ESBD_460116_1760102059388_RFP 808-26-253531.pdf

THC RFP No. 808-26-253531 Page 1 of 47

REQUEST FOR PROPOSAL (RFP)

Request for Proposals for

Antisemitism Study

For the Texas Holocaust, Genocide, and Antisemitism Advisory Commission

RFP# 808-26-253531

NGIP Class/Item:

956-30 Historical Studies

THC CONTACT: RFP ISSUE DATE: October 10, 2025 Christi Duve, CTCD, CTCM at (512) 475-3909 or PROPOSAL DUE DATE: November 17, 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 USE AGREEMENT

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS

3.2 REVISIONS TO SCHEDULE

3.3 ADDENDA

3.4 MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISITS

3.5 BONDING REQUIREMENTS

3.6 BID BONDS……………………………………………………………….…………………………….15

3.7 INQUIRIES

3.8 ELEMENTS OF A PROPOSAL

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3.9 PROPOSAL CONTENT AND FORMAT

3.10 PROPOSAL SUBMISSION

3.11 DELIVERY OF PROPOSALS

3.12 PROPOSAL EVALUATION AND AWARD

3.13 SCORING CRITERIA

3.14 PAST PERFORMANCE

3.15 RFP PROTEST PROCEDURES ………………………………………………………………………20

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

RESPONDENT’S STATEMENT of COMPLIANCE

EXHIBIT XI

HUB SUBCONTRACTING PLAN

EXHIBIT XII

GENERAL TERMS AND CONDITIONS

EXHIBIT XIII …………………………………………………….……………………………………………47

DATA USE AGREEMENT….....……………………………………………………………………………..47

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SIGNATURE PAGE

RFP 808-26-253531

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 over 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 into 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 808-26-253531 1700 N. Congress, B-65 RFP Deadline: November 17, 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 listed below.

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 17, 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 December 1, 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: Joy Nathan, Project Manager, 512.463.8815, joy.nathan@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 RFP 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. 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:joy.nathan@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 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

• Respondents’ 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, through the Texas Historical Commission (THC), is seeking competitive proposals from qualified firms with demonstrated expertise in conducting comprehensive research studies and surveys. The selected contractor will be responsible for developing the next Study on Antisemitism Report to be submitted to the Texas Legislature.

The primary objective of this engagement is to produce a well-researched, data-driven report that identifies, compiles, and analyzes existing data sources related to antisemitism in Texas. The contractor will be expected to:

• Identify and evaluate current data sources that measure antisemitic incidents or trends in Texas;

• Determine the reliability and relevance of these sources;

• Consolidate the findings into a coherent and comprehensive analysis; and

• Deliver a final report that clearly communicates these insights to inform legislative understanding and decision-making.

This revision breaks down the contractor’s responsibilities into specific bullet points, which helps clarify the scope of work and makes expectations easier to assess.

Scope of Work The Texas Historical Commission (THC), through the Texas Holocaust, Genocide, and Antisemitism Advisory Commission (THGAAC), is seeking a qualified vendor to support its efforts across three key areas:

1. A Study on Antisemitism in Texas,

2. Campus Program Coordination and Implementation, and

3. Strategic Communications and Awareness-Building.

The selected contractor must demonstrate expertise in research, higher education engagement, strategic communications, and collaboration with national Jewish organizations. The work must be Texas-specific, policy-relevant, and aligned with the Commission’s legislative and strategic goals.

Part 1: Study on Antisemitism in Texas The contractor will build upon the 2022 and 2024 Studies on Antisemitism to deliver a comprehensive, data-informed report for state leadership. Prior reports are available on the THGAAC website and will be provided to the selected vendor.

Key Deliverables:

• Identify, synthesize, and analyze relevant data from credible sources.

• Map trends in antisemitism across Texas communities and college campuses.

• Present findings and policy recommendations in clear, accessible language.

