Texas 76705

Purchasing.bidbox@tpwd.texas.gov

802-26-67808

By signing this bid, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68). FAILURE TO SIGN THE BID ABOVE WILL DISQUALIFY BID. Bidder agrees to comply with all conditions of this bid. Show bid due date and Requisition number on sealed bid envelop and show return address of firm.

BID F.O.B. AGENCY RECEIVING ADDRESS UNLESS OTHERWISE SPECIFIED BELOW.

By signing this bid, bidder certifies that if a Texas Address is shown as the address of the bidder, bidder qualifies as a Texas bidder as defined in Title 34 TAC Rule 20.32(68). Bidder agrees to comply with all conditions of this bid. Show bid due date and Requisition number on sealed bid envelop and show return address of firm. Pursuant to Executive Order GA-48 of the Governor of Texas: Respondent certifies that neither it, nor its holding companies or subsidiaries is: (a) Listed in Section 889 of the 2019 National Defense Authorization Act; (b) Listed in Section 1260H of the 2021 National Defense Authorization Act; or (c) Owned by the government of a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R. Section 791.4; or (d) Controlled by any governing or regulatory body located in a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R.

Section 791.4.

Bidder must fill in: (See instructions for Texas ID Number in General Terms & Conditions, Paragraph 1.10

TEXAS ID NUMBER _________________________________________________

Name of Firm _________________________________________________ Street Address _________________________________________________ City-State-Zip _________________________________________________ Telephone No. _________________________________________________ Email address _________________________________________________

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.

Item Description Class/Item 910-39 Quantity Unit of Measure Unit Price Extension

Texas Parks and Wildlife Department (TPWD) is soliciting bids for commercial Janitorial Services at the Waco Regional Office Complex, comprised of approximately 4,116 square feet total, located at 1601 E. Crest Dr., Waco, TX 76705, in accordance with the attached specifications dated September 2025. See Attachments A and B for service area maps.

NOTICE TO BIDDERS – MANDATORY PRE-BID SITE VISIT

Bidders are required to attend a mandatory pre-bid site visit to inspect the work site to become familiar with the condition and equipment needed to conduct the requested services.

The mandatory pre-bid site visit will be held on Tuesday, September 23, 2025 at 10:00am at the Waco Regional Office Complex.

TPWD Site Visit Contacts:

Renee Campbell, 254-867-7973, renee.campbell@tpwd.texas.gov or

Brian VanZee, 254-867-7973, brian.vanzee@tpwd.texas.gov

1. Janitorial services five (5) times per week (Monday-Friday) for the

Main Office Building, approximately 2,800 square feet.

See Attachment A.

12 Month $ $

2. Janitorial services three (3) times per week (Mon-Wed-Fri) for the Modular Office Building, approximately 1,316 square feet.

See Attachment B.

12 Month mailto:Purchasing.bidbox@tpwd.texas.gov mailto:Purchasing.bidbox@tpwd.texas.gov mailto:renee.campbell@tpwd.texas.gov mailto:brian.vanzee@tpwd.texas.gov

IFB No. 802-26-67808 Page 2 of 35

IFB_Services_012225

3. Quarterly Janitorial services four (4) cleaning costs itemized & invoiced separate from the monthly cleaning fee for the months of January, April, July & October, only

4 Quarter $ $

4. Disinfection cleaning service if needed upon TPWD request. Main Office Building, approximately 2,800 square feet.

1 Lot $ $

5. Disinfection cleaning service if needed upon TPWD request Modular Office Building, approximately 1,316 square feet.

1 Lot $ $

Offered by a Historically Underutilized Business certified by CPA.

PREFERENCES: See Appendix 21 of the State of Texas Procurement and Contract Management Guide regarding preferences.

