Texas General Land Office and Veterans Land Board -i- RFP No. 7969-JW

TEXAS GENERAL LAND OFFICE

AND

VETERANS LAND BOARD

is

REQUESTING PROPOSALS

for

Social & Digital Media Data Analytics Services for the

Veterans Land Board

REQUEST FOR PROPOSALS NO. 7969-JW

Class 915 / Item 22; Class 958 / Item 84; Class 961 / Item 53

Release Date: April 7, 2026 Deadline for Submission: May 7, 2026 at 2:00 p.m. CDT

Solicitation Point of Contact: Jaynee Williams, CTCD, CTCM

Jaynee.Williams@GLO.Texas.Gov

You are responsible for checking the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.gov/esbd, for any addenda to this Solicitation. Please search under Agency Code 305 (General Land Office and Veterans Land Board). The Respondent’s failure to periodically check the ESBD will in no way release that Respondent from addenda or additional information resulting in additional requirements of the Solicitation.

mailto:Jaynee.Williams@GLO.Texas.Gov http://www.txsmartbuy.gov/esbd

Texas General Land Office and Veterans Land Board -ii- RFP No. 7969-JW

Table of Contents

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1. Executive Summary

1.2. Definitions

1.3. Authority

ARTICLE II. SCOPE OF WORK

2.1. Scope of Services Requested

2.2. Contract Term

2.3 Collusion

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1. Schedule of Events

3.2. Inquiries

3.2.1 Contact

3.2.2 Clarifications

3.2.3 Responses

3.2.4 Prohibited Communications

3.3. Solicitation Response Composition

3.3.1 General Requirements

3.3.2 Solicitation Response Format

3.3.3 Page Limit and Supporting Documentation

3.4. Solicitation Response Submission and Delivery

3.4.1 Deadline

3.4.2 Labeling

3.4.3 Delivery

3.4.4 Alterations, Modifications, and Withdrawals

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS . 10

4.1. Evaluation Criteria

4.1.1 Conformance with State Law

4.1.2 Minimum Qualifications

4.1.3 Selection Criteria

4.1.4 Detailed Scoring Methodology

4.2. Best and Final Offer (BAFO)

4.3. Contract Award

ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1. Respondent Information

5.1.1 Company Narrative

5.1.2 Company Profile

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5.1.3 Key Staffing Profile

5.2. Technical Proposal

5.3. References

5.4. Major Subcontractor Information

5.5. Litigation and Regulatory History

5.6. Veteran-owned historically underutilized Business (VetHUB)

5.8. Financial Capability

ARTICLE VI. COST PROPOSAL

ARTICLE VII. TERMS AND CONDITIONS

7.1. General Conditions

7.1.1 Amendment

7.1.2 Informalities

7.1.3 Rejection

7.1.4 Irregularities

7.1.5 Offer Period

7.1.6 Open Records

7.1.7 Contract Responsibility

7.1.8 Public Disclosure

7.1.9 Remedies

7.2. Insurance

7.2.1 Required Coverages

7.2.2 Alternative Insurability

7.3. Protest

7.4. Contract Terms and Solicitation Acceptance

7.4.1 Terms and Conditions

7.4.2 Affirmations and Solicitation Acceptance

7.5. Vendor Performance Reporting

ARTICLE VIII. SUBMISSION CHECKLIST

EXHIBIT A. AFFIRMATIONS AND SOLICITATION ACCEPTANCE ...................... A-1

EXHIBIT B. SAMPLE CONTRACT .................................................................................. B-1 EXHIBIT C. VETHUB SUBCONTRACTING PLAN ...................................................... C-1

EXHIBIT D. VETHUB SUBCONTRACTING PLAN PRESENTATION ...................... D-1

EXHIBIT E. COST PROPOSAL FORM ............................................................................ E-1

Texas General Land Office and Veterans Land Board -1- RFP No. 7969-JW

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1. EXECUTIVE SUMMARY

The Texas General Land Office (“GLO”) and the Texas Veterans Land Board (“VLB”) (collectively the “GLO/VLB”) is seeking proposals from qualified data analytics service providers to assist in the development and execution of targeted social media campaigns.