• Produce a final report that aligns with legislative timelines and THGAAC’s strategic objectives.

• Where applicable, incorporate insights from campus-based programs into the report.

Part 2: Campus Program Coordination and Implementation The contractor will help translate the state’s legislative appropriation into impactful, well-coordinated programming on college and university campuses. The goal is to raise awareness and equip students, faculty, administrators, and staff to recognize and respond to antisemitism.

Key Responsibilities:

• Partner with national Jewish organizations and educational initiatives to deliver high-quality programming.

• Adapt content to align with Texas law and the unique culture of each campus.

• Engage a diverse mix of higher education institutions, including urban/rural, public/private, and large/small campuses.

http://www.thgaac.texas.gov/

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• Plan and execute programming at 5–10 campuses in Year 1.

• Collect participant feedback and refine program offerings for Year 2.

• Share relevant insights to inform both the Study on Antisemitism and broader Commission communications.

Note: The program must be flexible to meet institutions at different stages of awareness—some may be engaging in this work for the first time, while others may have existing civics or Jewish Studies initiatives.

Part 3: Strategic Communications and Awareness-Building Throughout the biennium, the contractor will work with THGAAC to raise public awareness and promote the Commission’s work to stakeholders, including policymakers, media, and the general public.

Key Responsibilities:

• Develop a strategic messaging and media plan aligned with THGAAC’s mission and priorities.

• Draft a range of communications materials, including op-eds, white papers, digital content, and rapid response statements.

• Provide communications support to Commissioners and staff for public-facing engagements.

• Promote findings and success stories from both the Study and campus programs to the Legislature, media, and wider community.

1.4 MINIMUM VENDOR QUALIFICATIONS

1.4.1 The selected contractor must have:

• Proven experience researching and communicating about antisemitism in Texas.

• Deep knowledge of the higher education landscape and stakeholder engagement strategies.

• Experience collaborating with national Jewish organizations and education leaders.

• Capacity to develop and execute a coordinated, cross-cutting strategy.

• Ability to produce timely, policy-relevant, and Texas-specific deliverables across all three focus areas.

1.4.2 Work Experience. The vendor must have a minimum of fifteen (15) years of professional experience, including at least five years, senior, C-suite leadership at a Texas institution of higher education, as well as five years of board leadership at Texas organizations that play a role in increasing education about combating antisemitism to do the type of work required by this RFP (as judged by THC) to be eligible for the Contract award. Respondents are required to enter completed projects of a similar type, scope, and size. The solicitation includes a submittal of the company's experience and qualifications, focusing on comparable projects and their pricing. Respondents will be evaluated as described in Section 3.13 Scoring Criteria.

1.4.3 Certification/Licensing Requirements. NA.

1.4.4 Vendor Disqualifications. Failure to meet the minimum vendor qualifications 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.

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• 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 or services.

• 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 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 §§ 2156.

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SECTION II

STATEMENT OF WORK

2.1 PROJECT BACKGROUND

With legislative support and new funding secured for FY26–27, the Texas Holocaust, Genocide, and Antisemitism Advisory Commission (THGAAC) has a unique opportunity to elevate its work across three core areas:

1. 2026 Study on Antisemitism in Texas

2. Campus-based programming

3. Elevating Texas’s national leadership in combating antisemitism

2.1.1 Project History. The Texas Holocaust, Genocide, and Antisemitism Advisory Commission has been tasked to do more to support antisemitism education. The Commission issued a 2022 Study on Antisemitism, an Addendum to the Study on Antisemitism in 2023, and a 2024 Study on Antisemitism for the Texas

Legislature.

Given the mandate and increased funding to include support for combating antisemitism on college campuses, the Commission believes that the efforts need to be part of a greater strategy that tackles the three core areas.