Check below to claim a preference under Title 34 TAC Rule 20.38

□ Goods produced or offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Goods produced in Texas or offered by a Texas bidder that is not owned by a Texas resident service-disabled veteran

□ Agricultural products grown in Texas

□ Agricultural products offered by a Texas bidder

□ Services offered by a Texas bidder that is owned by a Texas resident service-disabled veteran

□ Services offered by a Texas 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

FOR FURTHER INFORMATION CONTACT PURCHASER:

Melissa Long, CTCD - PHONE 512-389-4722 Email: purchasing.bidbox@tpwd.texas.gov

IFB No. 802-26-67808 Page 3 of 35

Solicitation 802-26-67808 Specifications for Janitorial Services – Waco Regional Office Complex

1) INTRODUCTION: Texas Parks and Wildlife Department (TPWD) is soliciting bids for commercial Janitorial

Services at the TPWD Waco Regional Office complex, comprised of approximately 4,116 square feet total, located at 1601 E. Crest Dr., Waco, TX 76705, in accordance with the following specifications.

2) TERM OF CONTRACT: Contract shall commence upon date of award and continue through August 31, 2026, unless sooner terminated under the terms of the contract.

a) Contract Renewals: This contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing to do so, based on funds availability and vendor performance. Any extension shall be at the same terms and conditions, plus any approved changes. If the contract is extended under this option, the contractor shall be given written notification of the period in which the services shall occur ager being determined by TPWD.

b) Contract Extensions: In the event that the contract(s), if any, resulting from the award of this IFB 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 Contractor(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 a twelve (12) month extension period). Any extensions shall be at the same terms and conditions plus any approved changes.

3) MANDATORY PRE-BID SITE INSPECTION: Bidders are required to attend a mandatory pre-bid site visit to inspect the work site to become familiar with the condition and equipment needed to provide/conduct the requested services. Failure to attend the mandatory pre-bid site visit will result in disqualification of bid response.

a) The mandatory pre-bid site visit will be held on Tuesday, September 23, 2025 at 10:00am CST at

Waco Complex Office. TPWD Site Visit Contact(s) is:

Renee Campbell, 254-867-7973, renee.campbell@tpwd.texas.gov or Brian VanZee, 254-867-7973, brian.vanzee@tpwd.texas.gov

b) Attendees should be prepared to tour the site by foot with proper clothing and footwear.

4) SCOPE OF WORK: Contractor shall provide janitorial services to meet or exceed the following specifications.

a) Service Locations:

1) Main Office Building (Attachment A), approximately 2,800 Square Feet

2) Modular Office Building (Attachment B), approximately 1,316 Square Feet.

b) Work Schedule: Janitorial Services shall be performed when the office is closed to the public.

Main Office Building:

1) Services shall be performed five (5) times per week, Monday through Friday

2) Services shall begin every evening after 5:00 p.m. CT (Central Time) and continue no later than

10:00 p.m. CT.

Modular Office Building:

3) Services shall be performed three (3) times per week, Monday, Wednesday and Friday,

4) Services shall begin every evening after 5:00 p.m. CT (Central Time) and continue no later than

10:00 p.m. CT.

c) Disinfection Services: If required, shall be performed on ana as-needed basis as requested by TPWD.

mailto:renee.campbell@tpwd.texas.gov mailto:brian.vanzee@tpwd.texas.gov

IFB No. 802-26-67808 Page 4 of 35

d) Equipment and Supplies: TPWD shall provide the following consumable supplies:

1) Hand Soap

2) Toilet Tissue

3) Plastic Can Liners

4) Paper Towels

5) Cleaners for wood walls and windows

e) Contractor shall be responsible for all janitorial supplies, unless otherwise specified herein, and equipment necessary to properly perform scopes of work. These supplies can include but are not limited to, brooms, mops, dusting cloths, polishes, vacuum cleaners, brushes, buckets, rags, detergents, souring powders, sponges, cleaning solutions, steam cleaning equipment, and other supplies, and equipment necessary to perform the above services. Commercial grade disinfectants shall be used for all cleaning that required surface disinfection to include kitchen areas, office areas, restrooms, etc. A Material Safety Data Sheet (MSDS) must be visibly displayed in the janitorial supply storage area.

f) Contractor shall not use harsh smelling cleaning supplies or products.

g) Contractor shall provide TPWD with a list of exact cleaning solutions and products that will be used to perform job specifications. Any cleaning supplies, products or equipment house on location will require approval by TPWD. A cleaning product list is not required as part of the bid response.

h) Janitorial Closet: Contractor will be provided with one (1) area, located in the back storage room of main building (directly across from women’s restroom). All consumables, cleaning supplies and equipment shall be kept in the designated area. Designated area shall be kept neat and in orderly manner.

i) Routine Cleaning: The following tasks shall be completed in at the Main Office Building five (5) times per week and the Modular Office Building three (3) times per week except where otherwise specified in this IFB.

