ESBD_492722_1772141501982_RFP 644-26-020126-Giddings Heating Ventilation and Air Conditioning (HVAC) Project.docx

Texas Juvenile Justice Department 1801 N. Congress Ave., Suite 13.14000 Austin, TX 78701

REQUEST FOR PROPOSAL

Giddings Heating, Ventilation, and Air Conditioning (HVAC) Project

RFP # 644-26-02012026

NIGP Class/Item:

910-17 910-36 914-50

Posting Date: February 26, 2026

Table of Contents

Definitions and Acronyms Page 3

Section I General Information Page 5

Section II Scope of Work Page 6

Section III Proposal Submittal Information Page 9

Section IV General Requirements Page 21

Exhibit A Execution of Offer Page 22

Exhibit B Price Form Page 24

Exhibit C Terms and Conditions Page 25

Exhibit D VETHUB Subcontracting Plan (HSP) Page 38

Exhibit E Preferences Page 47

Attachment A Project & Code Summary Page 48

Attachment B Project Manual Page 74 Definitions and Acronyms:

As used in this Solicitation, unless a different definition is specified, or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued and posted to the ESBD.

“Additional Evaluation Activities” include Clarifications, Technical Discussions, and/or Site Visits. These Additional Evaluation Activities follow the evaluation of the written Proposals and may be utilized by TJJD to evaluate and ensure specifications meet TJJD’s needs as outlined in the Solicitation. Additional Evaluation Activities provide an opportunity for Respondents to highlight the strengths and unique aspects of their Proposals or clarify them.

“Awarded Respondent” includes a respondent that is an entity—such as a business, organization, or individual—that has been selected as the winner of a solicitation, RFP (Request for Proposals), or grant process to receive a contract or funding. They are the successful bidder responsible for providing goods or services.

“Business Day” means days occurring Monday through Friday except for the legal holidays observed by the State of Texas. The terms “Working Days” and “Business Days” may be used interchangeably. All uncapitalized references to “days” shall be calendar days.

“Calendar Days” means days that represent a full 24-hour period, running from midnight to midnight, and include every single day on the calendar—weekdays, weekends, and public holidays without exception.

“Central Standard Time (CT)” means Central Time or the Central Time Zone. For the purposes of this RFP, it does not distinguish between standard time and daylight savings time.

“Contract Execution” means the performance of all acts necessary to render the Contract complete and legally binding between two or more parties.

“Contract Management” means a core function that involves the continual monitoring of a Contractor’s performance to ensure its compliance with the terms and conditions of the Contract.

“Contract Term” means the period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“Contractor” means the Party selected to provide the Goods or Services to the State under the Contract.

“ESBD” stands for the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at https://www.txsmartbuy.gov/esbd “General Contractor” means the manager and central point of contact for a construction project, responsible for overseeing daily operations, hiring subcontractors, procuring materials, and ensuring the project is completed safely, on time, and within budget.

“HVAC” stands for Heating, Ventilation, and Air Conditioning, referring to the systems that control temperature, humidity, and air quality in buildings to provide thermal comfort and a healthy indoor environment by moving and regulating air. These systems are crucial for maintaining comfortable temperatures in winter and summer, and ensuring a constant supply of fresh, filtered air throughout the year, through components such as furnaces, air conditioners, ductwork, and thermostats.

“KPI” stands for Key Performance Indicators, which are requirements that reach a level of criticality where a failure to meet the stated performance results in harm to TJJD, and Liquidated Damages apply.

“Key Personnel” means all executive, director, or management-level personnel, and project managers positions assigned to the Contract by the Awarded Respondent.

“LDs” stands for Liquidated Damages, an exact amount of money, or a set formula to calculate the amount of money, a party will owe if it breaches a contract, to compensate the injured party for its losses, which shall be monetary remedies, including recoupment, payment hold, imposition of penalties or damages, exclusion, debarment, suspension, or revocation.

“Proposal” means a written offer to contract with the State, submitted in response to this Solicitation.

“Respondent” means the individual or entity responding to this Solicitation.

“Service Provider” means a licensed, trained professional or company that installs, maintains, and repairs the systems responsible for heating, cooling, and air quality in residential or commercial buildings.

“Split Unit” means the system is divided into two parts: an indoor unit (evaporator/air handler) and an outdoor unit (compressor/condenser), connected by refrigerant lines, allowing efficient cooling or heating of specific rooms or zones, as in central ACs.

