TEXAS MILITARY DEPARTMENT OF THE STATE OF TEXAS

SOLICITATION

NIGP Code

961-19 Food Trucks and Mobile Catering Carts

SOLICITATION NO.

TMD26-TSG-0043801

TYPE OF SOLICITATION

INVITATION FOR BID (IFB)

DATE ISSUED

03/25/2026

INVITATION FOR BIDS (IFB) - TSG CATERING 1BDE APR 2026

Respondent must submit their responses via email to:

procurement@military.texas.gov no later than 2:00 P.M. CST on 04/13/2026

FOR INFORMATION CONTACT:

Ronald L. Bullock

Contract Specialist, CTCD, CTCM

Contract Administrator

PHONE: 512-782-6786

EMAIL: Procurement@military.texas.gov

RESPONSE (Respondent must fully complete)

DISCOUNT FOR PROMPT PAYMENT: 10 DAYS

20 DAYS

30 DAYS

___ DAYS

ACKNOWLEDGMENT OF ADDENDA:

Respondent acknowledges receipt of solicitation addenda and related documents numbered and dated:

ADDENDUM NO. DATE ADDENDUM NO. DATE

NAME AND ADDRESS

OF Respondent:

RESPONSE DATE

TELEPHONE NO. (Include area code)

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

CERTIFICATION, DISQUALIFICATION, and REMEDIES By signing this document, Respondent represents and warrants that all statements, certifications, and information submitted in response to this solicitation are true, current, complete, and accurate.

Failure to sign will disqualify response. TMD may pursue and enforce any available remedies against the Respondent for making false statements, including disqualifying the Respondent’s response, immediately cancelling any Contract awarded to Vendor, or recommending State of Texas debarment.

This solicitation must be in accordance with the attached Standard Terms and Conditions rev. 7 12/16/2025. Unit prices must govern in the event of extension errors.

TERM, PRICING, and FUNDING The initial contract term is effective on the effective date stated in the notice of award, or purchase order if there is no notice of award.

TMD will not allow changes after Date of Award to terms or pricing during either the initial term of the Contract or any optional renewal period. The continuation of the Contract for any period is subject to the availability of TMD’s funding source for the Contract.

mailto:procurement@military.texas.gov mailto:Procurement@military.texas.gov

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ANTICIPATED SCHEDULE OF EVENTS

TMD currently anticipates that the selection of successful Respondents and award of the contract, if any, will proceed according to the following schedule:

Date Time CT Event

03/25/2026 Solicitation Posted to ESBD

03/31/2026

10AM - 11AM &

1PM - 2PM

Mandatory Site Visit

Texas Military Department Fort Wolters Training Site, 734 Warren, Mineral Wells, TX 76067

Failure to attend one (1) of the two (2) the site will result in disqualification of the response.

04/01/2026

10AM - 11AM &

1PM - 2PM

Mandatory Site Visit

Texas Military Department McGloin Ranch, 5485 N. Main St, Mathis, Texas 78368

Failure to attend one (1) of the two (2) the site will result in disqualification of the response.

03/31/2026

10AM - 11AM &

1PM - 2PM

Mandatory Site Visit

Texas Military Department Rellis Campus, 3100 TX-47, Bryan, TX 77807

Failure to attend one (1) of the two (2) the site will result in disqualification of the response.

04/02/2026

10AM - 11AM &

1PM - 2PM

Mandatory Site Visit

Texas Military Department Camp Swift, TA2, 850 FM2336, McDade, TX 78650

Failure to attend one (1) of the two (2) the site will result in disqualification of the response.

04/06/2026 2:00 PM Last day to submit written questions for clarification to TMD

04/08/2026 As

Appropriate Estimated date for TMD to post Question and Answer (Q&A) document to ESBD

04/13/2026 2:00 PM Deadline for TMD to receive Bids

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SECTION A—DEFINITIONS

SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

Pricing Instructions

B.2 INVOICE REQUIREMENTS

B.3 PAYMENTS

B.3.2 Payment Adjustment B.3.3 Late Payment B.3.4 Deductions for Unacceptable Compliance B.3.5 Withholding of Payment B.3.6 Debts and Delinquencies B.3.7 Right to Offset

B.4 mandatory PRICING SCHEDULE B.4.1 Contract Term Pricing

SECTION C - SPECIFICATIONS

C.1 INTRODUCTION

C.2 SPECIFICATIONS and Statement of Work C.2.1 Specifications C.2.2 Statement of Work

C.3 DELIVERABLES

C.4 TMD PERSONNEL

C.4.1. TMD’s Contract Administrator C.4.2 TMD’s Project Manager

C.5 INSURANCE REQUIRED UNDER THE CONTRACT

C.6 REFERENCES

SECTION D—CONTRACT COMPLIANCE REPORTS AND DATA

SECTION E—INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS

E.1 RESPONSE PREPARATION INSTRUCTIONS

E.2 AMENDMENTS TO THE SOLICITATION

E.3 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES

E.4 SIGNATURES ON RESPONSE SUBMITTED

E.5 RESPONSE ACCEPTANCE PERIOD

E.6 CONTRACT AWARD

E.7 TMD’s RIGHTS

E.8 RESPONSE SUBMISSION INSTRUCTIONS

E.8.1 Volume One – Contract Forms and Required Response Information E.8.2 Volume Two – Information Section E.8.3 Volume Three – Cost and Pricing Response

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E.9 DISCUSSION AND CORRESPONDENCE

E.10 SUBMISSIONS SUBJECT TO THE Texas public information act

E.12 ANTICIPATED SCHEDULE OF EVENTS

E.13 SITE VISTS

SECTION F—EVALUATION CRITERIA

SECTION G—LIST OF ATTACHMENTS

BY NUMBER AND TITLE

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SECTION A—DEFINITIONS

The following terms and acronyms used in this solicitation have the meanings given in this section unless the context indicates otherwise.