The purpose of this solicitation is to leverage data-driven insights and advanced analytics techniques to optimize marketing campaigns in order to increase the awareness of VLB benefits to Veterans with the aims of increasing i) the number of land, home, and home improvement loans; ii) applications to the State Veterans Homes and Cemeteries; and iii) awareness of the VLB among military members and Veterans in Texas.

The GLO/VLB will consider proposals from business entities that demonstrate the ability to complete the Project within the guidelines of this Solicitation, in accordance with applicable federal, state, and local laws, rules, and regulations and in accordance with terms and conditions outlined in the Sample Contract attached hereto as Exhibit B. Respondents must execute Exhibit A, Affirmations and Solicitation Acceptance, and complete other items listed on the Submission Checklist to be considered. Additional information on the GLO/VLB and its programs can be found at http://www.glo.texas.gov.

1.2. DEFINITIONS

“Addendum” means a written clarification or revision to the Request for Proposals issued by the GLO/VLB. Respondents must acknowledge receipt of any addenda in the submission of the Solicitation Response.

“Affiliate” means any individual or entity that, directly or indirectly, is in control of, is controlled by, or is under common control with, Respondent. Respondent shall be deemed to control another entity if either possesses, directly or indirectly, the power to direct or cause the direction of the management and policies of the other entity, whether through the ownership of voting securities, membership interests, by contract, or otherwise.

“BAFO” means Best and Final Offer.

“CMBL” means Centralized Masters Bidders List.

“ESBD” means the Electronic State Business Daily, http://www.txsmartbuy.gov/esbd.

“GLO” means the Texas General Land Office.

“Owner” means the Texas General Land Office.

“PIA” means the Public Information Act, Chapter 552 of the Texas Government Code.

http://www.glo.texas.gov/

Texas General Land Office and Veterans Land Board -2- RFP No. 7969-JW

“Project” means the work solicited under this Solicitation.

“Provider” means the Respondent awarded a contract under this Solicitation.

“Respondent” means the entity responding to this Solicitation.

“RFP” means Request for Proposals.

“SMS” means Short Messaging Services.

“Solicitation” means this RFP.

“Solicitation Response” means the Respondent’s entire response to this Solicitation, including all documents requested in Articles III and V.

“State” means the State of Texas and any state agency; the GLO/VLB or state agency identified in this Solicitation, its officers, employees, or authorized agents.

“TAC” means the Texas Administrative Code.

“VetHUB” means a historically underutilized business, as described in 34 TAC §§20.281 through 20.298 and as certified under the Veteran Heroes United in Business Program administered by the Texas Comptroller of Public Accounts.

“VetHUB Subcontracting Plan” or “VetHSP” means the subcontracting plan required under 34 TAC §20.285 and the Texas Comptroller of Public Accounts’ Veteran Heroes United in Business Program (“VetHUB Program”) to be submitted with each response to a Solicitation that will result in the issuance of a contract with an expected value of $100,000 or more and for which the GLO has determined subcontracting opportunities are probable. The VetHSP is included in this Solicitation as Exhibit “C” and must be included with the Solicitation Response.

“VLB” means the Veterans Land Board.

1.3. AUTHORITY

The GLO/VLB is soliciting the service listed herein under Sections 2156.121 and 2156.122 of the Texas Government Code.

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ARTICLE II. SCOPE OF WORK

2.1. SCOPE OF SERVICES REQUESTED

The selected Provider shall perform the following tasks:

2.1.1 Data Collection and Analysis

• Gather and aggregate social media data from various platforms, including, but not limited to, Facebook, X, Instagram, and LinkedIn.

• Conduct comprehensive analysis of the collected data to identify data points, such as, but not limited to, patterns, trends, and audience preferences.

• Utilize advanced analytics techniques, including, but not limited to, sentiment analysis, network analysis, and clustering, to extract meaningful insights.

2.1.2 Targeted Audience Segmentation

• Develop a robust segmentation strategy based on the analysis of social media data.

• Identify and define distinct target audience segments to tailor VLB campaign messages and content effectively.

• Implement data-driven approaches to segment the audience, based on, but not limited to, demographics, interests, behaviors, and engagement patterns.

2.1.3 Campaign Optimization

• Collaborate with GLO/VLB Marketing and Outreach to define agency campaign goals, objectives, and key performance indicators.

• Provide recommendations on agency campaign optimization, including content strategy, ad targeting, and scheduling.

• Continuously monitor agency campaign performance, identify areas for improvement, and suggest actionable insights to maximize engagement and conversion rates.