Restrooms: Services shall include but are not limited to:

1) Clean and refill soap dispensers, paper towel dispensers, toilet tissue, stocking adequate back up supply of paper products in the restroom area for easy access.

2) Restrooms shall be considered properly cleaned when:

A. Thoroughly cleaned, disinfected, and deodorized: Lavatories, fixtures, urinals, toilets (including underneath and tops of toilet seats), waste receptacles, wash basins, faucets, counters, handles, dispensers, partition stalls and doors are cleaned and cleared of dust and cobwebs.

B. Restroom walls and partition stalls and doors shall be free of streaks, water stains, dust, mold, mildew, urine, bodily fluids, waste and other region matter.

C. All glass, chrome and stainless-steel surfaces shall be cleaned and buffed to a shine. Mirrors in restroom shall be cleaned and left streak free.

D. All waste receptacles emptied and cleaned. Trash containers shall be emptied and have plastic liners replaced daily.

E. Floors shall be swept and wet mopped using streak free cleaning solutions.

F. Report any malfunctioning toilets or faucets to TPWD personnel immediately.

IFB No. 802-26-67808 Page 5 of 35

Office and Common Areas: Services shall include but are not limited to:

3) All carpeted areas MUST be thoroughly vacuumed, and spot cleaned to remove stains, soiled traffic patterns, dirt, dust, debris, crusted material and other foreign matter. All doormats MUST be vacuumed.

4) All non-carpeted floors (e.g., vinyl) shall be swept and wet mopped using streak free cleaning solutions. Non-carpeted floors shall be free of dirt, dust, stains, smudges, debris and other foreign matter.

5) All trash containers MUST be emptied, wiped clean and have plastic liners replaced.

6) Daily trash collection from TPWD facility shall be deposited in the outside dumpster.

7) All recycle materials collected from TPWD facilities (Blue recycle cans) shall be deposited into the outside Blue recycle container provided by the City of Waco.

8) Wipe clean and disinfect conference room tables, appliances, sink dust and polish wood walls in conference room as needed. All areas should be streak free.

9) Clean, wipe down and sanitize kitchen common area. All areas should be streak free.

10) Clean, wipe down and sanitize all door handles, light switches, etc. All areas should be streak free.

11) Dust desks, file cabinets, counter tops, chairs and furniture. Do not remove items on desks, fail cabinets or counter tops.

12) All glass and frames on interior and exterior doors shall be wiped clean with glass cleaner. Interior and exterior doors shall be wiped clean with glass cleaner. Interior and exterior glass and metal frame doors shall be free of dust, fingerprints, smears, smudges, streaks, water stains, duty, mold, mildew, debris and other foreign matter.

j) Quarterly Cleaning: The following tasks shall be completed in all areas on a Quarterly basis (the first Monday in January, April, July and October) in addition to daily tasks, except where otherwise specified in this IFB. TPWD prefers all cleaning services provided on Monday through Friday. However, TPWD may approve quarterly cleaning services on other dates if required and upon mutual agreement with TPWD and Contractor. Any Contractor personnel shall be approved by TPWD and must pass a criminal background check prior to providing services. Quarterly cleaning costs are itemized & invoiced separate from the monthly cleaning fee for the four months of January, April, July & October.

A. Strip and wax tile/vinyl/hardwood floors. All areas of floor should be streak free.

B. Shampoo/steam all carpeted areas.

C. Dust and/or vacuum all grills, lights, wall hangings and vents.

k) Disinfection Cleaning: Shall be provided on an as-needed basis if requested by TPWD.