“Bid” means the Respondent’s response to this solicitation. A Bid is an offer to contract based upon the terms, conditions, and specifications contained within the solicitation. Bids do not become contracts until they are accepted through an open market purchase order.

“Respondent” means the individual, business entity, or organization that submits a response in reply to this solicitation with intent to contract with TMD.

“Business Days” means Monday through Friday except for federal, state, and legal holidays observed by the State of Texas.

“Business Hours” means 7:00 a.m. to 5:00 p.m. Central Time.

“Contract” means this formal, written, and legally enforceable agreement between TMD and Contractor.

“Contractor” means the individual, business or other entity awarded the Contract. In the context of submitting a response, “Contractor” also means “Respondent” and “Vendor.”

“Date of Award” means the date the Contract is fully executed.

“Days” means calendar days unless otherwise specified.

“Fiscal Year” means any of the one (1) year periods beginning September 1 and ending August 31 used for annual budgetary purposes by the State of Texas.

“Parties” means Contractor and TMD.

“TMD” means the Texas Military Department of the State of Texas, a state agency in the executive branch created under Texas Government Code Ch. 437.

“Vendor” means the individual, business entity, or organization at any stage in the procurement or contracting process (prior to response, during response, and after contract award).

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SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

Pricing Instructions

A. TMD seeks a Contractor that will provide the commodities and services described in Section C, Specifications on a no minimum, as needed, as requested basis. Pricing is firm fixed price for the commodities and services requested and authorized by TMD as provided under the Contract. Respondent must price the response on this basis.

B. Contractor must deliver and provide the commodities and services in compliance with all requirements of the Contract with such payment to be processed by TMD after TMD’s receipt, testing and acceptance of the commodities and services.

C. Respondent must submit a response that include all costs, fees, licenses, and expenses for Contractor’s delivery of the commodities and services and performance under the Contract and will represent Contractor’s sole compensation under the Contract. No minimum compensation is guaranteed under the Contract. No payments may be approved or made prior to TMD’s acceptance as provided in the Contract.

D. TMD reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of TMD and to reject any and all items bid at the sole discretion of TMD. TMD also reserves the right to accept or reject all or any part of any response, waive minor technicalities and award the response to best serve the interests of TMD.

E. Catalogs, brand names, or manufacturer’s references are descriptive only, and indicate the desired type and quality. Bids on brands of like nature and quality will be considered unless advertised under Texas Government Code § 2155.067. If a Respondent believes it can satisfy these specifications, it should bid its goods or services and explain how the specifications will be adequately met.

F. If bidding on specifications other than those stated within this solicitation, bid should show manufacturer, brand, or trade name, and other description of product offered. If other than brand(s) specified is offered, specifications, illustrations, and complete descriptions of product offered must be included with bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, model numbers, etc.

G. Unless otherwise specified, all items bid must be new and unused and of current production.

H. All electrical items must meet all applicable Occupational Safety and Health Administration (OSHA) standards and regulations and bear the appropriate listing from Underwriters Laboratories (UL), Factory Mutual Research Corporation (FMRC), or National Electrical Manufacturers Association (NEMA).

I. Consistent and continued tie bidding may cause rejection of bids by TMD and investigation for anti-trust violations.

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RespondentRespondentRespondentRespondentRespondentRespondentRespondentRespondentRespond entRespondentRespondentRespondentB.2 INVOICE REQUIREMENTS

Invoices are Contractor’s billing for goods or services rendered. TMD will pay Contractor on the basis of itemized invoices submitted to and approved by TMD. The invoices must show the actual deliverables provided and the attendant charge. Itemized invoices must clearly identify the project phase or title, deliverables delivered, the number of hours that each allocated employee worked if applicable, and the date range of work performance for this associated charge.

A. Contractor’s invoice must include the following:

1. the Contract number or Purchase Order number;

2. remittance address; and

3. any prompt payment discount offered.

B. Contractor must send an email with the invoice copy to Payables@military.texas.gov and to the Contract Monitor (if applicable).

An original, hard-copy invoice, if required, will be submitted to the office designated below:

Texas Military Department (TMD) Attn: Accounts Payable Department

P.O. Box 5218, Building 11 Austin, Texas 78763-5218

The State of Texas will not incur any penalty for late payment if the invoice fails to conform to the requirements of this section or if Contractor did not mail the invoice to the appropriate addresses identified in this section.

B.3 PAYMENTS

A. TMD recommends that Contractor receive payments by electronic funds transfer (EFT), also known as direct deposit. If Contractor elects to be set up for direct deposit payment, Contractor must submit a completed Direct Deposit Authorization Form (ATTACHMENT G.1 Direct Deposit Authorization Form 74-176 (Rev.9-2121)).

B. Regardless as to whether Direct Deposit is chosen, Respondent must submit a completed Texas Application for Payee Identification Number (ATTACHMENT G.2 Application for Texas Identification Number AP-152) to the following address:

Texas Military Department (TMD) Attn: Accounts Payable Department

P.O. Box 5218, Building 11 Austin, Texas 78763-5218

Reference: Contractor Set-up for Solicitation TMD26-TSG-0043801 mailto:Payables@military.texas.gov

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Notes: Contact Ronald L. Bullock when completed 512-782-6786 or Procurement@military.texas.gov.

