Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.14000

Austin, TX 78701

REQUEST FOR PROPOSAL

Evins Generator Upgrade

RFP # 644-25-091525

NIGP Class/Item 969-39

Posting Date: December 10, 2025

Table of Contents

Section I General Information 2

Section II Statement of Work 3

Section III Proposal Submittal Information 7

Section IV General Requirements 21

Exhibit A Execution of Offer

Exhibit B Price Form

Exhibit C

Exhibit D

Exhibit E

Exhibit F

Exhibit G

Terms and Conditions

HUB Forms

PREA

Preferences

Data Security

DEFINITIONS

1. ADDENDUM: A written additional, change, or supplement to a solicitation issued prior to the opening date.

2. AMENDMENT: Written addition or change to a contract.

3. AWARD: The act of accepting an offer, thereby forming a contract between the state and vendor.

4. BID TABULATION: The recording of bids and bid data submitted in response to a solicitation. The bid tabulation is used for comparison, analysis, and record keeping.

5. CLOSING DATE: The date and time that offers or proposals are due in response to a solicitation. Used interchangeably with the term “Opening Date”.

6. CONTRACT: An agreement between parties, creating mutual obligations that are enforceable by law.

7. ELECTRONIC STATE BUSINESS DAILY (ESBD) – An online application, administered by SPD, that published solicitations for the purpose of informing vendors of procurement opportunities and provides public notice of contract award.

8. LATE RESPONSE: A response that is received after the date and time established for the receipt of responses to a solicitation.

9. NEGOTIATIONS: A dialogue where two or more sides work together to reach an agreeable solution.

10. NOTICE OF AWARD: An official announcement of an executed contract. For SPD, the term also refers to a letter signed by the Deputy Comptroller or designee which creates a contract.

11. POSTED DATES: The date a document is made available online to the public.

12. PROPOSAL: An offer to contract with the State, submitted in response to an RFP.

13. REQUEST FOR PROPOSALS (RFP): A written solicitation requesting the submission of proposals.

14. RESPONSIVE: The bid, offer, or proposal complies with all material aspects of the solicitation document, including submission of all required documents.

15. RESPONDENT: An individual or entity that submits an offer or proposal. The term includes anyone acting on behalf of the individual or entity that submits an offer or proposal, such as an agent, employee, and representative.

16. SCOPE OF WORK (SOW): A section of a solicitation that provides a description of the products and services to be provided by the vendor.

17. SERVICE: The furnishing of skilled or unskilled labor or professional work.

18. SOLICITATION: A document such as an IFB, RFO, RFP, or RFQ requesting responses from vendors to provide specified goods and services. The term also refers to the process of obtaining responses from vendors to provide specified goods and services.

19. SPECIFICATIONS: The “line item” descriptors within a solicitation that define the good or service that the vendor must offer to be considered for award.

20. STATUE: A law enacted by the state or federal government.

https://www.txsmartbuy.gov/esbd

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The Texas Juvenile Justice Department (TJJD) is seeking Generator upgrades for the Evins State Juvenile Correctional Facility. TJJD is hereby seeking responses from qualified Respondents experienced in the installation of Diesel Generators and Automatic Transfer Switch (ATS). The responding vendor shall have all applicable up to date and current licenses/ certifications. This solicitation is listed under the authority of TGC §2156 Subchapter C Competitive Sealed Proposals and the rules and procedures of the Texas Juvenile Justice Department.

B. BACKGROUND:

TJJD is responsible for the supervision of incarcerated youth. The youth population within the TJJD is currently between 750-800 youth. TJJD’s mission is to provide public safety, promote positive change in youth inmate behavior, reintegrate youth inmates into society, and assist victims of crime.

C. PERIOD OF PERFORMANCE:

The initial term of the contract shall be from April 10, 2026 through April 09, 2028 with two (2), one (1)- year renewal options. The Contract may be renewed by written amendment signed by both parties. The terms, conditions and rates for all renewals shall remain as stated in the Contract, with any approved changes.

Period of Performance Two Year Initial Term: April 10, 2026 through April 09, 2028 Renewal Option One: April 10, 2028 through April 09, 2029

Renewal Option Two: April 10, 2029 through April 09, 2030

D. SOLICITATION POINT OF CONTACT FOR TJJD

1. TJJD Contact Information for Solicitation:

The TJJD Contract Specialist for this solicitation will be:

Samuel Smith Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 249 - 7280;

Email: Samuel.A.Smith@tjjd.texas.gov

Secondary Contract Specialist Contact:

Charles Matuke

Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Telephone: (512) 490-7130;

Email: Charles.P.Matuke@tjjd.texas.gov

The Contract Specialist will be the point of contact throughout the solicitation process. No other TJJD staff will be able to provide information or answer questions regarding this solicitation. The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated TJJD representative, e.g., during Contract negotiations, if any.

