ESBD_459044_1759418452503_RFP 808-26-253551 .pdf

THC RFP No. 808-26-253551 Page 1 of 47

REQUEST FOR PROPOSAL (RFP)

Request for Proposals for

Museum Training Services

For the

Texas Historical Commission

RFP# 808-26-253551

NGIP Class/Item:

956-30 Historical Studies

THC CONTACT: RFP ISSUE DATE: October 2, 2025 Christi Duve, CTCD, CTCM at (512) 475-3909 or PROPOSAL DUE DATE: November 3, 2025 christi.duve@thc.texas.gov 2:00 P.M. CST mailto:christi.duve@thc.texas.gov

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Table of Contents

SIGNATURE PAGE

SECTION I

GENERAL INFORMATION

1.1 SUMMARY

1.2 AGENCY OVERVIEW

1.3 SCOPE OF SOLICITATION

1.4 MINIMUM VENDOR QUALIFICATIONS

1.5 DEFINITIONS AND ACRONYMS

1.6 AUTHORITY

SECTION II

STATEMENT OF WORK

2.1 PROJECT BACKGROUND

2.2 PROJECT OBJECTIVES

2.3 SPECIFICATIONS AND REQUIREMENTS

2.4 REPORTING AND DELIVERABLES

2.5 PERFORMANCE MEASURES

2.6 PERFORMANCE TRACKING

2.7 SUBCONTRACTORS

2.8 HUB SUBCONTRACTING PLAN

2.9 INSURANCE AND BONDS

2.10 COMPENSATION

2.11 PERFORMANCE WARRANTY

2.12 CRIMINAL BACKGROUND INVESTIGATION

2.13 DATA SAFEGUARDS

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS

3.2 REVISIONS TO SCHEDULE

3.3 ADDENDA

3.4 MANDATORY PRE-PROPOSAL CONFERENCE AND/OR SITE VISITS

3.5 BONDING REQUIREMENTS N/A

3.6 INQUIRIES

3.7 ELEMENTS OF A PROPOSAL

3.8 PROPOSAL CONTENT AND FORMAT

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3.9 PROPOSAL SUBMISSION

3.10 DELIVERY OF PROPOSALS

3.11 PROPOSAL EVALUATION AND AWARD

3.12 SCORING CRITERIA

3.13 PAST PERFORMANCE

3.14 RFP PROTEST PROCEDURES

List of Exhibits

EXHIBIT I

RFP CHECKLIST

EXHIBIT II

MANDATORY PROPOSAL PRICE SCHEDULE

EXHIBIT III

EXECUTION of PROPOSAL

EXHIBIT IV

CONFLICT of INTEREST/DISCLOSURE STATEMENT

EXHIBIT V

NONDISCLOSURE AGREEMENT

EXHIBIT VI

CERTIFICATION REGARDING PUBLIC NATURE of the OFFER

EXHIBIT VII

CONTRACTOR’S QUALIFICATION STATEMENT

EXHIBIT VIII

REFERENCES

EXHIBIT IX

CERTIFICATION REGARDING LOBBYING

EXHIBIT X

GENERAL TERMS AND CONDITIONS

EXHIBIT XI

DATA USE AGREEMENT

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SIGNATURE PAGE

RFP 808-26-253551

These items apply to and become part of the proposal’s Terms and Conditions.

Any exceptions must be in writing.

Electronically submit via email one complete, consolidated Proposal PDF to:

Texas Historical Commission

Attention: Christi Duve at responses@thc.texas.gov

Late proposals will not be considered under any circumstances.

The award will be ESBD posted on https://www.txsmartbuy.gov/esbd.

The Respondent must sign the proposal. The laws of the State of Texas must prevail on all proposals. By signing this Signature Page, the Respondent certifies that if a Texas address is shown as the address of the Respondent, the Respondent qualifies as a Texas Resident as defined in Rule 1 Tex. Admin. Code 111.2.

The Texas Identification Number (TIN) is the taxpayer number assigned and used by the State of Texas Comptroller of Public Accounts. This number must be entered in the spaces provided below. If this number is unknown, please enter either a federal employer’s identification number (EIN), or if sole owner, enter a Social Security Number (SSN).

TIN/EIN/SSN: Phone Number: ( ) -

Business Name: Fax Number: ( ) -

Address: HUB Certified? [ ] Yes [ ] No

City-State-Zip: HUB #:

Email Address:

Signature: Print Name:

STATE AGENCY AWARD NOTICE: The State reserves the right to accept or reject all or any part of a proposal and waive minor technicalities. THC will award the Contract that serves the best interests and provides the best value to the State.