“Solicitation” means this RFP, including all exhibits, attachments, forms, and addenda, if any.

“Solicitation Consideration Documents” means documents that must be submitted by Respondent with the Solicitation Response to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“Subcontractor” refers to a person or business hired by the general contractor to perform specific parts or specialized tasks of a larger project, working under the main contractor’s supervision but as an independent entity.

“State” means the State of Texas and its instrumentalities, including TJJD, and any other State agency, its officers, employees, or authorized agents.

“TJJD” stands for Texas Juvenile Justice Department, which operates five secure facilities and three halfway houses serving youth up to age 18 who've committed felony-level offenses and been assigned by juvenile court judges to a program of rehabilitation at TJJD campuses.

“TYC” stands for Texas Youth Commission, which supervises youth committed to state confinement by local courts.

“Texas CPA” stands for Texas Comptroller of Public Accounts. The State agency responsible for maintaining the State's central fiscal accounts for requesting payments into and out of the funds held by the Texas State Treasury and for State procurement activities.

“Total Score” means the Final Written Response Score as outlined by this Solicitation.

“VETHUB Subcontracting Plan” or “HSP” stands for Veteran Heroes United in Business documentation regarding the use of subcontractors, which is required to be submitted with all responses to State agency contracts with an expected value of $100,000 or more, where the State agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by the State agency during the term of the Contract.

“VPTS” stands for Vendor Performance Tracking System, as defined under Section 2262.055 of the Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division 2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

“Work Plan” means the plan of construction activities for the Project, comprising calendar days that show all major construction milestones, trade activities, and the total length of the construction project, along with any other requested information outlined in the RFP. The Work Plan will be incorporated into the Contract upon acceptance by TJJD.

SECTION I

GENERAL INFORMATION

A. INTRODUCTION:

The Texas Juvenile Justice Department (TJJD) is accepting proposals for the installation of new air conditioning units, the replacement of existing units, associated ductwork, controls, electrical, and plumbing modifications necessary for upgrading the Heating, Ventilation, and Air Conditioning (HVAC) systems located at the Giddings State Juvenile Correctional Facility. TJJD is hereby seeking offers from qualified Respondents experienced in the installation and removal of HVAC systems. The responding vendor shall have all applicable, up-to-date licenses/certifications, as well as the necessary insurance and bond.

B. BACKGROUND:

Texas Juvenile Justice Department (TJJD) was formed in 2011, when the Texas Legislature combined the functions of the Texas Youth Commission (TYC) and the Texas Juvenile Probation Commission. It is charged with keeping communities safe through its role in helping high-risk youthful offenders reform and find a more successful future. TJJD operates five secure facilities and three halfway houses serving youth up to age eighteen (18) who’ve committed felony-level offenses and been assigned by juvenile court judges to a program of rehabilitation at TJJD campuses. The youth population within the TJJD currently ranges from 750 to 800. TJJD’s mission is to provide public safety, promote positive behavioral change among youth inmates, reintegrate them into society, and assist crime victims.

C. PERIOD OF PERFORMANCE:

TJJD intends to issue one Contract for the services described within this solicitation. The term of the Contract will be tentatively from May 15, 2026, through August 31, 2027. The terms, conditions, and rates must remain as stated in the Contract, with any approved changes. Any Respondent submitting a proposal in response to this solicitation accepts TJJD’s methodology and evaluation process listed herein for awarding Contracts.

D. SOLICITATION POINT OF CONTACT FOR TJJD:

Primary Contract Specialist Contact:

Deanna Kinsfather, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Email: deanna.L.Kinsfather@tjjd.texas.gov Secondary Contract Specialist Contact:

Joel Navarro, CTCM, CTCD Texas Juvenile Justice Department 1801 N. Congress, Austin, Texas 78701 Email: Raymond.J.Navarro@tjjd.texas.gov The Contract Specialist will serve as the primary 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 Primary Contact are the VETHUB Coordinator or, if expressly directed by the Primary Contact, another designated TJJD representative, e.g., during Contract negotiations, if any. Should vendors have questions regarding proper completion of the VETHUB Subcontracting Plan (HSP), the VETHUB coordinator may be contacted at:

TJJD Veteran Heroes United in Business (VETHUB) Coordinator:

Name: Kellie Love Telephone: 254-218-2065 Email: Kellie.Love@tjjd.texas.gov

SECTION II

SCOPE OF WORK

A. STATEMENT OF WORK:

TJJD is seeking a qualified Respondent to provide all labor, materials, equipment, and services necessary for the installation and removal of HVAC upgrades for the Giddings State Juvenile Correctional Facility. The responding vendor shall have all applicable, up-to-date licenses/certifications, necessary insurance, and required bonds. The work shall include delivery, setup, integration, and testing to ensure full operational functionality, as well as the removal and replacement of all related waste from this project, in accordance with applicable codes and TJJD specifications.