mailto:Samuel.A.Smith@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov

Solicitation No:644-25-091525

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (HSP), the HUB coordinator may be contacted at:

2. TJJD Historically Underutilized Business (HUB) Coordinator

Name: Kellie Love

Telephone: 254-218-2065

Email: Kellie.Love@tjjd.texas.gov

E. ADDITIONAL INFORMATION

a. It is the intention of TJJD to issue one Contract(s) for the services described within this solicitation.

b. Any Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding Contracts

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

The Texas Juvenile Justice Department (TJJD) is seeking a qualified Respondent to provide all labor, materials, equipment, and services necessary for the installation of 12 Diesel generators and automatic transfer switches (ATS) brand name or equal to Generac generators based on the size and the scope of work. The work shall include delivery, setup, integration, and testing to ensure full operational functionality in accordance with applicable codes and TJJD specifications. Contractor shall erect and maintain throughout the entire construction period a secure barrier to ensure the separation of the construction area and construction workers from students ensuring students will not be able to enter the construction area. The construction barrier shall consist of a 6’-0” tall (min.) chain-link (9GA.X 2” mesh) metal fence panels clamped together and mounted to metal base plates at each panel connection. Contractor shall provide access swing gate for equipment and personnel equipped with padlock hasps. Size and location of gate to be determined at the pre-construction meeting. Padlocks to be supplied by TJJD.

B. SCOPE OF WORK:

TJJD is seeking a Respondent to provide the installation of 12 Diesel Generators and ATS switches at the Evins State juvenile Correctional Facility. The awardee is responsible for removing the existing generators and ATS’s and placing them in the designated location on the facility.

12 Industrial Stationary Diesel Generators

Quantity Voltage

3 150Kw

2 200Kw

3 250Kw

2 300Kw

1 100Kw

1 60Kw

**SEE EXHIBIT H (1), (2), and (3) – TECHNICAL DRAWINGS GENERATOR SYSTEM DESIGN** mailto:Kellie.Love@tjjd.texas.gov

Specific needs include:

1. Provide an overall project schedule that includes anticipated duration dates, resources, dependencies, and milestones for each project phase and task.

2. Provide a summary of deliverables required for this solicitation and any additional deliverable the Respondent plans use to execute this effort using Table 1 format below. The summary should include a description of key deliverables/milestones and estimated dates to be completed.

3. For each generator, the Respondent shall provide, in complete and perfect working order, a new generator system and ATS switches. The Respondent shall provide all necessary material, appurtenances, and labor for the installation.

4. All work performed shall be in compliance with all federal, state, and local laws, codes, and standards. These include, but are not limited to, the latest adopted versions of:

• National Electrical Code (NFPA- 70)

Table 1. Deliverable List Format

Deliverable No.

Deliverable

Description

Work

Products

Estimated Due Date

1 Preconstruction Meeting

Set project timeline with contractor

4/10/2026

2 Order and

Delivery of materials

4/16/2026 – 7/1/2027

3 Project start Date First day workers on site starting install

6/1/2026

4 Install 12 Generators and pad sites

6/1/2026 – 11/15/2027

5 Project completion All work completed 11/15/2027

6 Contract end date Closing Doc’s and paperwork

04/09/2030

C. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. Deliverables shall be provided on the dates specified. Any changes to the delivery date shall have prior approval (in writing) by the TJJD contract manager or designate.

2. All deliverables shall be submitted in a format approved by TJJD contract manager.

3. If the deliverable cannot be provided within the scheduled timeframe, the Respondent is required to contact the TJJD contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule shall include the impact of the related tasks on the overall project.

4. A request for a revised schedule shall be reviewed and approved by the TJJD contract manager before placed in effect. Contract Terms and Conditions may dictate remedies, costs, and other actions based on the fact related to the request for a revised schedule.

5. TJJD will complete a review of each submitted deliverable within five (5) working days from the date of receipt unless otherwise stated by TJJD.

6. Relevant quality assurance processes that apply includes change management, acceptance, and risk and issue management. Respondent will utilize an agreed upon Project Management methodology.

7. The Respondent shall provide a monthly HUB subcontracting report to the HUB coordinator

D. RESPONDENT QUALIFICATIONS:

The Respondent shall have the experience and qualifications required to provide the products and services requested in this solicitation including, but not limited to, the following:

A. Respondent shall have a minimum of five (5) consecutive years of experience within the past ten

(10) years as a General Contractor and provide references to Texas Juvenile Justice Department.

Respondent shall also have at least three projects within the last five years that have been completed of a dollar value and complexity equal to or greater than the proposed project.

B. The Respondent shall demonstrate the capability to obtain and maintain all required bonding and insurance coverage, as specified in the solicitation documents, in accordance with applicable state laws, rules, and Texas Juvenile Justice Department (TJJD) contract requirements.