Texas Historical Commission RFP No.: RFP 808-26-253551 1700 N. Congress, B-65 RFP Deadline: November 3, 2025 Austin, Texas 78701 RFP Closing: 2 PM CST

NOTE: THIS FORM MUST BE COMPLETED, SIGNED, AND RETURNED WITH THE PROPOSAL.

mailto:responses@thc.texas.gov https://www.txsmartbuy.gov/esbd

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SECTION I

GENERAL INFORMATION

1.1 SUMMARY

1.1.1 Type of Solicitation. This document’s type of solicitation is a Request for Proposal (RFP).

1.1.2 Issuing Office. The office or agency initiating this RFP is the Texas Historical Commission (THC).

1.1.3 Additional Requirements and Qualifications.

1.1.4 Response to RFP. See the Signature Page for the electronic method to submit this RFP’s response.

1.1.5 Proposal Deadlines. The RFP deadline date is November 3, 2025, and its closing time is 2 PM CST.

1.1.6 Contract Terms. This section contains the initial and optional contract terms.

• Initial Contract Term. The services requested to be provided beginning November 17, 2025, or the last signature date, whichever is later, and ending August 31, 2027, or two years from the last signature date, whichever is later.

• Parties may extend the contract term only by written amendment; The contract term may be extended for two years by the parties only by written amendment.

1.1.7 RFP’s THC Contacts.

• THC Contract Administrator: Christi Duve, Purchaser, 512-475-3909, christi.duve@thc.texas.gov.

• THC Contract Monitor: Rayanna Hoeft, Project Manager, 512.463.8815, rayanna.hoeft@thc.texas.gov.

1.1.8 Electronically Submitted (emailed) Proposals Only. To electronically submit the RFP response, email the entire consolidated Proposal PDF with all required documents to responses@thc.texas.gov. Emails are the only electronic form accepted. NOTE: Delivered thumb drives or faxes will not be accepted.

1.1.9 Proposal Activities. Pre-proposal activities may or may not include a conference or site visit.

• Pre-Proposal Conference. This RFP does not require pre-proposal conference attendance.

• Pre-Proposal Site Visit/Inspection. This RPF does not require pre-proposal site visit/inspection.

1.1.10 Letter of Intent to Submit a Proposal. This RFP does require a letter of intent to submit a proposal. If the RFP does require a letter of intent, it should include:

• A Summary Statement – Project overview

• Statement of Need – The "why" of the project

• Project Activity – The "what" and "how" of the project

• Outcomes – The results of the project in one to two (1 ‒ 2) paragraphs

• Credentials – The business entity and personnel credentials in one to two (1 ‒ 2) paragraphs

• Budget – The project’s budget in one to two (1 ‒ 2) paragraphs

• Closing – The letter’s closing summary

• Signature – The signature of the entity management mailto:christi.duve@thc.texas.gov mailto:rayanna.hoeft@thc.texas.gov

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1.1.11 RFP Addenda. THC reserves the right to issue addenda at any time prior to the proposal due date. All addenda will be posted on the Electronic State Business Daily (ESBD). It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. The

Respondent’s failure to periodically check the ESBD will in no way release the Contractor from complying with the information contained therein. All addenda shall be acknowledged as received on the Contractor’s

Price Proposal Form.

1.1.12 Respondent Presentations. THC may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their RFPs.

1.1.13 Evaluation of Proposals. A committee that includes THC employees and other THC-invited persons will evaluate the submitted proposals. THC will award a Contract to a Respondent(s) whose proposal is considered to provide the best value to the State of Texas (Texas Government Code Sections 2155.074 and

2156.007) and that best serves project needs. Proposal evaluation will be based on four (4) sets of criteria:

• Project Plan,

• Price Proposal Schedule,

• Respondent’s Comparable Experience (relevant to project), and

• Respondent’s Staff Qualifications and References.

See Sections 3.8 and 3.13: Elements of a Proposal and Scoring Criteria.

1.1.14 RFP Preparation Expense. Any expense related to the submission of proposals is the sole responsibility of the Respondent. THC will not reimburse Respondent for any cost related to RFP preparation or submission.

1.1.15 Respondent Understanding the RFP. By submitting a signed RFP, a Respondent represents that it fully understands this RFP and will abide by its Terms and Conditions.

1.1.16 Right to Amend, Modify, or Withdraw RFP. THC reserves the right, in its sole discretion, to amend or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract, if it is in the best interest of THC or the State to do so. The decision of THC, or its designee, shall be administratively final in this regard.

1.2 AGENCY OVERVIEW

The Texas Historical Commission (THC) is the Texas state agency for historic preservation. THC saves real places that tell the real stories of Texas. THC staff consults with citizens and firms to preserve Texas history through its architectural, archeological, and cultural landmarks. THC is recognized nationally for its preservation programs. Its Commission consists of fifteen (15) Governor-appointed citizen members with staggered six-year (6-year) terms.

THC employees work in various fields including archeology, architecture, history, economic development, heritage tourism, administration, and urban planning. The Texas State Legislature established the agency in 1953 as the Texas State Historical Survey Committee, and changed the agency's name in 1973. Along with the name change came greater protective powers, wider leadership roles, and broader educational responsibilities.

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1.3 SCOPE OF SOLICITATION

The State of Texas, by and through THC, seeks competitive proposals to develop and deliver training based on the Collaborating with Texas Tribes Workbook. This project includes creating and conducting a series of in-person workshops and a virtual training webinar or video. The training will provide practical, accessible instruction for museum professionals, archeologists, Tribal partners, and other cultural resource stakeholders on how to implement the workbook’s principles. The goal is to equip users with the knowledge and skills needed to effectively apply the workbook in their daily work and decision-making processes. The training must provide attendees with the practical knowledge on how to incorporate Indigenous perspectives in exhibit development and artifact care. Additionally, the training should provide tools to implement the workbook’s guidance on handling and caring for artifacts during excavation, temporary custody, curation, and exhibition.

