ESBD_491557_1773951968993_582-27-40015 Addendum 1_UPD.pdf

Addendum 1 Scientific Expertise and Research Services Page 1 of 4

Texas Commission on Environmental Quality P.O. Box 13087, MC 182

Austin, Texas 78711-3087

Addendum Number 1 Solicitation 582-27-40015 ETFC Exhibitor Services

March 17, 2026

RESPONSE DUE DATE: March 27, 2026 no later than 2:00PM CT

Important Notice to Vendors:

This addendum is issued to correct secondary contact email address (directly below), provide the pre-proposal conference slides (Exhibit 1) and post vendor attendance (Exhibit 2). Please note that the pre-proposal conference slides in Exhibit 1 have been updated to reflect changes to the VetHUB program.

Secondary Contact Email Address: dinene.rotan@tceq.texas.gov

ISSUED BY:

Stacy Thompson, Contract Specialist Date

Note to Respondent: Respondent is requested to acknowledge receipt of this addendum by signing and dating on the space below, and including this page along with your response. Responses may be considered non-responsive if this cover page is not signed and returned. To view the solicitation package, visit the Texas Marketplace website at http://www.txsmartbuy.com/sp.

Signature/Date

03/19/2026 mailto:dinene.rotan@tceq.texas.gov http://www.txsmartbuy.com/sp

Addendum 1 Scientific Expertise and Research Services Page 2 of 4

P.O. Box 13087, MC 182

Austin, Texas 78711-3087

EXHIBIT 1:

PRE-PROPOSAL CONFERENCE SLIDE DECK

Pre-Proposal Conference

RFP 582-27-40015

Exhibitor Support and Services

Texas Commission on Environmental Quality

The presentation will begin soon.

March 17, 2026 @ 2:00 PM CT

Please open the Q&A link at the top of your Teams window. Select the link to complete the Pre- Proposal Conference sign-in.

• Opening Remarks ……………..…………. Stacy Thompson o Introductions oHousekeeping oResponse Requirements

• VetHUB Program …………………………. Claribel Diaz

• Legal Considerations………………......... Emily Robinson

• Scope/Statement of Work ……………… Anne Morris

• Closing Remarks …………………………... Stacy Thompson

Agenda and Introductions

Please respond to the questionnaire. This serves as your sign-in. The link is in the Q&A section.

Attendee microphones and cameras are turned off during the conference. Use the Q&A to enter any questions or comments.

Q&A periods will be offered at the end of each segment. Enter your questions in the Q&A chat, and they will be addressed during each Q&A period. You can also submit questions in writing via email to procurements&contracts@tceq.texas.gov.

Communication with TCEQ personnel regarding this solicitation is restricted to P&C Contract Specialist only. Failure to adhere could result in your proposal being disqualified.

We will pause for a Q&A after each section.

Housekeeping mailto:procurements&contracts@tceq.texas.gov

• Deadline for Submittal of Questions: 03/19/2026 at 2:00 PM CT

• Must be in writing and submitted via email to procurements&contracts@tceq.texas.gov

• Deadline for Response Submission: 03/27/2026 at 2:00 PM CT

• One Adobe PDF searchable, unlocked file must be signed and submitted.

• Responses must be submitted through TCEQ’s FTPS server. Refer to page 5 of the solicitation. No other media will be accepted.

• Read the solicitation thoroughly.

• Ensure all required documents and signatures are included with response. Refer to Solicitation, Section 4: Response Documents (page 53).

• Follow the “Response Contents” format. (Solicitation, pg. 55)

• On page 54 is the Responder’s signature page. Failure to sign and include this page with your response will result in your proposal being disqualified.

Response Requirements

Housekeeping

Questions & Answers

Historically Underutilized

Business Program (HUB)

Claribel Diaz – HUB Program Coordinator

Historically Underutilized Business (HUB) Program

• Active Vendor: Please, go to Veteran Heroes United in Business (VetHUB) to learn more.

• Texas Government Code (TGC) §2161.252: If a state agency determines that subcontracting opportunities are probable, the Solicitation must document the requirement of the HUB Subcontracting Plan (HSP).

• 34 Texas Administrative Code (TAC), §20.281 - §20.298: A Respondent may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities.

• 34 Texas Administrative Code (TAC), §20.284: This rule states that each agency may achieve the statewide and/or agency-specific annual HUB goals.