E. PERSONNEL QUALIFICATIONS:

1. Key technical staff shall be available twenty-four (24) hours per day, seven (7) days per week to provide Technical Support.

2. TJJD and the Respondent shall agree to designate specific members of the Respondent’s project team as “Key Personnel.” “Key Personnel” will be those individuals essential to the project and services being provided. Specific conditions and requirements of Key Personnel will be defined after Contract award.

3. TJJD prefers that the Respondent personnel have extensive experience and high skill levels in areas related to the services requested in this solicitation. These skills should include:

a. Excellent written and oral communication skills with the ability to communicate with people of varying technical skills;

b. Understanding the flow of data within these systems;

c. Field Superintendent

d. Developing and presenting training materials for end users and technical staff;

e. Developing documentation of the type specified in this solicitation; and

f. Providing project management services.

g. Key Personnel’ and the ‘Field Superintendent’ to provide resumes with the response

F. SUBCONTRACTORS:

Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of the Respondent. No subcontract under the Contract shall relieve the primary Respondent of the responsibility for the service. If the Respondent uses a subcontractor for any or all of the work required, the following conditions shall apply under the listed circumstances:

1. If the Respondent is planning to subcontract any portion of the work, identify the proposed subcontractors in Respondent’s initial proposal. Respondent shall obtain prior approval from TJJD before Respondent enters into any subcontracting agreement, both in the present Contract as well as subsequent Contracts. TJJD shall approve all subcontractors and subsequent Contracts and obtain prior approval from TJJD before Respondent enters into any subcontract agreements;

2. Subcontracting shall be at the Respondent’s expense;

3. TJJD retains the right to check subcontractor’s background and make approval determination as to the use of the proposed subcontractor(s); and

4. The Respondent shall be the only contact for TJJD and subcontractors. Respondent shall designate a point-of-contact for all TJJD and subcontractor inquiries.

G. INVOICING:

Awarded Respondent will submit invoices to the TJJD Claims Department via email at tjjdinvoice@tjjd.texas.gov and/or via regular mail to, P. O. Box 12757, Austin, Texas 78711 or 1801 N.

Congress, Suite ** Austin, Texas 78701.

Payment will be made within thirty (30) days from receipt of an invoice or correct and itemized invoice or billing statement. Awarded Respondent shall submit one (1) invoice showing the Awarded Respondent name, address, TJJD Contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of TJJD Contract Manager, vendor remit to address, and telephone number. No payment whatsoever shall be made under this Contract without the prior submission of correct and itemized invoices. Payments under this Contract are subject to the availability of appropriated funds. Awarded Respondent acknowledges and agrees that payments for services provided under this Contract are contingent upon TJJD’s receipt of funds appropriated by the Texas Legislature. Payment will be made in accordance with the Texas Prompt Payment Act, Texas Government Code, Subtitle F, Chapter 2251.

H. CHANGE CONTROL:

The Contract may only be amended or supplemented in writing, executed by the Parties hereto or their successors, and expressly made a part of the Contract, except that TJJD reserves the right to make unilateral minor administrative changes to correct typographical errors, change the TJJD Contract identification number, or increase the “Not to Exceed (NTE)” amount if necessary for continuation of services.

I. Business Continuity and Disaster Recovery Plan

Respondent shall submit a business continuity and disaster recovery plan detailing how the Respondent proposes to meet the specifications in the event the Respondent’s service is interrupted.

The plan shall detail the Respondent’s backup and recovery process as part of their proposal.

mailto:tjjdinvoice@tjjd.texas.gov

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS: The following dates represent TJJD’s desired schedule of events associated with this solicitation. TJJD reserves the right to modify these dates at any time, with appropriate notice to prospective Respondents.

EVENT DATE

Issue solicitation December 10, 2025 Pre-Proposal Conference January 13, 2026, 9:00 A.M. CST Mandatory Site Visit one (1) January 13, 2026, 10:00 A.M. CST Mandatory Site Visit two (2) January 20, 2026, 9:00 A.M. CST Deadline for Submission of Questions February 3, 2026, 3:00 P.M. CST Deadline for Answers to Questions February 10, 2026, 2:00 P.M. CST Deadline for Submission of Proposals February 24, 2026, 2:00 P.M. CST Complete Evaluation and Review of Proposals March 25, 2026 Execute Contract April 10, 2026 Commence Services April 10, 2026

All inquiries that result in a change to the solicitation or that TJJD deems necessary for clarifications will result in a written addendum.

Preproposal Conference Information:

Site Visit Information: There will be two (2) mandatory site visit. Prospective Respondents who intend on providing a BID for this opportunity shall attend one of the two mandatory site visits in accordance with the schedule of events above. Failure to attend either mandatory site visit will result in the prospective Respondents BID/proposal considered non-responsive.