In particular, the goods and services requested herein and to be provided under any Contract(s) awarded as a result of this RFP pertain to the following location:

All deliverables are shared electronically to contract monitor Rayanna Hoeft or to Chief Historic Sites Officer.

In person workshop locations are to be determined.

1.4 MINIMUM VENDOR QUALIFICATIONS

1.4.1 Work Experience*. The vendor must have a minimum of three to five (3-5) years of experience similar to the type of work required by this RFP (as judged by THC) to be eligible for the Contract award. Similar type work includes creating resources that center Indigenous voice, working with both museum practitioners and archeologists on caring for Indigenous artifacts in collections, developing/facilitating Tribal Advisory groups, and developing and presenting workshop content for museums and archeologists. The solicitation includes a submittal of company experience and qualifications focusing on comparable projects and their pricing.

Respondents will be evaluated as described in Section 3.13 Scoring Criteria.

1.4.2 Certification/Licensing Requirements. NA.

1.4.3 *Vendor Disqualifications. Failure to meet this mandatory qualification shall result in disqualification of the response and the response shall receive no further consideration.

1.5 DEFINITIONS AND ACRONYMS

For purposes of this RFP, the following definitions apply:

• Acceptable Quality Level – The level of performance of requested services below which the contract will not be paid or damages may be assessed.

• Addendum – A modification of the specifications issued by THC and distributed to prospective

Respondents prior to the opening of responses.

• Best and Final Offer (BAFO) – A formal request made to selected Respondents for revisions to the originally submitted Proposal.

• Contract – The Contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits.

• Contractor – An entity that has been awarded a Contract to provide goods and/or services.

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• Days – Calendar days unless otherwise stated.

• Electronic State Business Daily (ESBD) – An SPD-administered online application that publishes solicitations over $25,000 for the purpose of informing vendors of procurement opportunities and posts public notice of contract awards. The online ESBD is available at https://www.txsmartbuy.gov/esbd.

• Good Faith Effort – Respondent’s effort when completing the Historically Underutilized Business (HUB)

Subcontracting Plan (HSP), which demonstrates the Respondent has completed one of the following for the planned subcontracting needs:

o Using strictly HUBs for all subcontracting needs o Meeting stated agency goal for HUB subcontracted needs using both HUB and non-HUB Respondents o Performing Traditional Good Faith Effort to notify two (2) minority/women organizations and solicit bids from three (3) HUBs for each subcontracting opportunity and allow seven (7) business days for response o Self-Performing Contract (performing all work with own materials and labor).

• Historically Underutilized Business (HUB) – Pursuant to Texas Government Code, Chapter 2161, an

HUB is a business at least fifty-one percent (51%) owned by an Asian Pacific American, Black American, Hispanic American, Native American and/or American Woman; is United States Veteran owned with a minimum twenty percent (20%) Disability rating; is an entity with its principal place of business in Texas;

and is owned by a Texas resident with proportionate interest that actively participates in the control, operations, and management of the entity’s affairs.

• Occupational Safety and Health Administration (OSHA) – OSHA is an agency of the United States

Department of Labor.

• Owner - The Texas Historical Commission (THC).

• Proposal – The response submitted by a vendor to THC as a result of this solicitation.

• Request for Proposal (RFP) – The type of solicitation in this document.

• Respondent – Any person or vendor who submits a Proposal in response to this solicitation.

• Texas Administrative Code (Tex. Admin. Code) – The publication of administrative rules.

1.6 AUTHORITY

THC posts this solicitation pursuant to Texas Government Code Section 442.005 and Chapter 2156.

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SECTION II

STATEMENT OF WORK

2.1 PROJECT BACKGROUND

Following the successful development of the Collaborating with Texas Tribes Workbook, there remains a critical need to ensure that the workbook’s insights and methodologies are effectively communicated and adopted by end users. These users, primarily museum professionals and archeologists, require tailored training to apply the workbook’s principles in real-world settings. Without dedicated training opportunities, the impact and practical implementation of the workbook could be significantly limited.

2.1.1 Project History.

THC’s Museum Services and Archeology Division, in collaboration with TXDOT’s Environmental Affairs

Division and the Cultural Resources Section seek to continue relationship building and collaboration with

Federally Recognized Tribes in Texas, museums, and archeologists/CRM firms.

Training related to collaboration started with the “Consultation and Collaboration: A Starting Point for

Museums and Indigenous Tribes” workshop and webinar series held in 2023. This project was funded by

TXDOTs Beyond the Road Campaign with the purpose of creating a training series to teach museums the importance of building ongoing relationships with Federally Recognized Tribes, how to identify inaccuracies in interpretation, and why it is necessary to collaborate with tribes when making historical assessments.