A. Contractor shall provide full facility sanitation and disinfection in accordance with current State and Federal guidelines and regulations regarding COVID-19 and other transmissible disease.

l) Building Security:

A. Contractor shall ensure that TPWD facility keys are NOT duplicated.

B. Upon termination of this contract, all keys and badges to the premises shall be returned to

TPWD personnel immediately. Failure to do so may delay Contractor’s final payment.

C. Contractor shall assume full responsibility for theft or loss of said keys and shall pay for re-keying all locks operated by these keys.

IFB No. 802-26-67808 Page 6 of 35

D. Contractor and janitorial staff shall not admit any persons into the building is not a direct employee of the contractor not actively engaged in performance of the work.

E. Contractor and janitorial staff shall not restrict access to the designated buildings and designated parking area. At no time shall the Contractor or its employees enter other areas of the facility not specifically included in this contract for janitorial services.

F. Contractor and Project Supervisor shall immediately report to TPWD the termination of any janitorial personnel so that building access code and keys can be deactivated.

G. Contractor and Project Supervisor shall immediately notify TPWD of personnel changes. New personnel are not authorized to provide services until TPWD has completed a criminal background check.

m) Inspection of Services: All services shall be subject to quality inspections by TPWD during the term of the contract. All inspections shall be made in such a manner as not to unduly delay the work. Should any services not be performed according to specifications listed within the scope of work this contract, TPWD will have the right to require the Contractor to perform the services again conformity with the requirements of the contract, at no additional cost. The Contractor will be notified by phone and have one (1) business day to provide a resolution.

5) MINIMUM QUALIFICATIONS: A contract shall be awarded ONLY to a contractor who is experienced in providing the services contained herein. Awarded contractor shall meet the following minimum qualifications:

a) Shall have been engaged in the business of providing the specified services for a minimum of three (3) years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has history of expertise.

b) Complete Exhibit A – Company Profile, Exhibit B – Past Projects with Corresponding References, and Exhibit C – Key Personnel and return with bid.

c) All references must be verifiable by phone or email within ten (10) working days of bid evaluation.

d) Personnel performing work under this Contract shall be direct employees or subcontractors of the Contractor.

6) CRIMINAL BACKGROUND CHECKS:

e) Contractor represents and warrants that Contractor and Contractor’s employees performing services outlined in this Solicitation and subsequent contract, have not been convicted of a felony criminal offense, or that if such a conviction has occurred, Contractor has fully advised TPWD as to the facts and circumstances surrounding the conviction.

f) Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check. A complete criminal background check shall be completed by TPWD prior to any employee performance of services and may be requested at any time thereafter throughout the duration of the contract.

g) TPWD reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of TPWD staff or that of the public. It is TPWD’s sole discretion to determine potential impact or risk.

7) CONTRACTOR REQUIREMENTS:

IFB No. 802-26-67808 Page 7 of 35

a) Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work, or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work or other service performed without prior written authorization from TPWD is work outside the scope of the contract and shall be performed exclusively at Contractor’s own risk.

b) Contractor is responsible for all materials and equipment stored at the work site.

c) Contractor is responsible for the prompt removal of all debris, litter, and rubbish regularly throughout the project.

d) Contractor shall be solely responsible for the safe operation of all equipment used and for the safety of all personnel employed by or under contract to the Contractor.

e) Contractor shall be solely responsible for any damage attributable to contractor’s operation. Contractor, at their own expense, shall repair any such damage immediately. The repair work is subject to inspection and acceptance by TPWD.

f) Contractor shall provide all labor, equipment, supervision, and any other necessary and incidental materials to complete this project.

g) Contractor is responsible for any and all clean up caused by the operation.

h) Contractor shall be solely responsible for maintaining safety at all work sites and shall take all reasonable steps to ensure safety for both workers and the public.

i) Contractor may be permitted to leave supplies and equipment on site per TPWD staff direction. TPWD will not be responsible for contractor supplies and equipment left on site.

j) Restrictions:

1) Contractor and janitorial staff employees shall not tamper with any personal or state property.