2.1.4 Reporting and Evaluation

• Develop customized reports and dashboards that track and visualize key performance metrics and agency campaign outcomes.

• Regularly evaluate the effectiveness of VLB social media campaigns against predefined key performance indicators.

• Present comprehensive reports, including insights, recommendations, and data-driven strategies.

2.1.5 Media Placement Purchases

• Place paid ads (ad buys) as needed for VLB programs, including its loan programs, Veterans Homes, and Veterans Cemeteries.

o Placement Options to be included but not limited to: Over-the-top on streaming platforms, social media, Geofencing, Google search, native for websites, TV, radio, etc.

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• Implement SMS campaigns based on targeted audiences.

• Deliver VLB e-mail campaigns based on targeted audiences.

2.1.6 Deliverables and Reports

The volume of work each month shall be variable; however, the GLO/VLB anticipates a minimum of six (6) reports each month, in addition to any independent reports requested for each campaign, all of which are to be presented during a weekly status meeting and submitted via email to the GLO/VLB. The GLO/VLB anticipates a mixture of weekly and monthly reports as listed below:

a. Monthly/Weekly Reports

• Data Analytics Reports: One (1) a month to be included in the monthly status report.

• Audience Segment Report: One (1) a month to be included in the monthly status report.

• On-going Social Media Campaign Status Reports: One (1) a week to be included in the weekly status report.

b. Independent Reports

• Campaign Optimization Reports: One (1) independent report for each campaign. The GLO/VLB anticipates running a minimum of one (1) new campaign each month.

• Post Social Media Campaign after action reports: One (1) independent report for each campaign.

• AD-Hoc Custom Reports that are in line with the current scope of work:

One (1) independent report for each campaign.

GLO/VLB shall ensure Provider has sufficient subject matter descriptions and policy position information to research and prepare for deliverables referenced above. Any documents prepared and/or edited by Provider are considered confidential prior to publication and are not approved for public release without the GLO/VLB’s express written authorization.

Provider shall invoice the GLO/VLB a monthly fee for all services performed during the billing period.

2.2. CONTRACT TERM

Any contract resulting from this Solicitation shall be effective as of the date executed by the last Party (the “Effective Date”) and shall remain in effect as indicated in Exhibit B, the GLO/VLB’s sample contract, subject to the conditions set forth herein or unless terminated early under the terms and conditions of the contract.

The GLO/VLB, at its own discretion and subject to applicable limitations in the General Appropriations Act and other law, may extend any contract awarded pursuant to this

Texas General Land Office and Veterans Land Board -5- RFP No. 7969-JW

Solicitation, upon mutual written agreement of the parties and in accordance with the Contract Documents.

The selected Respondent(s) shall be bound to specific terms and conditions found in Exhibit B, the GLO/VLB’s sample contract. These terms and conditions are subject to change prior to the execution of any contract that may result from this Solicitation.

2.3 COLLUSION

A Respondent and its officers, partners, owners, agents, representatives, or employees shall not in any way collude, conspire, connive, or agree, directly or indirectly, with any other Respondent, firm, or person to submit a collusive Solicitation Response in response to this Solicitation. A Respondent shall not, directly, or indirectly, seek by agreement or collusion with any other Respondent, firm, or person to fix the price related to this Solicitation or to secure any advantage in the award of a contract resulting from this Solicitation.

2.4 PERFORMANCE TRACKING

The GLO/VLB will monitor the performance of the Contract issued under this RFP. All services under the Contract shall be performed at an acceptable quality level. All deliverables will be submitted in accordance with the timeline agreed upon at contract signing.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1. SCHEDULE OF EVENTS

EVENT DATE/TIME

Issue Solicitation

April 7, 2026

Deadline for Submitting Questions

April 14, 2026 at 5:00 p.m. CT

Anticipated Release Date of Answers to Questions

April 21, 2026

Deadline for Submission of Solicitation Responses (including VetHUB Subcontracting Plan)

May 7, 2026 at 2:00 p.m. CDT

Evaluation Period May 8, 2026 to May 21, 2026

Contractor Selection and Notice of Award

May 29, 2026

Contract Development, Negotiation, and Execution June 3, 2026 to June 24, 2026

Expected Execution of Contract July 1, 2026

NOTE: These dates represent a tentative schedule of events. The GLO/VLB reserves the right to modify these dates at any time prior to the deadline for submission of Solicitation Responses upon notice posted on the Electronic State Business Daily (ESBD) website at: http://www.txsmartbuy.gov/esbd. Please search under Agency Code 305 (General Land Office and Veterans Land Board). Any modification of dates after the deadline for submission of Solicitation Responses will not be posted

3.2. INQUIRIES

3.2.1 Contact

All requests, questions, or other communications about this Solicitation shall be made in writing to the GLO/VLB’s Purchasing Department, addressed to the person listed below.