The subsequent project, Collaborating with Texas Tribes: A Workbook for Museum Professionals and Archeologists, completed in August 2025, again funded by TXDOT, built upon the concepts explored in the 2023 workshops while also providing guidance from an Indigenous perspective on exhibit and artifact care from the ground to collections. This project resulted in deeper relationship building by way of a Tribal Advisory

Board, and end user focus groups. End users expressed a need to for continued support in using the workbook resource and developing critical relationships with Indigenous Tribes.

2.1.2 Project Designation. The project is a resource of the Museum Services program of the Texas Historical

Commission. Museum Services provides resources, services, and training to museums across the state of

Texas.

2.1.3 Service Requirements. Services shall include, but are not limited to, the requirements contained in this

RFP. In accordance with the approved schedule and price, the Contractor shall provide and/or secure and install all materials, labor, coordination, management, and supervisory activities necessary to complete the

Project in accordance with the Contract Documents: Drawings and Specifications, Addenda, and Contract

Modifications.

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2.2 PROJECT OBJECTIVES

2.2.1 Scope of Work. THC seeks a firm to develop and facilitate in person workshops and one virtual workshop at multiple professional conferences in FY 2026 (FY 2027 if needed) to introduce then train end users on the newly published workbook Collaborating with Texas Tribes: A Workbook for Museum

Professionals and Archeologists. Additionally, all resources created that support the workshops will be shared on Texas Historical Commission’s website for on demand end user access.

2.2.2 Description of Work. The Project consists of designing and delivering a series of in-person workshops and a virtual training webinar/video to engage museum and archeology professionals based on the workbook Collaborating with Texas Tribes: A Workbook for Museums and Archeologists.

The workshops must include interactive and informative content grounded in interpretative best practices, ensuring users can confidently apply workbook concepts to their work. An evaluation, created by the vendor, is expected at the conclusion of all workshops both in person and virtual. The training is specifically intended for small museums, TXDOT’s archeological contractors, Tribal partners, and other cultural resource stakeholders. These audiences are all involved at various points in the stewardship of

Indigenous cultural materials-from excavation and analysis to exhibit design and long-term care/management. By participating in this training, attendees gain practical knowledge on how to incorporate Indigenous perspectives in exhibit development and artifact care. Attendees will also learn how to implement the workbook’s guidance on handling and caring for artifacts during excavation, temporary custody, curation, and exhibition. Small museums will benefit from strengthened capacity in culturally informed collections care and exhibition design, especially in communities with limited access to such specialized training. TxDOT contractors and consultants will be better equipped to follow consistent practices aligned with Tribal expectations and state requirements.

The training will also support TxDOT’s goals for meaningful public outreach and responsible mitigation by enhancing understanding and communication among all parties involved in preservation work. As with the 2023 workshop series and 2025 workbook development, the vendor and project team will again establish a Tribal Advisory group to guide this next phase of the project. This group will play a key role in advising the project team on which elements of the workbook to emphasize during the training, helping ensure the sessions are responsive, respectful, and relevant. The advisory group’s insight and experience are deeply valued, and they will meet virtually on a regular basis throughout the project to provide input and direction.

The project requires periodic meetings with the project team, reporting, sharing drafts of workshop plans, and coordination with a Tribal Advisory Group.

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2.2.3 Vendor Responsibilities. The vendor will establish a Tribal Advisory group to guide this next phase of the project, similar to those used during the 2023 workshop series and 2025 workbook development.

This group will play a key role in advising the project team on which elements of the workbook to emphasize during the training, helping ensure the sessions are responsive, respectful, and relevant. The advisory group’s insight and experience are deeply valued, and they will meet virtually on a regular basis throughout the project to provide input and direction.

The vendor will produce content specific resources for both museum practitioners and archeologists and deliver instruction to end users consistent with the methodologies included in the workbook

Collaborating with Texas Tribes: A Workbook for Museum Professionals and Archeologist for use during an in-person workshop(s) and virtual training webinar/video. Instruction and resources produced by vendor will also be shared through a virtual training webinar/video to meet end user learning needs. The vendor is expected to assist workshop attendees, both in person and virtual, in understanding applicability for workbook’s content to real world settings. The vendor is also expected to create evaluation tools to be distributed at the conclusion of all learning events both in person and virtual.

2.2.4 Vendor Constraints. Vendor constraints include but are not limited to restricted availability of agency resources to Mon.-Fri. 8 AM to 5 PM CST

2.2.5 Agency Responsibilities. THC agency responsibilities include but are not limited to permitting reasonable access to agency personnel, granting suitable access to agency facilities (including storage space for vendor materials and supplies), equipment, and computer systems, if applicable.

2.3 SPECIFICATIONS AND REQUIREMENTS

The Contractor shall not deviate from this RFP document without first obtaining written approval from the Owner. Any Terms and Conditions attached to this solicitation by the Respondent will not be considered unless specifically referred to in this solicitation and may result in disqualification. THC requires all work to comply with all applicable federal and state laws, codes, and standards.