C. If Contractor has previously submitted a completed Contractor Direct Deposit Authorization Form to TMD for another separate contract, another form is not required to be submitted.

B.3.1 Billing and Payment

A. TMD will not make payments of any amount to the Contractor until an accurate invoice is received that complies with Section B.2 above. TMD will notify Contractor if invoice is deemed to be inaccurate within 20 days of receipt.

B. Texas Government Code Chapter 2251 (the Prompt Payment Act) will govern payment and accrual of interest on any overdue payments.

C. If TMD, for any reason, including lack of supporting documentation, disputes any items in any invoices submitted by Contractor, TMD will place a hold on the disputed items and may pay the remaining amount of the invoice. TMD will timely notify Contractor of the dispute and request clarification or remedial action.

D. If the dispute is resolved in Contractor’s favor, TMD will pay the remaining portion of the original invoice in accordance with the Prompt Payment Act. If the dispute is resolved in TMD’s favor, Contractor must resubmit an invoice reflecting all corrections.

B.3.2 Payment Adjustment

A. TMD may elect to deduct from Contractor payment as specified in this section or any amount specified in or any money determined to be due as specified in the Contract.

B. If it is determined that the remaining amount of Contractor payment is not adequate to cover the money determined to be due to TMD, then all remaining Contractor payments will be withheld and an invoice issued to Contractor for the remaining amount due.

C. Contractor must pay the invoiced amount within 30 days of receipt unless Contractor and TMD mutually agree on an alternative payment method.

B.3.3 Late Payment

Any amount owed to Contractor more than one (1) day beyond the date such amount is due as described in this section will accrue interest each day that such amount is not paid at the rate specified by Texas Government Code § 2251.025, provided; however, that this provision will not excuse failure by TMD to make payment in strict accordance with the Contract.

B.3.4 Deductions for Unacceptable Compliance

If Contractor fails to comply with the terms of the Contract, TMD may withhold Contractor’s payment. If non-compliance results in TMD purchasing goods or services from

Page 9 of 29 Approved 10/16/2021 another entity to remedy the non-compliance, TMD will deduct those costs from Contractor’s payment.

B.3.5 Withholding of Payment

A. TMD will have the right to withhold Contractor’s payment until the failures described below have been corrected.

1. Failure to submit reports or other documentation required in Section D—Contract Compliance Reports and Data required from Contractor;

2. Failure to comply with background check or security requirements;

3. Failure to respond to audit reports; and

4. Failure to correct identified areas of non-compliance to the satisfaction of TMD within ten days upon receipt of written notification.

B. TMD will not pay interest to Contractor for monies so withheld.

C. Contractor’s withheld payment will be released upon TMD’s satisfaction that compliance has been achieved for 30 consecutive days.

D. In the event that money is due to TMD for Contractor’s failure to provide adequate maintenance or replacement of the property as required in the Contract, the amount required for TMD to correct deficiencies and replace property will be withheld from the final payment.

E. With the exception of disputed issues, such withholding of final payment by TMD will not exceed 120 days from date of the Contract’s termination.

B.3.6 Debts and Delinquencies

TMD is prohibited from issuing any payment to a person or entity that has been reported as having an indebtedness or delinquency to the State of Texas. Contractor agrees and understands that, to the extent Contractor owes any debt or delinquent taxes to the State of Texas, TMD will apply any payments or other amounts Contractor is otherwise owed under the Contract toward the debt or delinquent taxes until the debt or delinquent taxes are paid in full. Contractors must comply with all applicable laws regarding satisfaction of debts or delinquencies to the State of Texas.

B.3.7 Right to Offset

In the event TMD determines that Contractor owes money to TMD under any contract or purchase order, TMD, upon providing Contractor with written notice of its intent to offset, will have the right to withhold monies due to Contractor with respect to the Contract or with respect to any other contract or purchase order with TMD and apply such monies to the money due to TMD.

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B.4 MANDATORY PRICING SCHEDULE

B.4.1 Contract Term Pricing

The Respondent must submit its bid price within the Pricing Table located in ATTACHMENT G.4 Mandatory Pricing Schedule, replicating, as necessary, in its exact format.

Bid prices must be submitted on the Mandatory Pricing Schedule. Respondents will price per unit shown. Unit prices will govern in the event of extension errors. If a price quotation is submitted as part of Bid, the quotation must be referenced in the response and signed by Respondent to establish formal linkage to the Bid.

Prices bid are firm throughout the term of the Contract. “Discount from List” bid pricing is not acceptable unless requested. Cash discounts are not considered in determining an award. Cash discounts offered will be taken if earned.

Intentionally Left Blank

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SECTION C - SPECIFICATIONS

C.1 INTRODUCTION

Texas Military Department (TMD) is currently seeking catering services from a qualified Contractor for Texas State Guard Training taking place at the following locations:

• Fort Wolters Training Site, 734 Warren, Mineral Wells, TX 76067; April 23, 2026, through April 26, 2026.

• McGloin Ranch, 5485 N. Main St, Mathis, Texas 78368; April 23, 2026, through April 26, 2026.

• Rellis Campus, 3100 TX-47, Bryan, TX 77807; April 23, 2026, through April 26, 2026.

• Camp Swift, TA2, 850 FM2336, McDade, TX 78650; April 29, 2026, through May 3, 2026.

The Contractor must have a valid Government issued identification (example: driver’s license) to enter military facilities.