Texas General Land Office and Veterans Land Board -7- RFP No. 7969-JW

Name Jaynee Williams, CTCD, CTCM Address 1700 N. Congress Ave., Austin, Texas 78701 Email Jaynee.Williams@GLO.Texas.Gov

Notwithstanding the above, Bidders may direct questions about the state’s Veteran Heroes United in Business (“VetHUB”) Program or VetHUB Subcontracting Plans to the GLO VetHUB Team contacts listed in Section 5.6 of this Solicitation.

3.2.2 Clarifications

The GLO/VLB will allow written requests for clarification of this Solicitation.

Questions may be e-mailed to the point-of-contact listed in Section 3.2.1 above.

Respondents’ names shall be removed from questions in the responses released.

Questions shall be submitted in the following format. Submissions that deviate from this format may not be accepted:

a) Identifying Solicitation number

b) Section number

c) Text of passage being questioned

d) Question

NOTE: The deadline for submitting questions is noted in Section 3.1 above.

Please provide company name, address, phone number, e-mail address, and name of contact person when submitting questions.

3.2.3 Responses

All accepted questions will result in written responses with copies posted to the ESBD at: http://www.txsmartbuy.gov/esbd. Please search under Agency Code 305 (General Land Office and Veterans Land Board). Responses shall be posted as an Addendum to the Solicitation. It is Respondent’s responsibility to check the ESBD for updated responses.

3.2.4 Prohibited Communications

On issuance of this Solicitation, except for the written inquiries described in Section

3.2.1 above, the GLO/VLB, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify the Respondent. Respondent shall rely only on written statements issued through or by the GLO/VLB’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.

mailto:Jaynee.Williams@GLO.Texas.Gov

Texas General Land Office and Veterans Land Board -8- RFP No. 7969-JW

3.3. SOLICITATION RESPONSE COMPOSITION

3.3.1 General Requirements

Respondent shall complete and upload the documents listed below to the Dropbox™ URL in Section 3.4.3:

a) One Proposal, including all documents requested in Part 1 of the Submission

Checklist, submitted as one Portable Document Format (.pdf) file titled “RFP No. 7969-JW (Respondent name) Part 1;” and

b) One VetHUB subcontracting plan, submitted as one .pdf file “RFP No.

7969-JW (Respondent name) Part 2.”

Respondent shall prepare a clear and concise Solicitation Response that focuses on the instructions and requirements of the Solicitation. Respondent is responsible for all costs related to the preparation of their Solicitation Response. Any terms and conditions attached to a Solicitation Response will not be considered unless specifically referred to in this Solicitation and may result in disqualification.

3.3.2 Solicitation Response Format

For ease of evaluation, the Solicitation Response shall be presented in a format that corresponds to the order requested in Article VIII, Submission Checklist. Responses to each section and subsection shall be labeled clearly to indicate the item being addressed. Exceptions to this will be considered during the evaluation process.

3.3.3 Page Limit and Supporting Documentation

Proposals shall not exceed 40 pages in length. Exhibit A, signed acknowledgments of addenda, references, résumés, Annual Report, Financial Statement Components Worksheet, and the VetHUB Subcontracting Plan are considered supporting documentation and are not included in the page limit. The Solicitation Response should be formatted using 12-point or larger font, except for charts, graphs, or other graphical representations of data.

3.4. SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.4.1 Deadline

Solicitation Responses must be received at the Box™ URL in Section 3.4.3 no later than as specified in Section 3.1. Respondents may submit their Solicitation Responses any time prior to that deadline. Box™ shall time stamp all uploaded Solicitation Responses; any other documentation of timely submission in lieu of the Box™ time stamp WILL NOT be accepted.