Project Budget:

Primary Deliverables Details Cost Estimate

75-90 minute workshops (3)

Design, creation, planning, delivery

7,000

3-hour workshop (3) Design, creation, planning, delivery

10,500

TX Tribal Consultation

Meeting presentation

Design, creation, planning, delivery

1,500

Consultant travel Travel costs for all deliverables

21,000

On demand virtual training webinar/video

Design, creation, presentation and recording

5,000

Tribal Advisor Group stipends

10,000

TOTAL COST $55,000

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2.4 REPORTING AND DELIVERABLES

2.4.1 Reporting. Services are estimated to take place between November 17, 2025, through August 31, 2027. An initial meeting or conference call to agree on a schedule of work and review dates must be scheduled to occur within

(4) four weeks of the last signature date of the contract. Services shall be performed under the coordination of Austin headquarters. Any face-to-face meetings deemed necessary by Respondent and/or THC will take place at an approved upon location by both parties.

Tribal Advisory Group:

• Establish Tribal Advisory Group, prepare contact list, track when Tribal Advisors are contacted and provide summary of conversations and interactions.

• Establish check-in meetings with Tribal Advisors

• Provide agendas of meetings

• Provide written reports of all Tribal Advisory group meetings

Team Meetings:

• Report regularly to project team members – dates to be determined

• Provide report/notes/agendas of team meetings

• Provide quarterly report of project work completed and plan for remaining project components, submitted with invoices on a quarterly basis.

1. Three 75-90 Minute In-person Workshop with Evaluation

• Created and presented at two targeted conferences in FY 26 (FY 2027 as needed):

o Archeology conference or meeting– to be determined o TXDOT Environmental Conference o Third – to be determined

• Presentation-focused, recommended for up to 50 attendees per session

• PowerPoint, handouts, workshop agenda are expected as part of workshop materials

2. Three, 3 Hour In-Person Workshops with Evaluation

• Created and presented at two targeted conferences in 2026 (2027 as back-up) o Texas Association of Museums o THC Real Places Conference o Third – to be determined

• The workshops should be interactive and participatory, recommended for up to 25 attendees per session

• PowerPoint, handouts, workshop agenda are expected as part of workshop materials

3. One On-Demand Training Webinar/Video with Evaluation

• Designed and recorded for asynchronous access via the THC website

• Adapted from the 3-hour workshop format with instructional pauses for activities

• Presentation and handouts that can be printed and shared

4. Attend the joint THC and TXDOT Tribal Consultation Meeting and present about this project. A formal presentation that engages Tribal partners and invites discussion is expected

5. Tribal Advisory Group Engagement

• Recruit Tribal members with relevant experience and interest in exhibit development, collections care, and cultural preservation. There is potential to build from the current 2025 Tribal Advisory Group

• Schedule and host regular virtual meetings throughout the duration of the project

• Engage the Advisory Group to help identify key workbook content to emphasize during training

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• Provide and distribute stipends in recognition of the time and expertise contributed by Advisory Group members.

All content will be designed with interpretive best practices in mind, including attention to multiple learning modalities, audience relevance, and the careful distillation of complex subject matter. All content shared digitally will meet accessibility standards as deemed appropriate by THC’s Communications Division.

2.4.2 Final Deliverable. The last deliverable is a final report that summarizes the activities carried out during this project, includes evaluative data/feedback, and provides recommendations for future programming to support the project’s objectives. All project activities will be completed by August 31, 2027

Any face-to-face meetings regarding project management deemed necessary by Respondent and/or THC will take place at THC headquarters or TXDOT headquarters in Austin, Texas

2.5 PERFORMANCE MEASURES

THC will use the following measures to assess the Contract’s performance:

Performance Measures for Service Level Agreements (if applicable) will be listed in Contract Documents to awarded vendor.

2.6 PERFORMANCE TRACKING

THC will monitor the performance of the Contract issued under this RFP. Performance tracking methods may include, but are not limited to, established timelines for scheduled meetings, completion of major tasks, and submission of required reports deemed necessary by THC to assess the progress of the Contractor toward meeting the identified goals and outcomes established at Contract initiation and in response to assessments of unsatisfactory performance in accordance with this procedure.

The specific types of reports and deliverables to be submitted, including progress reports, status reports, activity reports, and financial reports, as well as the established timeline of their submissions, are specified in the 2.4.1 Reporting section and will be further stipulated and agreed upon at Contract signing. All services delivered and goods provided under the Contract must be performed at an acceptable quality level and in a manner consistent with industry standard, custom, and practice as acceptable to THC and in a manner consistent with applicable professional guidelines. THC will utilize the reporting requirements established in the 2.4 Reporting and Deliverables section to monitor and track performance.

2.7 SUBCONTRACTORS

Subcontractors providing goods and services under the Contract must meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract will relieve Respondent of responsibility for ensuring the requested goods and services are provided. Respondents planning to subcontract all or a portion of the work to be performed must identify the proposed subcontractors and the proposal must include a letter from each proposed subcontractor agreeing to work on the team.

2.8 HUB SUBCONTRACTING PLAN

In accordance with Texas Government Code, Sections 2161.181-182 and 34 Tex. Admin. Code §§ 20.281-.298, THC shall make a good faith effort to utilize Historically Underutilized Businesses (HUBs) in contracts for construction services, including professional and consulting services, and commodities contracts.