C.2 SPECIFICATIONS AND STATEMENT OF WORK

Contractor shall provide exceptional catering services, including but not limited to the following categories:

C.2.1 Specifications

A. Menu Requirements

1. Menu Coordination:

a. A sample, by meal, menu (items you plan to serve for that meal, need a menu for each meal each day) must be submitted with bid response.

b. The final menu will be coordinated between the awarded Contractor and

TMD’s Project Manager prior to the event.

2. Meal Scheduling: Mealtimes will be coordinated between the awarded Contractor and TMD’s Project Manager prior to the event.

3. Dietary Constraints:

a. Religious/Special Dietary Meals (e.g., kosher, halal, vegan).

b. For any dietary constraints or allergies, all food-related constraints must be prepared in a way that protects the food from contamination.

B. Food Categories

1. Hot Meals:

a. Breakfast Meal – Includes:

1) Proteins: Eggs (scrambled or over medium), Pork Bacon, Sausage Patties, or

Ham Slices

2) Carbohydrates: Potatoes (hash browns or home-fried), Toast, or Biscuit

3) Sides: Assorted Fresh Fruit, 1% or 2% Milk, Real Fruit Juice (Apple and/or

Orange), Coffee

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4) Dietary Constraints: Must be included in menu options.

b. Dinner Meal – Includes:

1) Protein: One main protein option (Preference for pork, beef, and/or chicken)

2) Carbohydrates: One main carb option

3) Hot Vegetables

4) Garden Salad with assorted dressings

5) Bread: Dinner Rolls or sliced bread

6) Beverages: 1% or 2% Milk, Iced Tea, Coffee, Kool-aid

7) Dietary Constraints: Must be included in menu options.

c. Desserts (Dinner meals only):

1) Mini Desserts (e.g., Dessert Shooters, Petit Fours)

2) Dietary Constraints: Must be included in menu options.

2. Beverages:

a. Electrolyte Hydration (Individual bottles or packets)

b. Bottled Water

c. Bulk Tea / Coffee

d. 1% or 2% Milk (breakfast)

e. Orange Juice (breakfast)

3. Condiments:

a. Sugar and Cream for Coffee

b. Salt and Pepper

c. Butter, Jam, Variety of Hot Sauces

d. Assorted Salad Dressings

C. Products

1. All items on the menu should be freshly prepared; day-old products are unacceptable.

2. Reheated items should comply with food safety standards.

3. Food portions should be uniform, properly sliced, and free from foreign objects.

4. No monosodium glutamate (MSG) is allowed in prepared foods.

5. Meat and poultry should be USDA-approved and of prime or choice grade. Low-sodium and all-natural options should be available.

6. Beverages shall accompany all meals. No alcoholic beverages are permitted.

7. Serving Items Required:

a. 9” round dinner plates

b. 7.5” round dessert plates

c. 9 oz. soup/salad bowls

d. Disposable cutlery, cups, and napkins

e. Salt, pepper packets, and straws

C.2.2 Statement of Work

A. Catering Services

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1. Meals should be prepared on-site, daily, requiring a mobile kitchen or truck.

2. Categories: Breakfast Meals, Dinner Meals, Desserts, and Beverages.

3. Service Style: Food should be displayed and served buffet-style or equivalent catering setup.

4. Delivery & Setup:

a. Contractor must provide all serving equipment (disposable or non-disposable), utensils, and necessary accessories.

b. Contractor must handle food supply, setup, buffet service, and cleanup.

B. Optional Catering Supplies Rental

(These items are optional and will not affect evaluation criteria.)

1. Rental items: Tables, chairs, table coverings, serving equipment, hot plates, steam tables, trays, etc.

2. Contractors will set up, pick up, and clean rental items at no additional cost to the

State.

C. SERVING OPERATIONS

1. Meal Service Schedule:

a. Fort Wolters Training Site, 734 Warren, Mineral Wells, TX 76067; April 23, 2026, through April 26, 2026.

1) Thursday April 23, 2026: Dinner

2) Friday April 24, 2026: Breakfast and Dinner

3) Saturday April 25, 2026: Breakfast and Dinner

4) Sunday April 26, 2026: Breakfast

b. McGloin Ranch, 5485 N. Main St, Mathis, Texas 78368; April 23, 2026, through

1) Thursday April 23, 2026: Dinner

2) Friday April 24, 2026: Breakfast and Dinner

c. Rellis Campus, 3100 TX-47, Bryan, TX 77807; April 23, 2026, through April 26, 2026.

1) Thursday April 23, 2026: Dinner

2) Friday April 24, 2026: Breakfast and Dinner

d. Camp Swift, TA2, 850 FM2336, McDade, TX 78650; April 29, 2026, through May

3, 2026.

1) Wednesday, April 29, 2026: Dinner

2) Thursday, April 30, 2026: Breakfast and Dinner

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3) Friday, May 1, 2026: Breakfast and Dinner

4) Saturday, May 2, 2026: Breakfast and Dinner

5) Sunday May 3, 2026: Breakfast

2. Quantity to serve:

The number of plates that will be served will be better known the closer to the event date, for planning purposes of this solicitation the estimated plate counts are listed below by personnel +/- 10%.

Final plate counts will be sent to vendor by the TMD Project Manager at least seven

(7) Calander days prior to the even start date:

a. Fort Wolters Training Site, 734 Warren, Mineral Wells, TX 76067; April 23, 2026, through April 26, 2026.

