ESBD_494116_1773439096291_3202500075 - Addendum 2.pdf

Purpose:

Addendum #2 Issue date 3/12/2026

Request for Proposals Trinity IT Closet HVAC RFP No. 3202600075

Owner:

Texas Workforce Commission (TWC) 101

East 15th Street, Austin, Texas 78778

1. This addendum is to inform all, that the Pre Proposal Conference presentation and the sign-in sheet have been uploaded

Signature Date warnefr1 Cross-Out warnefr1 Inserted Text

PRE-SOLICITATION CONFERENCE

RFP 3202600075

Trinity IT Closet HVAC

Texas Workforce Commission Procurement & HUB Services (PHS)

Wednesday, 3/11/2026 @ 11:00 AM CT

AGENDA

Discussion Topics

∙ Welcome, Introductions

∙ RFP Overview

Reminders

• TWC is recording today’s meeting and will be uploading these slides, list of attendees and a link to the recording as an addendum on the TWC Procurement Portal and the notification for the addendum will be posted to the ESBD;

• Check the TWC Procurement Portal or ESBD frequently

• The ESBD link for this solicitation is:

https://www.txsmartbuy.gov/esbd?&page=1&solicitationId=3202600075

• Submitting questions

• Deadline : March 18, 2026 5:00 PM CT

• Submit using the “Vendor Discussion” function TWC Procurement

Portal

FIRST***

https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities https://www.txsmartbuy.gov/esbd?&page=1&solicitationId=3202600075 https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities

INTRODUCTION OF SPEAKERS AND STAFF

Fred Warner Purchaser

Purchasing and Hub Services

Doug Hubnik Project Manager

EEA Consulting Engineers

Paul Grimes Project Manager

TWC Construction and Facilities Management

RFP OVERVIEW

The Texas Workforce Commission (TWC) is accepting proposals to provide and install six (6) Variable Air Volume (VAV) Heating, Ventilation, and Air Conditioning Boxes needed for additional HVAC at TWC’s Trinity Facility IT Closets, floors 1 through 5. The details of this project's Scope of Work are identified, and discussed, in the project's Drawing Set. The location of this project is at the TWC Trinity Building located at 1117 Trinity St, Austin, Work Hours

• All work is to be performed after hours, 6pm-6am Monday-Friday, as long as noise levels are acceptable and there are not noxious fumes entering building.

• Weekend, and holiday work is allowed with advance notice/approval.

• Building will be occupied during the entire construction period; if work disrupts normal operations, work will have to stop and be rescheduled for alternate hours.

• Utility or HVAC shutdowns need to be scheduled with the TWC- PM 2 weeks ahead of the shutdown.

• Proper barricading will be required in areas of construction activities at all times.

Criminal Background Check

• For all workers; form P33 will be provided and is conducted by TWC HR at no cost to contractor.

• Contractor must keep a running list of approved workers and share with Project Manager. For each new worker added to the jobsite, they must go through the background check before being allowed on the property.

Required Certifications US Department of Security’s E-Verify System:

• TWC Terms and Conditions 3.4 requires compliance. Contractor may be required to confirm compliance.

Prevailing Wage Scale –Attachment 6

• Contractor and subcontractors shall keep records of all workers and wages paid to workers as required in TWC UGC Section 2.

• Posters must be posted on jobsite in accessible area. TWC can provide PDFs of the required posters. We use Francis Bacon version of wage rates.

Supervision

• Onsite superintendent shall be onsite at all times, this person must be capable of making decisions for the contractor.

Bonds - TWC UGC Attachment 2 Section 3.3 Bonding Requirements

• A 5% Bid Bond is required for total amount of the contract, including alternates or allowances.

• Over $25,000 – In addition to the bid bond, a Payment Bond is required for the total amount of the contract, including alternates and allowances.

• Over $100,000 – In addition to the bid bond and payment bond, a Performance Bond is required for the total amount of the contract, including alternates and allowances.

• Each bond shall be executed by a solvent corporate surety or corporate sureties authorized to do business in Texas, acceptable to TWC and on forms approved by the Attorney General of Texas. Each bond must be accompanied by a Power-of-Attorney.

Inspections/Meetings

• Project manager and/or project architect will make onsite visits, written reports will be issued.

• Meetings via Teams video will be held weekly. Contractor is responsible for scheduling , providing agendas , recording and distributing accurate meeting minutes. Reoccurring date each week will be determined after award of contract.

• Daily progress reports with photographs are expected from site superintendent to inform Project Manager of daily progress or any issues.

Insurance

• Successful contractor will be notified in writing, within 15 calendar days contractor shall provide an acceptable certificate of insurance, failure to do so may result in forfeiture of the contract award and bid bond.

• The certificates of insurance must be from company licensed to do business in the State of Texas; they will be reviewed and approved.

• Contractor must continue to provide current coverage for the entire warranty period.