2) Contractor and janitorial staff shall not disturb papers and or personal items on desks, open drawers and cabinets.

3) Contractor and janitorial staff shall not use television sets, DVD, coffee pots, microwaves or refrigerators.

4) Contractor and janitorial staff shall not use telephones unless it is to report need for medical aid, fire or law enforcement.

A. Any calls to numbers other than those above shall be considered a violation of this contract and grounds for immediate termination.

B. Contractor and janitorial staff shall not use any of the two-way radios under any circumstances.

No exceptions shall be made to this rule. Violation is grounds for immediate termination of this contract, as well as punitive action.

5) Contractor and contractor employees shall not use any TPWD equipment and or supplies unless approved by TPWD personnel.

8) PERFORMANCE MEASURES:

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

IFB No. 802-26-67808 Page 8 of 35

b) TPWD will measure and evaluate the Contractor’s and/or Subcontractor(s) performance under the contract. If the Contractor or Subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if Contractor or Subcontractor fails to meet their responsibilities as outlined in the IFB and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of services and deliverables, TPWD may seek or impose remedies with the contractor. Remedies shall include negative vendor performance report(s), corrective action plans, and withholding of payments due to poor performance and contract non-compliance.

c) TPWD will monitor vendor performance. Failure to provide services in accordance with the requirements specified herein, and the resulting contract(s) and adherence to the Terms and Conditions may be considered by TPWD as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, cancellation of the contract, or both.

9) TPWD RESPONSIBILITIES:

a) TPWD will designate a Contract/Project Manager upon award. The TPWD Project Manager is to have free access to Contractor’s supplies, equipment, and work product at all times for inspection and audit.

b) TPWD will furnish no labor, materials, equipment, or facilities unless otherwise provided for in the contract.

10) SAFETY: ALL EQUIPMENT USED ON GOVERNMENT PROPERTY WILL BE IN ACCORDANCE WITH

O.S.H.A. REGULATIONS. ALL SAFETY EQUIPMENT WILL BE USED AT ALL TIMES WHEN

OPERATING EQUIPMENT ON GOVERNMENT PROPERTY.

11) ADDITIONAL SERVICES: Where found to be in the best interest of TPWD, this contract may be amended in writing to provide additional services, provided that such additional services are within the original scope and intent of the contract. For example, additional clearing services are needed during the term of the contract; in such a case, the contractor shall provide a written quotation for performing the additional work.

TPWD Contracting Section will execute an Amendment for additional services. No additional services shall be performed without a fully executed Amendment to Contract in place.

12) QUANTITIES: Quantities listed herein are projected order quantities. TPWD reserves the right to increase or decrease quantities prior to award depending on bid results and budget constraints. Unless this solicitation document states otherwise, the resulting contract award does not guarantee volume or commitment of funds. TPWD will only pay for actual goods received or services performed.

13) INSURANCE:

a) 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 Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$500,000 Ea. Accident $500,000 Ea. Employee $500,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$500,000 Bodily Injury & Property Damage - Each Occurrence

$1,000,000 Aggregate Limit $5,000 Medical Expense Each Person $500,000 Personal Injury & Advertising Liability

IFB No. 802-26-67808 Page 9 of 35

$1,000,000 Products / Completed Operations Aggregate Limit

Automobile Liability All Owned, Hired and Non-Owned

Vehicles $500,000 Combined Single Limit

b) NOTE: Workers’ Compensation is required by an employer, which is defined as “a person who employs one or more employees”. If Respondent has no employees, such insurance is not required. If Respondent claims they have not employees, TPWD will require a statement to that fact.

c) 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.

d) Prior to the commencement of the work, 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.

e) The Certificate of Insurance shall be sent to: Melissa Long / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin Texas 78744, or may be faxed to 512-389-4677.