Prospective Respondents who plan on attending either site visits shall email

Samuel.a.smith@tjjd.texas.gov within one (1) week prior to each site visit.

Site Visit Address: Evins State Juvenile Correctional Facility

3801 E Monte Cristo Rd. Edinburg, TX 78542

Site visit point of contact: Samuel Smith

Email: Samuel.a.smith@tjjd.texas.gov

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions The following paragraphs set forth instructions for proposal preparation and the required format. These instructions are designed to assure the submission of information essential to the understanding and comprehensive evaluation of the Respondent's proposal. Proposals shall be prepared in accordance with these instructions providing all required information in the format specified. Failure of a proposal to show compliance with these instructions may be mailto:Samuel.a.smith@tjjd.texas.gov mailto:Samuel.a.smith@tjjd.texas.gov grounds for exclusion of the proposal from further consideration.

2. Submission of Proposal Proposals shall be typed using between 10 and 12-point font print, all pages numbered, a table of contents included, and sections clearly tabbed. Do not submit printed firm brochures with the Proposal. Proposals shall be submitted under the tabs as described above.

a. Each Proposal shall contain individual sections, as well as subsections addressing each of the solicitation criteria in order.

b. Proposals shall be received by TJJD by email to the TJJD Contracts E-bids email box listed in this solicitation. Proposals shall be received by TJJD on or prior to the due date stated in the Schedule of Events.

c. Proposal should be attached as one (1) PDF file in an email and emailed to the TJJD Contracts E-bids email box listed in this solicitation. The email subject line shall have the solicitation number and name and Respondent’s business name. The text in the email shall contain this information along with the submittal deadline/opening date, and time. It is the Respondent’s responsibility to ensure that the email for the proposal contains this information and is emailed to TJJD by the specified due date and time. TJJD is not responsible for delays that may occur in electronic submission or email servers.

d. Receipt of all addenda to this solicitation should be acknowledged by returning a signed copy of each addendum to the response as part of the Respondent’s submitted proposal. The Respondent’s failure to acknowledge receipt of all addenda to this solicitation will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

e. Responses submitted shall constitute an offer for a period of one hundred twenty (120) days or until award is made by TJJD, whichever is later.

f. Respondent is responsible for all of Respondent’s own costs of proposal preparation and submission for this solicitation.

g. TJJD incurs no obligation regarding this solicitation unless and until a Contract is fully executed by the Parties. However, all proposals received by TJJD will remain confidential until the evaluation process is complete.

h. Proposals will be subject to the Texas Public Information Act (TPI), Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Respondent may request protection of trade and confidential information from public release by clearly marking each page on which this information appears with “Confidential” in bold face type at least 14-point font, however all information submitted is subject to the Act and considered for release.

i. Prospective Respondents are asked to bear in mind that all material submitted should be directly pertinent to the requirements of the solicitation. Extraneous narrative, elaborate brochures, uninformative PR material, etc. shall not be submitted.

j. Telephone, mail or Facsimile transmission of the proposal will not be accepted.

k. Proposals from a partnership shall be signed in the firm name by at least one (1) general partner or in the firm name by an Attorney-in-fact. If signed by an Attorney-in-fact, there shall be attached to the Proposal a Power of Attorney evidencing authority to sign the Proposal, dated and executed by all partners in the firm. Proposals from a corporation shall have the correct corporate name thereon and the signature of an authorized officer of the corporation. Title of office held by the person signing for the corporation shall appear below the signature of the officer.

Proposals from an individual doing business under a firm or fictitious name shall be signed in the name of the individual doing business under the proper firm name.

Unsigned proposals will not be considered under any circumstances. Reference Exhibit A

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Content: Below is a summary of requested information. A proposal submitted without this information will be evaluated accordingly. TJJD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. The following documents shall be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1 Transmittal Letter, addendums (if applicable), all signed TAB 2 Company Information and organization, organization profile and qualifications TAB 3 Work Plan-System Requirements, Training, Personnel qualifications TAB 4 Preferences

TAB 5 Execution of Offer (Exhibit A) TAB 6 Price form (Exhibit B) TAB 7 References TAB 8 Samples of Standard Reports

TAB 9 Prison Rape Elimination Act (PREA) and Preventing Sexual Misconduct Policy Overview and Training Acknowledgment for TJJD’s Contract Service Providers (Exhibit E)

TAB 10 Statement of Data Security (Exhibit G) TAB 11 Solicitation Exceptions and/or Assumptions TAB 12 HUB Subcontracting forms (Exhibit D)

2. Description of TAB Information Content

TAB 1:

a. Transmittal Cover Letter, limited to two (2) pages, which shall include a brief statement of the

Respondent’s understanding of the work to be performed and summary of proposed features, signed.

b. Acknowledgement of solicitation addendums, if applicable, signed; and

TAB 2:

a. Company Information: Including, but not limited to the following:

1. Description of Individual or Entity (e.g., Company), names and addresses of principal officers, directors, or partners

2. Ownership, if a corporation, include the date and state of incorporation

3. Maximum bonding capacity

4. Primary Service location(s)

5. Physical and mailing address, if different

6. Other service locations

7. Telephone and facsimile number

8. E-mail address and phone number of Respondent’s primary contact

9. Provide the name and address of the Respondent's insurance carrier, for the purpose of responding to this solicitation, the Respondent will not be required to purchase insurance, but shall show the ability to provide such insurance as specified in the Terms and Conditions. Only Awarded Respondent will be required to provide insurance policy documentation.