The Campus-based programming will generate real-time insights that inform the Antisemitism Study and its recommendations; the Study’s findings will shape messaging and engagement with stakeholders; and strategic communications will amplify the impact of both the programming and the data. By connecting these efforts, the Commission can speak consistently, respond nimbly to public and legislative attention, and ensure that its work reflects both community needs and statewide policy priorities.

2.1.2 Project Designation. The Texas Holocaust, Genocide, and Antisemitism Advisory Commission is advisory to the Texas Historical Commission (THC).

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 communications support and deliverables on the three core areas.

2.2 PROJECT OBJECTIVES

Scope of Work. THC seeks a contracting firm with documented experience and expertise in working on projects to educate about antisemitism. The chosen vendor will assist in three primary focus areas:

• Creation of the 2026 Study on Antisemitism in Texas, a report to the Legislature, which involves collecting data on antisemitic statistics in Texas, conducting interviews with partner organizations, and contributing to the development of legislative recommendations. This multi-page report requires design work, sign-off on language by leadership, and multiple drafts before final approval.

• Help guide and direct strategies for helping Texas universities combat antisemitism. This project involves collaborating on and customizing training programs and events for various campuses in Texas. The chosen

THC RFP No. 808-26-253531 Page 11 of 47 vendor is expected to partner with national and state-wide organizations and leadership to understand the unique needs of the campus and work towards solutions to prevent antisemitism by piloting new opportunities that can be replicated across the state.

• Assist in messaging that will elevate Texas's leadership in combating and preventing antisemitism and highlighting the work of the THGAAC. This includes collaborating with the THGAAC staff and commission on communications, both written and oral, and assisting in the development of clear messaging for print and web offerings.

2.2.1 Description of Work. The Project consists of a multi-layered, customizable approach to focus on the three core areas outlined in the RFP.

2.2.2 Vendor Responsibilities. Vendor responsibilities include but are not limited to providing compliant deliverables by this RFP’s due date.

2.2.3 Vendor Constraints. Vendor constraints include, but are not limited to, restricted availability of agency resources to Mon.-Fri. 8 AM to 5 PM CST access only, and adherence to THC security policies and electronic communications, specifically email encryption protocols.

2.2.4 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.

2.4 REPORTING AND DELIVERABLES

2.4.1 Reporting. Services are estimated to take place between December, 2025, through August 31, 2027 with the draft report due on September 1, 2026, with commission input and revisions; the final report is due on October 17, 2027, or the last signature date, whichever is earlier, and end one year from the start of the project or upon completion. An initial meeting to agree on a work schedule and the plan must be scheduled to occur within two (2) weeks of last signature date of Contract. Services will be performed under coordination Texas Holocaust, Genocide, and Antisemitism Advisory Commission (THGAAC).

Benchmarks shall be established based on the Respondent’s project information provided in their proposal, which must include a work timeline/schedule that outlines how and when Respondent proposes to complete the project. Upon Contract commencement, a monthly written progress report and work evidence must be emailed to THC’s designated contact. These reports shall be a maximum of two (2) pages in length and provide a brief summary of the current activity driving outstanding milestones to completion; any changes to the initial milestones or adjusted target dates from those communicated in the original proposal; and discussion of any significant risk factor(s) jeopardizing the completion of target milestones completion dates.

2.4.2 Final Deliverable. The last deliverable is a final report that summarizes the activities carried out during this project and provides recommendations for future programming to support the project’s objectives.

In addition to the Tex. Admin. Code permit requirements, one digital to THGAAC.

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

2.5 PERFORMANCE MEASURES

THC will enter following measures in the contract to assess the Contract’s performance.

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.

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 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:

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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.

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.

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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 USE AGREEMENT

Refer to Exhibit XIII, 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.