14) INQUIRIES:

d) 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:

Melissa Long, Purchaser Phone Number: 512-389-8586 Texas Parks and Wildlife Department Fax 512-389-4677 4200 Smith School Road Email: purchasing.bidbox@tpwd.texas.gov Austin, TX 78744

e) CLARIFICATIONS: TPWD will allow written requests for clarification of this Solicitation. Questions may be faxed or emailed to the point of contact listed in Section a) above. Questions should be submitted in the following format: a) Reference the Solicitation number; b) reference the Section Number, page number, paragraph number, and text passage being questioned; and c) Question.

f) PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representatives, or partners, will not answer questions or otherwise discuss the content of this Solicitation with any potential Respondent or their representative(s), except for written inquiries described in Section b) 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.

15) DELIVERY AND ACCEPTANCE:

a) Project Completion Delays: If delay is foreseen, Contractor shall give written notice to TPWD. Default in promised completion without accepted reasons or failure to meet specifications authorizes TPWD to purchase services of this contract elsewhere and charge any increased costs for the services, including the cost of resoliciting, to the Contractor.

b) Acceptance: All services performed will be subject to acceptance inspection upon completion.

Acceptance inspection will not take more than five (5) working days, weather permitting. Contractor will be notified within this time frame of any units not delivered or work not performed in full compliance with the purchase order specifications.

mailto:purchasing.bidbox@tpwd.texas.gov

IFB No. 802-26-67808 Page 10 of 35

16) BID RESPONSE INSTRUCTIONS:

a) Bid Submission:

1) Bid Submission:

(1) Submission Deadline: All bids shall be received and time stamped at TPWD prior to 2:00 PM

Central Standard Time on the Bid Due Deadline date specified on the IFB Cover Page (Page 1).

Late bids will not be considered under any circumstances and will be returned.

(2) General Format: Respondent shall submit bid response, signed, dated, and completed.

(3) Bid Delivery: Bids may be returned via email to Purchasing.BidBox@tpwd.texas.gov, mail, hand-delivery, or fax to 512-389-4677.

(4) Bids submitted by mail or hand-delivery should be placed in a sealed envelope and correctly identified with IFB number and Bid Due Deadline date and time. Bids submitted by fax should include a fax cover sheet correctly identified with IFB number and Bid Due Deadline date and time. It is the Bidder’s responsibility to appropriately mark and deliver the bids to TPWD by the specified date and time.

(5) Respondents are responsible for all costs of bid preparation.

b) Bid Content: Below is a summary of required and requested information. Bids submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgement and discretion, to waive minor technicalities and errors in the best interest of the state.

1) Bid Form: Respondent must submit the IFB form, signed, dated, and completed. Failure to submit this required document and information will result in disqualification of bid.

2) Exhibit A: Company Profile

3) Exhibit B: Past Projects with Corresponding References

4) Exhibit C: Key Personnel

c) Response Period: Responses shall be binding for a period of sixty (60) business days from bid due date.

17) EVALUATION AND AWARD:

a) An award will be made on an all or none basis. Only responses submitted by the bid due deadline, with required submittal documents and meeting qualifications will be considered. Failure to submit the required information may be cause for the rejection of the bid response. TPWD reserves the right to waive informalities and minor irregularities in bids received.

b) TPWD reserves the right to consider Respondent qualifications, equipment, facilities, references;

conduct studies and other investigations as necessary to evaluate any response; request additional relevant information; disqualify bid based on unsatisfactory reference checks, reports, and records of service.

c) Award: TPWD will award a Contract to the Respondent whose quote is considered to be the Best Value to TPWD, price and other factors considered. The following factors may be used to evaluate bids:

1) Lowest Price

2) Ability, Qualifications and Experience – Meeting or Exceeding the Requirement mailto:Purchasing.BidBox@tpwd.texas.gov

IFB No. 802-26-67808 Page 11 of 35

3) Delivery / Service Schedule

4) Past Performance

18) INVOICING AND PAYMENT: The following procedures apply to invoicing and payment in addition to shoes listed in the General Terms and Conditions, Paragraph 9.

a) Contractor to submit invoice(s) to: Texas Parks and Wildlife, Accounts Payable, 4200 Smith School

Road, Austin, TX 78744.

b) Invoices must show:

1) Name of Contractor exactly as shown on the Contract, Texas Payee Identification Number (PIN), and correct “Remit to” address

2) Name of receiving entity

3) Contract/Purchase Order Number

4) Description, quantity, unit of measure, unit price, extended price of each item

5) Total price

6) Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

7) Attach supporting documentation, if required

c) Payment:

1) 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.