Texas General Land Office and Veterans Land Board -9- RFP No. 7969-JW

3.4.2 Labeling

Each file uploaded to Box™ shall include Respondent’s company name and the title of the document; for example: “Company X: Proposal.”

3.4.3 Delivery

Respondents must upload Solicitation Responses to the following Box™ URL:

Upload Proposals Here!

OR

https://txglo.app.box.com/f/9ba2f2511758490db5c992c1eed4acab

The GLO/VLB shall not accept Solicitation Responses submitted by any other means. Please contact the point-of-contact listed in section 3.2.1 above for assistance with Box™.

3.4.4 Alterations, Modifications, and Withdrawals

Solicitation Responses may be modified, altered, or withdrawn by notifying the point-of-contact listed in Section 3.2.1 above, provided such notice is received prior to the deadline for submission of Solicitation Responses. The GLO/VLB may request proof of authorization before accepting modifications, alterations, or withdrawal requests.

https://txglo.app.box.com/f/9ba2f2511758490db5c992c1eed4acab https://txglo.app.box.com/f/9ba2f2511758490db5c992c1eed4acab

Texas General Land Office and Veterans Land Board -10- RFP No. 7969-JW

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

4.1. EVALUATION CRITERIA

4.1.1 Conformance with State Law

Solicitation Responses shall be evaluated in accordance with Chapters 2155-2156 of the Texas Government Code. The GLO/VLB shall not be obligated to accept the lowest priced proposal but shall make an award to the Respondent that provides the “Best Value” to the State of Texas. “Best Value” shall be determined using the evaluation criteria listed in Section 4.1.3 below, in accordance with Sections

2155.074 and 2156.007 of the Texas Government Code.

4.1.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below. Furthermore, Solicitation Responses that appear unrealistic in terms of technical commitment, that show a lack of technical competence, or that indicate a failure to comprehend the risk and complexity of a potential contract may be rejected.

Respondent shall submit a summary (not to exceed two pages) that provides specific support for meeting the minimum qualifications outlined in this Section.

This support can specifically state how Respondent meets each minimum qualification or can direct the evaluators to the appropriate section of the Solicitation Response that provides support for Respondent satisfying each minimum qualification.

4.1.2.1 Respondent must have recently been in the data analytics services business for a minimum of three (3) years within the last five (5) years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided data analytics services for a minimum of three (3) years within the last five

(5) years; and;

4.1.2.2 Respondent shall have demonstrated experience performing the services enumerated in Article II, including development and execution of targeted social media campaigns.

4.1.2.3 Respondent must be a registered entity with SAM.gov (System for Award Management) with an active Unique Entity Identifier (UEID) or the ability to obtain a UEID prior to contract execution; and

4.1.2.4 Respondent must be financially solvent.

Texas General Land Office and Veterans Land Board -11- RFP No. 7969-JW

4.1.3 Selection Criteria

Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria:

4.1.3.1 Reasonableness of cost. (40%);

4.1.3.2 Demonstrated relevant experience, qualifications, and past performance of Respondent and proposed staff (20%);

4.1.3.3 Proposed methodology and schedule (35%); and

4.1.3.4 Overall responsiveness, clarity, and organization of Solicitation

Response (5%).

NOTE: To clarify any response, the Solicitation evaluation committee may contact references provided in response to this Solicitation, contact Respondent’s clients, or solicit information from any available source concerning any aspect of the Solicitation deemed pertinent to the evaluation process.

4.1.4 Detailed Scoring Methodology

The GLO/VLB assembles an evaluation committee to evaluate each responsive Solicitation Response. Each evaluator completes one evaluation worksheet for each response. The evaluator evaluates each proposal individually against the requirements of the solicitation document, and not against other responses. The evaluator assigns the number of points he or she believes each Solicitation Response merits out of the possible points indicated on the evaluation worksheet for each selection criterion. Cost proposals are scored based on a reasonableness assessment of the proposed price, considering various factors such as: the appropriateness of the cost metric chosen by the Respondent; the impact of any identified assumptions or constraints on the proposed price; and whether the proposed price includes payment for goods and/or services that exceed the scope of GLO/VLB’s needs as specified in the Solicitation. Each evaluator scores Solicitation Responses independently and impartially. Scores are not divulged between committee members until after they have been finalized, submitted, and compiled by the purchaser. Members may ask questions of the purchaser, agency legal counsel, and designated technical experts if they are unable to find information, do not understand information in a response, or require technical assistance.