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THC RFP No. 808-26-253531 Page 15 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 10, 2025

Deadline for Submission of Written Questions October 23, 2025

Official Response to Questions Posted on the ESBD October 24, 2025

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

Deadline for Submission of Proposals/RFP* November 17, 2025, at 2PM CST

RFP Evaluations November 17-18, 2025, Interviews with Top Candidates (if necessary) November 19-20, 2025

Expected Award of Contract November 20-21, 2025

Expected Contract Start Date December 1, 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 SITE VISITS

3.4.1 Site visits will not be required for this RFP.

3.4.2 Pre-proposal conferences will not be held for this RFP.

3.5 BONDING REQUIREMENTS (If applicable)

If the total contract price exceeds $25,000, a Payment Bond must be furnished by the Contractor. If the total contract price exceeds $100,000 a Payment Bond and a Performance Bond must be furnished by the Contractor.

3.6 BID BONDS (If applicable)

Proposals exceeding $25,000 must be accompanied by a proposal security in the form of an original bid bond, certified check, or cashier's check drawn to the order of the Texas Historical Commission for not less than five percent (5%) of the total amount of the Proposal (including total of all alternate proposal items). Therefore, to ensure adequate proposal security, Respondents should calculate proposal security based on the highest possible monetary award. Personal checks, company checks, and cash are not acceptable as proposal security. Proposals will be rejected if proposal security is not furnished in the form specified and by the time set for receipt of

THC RFP No. 808-26-253531 Page 16 of 47 proposals. THC may retain proposal security for the three (3) highest ranked firms until the Contractor executes the Contract, and if required, furnishes bonds and certificates of insurance. All other proposal security deposits will be returned within thirty (30) days.

Proposal security for the Contractor will be returned following execution of the Contract and submission of satisfactory bonds and insurance. If the Contractor fails to return the signed Contract, bonds and certificate of insurance (if applicable) within the time specified, the proposal security may be forfeited as liquidated damages.

THC may then proceed to the next lowest responsive/responsible Respondent. The undersigned further agrees that this Proposal security is the appropriate measure of liquidated damages which THC will sustain by the failure of the undersigned to execute and deliver said Contract and required documents.

3.7 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.

3.8 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 specified in Section 1.3, Scope of Solicitation and 2.2, Project Objectives. 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, Mandatory Proposal Price Schedule 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 VII, 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.

3.9 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.

THC RFP No. 808-26-253531 Page 17 of 47

• 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: Respondent’s Statement of Compliance (Not applicable)

• Exhibit XI: Historical Underutilized Business (HUB) Subcontracting Plan (HSP)

• Exhibit XII: General Terms and Conditions

• Exhibit XIII: 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

• Resumes of Project Manager/Site Superintendent

• Bid Bonds (Not applicable)

• 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 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.

THC RFP No. 808-26-253531 Page 18 of 47

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.

3.10 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.

3.11 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 #808-26-253531

3.12 PROPOSAL EVALUATION AND AWARD.

3.12.1 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.

3.12.2 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:

3.12.3 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.

3.12.4 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 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.

THC RFP No. 808-26-253531 Page 19 of 47

3.12.5 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.

3.12.6 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.

3.12.7 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.

3.12.8 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.

3.13 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 20%

Two Price Proposal Schedule 20%

Three Respondent’s Comparable Experience relevant to this project 30%

Four Respondent’s Assigned Staff Qualifications and References 30%

• Criteria One – Project Plan (20%): Attach a project plan to provide the goods and services within the proposed timeline. Detail the approach to meet the requirements of the Scope of Work as specified in Section

1.3 Scope of Work and 2.2 Project Objectives.

• Criteria Two – Price Proposal (20%): Use Exhibit II, Mandatory Proposal Price Schedule to provide pricing for all items indicated on the form. The highest point value in this criterion will be awarded to the lowest price.

• Criteria Three – Respondent’s Comparable Experience (30%): Use Exhibit VIII, Contractor’s

Qualification Statement form attached herein to describe a minimum of three (3) and a maximum of six (6) projects your company has completed, or at least 80% complete, within the past five (5) years.

This is to demonstrate your company’s capability to perform the work.