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The THC HUB Program’s purpose is to promote full and equal business opportunities for all state businesses contracting in accordance with the THC projected goals:

• 11.2% for heavy construction other than building contracts

• 21.1% for all building construction, including general contractors and operative builders’ contracts

• 32.9% for all special trade construction contracts

• 23.7% for professional services contracts

• 26.0% for all other services contracts

• 21.1% for commodities contracts

This solicitation has been identified as one that does not require a HUB Subcontracting Plan (HSP). However, if the Respondent plans on using HUB subcontractors during its contract, it must request, complete, and submit an HSP. It may request the HSP from the listed contact in this solicitation. For further information, please contact THC HUB Coordinator Dr. Carol Egele by email at responses@thc.texas.gov.

2.9 INSURANCE AND BONDS

The Contractor represents and warrants that it will, within seven (7) business days of executing this agreement, provide Owner with current certificates of insurance or other proof acceptable to Owner of the following insurance coverage:

2.9.1 Worker Compensation and Employer Liability. Contractor must maintain worker compensation insurance coverage in accordance with statutory limits:

• Worker Compensation ‒ Statutory Limits

• Employer Liability ‒ Each Accident $1,000,000

• Disease ‒ Each Employee $1,000,000

• Disease ‒ Policy Limit $1,000,000

2.9.2 Commercial General Liability. Contractor must maintain personal injury and injury advertisement with, at a minimum, the following limits:

• Bodily Injury and Property Damage ‒ Each occurrence limit $1,000,000

• Aggregate Limit ‒ $2,000,000

• Medical Expense ‒ $5,000 each person

• Personal Injury and Advertising Liability ‒ $1,000,000

• Products/Completed Operations Aggregate Limit ‒ $2,000,000

• Damage to Premises Rented to You ‒ $50,000

The Contractor represents and warrants that all coverages are with companies licensed in Texas, with A rating from A.M. Best Co., and authorized to provide the required coverages. The Contractor also represents and warrants that all of the above policies and bonds contain endorsements prohibiting cancellation exception upon at least thirty (30) days prior written notice to THC.

The Contractor must, within the time provided above, furnish proof to THC of such coverage in the form of a Certificate of Insurance from the Contractor’s insurance carrier or carriers indicating the above coverages. The Certificate shall be addressed to the Texas Historical Commission as the Certificate holder. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract and shall provide THC with an executed copy of the policies immediately upon request.

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2.10 COMPENSATION

2.10.1 Basis of Payment. The basis of payment and reimbursement of costs is set forth in Exhibit II

Mandatory Proposal Price Schedule. Acceptance by THC of deliverables specified in the Contract is a condition of payment.

2.10.2 Invoices. The Contractor shall request payment by submitting the original of an itemized invoice in a form acceptable to THC. The invoice shall be supported by documentation required for the basis of payment listed in Exhibit II. The Respondent may submit an invoice no more frequently than monthly and no later than ninety (90) calendar days after completing deliverables specified in the Contract. Each invoice shall show the Contract number, the total amount earned to the date of submission, and the amount due as of the date of the invoice.

2.10.3 Withholding Payments. If payment is withheld, THC shall notify the Respondent and specify conditions that would allow THC to release the payment. THC reserves the right to withhold payment:

• If a dispute over work or costs is not resolved within thirty (30) days,

• If a verification of satisfactory work is pending,

• If the Respondent becomes a delinquent obligor under Texas Family Code, §231.006,

• If the required work product is not received, or

• If the State Comptroller of Public Accounts (CPA) does not issue a warrant to the Respondent.

2.10.4 Sub Providers and Suppliers List. The Respondent must provide THC with a list of all sub providers and suppliers that submitted quotes or proposals for subcontracts. This list shall include sub providers' and suppliers' names, addresses, and telephone numbers.

2.10.5 Funds Availability. This Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the

Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the THC General Terms and Conditions shall apply.

2.10.6 Debt to the State. If the State CPA is prohibited from issuing a warrant to the Respondent because of a debt owed to the State, the State shall apply all payments due the Respondent to the debt until the debt is paid in full.

2.11 PERFORMANCE WARRANTY

Upon completion of the work and final acceptance by the Owner, the Contractor shall furnish the Owner with a written one year (1-year) general warranty for the completed work.

2.12 CRIMINAL BACKGROUND INVESTIGATION

THC reserves the right to conduct a criminal background investigation to confirm the Contractor and the Contractor's employees have not been convicted of a felony criminal offense, or that, if such conviction has occurred, Contractor has fully advised Owner as to the facts and circumstances surrounding the conviction.

2.13 DATA SAFEGUARDS

Refer to Exhibit XI Data Use Agreement (DUA) which describes safeguards regarding the creation, receipt, maintenance, use, disclosure, or transmission of Confidential Information with Contractor.

The DUA also describes the Contractor’s rights and obligations with respect to Confidential Information and the limited purposes for which the Contractor may create, receive, maintain, use, disclose, or have access to Confidential Information

In addition, the DUA describes THC’s remedies in the event of Contractor’s noncompliance with its obligations under the DUA.

THC RFP No. 808-26-253551 Page 16 of 47

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule. The schedule listed is for planning purposes only and subject to change.