B. SCOPE OF WORK:

The respondent must provide a detailed response package demonstrating their construction expertise and ability to offer TJJD a best-value contract to execute the Giddings HVAC Project. Include all attachments and information as required in this RFP.

1. Respondent must provide all labor, materials, copies of current insurance, bonds, equipment, and supervision required.

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

3. Provide a summary of deliverables required for this solicitation and any additional deliverables the Respondent plans to use to execute this effort using the format below. The summary should include a description of key deliverables and milestones, along with estimated completion dates.

8/31/2027

4. Scope of work includes demolition and replacement of twelve (12) existing Split Units, installation of new ductwork on all indoor units, all associated structural, electrical, and plumbing work, control devices and programming, and miscellaneous related work.

5. Successful Respondent must coordinate with the Maintenance Supervisor for the Giddings State Juvenile Correctional Facility for required electrical service upgrades on behalf of TJJD on time and order long lead time materials to avoid delay or pause in work.

6. Work will be performed in an occupied building, at 2261 James Turman Road, Giddings, Texas 78942, and must be coordinated in a manner that will not cause major disruption to normal operations and take the necessary measures to ensure the youth in TJJDs care are safe and secure.

7. The full scope of work is outlined in Attachment A: Project & Code Summary and Attachment B – Project Manual. This document contains binding project information.

8. For each Split Unit, the Respondent shall provide, in complete and perfect working order, a new Split Unit and all required materials to complete this project. The Respondent shall provide all necessary material, appurtenances, and labor for the installation.

9. All work performed shall comply with all federal, state, and local laws, codes, and standards.

C. TRAINING:

Respondent to provide training specific to the product and aligned with TJJD needs.

D. DELIVERABLES:

The following are the requirements and expectations for all deliverables:

1. Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the TJJD Project Manager or designee.

2. All deliverables must be submitted in a format approved by the TJJD Project Manager.

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

4. A request for a revised schedule must be reviewed and approved by the TJJD Project Manager before any changes in scheduling will be permitted. Contract Terms and Conditions may outline remedies, costs, and other actions in response to the facts related to a 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 will apply, such as change management, acceptance, and risk and issue management. Respondent will utilize an agreed-upon Project Management methodology.

7. The Respondent shall provide a monthly progress assessment report to the HUB coordinator, if applicable.

E. 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:

1. Be, in TJJD’s sole judgment, an established company that is financially stable with the ability to meet the financial responsibilities of this project; and

2. Respondent must have a minimum of five (5) consecutive years of experience within the past ten (10) years as a General Contractor and provide references to the Texas Juvenile Justice Department. Respondent must also have at least three projects completed within the last five years with a dollar value and complexity equal to or greater than the proposed project.

3. 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 TJJD contract requirements.

F. PERSONNEL QUALIFICATIONS:

1. Key technical staff must 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 the 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. Developing and presenting training materials for end users and technical staff;

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

e. Providing project management services.

G. SUBCONTRACTORS:

Subcontractors providing services under the Contract shall meet the exact 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 the Respondent’s initial proposal. Respondent must obtain prior approval from TJJD before Respondent enters into any subcontracting agreement, both in the present Contract as well as subsequent Contracts. TJJD must approve all subcontractors and subsequent Contracts and obtain prior approval from TJJD before the 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 inquiries from TJJD and subcontractors.

H. 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 13.1400, Austin, Texas 78701.

Payment will be made within thirty (30) days of receipt of a correct, itemized invoice or billing statement. Awarded Respondent shall submit one (1) invoice showing the Awarded Respondent's name, address, TJJD Contract number, payee I.D., itemization of the services provided, itemized amount of services provided, the name and division of the 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.