10. Statement about whether or not any content in the Respondent’s proposal is or will be copyrighted.

11. Describe any litigation your key personnel and company has been involved in over the past five (5) years.

b. Company Organization, Organization Profile and Qualifications This tab shall consist of the Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the requirements of this solicitation. NO

PRICING DATA SHALL BE SUBMITTED IN THIS TAB.

1. This section shall contain a clear description of the entity submitting the proposal, including an outline of the history of the organization, organizational capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation.

c. Financial Requirements Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. Respondent shall have the financial capacity to perform the requirements in accordance with the Contract. TJJD will review the Respondent audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the Respondent financial stability. Consolidated financial statements are not acceptable. The financial statements shall be for the specific business entity that is responding to the solicitation and throughout the duration of the term of the Contract.

The financial statements shall be provided at the lowest level for which the financial statements are available and for the past three years. If the Respondent has been in business less than three years, the requirement is for all available years. For any financial statements submitted at a level above Level 1, Respondent shall include an explanation why the financial statements are not available at a lower level. The financial statements do not have to be at the same level for each period submitted, but an explanation of the need for the variation is required with the response.

Acceptable Levels of financial statements (submit at the lowest feasible level):

a) Level 1 – A complete set of audited financial statements based on US Generally Accepted

Accounting Principles (US GAAP). The submission shall include the notes to the financial statements as well as any other information covered by the auditor’s opinion.

b) Level 2 – A complete set of audited financial statements based on other than US GAAP but acceptable to the country of origin. The submission shall include a letter from the Certified Public Accountant (CPA) discussing the areas of the financial statements that would be affected by a conversion to US GAAP, the notes to the financial statements as well as any other information covered by the auditor’s opinion.

c) Level 3 – A complete set of reviewed statements based on US GAAP reviewed by an independent CPA. The submission shall include the notes to the financial statements as well as any other information covered by the auditor’s report.

d) Level 4 – A complete set of compiled statements compiled by an independent CPA (income statement and balance sheet at a minimum) as well as the note disclosures and any report issued by the auditor with regards to the statements. If the CPA is not independent, the report shall state the accountant is not independent.

e) Level 5 – Properly classified and presented balance sheets and income statements generated by the Respondent’s accounting system. The submission shall state the basis on which the statements are created and shall be certified as true and reliable by an officer of the Respondent’s business.

TAB 3: Work Plan

a. Evins Generator Upgrade: Respondent shall provide:

1. Description of how you intend to meet the goals as stated in this solicitation. Provide a detailed description of the proposed Generator upgrade;

2. Explain how the project will be administered;

3. Include the proposed staffing structure through project completion; and

4. An implementation plan that starts from the date of the signing of the contract and includes providing a timeline for and rollout of the Evins facility. Limit responses to facts, solutions to problems and plans of proposed action.

5. Respondent shall provide the type of generator and ATS your company intends on providing for this project.

6. Provide a Business Continuity and Disaster Recovery Plan as referenced in Section II, paragraph I.

b. Training: Respondent shall provide:

Describe the training your company can provide according to the training needs mentioned in this solicitation.

c. Personnel Qualifications:

Provide key personnel and describe services your organization and/or key personnel have provided in the past five (5) years that demonstrate your organization’s capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided. Also, provide any experience in providing similar services to public entities.

TAB 4: Preferences:

Describe all procurement preferences to which the Respondents are entitled under the 43 TAC 20.306, Texas Administrative Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas. Exhibit F.

TAB 5: Execution of Offer (Exhibit A) Respondent shall complete and submit Exhibit A with Respondent’s proposal.

TAB 6: Price Form (Exhibit B) Provide and submit Exhibit B with proposal.

TAB 7: References:

Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation. Respondent shall not include Contracts where Respondent performed only as a subcontractor or provided only partial delivery of services. Include program description, contact names, position, agency or organization name, e-mail address, and telephone number for each reference listed.

Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Respondent shall furnish the following information for each past and present reference

Contract:

1. Name of Contracting activity;

2. Contract n umber;

3. Contract type (firm fixed price, cost reimbursement, etc.);

4. Total Contract value;

5. Dates of Contract performance;

6. Description of services performed;

7. Contracting officer and telephone number; and

8. Program/technical manager and telephone number.

TAB 8: Sample of Standard Reports:)

Respondent to provide samples of standard case management and management reports.