EVENT DATE

Issue RFP/ESBD Posting Date October 2, 2025

Deadline for Submission of Written Questions October 13, 2025 at 4:00PM CST

Official Response to Questions Posted on the ESBD October 15, 2025

Deadline for Pre-Proposal Site Visit (or Conference) NA

Deadline for Submission of Proposals/RFP* November 3, 2025, at 2PM CST

RFP Evaluations November 3-5, 2025, Interviews with Top Candidates (if necessary) November 6-7, 2025

Expected Award of Contract November 10-14, 2025

Expected Contract Start Date November 17, 2025

*NOTE: Late responses will not be considered.

3.2 REVISIONS TO SCHEDULE

THC reserves the right to change dates in the 3.1 Schedule of Events section above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily (ESBD) as an Addendum. It is the responsibility of interested parties to periodically check the ESBD for RFP updates prior to submitting a Proposal. The Respondent's failure to periodically check the ESBD will in no way release the Respondent from the requirements of addenda or additional information. Also, no additional resulting costs to meet the requirements will be allowed after the award.

3.3 ADDENDA

The THC reserves the right to issue addenda at any time prior to the proposal due date. All addenda will be posted as an addendum on the ESBD. It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. The Respondent’s failure to periodically check the ESBD will in no way release the Contractor from complying with the information contained therein.

All addenda shall be acknowledged as received on the Contractor’s Proposal Price Schedule Form.

3.4 MANDATORY PRE-PROPOSAL CONFERENCE AND/OR SITE VISITS

3.4.1 Site visits are not required before a proposal may be submitted. If a site visit is required, add details with project location (included here and/or referenced in Project Description) and include a Site Visit form as an Exhibit. Example language is as follows: Respondents must schedule their own visits during the timeframe listed above before submitting questions by the schedule’s noted deadline. Site representative and Respondent signatures are required when the site visit is completed to establish the date that the site visit took place. Exhibit XII, Site Visit Form, must be included in Respondent’s Proposal. Proposal will be rejected if a signed Site Visit Form is not included.

3.4.2 Pre-proposal conferences will not be held for this RFP. If a conference is held, add details with location (included here and/or referenced in Project Description) and include a conference form as an Exhibit.

3.5 BONDING REQUIREMENTS N/A

THC RFP No. 808-26-253551 Page 17 of 47

3.6 INQUIRIES

Should any Respondent find discrepancies among the RFP documents, or should a Respondent be in doubt as to their exact meaning, notify THC at once. All inquiries shall be submitted in writing by the date listed in the

3.1 Schedule of Events section. Verbal inquiries and responses will not be valid or binding.

All inquiries will result in written responses as an addendum posted on the Electronic State Business Daily (ESBD), available at https://www.txsmartbuy.gov/esbd. All Respondents must have internet access.

Except as otherwise provided in this 3.7 Inquiries section, upon issuance of this RFP, other employees and representatives of THC will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

3.7 ELEMENTS OF A PROPOSAL

This section provides a list summarizing information to be included in a Proposal submitted in response to this RFP. Proposals without this information will be evaluated accordingly. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

• Project Plan: Provide a planned approach and detailed narrative for providing the required goods and services within the proposed timeline. Clearly outline the requested tasks and activities, along with the discrete project segments, based on existing information. Detail the proposed approach to implement the requirements of the scope of work to meet the project’s objectives as specified in Section 2.2. See 3.13 Scoring Criteria: Criteria One.

• Proposal Price Schedule: Complete pricing information including all expenses associated with providing the required goods and services, travel, administrative, and related services. Exhibit II assists in estimating associated costs and ensures the total proposal price covers those expenses. It is the Respondent’s responsibility to pay for expenses incurred while traveling. See 3.13 Scoring Criteria: Criteria Two.

• Company Information and Relevant Experience: Complete all information in Exhibit VIII, Contractor’s Qualifications Statement regarding the company and its experience. Refer to 3.13 Scoring Criteria: Criteria Three.

• References of Assigned Staff: Submit resumes/references for Site Superintendent and Project Manager who will be assigned to the Project. Complete Exhibit VIII, References. Respondent may also provide narrative that describes, in detail, any additional qualifications. Refer to 3.13 Scoring Criteria: Criteria Four.

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3.8 PROPOSAL CONTENT AND FORMAT

This section lists the information to be included in a Proposal submitted in response to this RFP. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State. To electronically submit the RFP response, email the entire consolidated Proposal PDF comprising all required documents to responses@thc.texas.gov. Note: Faxed Proposals will not be accepted.

• RFP Signature Page

• Exhibit I: RFP Checklist

• Exhibit II: Mandatory Proposal Price Schedule

• Exhibit III: Execution of Proposal

• Exhibit IV: Conflict of Interest Form/Disclosure Statement

• Exhibit V: Nondisclosure Agreement

• Exhibit VI: Certification Regarding Public Nature of the Proposal

• Exhibit VII: Contractor’s Qualification Statement

• Exhibit VIII: References

• Exhibit IX: Certification Regarding Lobbying

• Exhibit X: General Terms and Conditions

• Exhibit XI: Data Use Agreement

• Acknowledgment of Addenda (if applicable)

• Subcontractor Acknowledgment(s)

If applicable, include a letter from any subcontractor proposed for the work in which the subcontractor agrees to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) agrees to the specified rate structure, (3) agrees to the terms of the proposed contract, and (4) agrees that the team member has no conflict of interest. Note: The letter must be included in the bid package, not mailed under separate cover.