• HUB Utilization Goals: On 12/2/2025, the Texas Comptroller of Public Accounts (CPA) instructed each state agency to assign their own procurement HUB utilization goals. These goals are based on contracting directly with HUBs or indirectly through subcontracting opportunities.

Note: TCEQ’s new procurement HUB utilization goals are 1.0% for each procurement category: Special Trades, Professional Services, Other Services and Commodities. TCEQ does not have Construction contracts.

• HUB Subcontracting Plan (HSP): If the HSP is required the Respondent must process one of the three Good Faith Efforts and submit with their proposal.

State: The program was created to promote full and equal procurement opportunities to small businesses.

https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls

Subcontracting and meeting/exceeding the contract HUB

Goal with Texas certified HUB vendors that you do not have a continuous contract in place for more than five

(5) years and Non-HUBs.

HSP Attachment A CMBL vendor profiles required!

GFE 3

Meeting/ Exceeding HUB Goal

Use this GFE if you are subcontracting all the work with Texas certified HUB vendors only.

HSP Attachment A

CMBL vendor profiles required!

GFE 2

Active HUBs

GFE 1

Solicitation

Method

Good Faith Efforts (GFE)

Use this GFE if you are subcontracting any portion of the contract to Texas certified HUB vendors and

Non-HUB vendors or only to Non-HUB vendors.

HSP Attachment B

CMBL vendor profiles required!

If active vendors are not found, please submit a copy of the search page:

“Vendors Not Found.”

• Follow the HSP Checklist to complete your HSP:

VetHUB Subcontracting Plan Form (PDF)

• Centralized Master Bidders List (CMBL):

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tp asscmblsearch.do

• If processing GFE 1 - Email notifications to a minimum of 3 active HUBs from the CMBL and a minimum of 2 trade organization or development centers will be required. In addition, copies of these email notifications and active HUB CMBL profiles will be needed with the HSP.

If you will not be subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources, ensure this is stated in your HSP.

Self- Perform

Self- Perform

Due to changes in the Program, if further clarification regarding the HSP is needed, please contact: VetHUBProgram@cpa.texas.gov.

https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://comptroller.texas.gov/purchasing/docs/hub-forms/hsp-allfms.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/vendor/hub/resources.php mailto:StatewideHUBProgram@cpa.texas.gov

GFE 1 – Solicitation Method – 7 Working Days Example

If processing GFE 1 - Email notifications to a minimum of 3 active HUBs from the CMBL and a minimum of 2 trade organizations or development centers will be required. In addition, copies of these email notifications and active HUB CMBL profiles will be needed with the HSP.

The notifications must have the “7 working days deadline” provided in the body of the email.

The 7 working days deadline doesn’t include:

Email notifications submission day

Weekends State Holidays TCEQ Agency Closures (example, closed due to bad weather)

Disadvantage Business Enterprise (DBE) Program

Federal: Entities owned and/or controlled by a socially and economically disadvantaged individuals as described by Title X of the Clean Air Act Amendments.

• Title 40 Part 33 - Code of Federal Regulations (CFR).

• Minority Business Enterprises (MBEs) are entities that are at least 51% owned and/or controlled by a socially and economically disadvantaged individual.

• Women-Owned Business Enterprises (WBEs) are entities that are at least 51% owned and/or controlled by women.

• EPA’s Class under 40 CFR Part 33 - On March 17, 2025, suspended the above reporting for all agencies that receive federal funding. However, Primes must continue to report their MBE/WBE subcontracting payments to the agency. TCEQ will continue to track these payments for future reference.

• For the latest updates regarding this program go to: https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources.

• Check the Solicitation to see if EPA’s DBE Program is also a Contract requirement.

https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources

Important Reminders HUB Subcontracting Plan (HSP):

Ensure all your subcontractors are listed in the HUB Subcontracting Plan (HSP).

Key Personnel Tab - Reminder:

All “1099 employees” must be listed in your proposal’s Key Personnel tab. These are considered “subcontractors”.

HSP Signature (and reminders if awarded):

Don’t forget to read the reminders and sign your HSP!

Internal policy: HSP vendors’ CMBL profiles must be submitted with the HSP.

TAC 34, Rule §20.285:

Responses without the HSP submitted shall be rejected due to material failure to comply with Government Code, §2161.252(b).

Progress Assessment Report (PAR): The awarded Prime must complete and submit the PAR with each invoice.