2) Payment normally will be made to the Contractor within thirty (30) days after receipt of a properly prepared invoice, or the receipt of and acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days.

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

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

19) BIDDER AFFIRMATION:

a) Bidder has not given, offered to give, nor intends to give any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant connected with the submitted bid.

b) Pursuant to Texas Government Code, Tile 10, Subtitle D, Section 2155.004(a), the bidder has not received compensation for participation.

IFB No. 802-26-67808 Page 12 of 35

EXHIBIT A – COMPANY PROFILE

Respondent shall use this exhibit (or a reasonable facsimile) to clearly demonstrate how they meet the requirements set forth in this IFB. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive.

Company Name:

Number Years in Business: Number of Employees:

Principal place of business (Corporate Headquarters):

Address:

City, State, Zip:

Facility responsible for servicing the contract:

Address:

City, State, Zip:

Contact Person regarding company’s proposal submission to the solicitation:

Name / Title:

Phone Number: Fax Number:

Email Address:

Personnel who will be responsible for the management and day-to-day operations of the services solicited in this IFB.

Name/Title:

Indicate if your company or any of its subsidiaries filed or met criteria for bankruptcy within last five years.

__Yes __No If yes, explain.

Indicate if your company or any of its subsidiaries has been involved in litigation within last five years. If yes, explain.

__Yes __No If yes, explain.

Description of firm's background, history, and qualifications: (You may attach additional page for this section.)

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EXHIBIT B – PAST PROJECTS WITH CORRESPONDING REFERENCES

Respondent Name: ____________________________________________

Respondents shall use this exhibit (or reasonable facsimile) to provide a minimum of three (3) references for jobs completed within the last five (5) years. The references shall illustrate recent experience successfully completing work of a similar nature and scope as the work described in this IFB. Attention: Do NOT use TPWD staff or past work performed for TPWD as a “reference” in Exhibit E. This form may be modified as needed to comply with the requirement to document company information. Failure to return this exhibit (or a reasonable facsimile) may result in the proposal being considered non-responsive. TPWD reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

REFERENCE 1:

Company Address:

Contact Name/Title/Phone:

Service Period:

Brief Description of Project

REFERENCE 2:

Contact Name/Title/Phone:

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REFERENCE 3:

Contact Name/Title/Phone:

REFERENCE 4:

Contact Name/Title/Phone:

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EXHIBIT C – KEY PERSONNEL

Respondent Name: ____________________________________________

Respondents shall submit this exhibit (or a resume, max 1 page per person) for each key personnel to be assigned under the resulting contract. Include all requested information for each key personnel, including current certifications. Failure to return this exhibit (or reasonable facsimile) may result in proposal being considered non-responsive.

Key Personnel:

Full Name: _________________________________________________________________________

Job Title: _________________________________________________________________________

Total Years Employed by Respondent: ________ Total Years’ Experience (in required service):

Qualifications and Experience: ________________________________________________________

Specific Education, Training, Certifications: _______________________________________________

Personnel - Reference 1:

Company Name: _____________________________________________________________________

Contact/Title: _____________________________________________________________________

Phone: ___________________________ Service Period:

Roles and Responsibilities: _____________________________________________________________

Personnel - Reference 2:

Company Name: _____________________________________________________________________

Contact/Title: _____________________________________________________________________

Phone: ___________________________ Service Period:

Roles and Responsibilities: _____________________________________________________________

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IFB No. 802-26-67808 Page 17 of 35

IFB No. 802-26-67808 Page 18 of 35

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 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.

http://www.txsmartbuy.gov/esbd

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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:

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

Performance System,

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

Accounts (CPA),

c) Having repeated negative Vendor Performance Reports for the same reason,

d) 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 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.

http://www.txsmartbuy.gov/vpts

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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

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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…