TAB 9: Prison Rape Elimination Act (PREA) and Preventing Sexual Misconduct Policy

Overview and Training Acknowledgment for TJJD’s Contract Service Providers (Exhibit E) Complete the PREA training and submit certification and signed acknowledgment (Exhibit E) with proposal.

TAB 10: Statement of Data Security (Exhibit G) Complete the Statement of Data Security and submit signed document (Exhibit G) with proposal.

TAB 11: Solicitation Exceptions and /or Assumptions:

In this section, Respondent shall indicate compliance with solicitation requirements set forth in the solicitation. It is not necessary to respond on a paragraph- by- paragraph basis; but to identify by reference, any exceptions in a single statement. I f the Respondent agrees to the terms of the solicitation in its entirety, a single statement to that effect will suffice.

If the Respondent does not certify compliance with any of the above listed sections, Respondent shall also include in this section any assumptions used in preparing the proposal and any exceptions and/or requested changes. All deviations from the solicitation requirements or terms and conditions shall be fully explained and justified.

TAB 12: HUB Subcontracting Plan (HSP) (Exhibit D)

Respondent is to provide a HUB Subcontracting Plan with their proposal. The form to be used is attached as Exhibit D.

D. Historically Underutilized Business

TJJD promotes and encourages contracting and sub-contracting opportunities for State of Texas Historically Underutilized Businesses (HUBs). Successful Respondents are strongly encouraged to sub-contract with HUBs and may obtain assistance from TJJD to identify available HUBs, both prior to, and after the award of any Contract(s) from TJJD. TJJD and its contractors shall make a good faith effort to meet or exceed the statewide HUB participation goals set by the Texas Comptroller of Public Accounts (CPA). TJJD uses CPA policies regarding HUBs.

Respondent must state whether it is a Texas Certified Historically Underutilized Business (HUB). If yes, submit a copy of registration.

Respondent must submit a HUB Subcontracting Plan (HSP) submit it with proposal to be considered responsive. The forms for completing the HSP are attached as Exhibit D. A proposal submitted in response to this solicitation that does not contain a HUB Subcontracting Plan, or if the plan submitted is determined not to be in good faith, will be considered non-responsive and be disqualified. The link to the CPA internet site for information regarding the HSP is:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Respondent must state its willingness to submit monthly compliance reports regarding its HSP.

It has been determined by TJJD that there are probable subcontracting opportunities in the scope of the work for this proposal/offer. Please fill out the HUB Subcontracting Plan forms and instructions, as part of Exhibit D.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

TJJD has provided a Good Faith Effort of potential areas of subcontracting based upon the TJJD’s understanding of this procurement request. Respondents are not limited to the potential subcontracting areas listed below. TJJD is relying upon the Respondent’s expertise to also fully identify subcontracting opportunities that best align with their organization and this procurement request. Respondents, who intend to subcontract, are responsible for identifying all areas that will be subcontracted and must perform a good faith effort process for each identified subcontracting area as required by the HUB Subcontracting Plan Form documents.

HUB subcontracting opportunities may be available in the following commodity class/item codes:

Class Item Description

910 36 Heating, Air Condition, and Ventilation Maintenance and

Repair Services (Including Installation)

285 27 Generators, Portable and Stationary, Including Parts and

Accessories

936 39 Generators, Portable and Stationary, Including Parts and

Accessories – Maintenance and Repair

The list above is not, nor is it intended to be, a comprehensive list that identifies all subcontracting opportunities.

E. INQUIRIES:

1. All inquiries should be submitted in writing to both contract specialist by email to:

Primary Contact:

Samuel Smith, CTCM, CTCD

Samuel.A.Smith@tjjd.texas.gov phone number: 512-249-7280

Secondary contact:

Charles Matuke, CTCM, CTCD

Charles.P.Matuke@tjjd.texas.gov phone number: 512-490-7720.

2. All relative inquiries will result in written responses by addendum and posted to the Electronic State Business Daily (ESBD) at: http://www.txsmartbuy.com/esbd OR emailed to the Respondents. If provider does not have Internet access, copies may be obtained through the point of contact listed above.

3. Other written inquiries as described above, other employees and representatives of TJJD will not answer questions or otherwise discuss the contents of the solicitation with any Respondent or Respondent’s representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation.

4. Any changes to this solicitation will be posted as an addendum on the ESBD OR emailed to the mailto:Samuel.A.Smith@tjjd.texas.gov mailto:Charles.P.Matuke@tjjd.texas.gov http://www.txsmartbuy.com/esbd potential Respondents It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Failure to periodically check the ESBD will in no way release the selected Respondent from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

If this solicitation is amended by addendum all terms and conditions which are not modified remain unchanged.