I. 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.

J. BUSINESS CONTINUITY AND DISASTER RECOVERY PLAN:

Respondent must 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 must detail the Respondent’s backup and recovery process as part of their proposal.

SECTION III

PROPOSAL SUBMITTAL INFORMATION

A. SCHEDULE OF EVENTS:

The dates in this Schedule of Events are tentative, and TJJD reserves the right to modify these dates at any time. At the sole discretion of TJJD, events listed in the Schedule of Events are subject to changes and cancellation. Scheduling changes or cancellations made before the Deadline for Submission of Proposals will be published as an Addendum to the ESBD. Respondent is required to sign and return an Addendum or Addenda with the Proposal.

EVENT DATE

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

Pre-Proposal Conference/Mandatory Site Visits:

B. PROPOSAL REQUIREMENTS:

1. Purpose of Instructions The following paragraphs provide instructions for preparing the proposal and the required format. These instructions are designed to ensure 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 to comply with these instructions may result in the proposal being excluded from further consideration.

2. Submission of Proposal Proposals must be typed using 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 must contain individual sections, as well as subsections addressing each of the solicitation criteria in order.

b. Proposals must be received by TJJD by email to the TJJD Contracts E-bids email box listed in this solicitation. Proposals must be received by TJJD on or before 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 must have the solicitation number, the respondent's name, and the Respondent’s business name. The email shall include 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 an 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 the Parties fully execute a Contract. 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 bear the correct corporate name and be signed by an authorized officer of the corporation. The 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’s name. Proposals of a joint venture shall be signed by all members or by a member of the joint venture if there is attached to the Proposal a copy of the Joint Venture Agreement evidencing that the Proposal is signed by the member who has authority to bind the Joint Venture.

Unsigned proposals will not be considered under any circumstances.

C. RESPONSE CONTENT REQUIREMENTS AND SUBMISSION:

Content: Below is a summary of the 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 must be submitted with the response. Failure to do so may result in disqualification.

1. Response Content Submission:

TAB 1 Transmittal Letter, addenda (if applicable), all signed TAB 2 Company Information TAB 3 Work Plan and Technical Approach TAB 4 Preferences TAB 5 Execution of Offer (Exhibit A) TAB 6 References TAB 7 Solicitation Exceptions and/or Assumptions TAB 8 HUB Subcontracting forms (Exhibit D)

Important Note: The price form must be submitted as a separate document from the rest of the proposal. It should be attached to the same email, clearly marked as a separate file, to ensure proper evaluation.

Price form (Exhibit B)

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 a summary of proposed features, signed.

1.Acknowledgement of solicitation addenda(s), 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, includes the date and state of incorporation;

3. Primary Service location(s);

4. Physical and mailing address, if different;

5. Other service locations;

6. Telephone and facsimile number;

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

8. Provide a copy of the Respondent's current insurance policies for the purpose of responding to this solicitation.

9. Provide a copy of the current bond certificate for the purpose of responding to this solicitation.

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 have been involved in over the past five (5) years.

b. Key Personnel Qualification and Experience: (20 Points) 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:

Respondents shall be in good financial standing and current in payment of all taxes and fees, such as state franchise fees. The respondent must have the financial capacity to fulfill the requirements outlined in the Contract. TJJD will review the Respondent's audited or unaudited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the Respondent's financial stability. Consolidated financial statements are not acceptable. The financial statements must be for the specific business entity responding to the solicitation and must cover the entire Contract term. For any financial statements submitted at a level above Level 1, the Respondent must 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):

i. Level 1 – A complete set of audited financial statements based on US Generally Accepted Accounting Principles (US GAAP). The submission must include the notes to the financial statements as well as any other information covered by the auditor’s opinion.

ii. Level 2 – A complete set of audited financial statements based on other than US GAAP but acceptable to the country of origin. The submission must include a letter from the certified public accountant 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.

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

iv. 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 regard to the statements. If the CPA is not independent, the report must state that the accountant is not independent.

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

TAB 3: Work Plan and Technical Approach: (35 Points) 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 HVAC 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 the completion of the HVAC upgrade, training of TJJD personnel, user testing, rollout, and removal of material/waste cleanup. Limit responses to facts, solutions to problems, and plans of proposed action.