The TCEQ HSP Courtesy Review is recommended. The TCEQ HUB Program will not review any HSPs submitted after the assigned HSP Courtesy Review deadline.

TCEQ HUB Program Coordinator

Claribel Diaz – HUB Program Coordinator claribel.diaz@tceq.texas.gov mailto:claribel.diaz@tceq.texas.gov

Legal Considerations

Attorney

Emily Robinson

Contract Terms and Conditions

Read the Terms and Conditions carefully.

• Special Terms and Conditions (pg. 32)

• TCEQ assumes no obligation to have each and every deliverable performed.

• Renewals and Extensions: up to 4, one-year periods by amendment

• Special Term D outlines how TCEQ and Contractor may agree to a scope of work and budget for an event that is not already outlined in the Contract Scope of Work.

• General Terms and Conditions (GTCs) (pg. 47) – NOT a list of all changes/updates

• Article 23 Miscellaneous Provisions

• 23.20 Updated Cybersecurity requirements

• 23.19 TX-RAMP certification

• 23.21 Prohibited Technologies (listed on Texas DIR website)

Insurance Section – pg. 50

• Required coverages

• Insurer Requirements

• Insurance Certificate

• Required Additional Provisions

• Self-Insurance and Deductibles

• Please review the Terms and Conditions and Insurance Requirements carefully.

• If you have any objection to any of the terms, please note this in your response under TAB 8 – Other.

• TCEQ may, in certain situations, consider negotiating terms.

• Many terms are required by law.

Legal Considerations

Scope of Work

Event Coordinator

Anne Morris

TCEQ Events & Outreach Background

• Events for environmental sector professionals and occupational license holders

• As a state agency, our events are cost recovery. The revenue generated from registrations pay for our events.

• The Environmental Trade Fair & Conference is our largest event & is held annually for over 30 years – largest in the U.S.

• Smaller events at a variety of venues – may or may not require exhibitor services from contractor.

TCEQ Environmental Trade Fair & Conference

• Two-day conference hosting over 4,000 attendees and 300 companies (500+ 10x10 booth spaces)

• Future ETFCs:

• May 11-12, 2027

• May 16-17, 2028

• Location and dates TBD for 2029, 2030, 2031

• Henry B. Gonzalez Convention Center

• 2027 - Exhibit Hall 4 – 130,000 sq ft

• 2028 – Exhibit Hall 2 – 180,000 sq ft

• Registration Areas, Meeting Rooms – 50,000 sq ft

• TCEQ & vendor staff have access Friday/Saturday before for vehicle move-in and buildout. The exhibitor move in is Monday 10am – 6pm.

TCEQ Exhibitor Services Scope of Work

• Build out of registration, exhibitor, TCEQ custom booths and counters

• Exhibit Hall maintenance and enforcement

• Signage production

• Furniture rental

• Online exhibitor kit

• Display rules and regulations

• Move-in and Move-out Information

• Materials Handling

• Forms for ordering booth furnishings, electrical, WiFi, catering

• Main source of communication with Exhibitors

TCEQ Exhibitor Services Responses

• Estimated quantities on the price form may increase/decrease over the life of the contract due to venue changes.

• Please note the items listed in the Price Form carefully.

Blank lines are provided at the bottom of each price table to add deliverables you feel benefit the performance of the work.

• Please note the evaluation criteria and client references section carefully. Evaluations are based solely on the information you provide in your response.

Scope of Work

Closing Remarks Deadline for Questions: 03/19/2026 at 2:oo PM CT Questions must be submitted via email to procurements&contracts@tceq.texas.gov

Deadline for Response Submission:

03/27/2026 at 2:00 PM CT Proposal responses must be submitted via TCEQ’s FTP server.

Refer to instructions beginning on pg. 4 of the solicitation.

Remember to sign your response and include all the required documentation.

Thank you for attending this pre-proposal conference.

We look forward to your response.

Addendum 1 Scientific Expertise and Research Services Page 4 of 4

P.O. Box 13087, MC 182

Austin, Texas 78711-3087

EXHIBIT 2:

PRE-PROPOSAL VENDOR ATTENDANCE

Name Email Trey Payne (External) trey@aexservices.com Leslie McFarland (Unverified) Brent Absolute Rentals (Unverified) Anna Gonzales (External) Anna.Gonzales@freeman.com Trey Payne (External) trey@aexservices.com