Substantial Completion time for this project is 120 calendar days from notice to proceed (including pre-mobilization period, submittals, permits, etc.) to substantial completion. Page 7 of 8

• -After punch list is completed at end of the job, there will be 90 additional days allotted for administrative closeout paperwork to complete.

• (UGC 8.4.1) Liquidated Damages = $180.00 per day

• Permits

• Contractor shall follow all city, state, federal, industry standard practices.

• All work to be completed by licensed craftsmen (may ask for proof)

Trash/Clean Up

• Contractor responsible for all trash disposal – Do not use the building dumpster.

• Trash clean up and removal shall be done daily.

• Contractor can use facility toilets as long as they are kept clean, if it becomes a problem, contractor is responsible for providing separate toilet facilities for construction workers

• TWC can designate an area in the parking lot for a dumpster/storage container, as long as it does not become a problem and does not cause damage to location.

• Do not allow trash accumulation in equipment rooms or on the roof.

Misc. – Zero Tolerance

• Drug free workplace

• Workplace violence

• Sexual harassment

• Use of vulgar language

• No smoking except in designated areas.

• Work Area

• Contractor is allowed access to designated work area and route to work area only

RFP STRUCTURE & CONTENT

The RFP consists of the following documents:

Document # Document Family Purpose

01 RFP Main RFP document; provides instructions

RFP

Attachments 1-7

Provides instructions

03 through 06

RFP

Forms 1-6

Gathers information about Respondent, including RFP Form 2, the Price Proposal

RFP STRUCTURE & CONTENT

The main RFP document consists of the following sections:

Document # Purpose Article I Purpose, Authority and Schedule of Events Article II Scope of work Article III General Information Article IV Proposal Process Article V Proposal Evaluation and Award Process Article VI Required Proposal Information

RFP SCHEDULE

Section 1.4 Schedule of Events

Event Date and Time Deadline for Submitting Questions March 18, 2026 5:00 PM Central Time

Deadline for submission of Proposals April 3, 2026, 10:00 AM Central Time

Anticipated Notice of Intent Notification April 2026

RESPONSE ORGANIZATION (what you submit)

• Administrative Submission Requirements

• Written Proposal, including Price Proposal

Administrative Submission Requirements Document RFP Reference

*Execution of Response Form 1 Section 6.5

Organization Point of Contact Section 6.5

* Title Page Form 5

*Financial Information Form 4 Section 6.4

*Affirmation of Minimum Qualifications Section 5.5

* Project Milestone Schedule Section 6.1.2

Written Proposal Submission Requirements Document RFP Reference

Cost Proposal – Owners Allowance $15,000 Form 2, Section 6.6

Narrative Proposal – Executive Summary, Experience/Organizational Narrative, Proposed Solution

Section 6.1.1, 6.1.3

Contract Performance Section 6.2

*Past Project Performance References Form 3, Section 6.3

* Substitute W-9 and Direct Deposit Form Form 6

* Letter of Bonding Capacity Section 3.18

THINGS TO REMEMBER…

• Signed Addenda Respondent must provide a signed “page one” of each Addendum with their Response.

• References provided TWC is not responsible for non-responsive references

• Submitting your Response Make sure to “Submit” prior to the due date and time.

One (1) minute makes a difference when it comes to procurements!

EVALUATION CRITERIA

Section 5.5 Minimum Qualifications

• Respondent must have recently been in business for a minimum of three (3) years within the past 10 years, or the principals/owners must have had ownership/executive management experience within the last three (3) years in a previous company that provided VaV installation.

• Respondent has submitted Form 4 – Financial Soundness Questionnaire in accordance with Section 6.4.1 Financial Soundness

• Respondent has submitted the proposal in accordance with section 4.4 (Proposal Submission and Delivery). See also the optional Proposal Submission Checklist at Attachment 4.

• Respondent who received an overall score on the VPTS of “D” or below shall be disqualified from consideration for award.

EVALUATION CRITERIA

TWC shall consistently evaluate and score Proposals in accordance with the following criteria. See also Attachment 3 Evaluation Scoring Matrix.

a. Qualifications, Experience and Past Project Performance (45%);

b. Milestone Schedule (15%); and

c. Price (40%)

TWC’s review of Respondent’s history and experience includes consideration of Respondent performance as recorded in the CPA Vendor Performance Tracking System as described in Texas Administrative Code, 34 TAC 20.115.

Section 5.6 Written Proposal Evaluation Criteria

• Any changes or additional information regarding this RFP will be posted as an addendum to and the notification for the addendum will be posted to the ESBD.

• It is the responsibility of respondents to monitor the ESBD web site for addenda.

• Submit questions by March 18, 2026, 5:00 PM CT using the “Vendor Discussion” function in TWC Procurement Portal

• Submit your proposal by April 3, 2026, 10:00 AM CT in TWC Procurement Portal https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities

Thank you for attending today’s

Pre-Solicitation Conference!

Trinity IT Closets Prebid Sign In Sheet