• Project Plan, Approach, and Narrative (see 3.8)

• Resumes for those assigned to the project, specifically the Project Manager (the primary point of contact at the Respondent’s main office) and the Site Superintendent (the person onsite full-time for the project’s duration).

• Respondent Exceptions

If a Respondent takes exceptions to any provisions of this RFP, it must be specifically and clearly identified by Section in Respondent's RFP Proposal response and must also provide proposed alternative.

Respondents cannot take a 'blanket exception' to this entire RFP. If any Respondent takes a 'blanket exception' to the entire RFP or does not provide proposed alternative language, the Respondent's Proposal may be disqualified from further consideration. Any exception may result in a Contract not being awarded.

Number submittal pages and include an organized, paginated table of contents corresponding to the section and pages of the submittal.

THC will not reimburse the Respondent for any cost related to its Proposal. The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

Proposals will be subject to the Texas Public Information Act (PIA), Texas Government Code, Chapter 552, and may be disclosed to the public upon request.

The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. However, subject to the PIA, Respondents may protect trade and confidential information from public release. Respondent is required to make any information created or

THC RFP No. 808-26-253551 Page 19 of 47 exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the Texas PIA, available in a format this is accessible by the public at no additional charge to the State.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim that the entire Proposal is protected from disclosure because it contains some proprietary information is unacceptable and shall make the entire Proposal subject to release under the PIA. To initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.9 PROPOSAL SUBMISSION.

THC will use the email receipt date and time stamp as the date/time when the emailed Proposal is received at THC in Austin (not when the Respondent sent the email). Proposals must be received by the date/time specified in 3.1 Schedule of Events. THC reserves the right to reject late submittals.

3.10 DELIVERY OF PROPOSALS.

Electronically submit via email consolidated PDF Proposals to:

Texas Historical Commission at responses@thc.texas.gov Subject line: Response to: Attn: Christi Duve, RFP #808-26-253551

3.11 PROPOSAL EVALUATION AND AWARD.

3.11.1 Award. THC will award a Contract to a Respondent(s) whose Proposal is considered to provide best value to the State of Texas, as defined by Texas Government Code, Section 2155.074. THC reserves the right to award contract(s) to one or more Respondents. THC makes its award depending on what best serves the project needs.

3.11.2 THC Committee. A committee will be established to evaluate the Proposals. The committee will include employees of THC and others invited by THC to participate. THC reserves the right to award a Contract without any negotiations and reserves the right to not make awards. The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

3.11.3 Best Value Factors. In determining the best value, THC shall consider the following best value factors:

• Item price, to include total cost of ownership, such as installation costs, lifecycle costs, and warranty provisions.

• Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services, such as fitness for use that meets or exceeds customer expectations, and the characteristics of the product or services that bear on its ability to meet the stated/implied needs.

• Delivery terms and time frame from receipt of purchase order.

• Probable performance indicators under the Contract, including past vendor performance, financial resources, and ability to perform, vendor experience or demonstrated capability and responsibility, references, and the vendor's ability to provide reliable maintenance agreements and support.

• Other relevant factors, such as the vendor's anticipated economic impact to the State or a subdivision of the State, including potential tax revenue and employment, the effect of a purchase on agency productivity, and the cost of any employee training associated with the purchase.

3.11.4 Best and Final Offers. The evaluation committee will determine if Best and Final Offers (BAFO) are needed. A Contract Award may be made without BAFOs. THC may, at its discretion, elect to have

THC RFP No. 808-26-253551 Page 20 of 47

Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposals. A BAFO request is at the sole discretion of THC and will be extended in writing.

3.11.5 Evaluation Criteria. Proposal evaluation will be based on four (4) sets of criteria: Project Plan, Price Proposal Schedule, Respondent’s Comparable Experience (relevant to this project), and Respondent’s Assigned Staff Qualifications. Each of the criteria will be scored separately. THC will grant its award, depending on what best serves the needs of the project.

3.11.6 Past Performance. Points may be deducted based upon internal evaluations or other evidence of unsatisfactory past performance on THC contracts of the proposer or the proposer’s team. The Respondent(s) deemed to be the best value will be awarded a contract.

3.11.7 Tie Breakers. The following preferences are used in breaking tie proposals in accordance with current statutes: Texas Government Code §2155.444, 2155.441, 2156.010.

3.11.8 Cost to the State. Cost to the State of overall score will be scored based on the Price Schedule (Exhibit II). Price will be scored from lowest to highest with the lowest price receiving the maximum score.

3.12 SCORING CRITERIA.

Respondents must carefully read the information contained in the following criteria and submit a complete response to all questions in this Section. Incomplete responses may be considered nonresponsive and subject to rejection. The evaluation committee will determine the best value by applying the following criteria and assigned weighted values:

Criteria Number Criteria Description Weight

One Project Plan 40%

Two Price Proposal Schedule 10%

Three…