1) 280 personnel +/- 10%

2) No Special Dietary Meals

b. McGloin Ranch, 5485 N. Main St, Mathis, Texas 78368; April 23, 2026, through

1. 280 personnel +/- 10%

2. 10 halal, 10 vegan, 5 kosher per meal service additional to the 174 meals

c. Rellis Campus, 3100 TX-47, Bryan, TX 77807; April 23, 2026, through April 26, 2026.

1. 174 personnel +/- 10%

2. 10 halal, 10 vegan, 5 kosher per meal service additional to the 174 meals

d. Camp Swift, TA2, 850 FM2336, McDade, TX 78650; April 29, 2026, through May

3, 2026.

1. April 29, 2026

a. 47 personnel +/- 10%

b. No Special Dietary Meals

2. April 30, 2026, through May 3, 2026

a. 133 personnel +/- 10%

b. No Special Dietary Meals

D. PERSONNEL

1. Contractor must ensure that all catering staff are appropriately dressed to meet safety standards.

2. Contractor must ensure that Personal Protective Equipment (PPE) is worn while serving food.

E. Catering Service Regulations and Requirements

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1. Contractor must comply with all state health and safety regulations.

2. Contractor must maintain valid health department certifications.

3. Contractor must report damages to the designated TMD Project Managers immediately upon discovery.

4. Catering service is to be provided at the community center at Fort Wolters Training

Site, 734 Warren, Mineral Wells, TX 76067.

5. Food Truck or Trailer Requirement:

a. A food truck or trailer is required for cooking and serving food on-site.

Note: This is a requirement and is non-negotiable

b. There is NO on-site kitchen available, no large power source, or other buffet type equipment.

c. The community center has a serving window to the dining area.

d. The food truck or trailer must be licensed, approved, and inspected by the local health and fire departments.

e. The food truck or trailer must comply with all Texas sanitation and safety standards for food service operations.

f. Contractor must provide their own sanitary controls and portable power for operation.

F. Waste Disposal and Cleanup:

1. Contractor must dispose of waste and complete cleanup within three hours after the event.

2. Waste can be placed in designated waste dumpsters on site.

G. PRICE PROPOSAL INSTRUCTIONS

The contractor must provide price per person per day.

1. Breakfast (as described in the SOW).

2. Dinner (as described in this SOW).

3. Special Dietary Meals (TMD shall identify the PAX count for this requirement)

Pricing Information Submission:

Attach detailed pricing information and menu detail for each service date shall be attached to the Pricing Request (PR) document issued by TMD Procurement.

C.3 DELIVERABLES

A. Delivery Schedule: Vendor will deliver the products according to agreed delivery schedule.

B. Delivery Delays:

1. Default in promised delivery (without accepted reasons) or failure to meet SOW &

Specification Requirement authorizes TMD to purchase the goods and services under this

Contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Vendor.

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2. Failure to pay a damage assessment is cause for Contract cancellation, debarment or removal of the Vendor from the State’s Centralized Master Respondents List (CMBL), or both.

C. Compliant Products:

1. Providing products or materials that do not meet all SOW & Specification Requirements does not constitute delivery.

2. Delivery does not occur until the Vendor delivers products or materials in full compliance with the SOW & Specification Requirements to TMD F.O.B.

3. Destination, unless delivery is specifically accepted, in whole or in part, by the TMD.

4. TMD reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.

C.4 TMD PERSONNEL

C.4.1. TMD’s Contract Administrator

A. The Contract Administrator for the Contract is Ronald L. Bullock.

B. The telephone number for the Contract Administrator is 512-782-6786.

C. The email address is Procurement@military.texas.gov

The Contract Administrator is responsible for the general administration of the Contract, negotiation of any changes, and issuance of written amendments to the Contract.

If TMD and Contractor agree to amend the Contract, TMD will issue a written Amendment or Purchase Order Change Notice (POCN).

C.4.2 TMD’s Project Manager

A. The Project Manager for the Contract is Derek Mobley.

B. The telephone number for the Project Manager is 973-932-8294.

C. The email address is Derek.Mobley@sg.tmd.texas.gov

TMD’s Project Manager for the Contract is responsible for the overall management and coordination of the Contract and will act as the central point of contact for TMD. The Project Manager has full authority to act for TMD in the performance of any project connected to the Contract. The Project Manager or a designated representative will meet with Contractor’s Project Manager to discuss problems as they occur.

C.5 INSURANCE REQUIRED UNDER THE CONTRACT

In its response, Respondent must provide a statement of its intent to obtain and maintain for the term of the Contract (and any renewal periods or additional extensions) the minimum insurance coverage specified. Respondent should also describe other insurance coverage maintained by Respondent in the ordinary course of business and provide proof of same in its response. Proof of mailto:Derek.Mobley@sg.tmd.texas.gov

Page 17 of 29 Approved 10/16/2021 insurance and bond coverage may be provided in the form of current certificates of insurance. TMD and the State of Texas do not accept “self-insurance” coverage.

The awarded Contractor is required, within five (5) business days of Notice of Award or Purchase Order, to provide TMD with current certificates of insurance or other proof acceptable to TMD.

Failure to submit acceptable proof of insurance within such time period may result in TMD’s revocation of the award. Contractor must maintain the required insurance during the initial term and any optional renewal period exercised. Contractor is responsible for ensuring its subcontractors’ compliance with all insurance requirements.