F. THE TJJD REPRESENTATIVE OF DISCUSSION AND CORRESPONDENCE

All communications and questions concerning this solicitation, including any of a technical nature, shall be made through TJJD Contracts Department. All correspondence and communication, including written questions shall be directed to TJJD’s contact person listed in this solicitation.

Written answers to the questions will be provided to all Respondents thru the ESBD by addendum(s).

Respondent should rely solely on the written information provided in this manner. Respondent is specifically barred from making contact with any TJJD personnel involved in this solicitation for the purpose of discussing Respondent proposals. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this solicitation. Respondent is specifically cautioned against relying on any oral information. The responsiveness of each proposal will be evaluated upon instructions given in this solicitation and any addendums thereto. Unauthorized contacts with TJJD personnel could result in the proposal being rejected in its entirety.

G. POINT OF CONTACT:

The Respondent shall provide the name, address and phone number of a point-of-contact for questions concerning the submitted proposal.

Name: Title:

Phone Number: Fax Number:

Email:

Street Address:

City: State: Zip Code:

H. QUESTION AND ANSWERS:

Respondent shall submit all questions regarding this solicitation by email to the TJJD point of contact for this solicitation. Questions regarding this solicitation will be accepted by the date and time specified in the Schedule of Events. TJJD will respond to questions received no later than the date and time specified in the Schedule of Events.

By submission of an inquiry, Respondent acknowledges that the applicable inquiry and official answer may be shared with other Respondents and therefore Respondent will not include any confidential or proprietary information in such inquiries. TJJD will not identify the Respondent that submitted any particular inquiry. All inquiries will result in written responses with copies posted to the ESBD at: http://www.txsmartbuy.com

I. DELIVERY OF PROPOSALS:

1. Proposals shall be emailed to TJJD at the following email address:

tjjd-contracts-ebids@tjjd.texas.gov

2. Proposals received by email to TJJD after the deadline stated in the Schedule of Events in this section will be disqualified and will not be evaluated.

J. PROPOSAL OPENING:

1. Proposals will be received until the date and time established for receipt. Proposals will be opened at stated time on the date of the Deadline for Submission of Proposals per the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable when in response to this solicitation.

3. All submitted Proposals become the property of the State of Texas after the deadline/opening date.

Prices and terms will not be divulged until after Contract award.

K. EVALUATION PROCESS:

Selection of proposal for award will be based on the Best Value §Statue 2155.074. TJJD will solely determine the Best Value through evaluation of each proposal. TJJD reserves the right to reject any and all proposals, or to re-solicit this solicitation or cancel this solicitation, if such action is deemed in the best interest of the State of Texas and TJJD.

1. An evaluation committee will be established by TJJD to review and evaluate the proposals. The committee will include employees of TJJD and may include other impartial individuals who are not TJJD employees. No information will be provided to anyone about the status of the proposals while they are under evaluation.

2. At any stage in the process, TJJD may request clarification or additional information to provide the required service(s). Respondent’s responses will become part of Respondent’s proposal. TJJD reserves the right to accept or reject all or part of any proposal, waive minor technicalities, and award the Contract to best serve the interest of the State.

3. The Proposal will be evaluated on the basis of the ability to meet the requirements of this solicitation. Minor irregularities: To be considered responsive, a proposal shall set forth full, accurate, and complete information and all forms shall be signed as indicated and as required by this solicitation. If the requirement that is not met is considered a minor irregularity or an inconsequential variation, an exception may be made at the discretion of TJJD and the proposal considered responsive. Please note - not signing in the required places and answering “no” to any of the assurances is not considered a minor irregularity.

4. The Evaluation Committee will determine the Respondent’s proposal to select for award of a

Contract. The proposals meeting the minimum qualifications described in this solicitation, will be scored and ranked. The highest ranked Respondents may be asked to make presentations to the evaluation committee (if applicable). Each presentation will be scored and factored into an overall score. The highest scoring proposal will be selected for award of a Contract. Negotiations may be conducted with one or more of the highest ranked Respondents to ensure best value is obtained.

http://www.txsmartbuy.com/ mailto:tjjd-contracts-ebids@tjjd.texas.gov

Best and final offers (BAFOs) may be requested. This will be at the sole discretion of TJJD. TJJD would request BAFOs by email.

5. In evaluating Proposals to determine the best value for the State of Texas, TJJD may consider information related to past Contract performance of a Respondent including, but not limited to, State of Texas Vendor Performance Tracking System, available at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/. Prior work performance with TJJD and other state agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TJJD or another state agency may be disqualified.