5. Respondent shall provide the type, brand, and tonnage that your company intends to provide for this project.

TAB 4: Preferences:

Describe all procurement preferences to which the Respondents are entitled under the 34 TAC 20.306, Texas Administrative Code, such as Disabled Service Veteran or Services from Economically Depressed or Blighted Areas. (Exhibit E).

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

TAB 6: 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 number;

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 7: 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. If 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, the 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 8: VETHUB Subcontracting Plan (HSP) (Exhibit D):

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

Important Note: The price form must be submitted as a separate document from the rest of the proposal. It should be attached in the same email but clearly marked as a distinct file to ensure proper evaluation.

Price Form: (Exhibit B) (15 Points) Provide and submit with the proposal. Be specific, including the price per HVAC unit, the cost of trash/waste removal, and the cost of duct materials.

D. VETERAN HEROES UNITED IN BUSINESS (VETHUB):

TJJD promotes and encourages Contracting and sub-Contracting opportunities for the State of Texas Veteran Heroes United in Business (VETHUBs). Successful vendors are strongly encouraged to subcontract with VETHUBs and may obtain assistance from TJJD to identify available VETHUBs, both before and after the award of any Contracts from TJJD. TJJD and its vendors must make a good-faith effort to use CPA policies regarding HUBs.

The vendor must state whether it is a VETHUB. If yes, submit a copy of the registration.

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

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

The vendor shall state its willingness to submit monthly progress assessment reports regarding its HSP.

TJJD has determined that there are probable Subcontracting opportunities within the scope of work for this proposal/offer. Please complete the VETHUB Subcontracting Plan forms and instructions in Exhibit D.

TJJD has made a good faith effort to identify potential areas of Subcontracting based on its understanding of this procurement request. Vendors are not limited to the potential Subcontracting areas listed below. TJJD is relying on the vendor’s expertise to fully identify Subcontracting opportunities that best align with its organization and this procurement request. Vendors who intend to subcontract are responsible for identifying all subcontracted areas and must make a good-faith effort for each identified Subcontracting area, as required by the VETHUB Subcontracting Plan Form documents.

VETHUB Subcontracting opportunities may be available in the following commodity class/item codes:

The list above is neither comprehensive nor intended to be so, as it identifies only a subset of subcontracting opportunities.

E. INQUIRIES:

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

Primary Contact:

Deanna Kinsfather, CTCM, CTCD deanna.l.kinsfather@tjjd.texas.gov

Secondary Contract Specialist Contact:

Joel Navarro, CTCM, CTCD Raymond.J.Navarro@tjjd.texas.gov

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. If the Respondent 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 the disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for business unrelated to this solicitation.

4. Any changes to this solicitation 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. 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 an addendum, all terms and conditions that 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, must be made through the 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 through 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's proposals. This restriction does not preclude discussions between affected parties for 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 addenda(s) 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 must 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 who submitted any particular inquiry.

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.

3. The Agency will not accept solicitation responses or proposal documents that are encrypted, password-protected, or otherwise secured in a manner that prevents immediate access by the Agency at the time of submission opening. Responses submitted in an encrypted or password-protected format will be considered non-responsive 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 the stated time on the date specified in the Deadline for Submission of Proposals, as outlined in the Schedule of Events.

2. Telephone calls and facsimiles are not acceptable 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 the Contract award.

K. EVALUATION PROCESS:

The selection of the proposal for award will be based on the Best Value to TJJD. The TJJD will determine the Best Value solely by evaluating each proposal. TJJD reserves the right to reject any and all proposals, or to resolicit 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 TJJD employees 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 the 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 must set forth full, accurate, and complete information, and all forms must be signed as indicated and as required by this solicitation. If the unmet requirement is considered a minor irregularity or an inconsequential variation, TJJD may grant an exception at its discretion, and the proposal may be considered responsive. This may occur only if the variation has negligible significance for price, quality, quantity, or service delivery and does not affect the competitiveness of other proposals.

Note: Failing to sign - 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 the best value is obtained. 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, the 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 that are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. Additionally, Respondents involved in litigation with the 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 website 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 become unavailable.

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 in awarding one Respondent if that Respondent clearly outscores all other Respondents. The BAFO stage may include oral presentations, demonstrations, discussions, and/or site visits to fully understand a respondent's capabilities. 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 the “short list” proposals using the same criteria and use these scores as the final evaluation scores.

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

100%

EVALUATION CRITERIA

Completeness of Response:

Responses to this solicitation must 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, will 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.