Minimum Required Amounts of Insurance Coverage

Type of Insurance Each Occurrence/Aggregate

Workers’ Compensation Statutory Limits for the State of Texas or for any state Contractor’s employee resides in

Employer’s Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Each Accident $1,000,000 Each Employee $1,000,000 Policy Limit

Commercial General Liability (occurrence based)

Bodily Injury and Property Damage $1,000,000 Each Occurrence Limit $2,000,000 Aggregate Limit $2,000,000 Products/Completed Operations Aggregate Limit $1,000,000 Personal Injury and Advertising Liability $50,000 Damage to Premises Rented $5,000 Medical Payments

Automobile Liability All Owned, Hired and Non-Owned Vehicles

$500,000 Combined Single Limit (for each accident)

Umbrella/Excess Liability $1,000,000 Per Occurrence

Commercial Crime $50,000 Each Occurrence

All required insurance coverage must be issued from a company or companies with a Financial Strength Rating of “A” or better from A.M. Best Company, Inc.

All insurance policies for required coverage must be issued by companies authorized to do business under the laws of the State of Texas and in a form satisfactory to TMD. All required insurance contracts must:

A. be written on a primary and non-contributory basis with any other insurance coverages

Respondent currently has in place; and

B. include a Waiver of Subrogation Clause.

All certificates of insurance for required coverage other than workers’ compensation and professional liability must name the Texas Military Department as additional insured.

Contractor shall:

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A. provide written documentation under this section to the Contract Administrator by email at least 30 calendar days prior to any cancellation, non-renewal, or material change of a required policy.

B. ensure all insurance policies and certificates of insurance for required coverage are written to include all products, services, and locations related to Contractor’s performance under the Contract; and

C. deliver all renewals policies at least ten calendar days prior of any expiration of a required policy to Contract Administrator by emails. All renewal policies and corresponding certificates of insurance must meet all terms set forth in the Contract.

D. ensure that all provisions of the Contract concerning liability, duty, and standard of care, together with the indemnification provision, are underwritten by contractual liability coverage sufficient to include the Contractor’s obligations under the Contract.

E. obtain and maintain insurance policies that provide coverage for Contractor’s principals, officers, directors, shareholders, partners, owners, agents, employees, subcontractors, independent contractors, and any other representatives who may provide services under the Contract.

C.6 REFERENCES

Respondent must identify and provide a Verification of Experience (references):

A. Minimum of three (3) past or current projects of similar size and complexity performed within the past five (5) years.

B. Respondent must provide, at a minimum, the contact name, email address, phone number, and title for each reference provided.

C. Additionally, Respondent must provide project begin and end dates, brief descriptions of deliverables, overall costs, and Statement of work performed.

Intentionally Left Blank Respondent

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SECTION D—CONTRACT COMPLIANCE REPORTS AND DATA

Contractor must submit the reports and all additional Contractor documentation requirements in this section during the course of the Contract. These deliverables may be revised or additional ones may be required at TMD’s sole discretion.

FREQUENCY DUE DATE REPORT ITEM AUTHORITY

TMD PERSONNEL TO RECEIVE

REPORT

Upon Completion

Upon Completion

Invoicing – Specific to the Contract

IFB Section B.2

Payables@military.texas.gov with a copy to Contract Administrator and the TMD Project Manager

Any reports specific to the Contract are to be noted here

TMD Project Manager mailto:Payables@military.texas.gov

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SECTION E—INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS

E.1 RESPONSE PREPARATION INSTRUCTIONS

A. Purpose of Instructions

1. These instructions are designed to ensure the submission of information essential to the understanding and the comprehensive evaluation of Respondent’s response.

2. Responses must be prepared in accordance with these instructions providing all required information in the format specified.

3. Failure of a response to show compliance with these instructions and submit all documentation may be grounds for disqualification of the response from further consideration unless stated otherwise within this solicitation.

B. Submission of responses

1. Respondent must demonstrate that Respondent’s operations conform to applicable TMD, state, and federal policies and standards.

2. Respondent must submit only material directly pertinent to the requirements of this solicitation. Extraneous narrative, elaborate brochures, uninformative public relations material, including Respondent’s policies, procedures, and post orders for which no deviation to TMD Policy is being requested, and other similar documents will not be submitted.

E.2 AMENDMENTS TO THE SOLICITATION

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

B. Respondents must acknowledge receipt of all amendment(s) to this solicitation by signing and returning the amendment(s), identifying the amendment number and date in the space provided for this purpose on the form for submitting a response or by letter.

C. Respondent must submit the acknowledgement to TMD by the time specified for receipt of responses.

D. Failure to acknowledge amendment(s) by Respondent may subject its response to rejection.

E.3 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES

A. Responses will be time stamped via email receipt at the office email designated in the solicitation on or before the date and time specified in this solicitation.

B. Any response received at the designated location after the specified date and time will not be considered.

C. Responses cannot be altered, amended or modified by email, fax or otherwise after closing date and time.

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D. Alterations made before closing time will be initialed by Respondent or its authorized representative.

E. No responses can be withdrawn after closing date and time without approval by TMD. Should a Respondent, after closing time, request its response be withdrawn, the request must be made in writing.

F. TMD is not responsible for submissions delivered to TMD after the date and time stated on the first page of this solicitation. This includes delays associated with courier delivery services. It is the Respondent’s responsibility to ensure that it submits, and that TMD receives, its complete response timely. TMD recommends that Respondent submit their complete response well in advance of the due date and time stated on the first page of this solicitation.

G. TMD takes no responsibility for electronic responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TMD anti-virus or other security software.

E.4 SIGNATURES ON RESPONSE SUBMITTED

A. Responses from a partnership will be signed in the firm name by at least one (1) general partner or in the firm name by an attorney-in-fact.