6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Sections 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Texas Government Code. Respondent may fail this selection criterion for any of the following conditions:

a. A grade lower than “C” in the Vendor Performance System;

b. Currently under a Corrective Action Plan through the Texas Comptroller of Public Accounts (CPA);

c. Having repeated negative Vendor Performance Reports for the same reason; or

d. Having purchase orders that have been cancelled in the previous 12 months for non-performance (i.e. late delivery, etc.).

Vendor performance information is located on the CPA web site at:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ . This link is provided for the convenience of the Respondents. The link may change or may no longer be available.

7. TJJD may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code Section 20.115), TJJD may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of TJJD, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

L. EVALUATION CRITERIA

The evaluation process includes an evaluation of the written proposal which may result in scoring to develop a short list of Respondents that may continue to the best and final offer (BAFO) stage or result in one Respondent that is to be awarded if that Respondent clearly outscores all other Respondents.

The BAFO stage may possibly include oral presentation, demonstrations, discussions, and/or site visits in an effort to fully understand a Respondents capability. If there are two stages, the preliminary scoring will be based on the total points awarded by the Evaluation Committee. After oral presentations (if any), evaluators will reevaluate proposals of the “short list” using the same criteria and will use these scores as the final evaluation scores

TJJD reserves the right to request additional clarification in an effort to fully understand a Respondent’s capabilities.

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

1. The Evaluation Criteria and their respective weights are as follows:

A. Relevant Experience and Qualifications 30% B. Methodology/ Budget & Schedule Compliance/ Quality Control/Safety 30%

C. Product & Equipment 20%

D. Key Personnel Qualifications 10%

E. Price 10%

100%

EVALUATION CRITERIA

Completeness of Response

Responses to this solicitation shall be complete and responsive. Responses that do not include the proposal content requirements identified within this RFP (under

Proposal Content Submission) and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Administrative Review and will receive no further consideration.

Pass/Fail

References

Provide a minimum of three (3) references for which similar services were performed or provided. Preferred references would be state or local agencies or organizations whose requirements were of like magnitude and scope as outlined in the solicitation.

Respondent should provide only references that have correct and active contact information for TJJD to be able to contact the references if TJJD decides to contact the references provided.

Pass/Fail

Relevant Experience and Qualifications

Respondent's description of its organizational capabilities and qualifications and plans to satisfy and support the requirements of this solicitation.

shall contain a clear description of the entity submitting the Proposal, including an outline of the history of the organization, organizational capabilities, goals and purposes, an organizational chart listing staff members and all satellite offices, and days and hours of operation.

30 Points

Methodology/ Budget & Schedule Compliance/ Quality Control/ Safety

The Work Plan will be evaluated on the Respondent’s description of how it intends to meet the requirements set forth in the solicitation. The evaluation factors that will be used include content of the Proposal and descriptions of requirements below.

30 Points

Product and equipment

Provide the brand name or equal products and equipment your company will provide for this project.

20 Points

Key Personnel Qualifications:

Provide key personnel and describe services your organization and/or key personnel have provided in the past five (5) years that demonstrates your organization’s capability to carry out the proposed services. Include the nature of the services provided, scope of activities, and the organization for which the service was provided.

Also, provide any experience in providing similar services to public entities. Key Personnel’ and the ‘Field Superintendent’ to provide resumes with the BID response

10 Points

Price

The proposed prices set forth in Exhibit B will be evaluated in terms of reasonableness, competitiveness with other Respondents, similar programs in the marketplace, and the ability of TJJD to commit to the expense.

10 points

TOTAL MAXIMUM POINTS 100 points

M. REDACTED ELECTRONIC COPY:

Under House Bill 3430, 80th Texas Legislature, (transferring Section 2177.052, Texas Government Code, to Chapter 322, Texas Government Code and re-designating it as Section 322.020) and as per the following requirements, no later than two (2) business days after Awarded Respondent’s receipt of notice from TJJD of Awarded Respondent’s tentative Contract award, Awarded Respondent (and no other service providers) shall deliver to TJJD via email one (1) electronic copy of its complete and redacted proposal in compliance with all of the following requirements.

1. A copy of Awarded Respondent’s Proposal, in searchable pdf format, which has excised, blacked out, or otherwise redacted information from its proposal that Awarded Respondent reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Awarded Respondent’s Proposal, such as social security numbers).

2. An Appendix for Awarded Respondent’s Proposal which provides a cross-reference for the location of all information redacted by Awarded Respondent and a general description of the redacted information.

3. Identified as “For Public Release: Redacted Version of [Name of Awarded Respondent]’s Proposal and Exhibits. Texas Juvenile Justice Department, solicitation No. 644-25-091525

4. The Texas Legislative Budget Board (LBB) has now implemented a Contracts database. For information regarding the LBB Contracts database, go to:

http://www.lbb.state.tx.us/Contract_Reporting.aspx. For information regarding the LBB, see the LBB website at http://www.lbb.state.tx.us/.

5. TJJD is required to upload certain Contracts…