ESBD_499410_1775488174608_7_Pre-Bid Meeting 304T-26-975M4.1 Em Ground Support.pdf
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- Solicitation number
- 304T-26-975M4.1
- Issued by
- Travis County, Austin City, Texas
About this file
This is a pre-submission meeting presentation document for RFP No. 304T-26-975M4.1, issued by the State of Texas Comptroller of Public Accounts (CPA) Statewide Procurement Division on behalf of the Texas Division of Emergency Management (TDEM) for Emergency Ground Support Equipment Rentals on a contingency basis. The solicitation encompasses multiple equipment categories including heavy equipment (forklifts ranging from 3,500 to 49,999 lbs capacity), generators (0-18.9 KW through 1,000-2,499.9 KVA), light towers, HVAC units, trash pumps, roll-off dumpsters, portable toilets, hand wash stations, shower facilities, and contractor liaison services for the State Operations Center during declared disasters. Respondents must submit pricing for a minimum threshold of line items within each equipment category (generally 75 percent, with 60 percent required for roll-off dumpsters) and must provide daily, weekly, and monthly rental rates along with delivery, pickup, and transportation fees. The pre-proposal conference was held on April 6, 2026, at 9:00 AM via Microsoft Teams, with a questions submission deadline of April 8, 2026, and responses due by April 28, 2026, at 1:30 p.m. Central Time. The initial contract term extends from the notice of award through December 31, 2026, with four renewal options extending through December 31, 2030, and CPA intends to award contracts to multiple vendors per line item group based on best value to the state.
Key submission requirements include completion of a mandatory HUB Subcontracting Plan with a 2.0 percent subcontracting goal, a properly formatted mandatory price sheet, and five required attachments (Execution of Response, Respondent Information, Preferences, Insurance Statement of Intent, and Self-Insured Retention Certification if applicable). Respondents must provide written notice to at least three Texas certified HUBs and two trade organizations at least seven working days prior to bid submission. Insurance requirements include $1,000,000 commercial general liability, $500,000 automobile liability, workers' compensation at statutory limits, and $1,000,000 umbrella or excess liability coverage. Contractor prices are subject to annual adjustments tied to specific Bureau of Labor Statistics Producer Price Indices for different equipment categories, with additional allowable fees including refueling convenience charges, hazardous material/environmental cleaning fees, long-distance transportation fees for deliveries beyond 100 miles, and landfill fees. The presentation emphasizes six common reasons for proposal failure: late submission, incomplete HUB Subcontracting Plan, incorrect price sheet format, missing signatures, material exceptions to terms and conditions, and failure to meet specifications. All respondents must comply with comprehensive state and federal certifications and representations, and the awards will be available for use by all state agencies, institutions of higher education, and Texas SmartBuy cooperative members.
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We will start promptly at 9:00 AM
Pre-Submission Meeting 304T-26-975M4.1
Emergency Ground Support Equipment Rentals, Contingency
Statewide Procurement
Pre-Submission Meeting 304T-26-975M4.1
Emergency Ground Support Equipment Rentals, Contingency
CPA Statewide Procurement Division Statewide Contract Development (SCD)
April 6, 2026
Verbal answers are preliminary and unofficial.
Only written answers issued via addendum are official.
I. Introductory remarks and attendance call II. Solicitation Schedule III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Top six reasons for failure:
1. Submitting late
2. Not completing HSP correctly
3. Price sheet in wrong format
4. Missing signatures
5. Submitting material exceptions
6. Not meeting specification
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Solicitation Schedule
The Respondent is solely responsible for ensuring that its Response is received by CPA before the deadline at the proper destination server. It is recommended that Respondent begin the process well in advance of 1:30 pm on the due date.
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
VetHUB Subcontracting Plan
CPA has identified probable subcontracting opportunities for part or all of the contract.
CPA will Responses received without the HSP as a material failure to comply with the requirements of this Solicitation.
Your submission must include a compliant HUB Subcontracting Plan.
Even if you are 100% self-performing Even if you are a VetHUB
NOTE: Subcontracting to an affiliated company with a different EIN, specifically to fulfil the requirements of this contract does not qualify as self-performing.