B. Responses signed by an attorney-in-fact, will include a Power of Attorney evidencing the authority to sign response, dated and executed by all partners in the firm.

C. Responses from a corporation will have the correct legal corporate name and the signature of an authorized officer of the corporation.

D. The title of office held by the person signing for the corporation will appear below the signature of the officer.

E. Responses from an individual doing business under a firm or fictitious name will be signed in the same name of the individual doing business under the proper firm name.

F. Joint venture responses will be signed by all members or by a member of the joint venture if there is attached to the response a copy of the joint venture agreement evidencing that the response is signed by the member with authority to bind the joint venture.

E.5 RESPONSE ACCEPTANCE PERIOD

A. All responses will be valid for 120 days after the solicitation opening date and will constitute an irrevocable response to TMD for the 120-day period.

B. Such period may be extended beyond the 120 days upon mutual written agreement of both parties.

E.6 CONTRACT AWARD

A. TMD may award one (1) Contract resulting from this solicitation to the responsible Respondent, whose response, is lowest price meeting specifications.

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B. A purchase order mailed or otherwise furnished to successful Respondent(s) within the time for acceptance specified in the response will result in a binding Contract without further action by either party.

E.7 TMD’S RIGHTS

A. TMD reserves the right to waive, change, add or delete any terms or conditions of this solicitation.

B. TMD may:

1. reject any or all responses if such action is in the public interest;

2. accept other than the lowest priced response; and

3. waive minor informalities and minor irregularities in responses received.

C. Waiver of deviations in any response will not constitute a modification of this solicitation and will not preclude TMD from asserting all rights against the Respondent for failure to fully comply with all terms and conditions of this solicitation. Copyrighted responses are unacceptable and are subject to disqualification as non-responsive. TMD reserves the right to make any corrections or include additional requirements in the resulting Contract prior to issuance which are necessary for TMD’s compliance, as an agency of the State of Texas, with all state and federal requirements. TMD reserves the right to disqualify any response which asserts any copyright on any TMD-created form which is specifically designated by this solicitation to be a form that will be completed and included in a response submitted in response to this solicitation.

D. TMD reserves the right to reject any one (1) response or all responses or portions of responses submitted in response to this solicitation.

E. The submission of a response has the effect of waiving proprietary rights or confidentiality.

F. All responses and any content provided by the Respondent are considered the property of TMD for use for the life of any resulting Contract as determined by TMD with respect to the statement of the project.

G. TMD is not liable for any costs or damages that may be incurred by Respondents or prospective contractors in the preparation, formulation, or presentation of a response.

H. In case of ambiguity or lack of clarity, TMD may adopt such interpretations as may be advantageous to TMD.

I. TMD reserves the right to withdraw this solicitation at any time for any reason.

J. TMD reserves the right to award no Contract and to solicit additional responses at a later time.

K. TMD incurs no obligation regarding this solicitation unless and until a Contract is fully executed by the parties. However, all responses received by TMD will remain confidential until the evaluation process is complete.

L. TMD will not hold a public bid opening event.

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E.8 RESPONSE SUBMISSION INSTRUCTIONS

E.8.1 Volume One – Contract Forms and Required Response Information

This section will contain the following completed contract sections (on original forms) with original signatures, where applicable:

A. Solicitation, Page 1 (with amendment(s) noted on this page or signed amendment(s) attached to this form);

B. Information and Certifications Form;

C. The name and address of Respondent’s insurance carrier(s), along with a statement of liability from the carrier(s) issuing the policies saying that such policies are available to Respondent. For the purpose of responding to this solicitation, Respondent will not be required to purchase insurance, but must show the ability to provide such insurance as specified in the section entitled “Insurance Requirements,” if Respondent’s response is selected.

D. A Redacted Solicitation and Contract response if applicable;

E. Attachment G.1, Direct Deposit Authorization Form, completed if choosing direct deposit as a possible payment option;

F. Attachment G.2, Application for Texas Identification Number;

G. Documentation from the appropriate state entity that indicates that Respondent is properly certified to conduct business in the State of Texas (e.g., The Certificate of Existence from the Texas Secretary of State and the Certificate of Account Status from the Comptroller of Public Accounts); and

E.8.2 Volume Two – Information Section

A. Cover Page: List name and address of Respondent, date of response, solicitation identifier, and signature of authorized official.

B. Information Sheet: Including all information required of Respondent and any subcontractors.

1. Name and address (including telephone number) of Respondent and all subcontractors.

2. Business form of Respondent and its subcontractors (e.g., corporation, partnership).

3. Date and state of incorporation.

4. Names and addresses of principal officers, directors, or partners.

C. Respondent must identify and provide in the enclosed Verification of Experience (references) as per C.6 of this solicitation.

D. Respondent must specifically address, within its response, the following requests for information as detailed throughout this solicitation. TMD has endeavored to include a

Page 24 of 29 Approved 10/16/2021 complete listing of such submittal requests; however, in the event TMD omitted a requirement, Respondent is responsible for ensuring that all such information is included within its response.

1. B.4 Pricing Schedule

2. C.2.1 A sample, by meal, menu

3. C.5 Insurance

4. C.6 Verification of Experience (References)

5. All required submittals under Section E.8.1, Contract Forms and Required response

Information and Section E.8.2, Information Section.

E. Exceptions. No exceptions should be included in response. Bids received that take any exceptions to this solicitation will be disqualified and deemed non-responsive to the solicitation and TMD will remove the bid from further consideration.

E.8.3 Volume Three – Cost and Pricing Response

Respondent must provide updated pricing schedules in the exact format noted in Section B.4 of this solicitation.

E.9 DISCUSSION AND CORRESPONDENCE

A. All communications and questions concerning this solicitation, including any of a technical nature, will be made in writing only to:

Ronald L. Bullock, CTCD, CTCM, Contract Administrator

TMD

Procurement and Contract Services

P.O. BOX 5218

Austin, Texas 78763-5218 Email: Procurement@military.texas.gov

B. Written responses to the questions will then be provided to all parties requesting copies of this solicitation through TMD’s Procurement and Contract Services.

C. Respondent should rely only on the written information provided in this manner. Respondent is specifically cautioned against relying on any oral information.

D. All Respondents are specifically barred from making contact with any TMD personnel involved in this solicitation for the purpose of discussing its responses.

E. Respondent may; however, seek clarifications of the solicitation through the written process described above.

F. Respondent is reminded that 04/06/2026 at 2:00 P.M. Central Time is the last day to submit written questions for clarification by TMD.

G. Unauthorized contacts with TMD personnel by any Respondent may result in Respondent’s response being rejected in its entirety.

mailto:Ronald.Bullock@military.texas.gov

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E.10 SUBMISSIONS SUBJECT TO THE TEXAS PUBLIC INFORMATION ACT

TMD is a governmental body subject to the Texas Public Information Act (PIA), Texas Government Code Chapter 552. The response and other information submitted to TMD by Respondent are subject to release as public information by TMD. The response and other submitted information is presumed subject to disclosure unless a specific exception to disclosure under the PIA applies.

If it is necessary for Respondent to include proprietary or otherwise confidential information in its response or other submitted information, Respondent must clearly label that proprietary or confidential information and identify the legal basis for confidentiality. Merely making a blanket claim that the entire response is protected from disclosure because it contains some proprietary information is not acceptable and will make the entire response subject to release under the PIA.

In order to trigger the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the response that are considered by Respondent to be proprietary or confidential must be clearly labeled as described above. Any information which is not clearly identified by Respondent as proprietary or confidential will be deemed subject to disclosure under the PIA. Respondent will irrevocably deemed to have waived, and Respondent agrees to fully indemnify the State of Texas and TMD against any claim of infringement by TMD regarding the intellectual property rights of Respondent or any third party for any materials appearing in the response.

E.11 AGENCY POSTING OF CONTRACTS

After award, information, documentation, and other material in connection with this solicitation or the Contract may be subject to public disclosure under the Public Information Act.

Without prior written notice to Respondent, the redacted response may be posted on TMD’s website as part of the Contract per Texas Government Code § 2261.253(a).

E.12 ANTICIPATED SCHEDULE OF EVENTS

TMD currently anticipates that the selection of successful Respondent and award of the Contract, if any, will proceed according to the anticipated schedule of event (on Page 2 of this solicitation).

TMD reserves the right, in its sole discretion, to change the above date(s). Notices of changes to items directly impacting the original solicitation process will be posted on the Electronic State Business Daily (ESBD) located at: http://www.txsmartbuy.com/sp. Respondent should check the ESBD frequently for updates. Respondent is solely responsible for verifying receipt of its questions, if applicable, and responding by the deadlines stated. A Respondent’s failure to periodically check the ESBD for updates will in no way release the awarded Respondent from compliance with any requirements in posted “addenda or additional information” although such compliance may result in additional costs to meet the requirements.

Questions regarding this solicitation must be in writing and must be submitted to TMD’s Contract Administrator by the date and time noted in the table listed in this solicitation. Telephone inquiries will not be accepted. Questions may be submitted by either facsimile or email. TMD intends to post answers to these questions on the ESBD on or before the date and time noted in the table listed in http://www.txsmartbuy.com/sp

Page 26 of 29 Approved 10/16/2021 this solicitation. Respondent is solely responsible for verifying TMD’s timely receipt of its questions by the stated deadlines.

E.13 SITE VISTS

Two (2) Mandatory site visits shall be held for each location.

TMD Fort Wolters Training Site, 734 Warren, Mineral Wells, TX 76067. These site visits will be held at 10AM - 11AM & 1PM - 2PM on 03/30/2026

TMD McGloin Ranch, 5485 N. Main St, Mathis, Texas 78368. These site visits will be held at 10AM - 11AM & 1PM - 2PM on 04/01/2026

TMD Rellis Campus, 3100 TX-47, Bryan, TX 77807. These site visits will be held at 10AM - 11AM & 1PM - 2PM on 03/31/2026

TMD Camp Swift, TA2, 850 FM2336, McDade, TX 78650. These site visits will be held at 10AM - 11AM & 1PM - 2PM on 04/02/2026

The purpose of the site visits is to answer any questions regarding completing and submitting the bid.

There will be no technical questions answered at this Site Visit. All questions must be submitted in writing according to the above schedule.

Contractors will be required to attend a minimum of (1) site visit per location to be eligible for award for each location.

Contractor only needs to attend the site visit for the locations the Contractor wishes to bid on.

Contractors may attend both site visits to gain a clearer understanding of the requirements of this project.

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SECTION F—EVALUATION CRITERIA

TMD will evaluate responses in accordance with the best value standard in Texas Government Code § 2156.007.

TMD reserves the right to conduct studies and other investigations as necessary to evaluate any bid.

TMD, in its sole discretion, may amend or modify any provisions of the solicitation, or withdraw this solicitation at any time prior to award of a contract.