Three Options: (See HSP Quick Checklist)
• Not subcontracting - 100% self performing
• Subcontracting to a VetHUB
• Subcontracting (TBD)
– Must notify three Texas Certified HUBs
– Must notify two trade organization or development centers
WRITTEN NOTICE = SEVEN WORKING DAYS
Take advantage of the HSP Courtesy Review Program!
Given the seven working day notification requirement, it is suggested you submit to
VetHUBprogram@cpa.texas.gov for review a minimum of 12 working days prior to bid due date
VetHUB Program contact information:
512-463-5872
VetHUBprogram@cpa.texas.gov
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Mandatory Price Sheet
• CPA will Responses received without the Mandatory Price Sheet.
• Altering the Mandatory Price Sheet will the response.
• Respondent must complete the Mandatory Price Sheet and return with Response in the format requested.
• Respondent must submit the price sheet electronically in its original format even if Respondent submits a hard copy of its Response.
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Attachments A, B, C, D, and E *** Return with Response ***
• Attachment A: Execution of Response
– Failure to complete, sign, and submit this form will the Response.
• Attachment B: Respondent Information
– Your response cannot be processed without this information.
• Attachment C: Preferences
– Tie breaker information
Attachments A, B, C, D, and E *** Return with Response ***
• Attachment D: Insurance Statement of Intent
– Submit in lieu of proof of insurance
– Your response cannot be processed without this document
• Attachment E: Self Insured Retention Certification
– Only required you intend to use self insured retention.
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Part A Requirements specific to this solicitation
– Solicitation schedule
– Method of price adjustments
– Insurance and licensing requirements
– Scope of service
– HSP requirements
– Evaluation of response
– Awards Approach
– Submission requirements
Part B Applies to all SPD Solicitations
– General Instructions
– General Terms and Condition
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Terms and Conditions – Parts A & B
• Instead of including exceptions, Respondents should request any desired modifications to the solicitation through the question-and-answer process.
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Scope of Service
• CPA may any Response that includes exceptions that materially change the Scope of Service.
• Instead of including exceptions, Respondents should request any desired modifications to the solicitation through the question-and-answer process.
III. VetHUB Subcontracting Plan IV. Mandatory Price Sheet V. Attachments A, B, C, D, and E VI. Parts A and B VII. Terms and Conditions VIII. Scope of Service IX. Questions/Comments
Agenda
Top six reasons for failure:
1. Submitting late
2. Not completing HSP correctly
3. Price sheet in wrong format
4. Missing signatures
5. Submitting material exceptions
6. Not meeting specification
Solicitation Schedule
The Respondent is solely responsible for ensuring that its Response is received by CPA before the deadline at the proper destination server. It is recommended that Respondent begin the process well in advance of 1:30 pm on the due date.
VetHUB Program contact information:
512-463-5872
VetHUBprogram@cpa.texas.gov
Verbal answers are preliminary and unofficial.
Only written answers issued via addendum are official.
Contact Info
Please email questions and comments to:
Noah.Holdren@CPA.Texas.gov
| Slide Number 1 |
| Pre-Submission Meeting�304T-26-975M4.1�Emergency Ground Support Equipment Rentals, Contingency |
| Slide Number 3 |
| Slide Number 4 |
| Slide Number 5 |
| Slide Number 6 |
| Solicitation Schedule |
| Slide Number 8 |
| VetHUB Subcontracting Plan |
| VetHUB Subcontracting Plan |
| VetHUB Subcontracting Plan |
| VetHUB Subcontracting Plan |
| VetHUB Subcontracting Plan |
| Slide Number 14 |
| Mandatory Price Sheet |
| Slide Number 16 |
| Attachments A, B, C, D, and E�*** Return with Response *** |
| Attachments A, B, C, D, and E�*** Return with Response *** |
| Slide Number 19 |
| Part A |
| Part B |
| Slide Number 22 |
| Terms and Conditions – Parts A & B |
| Slide Number 24 |
| Scope of Service |
| Slide Number 26 |
| Slide Number 27 |
| Solicitation Schedule |
| VetHUB Subcontracting Plan |
| Slide Number 30 |
| Contact Info |
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