The purchaser averages all evaluators’ total scores for each Respondent to determine Respondent rankings.

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4.2. BEST AND FINAL OFFER (BAFO)

Clarification discussions, at the GLO/VLB’s sole option, may be conducted with Respondents who submit Solicitation Responses determined to be acceptable and competitive. Respondents shall be accorded fair and equal treatment with respect to any opportunity for discussion and/or written revisions of the Solicitation Responses. Such revisions may be permitted after submissions and prior to award solely for the purpose of obtaining BAFOs. In conducting discussions, there shall be no disclosure by the GLO/VLB of any information derived from the Solicitation Responses submitted by competing Respondents.

The GLO/VLB evaluation committee shall score BAFO responses in a manner consistent with the scoring of original solicitation responses. The criteria to be re-evaluated following a BAFO shall depend on the type of clarification requested by the GLO/VLB from Respondent. Scores for any of the applicable selection criteria included in the GLO/VLB’s request for BAFO shall be replaced by the BAFO scores.

4.3. CONTRACT AWARD

It is the intent of the GLO/VLB to award one contract under this Solicitation. An award notice will be sent to the selected Respondent. Any award is contingent upon the successful negotiation of final contract terms and upon approval of the Chief Clerk of the GLO/VLB.

Negotiations shall be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached or negotiations are concluded without a contract.

If contract negotiations cannot be concluded successfully, the GLO/VLB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

NOTE: Solicitation Responses are subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code, and will be withheld from or released to the public only in accordance therewith.

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ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1. RESPONDENT INFORMATION

Respondent must provide satisfactory evidence of its ability to manage and coordinate the types of activities described in this Solicitation and to produce the specified products or services on time. In accordance with this requirement, Respondent shall provide the following information:

5.1.1 Company Narrative

Provide a detailed narrative explaining why Respondent is qualified to provide the services enumerated in Article II, focusing on its company’s key strengths and competitive advantages.

5.1.2 Company Profile

Provide a company profile to include:

a) The company ownership structure (e.g., corporation, partnership, LLC, sole proprietorship, etc.), including any wholly-owned subsidiaries, affiliated companies, or joint ventures. (Please provide this information in a narrative and as a graphical representation). If Respondent is an Affiliate of, or has a joint venture or strategic alliance with, another company, please identify the percentage of ownership and the percentage of the parent company’s ownership. Finally, please provide your proposed operating structure for the services requested under this Solicitation and which entities (i.e., parent company, Affiliate, Joint Venture, subcontractor) will be performing them;

b) The year the company was founded and/or legally organized. If organized as a business entity other than a sole proprietorship (e.g., corporation, LLC, LLP, etc.), please indicate the type of entity, the state under whose laws the company is organized, and the date of organization;

c) The location of your company headquarters and any field office(s) that may provide services for any resulting contract under this Solicitation, including subcontractors;

d) The number of employees in your company, both locally and nationally, and the location(s) from which employees may be assigned;

e) The name, title, mailing address, e-mail address, telephone number, and fax number of Respondent’s point of contact for any resulting contract under this Solicitation; and

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f) Indicate whether your company has ever been engaged under a contract by any Texas state agency(ies). If “Yes,” specify when, for what duties, and for which agency(ies).

NOTE: A Respondent that is not organized under the laws of the State of Texas must register with the Texas Secretary of State before it may transact business in Texas. Respondent must provide proof of registration before the GLO/VLB may award a contract under this Solicitation.

5.1.3 Key Staffing Profile

Respondent must provide a key staffing profile and résumés for key staff that will be responsible for the performance of the services requested under this Solicitation. “Key staff” is defined as experienced, professional and/or technical personnel who will have major responsibilities under a contract and/or provide unusual or unique expertise essential for successful completion of the work performed. Provider shall ensure key staff remain available for the entire term of a contract.

If key staff become unavailable for work, Provider shall promptly notify the GLO/VLB and assign alternative staff of equal ability and qualifications.

The GLO/VLB reserves the right to approve changes to key staff.

Staff members listed in the Key Staffing Profile who are independent contractors, and not employees, of Respondent may also qualify as subcontractors. Please evaluate your Key Staffing Profile and VetHUB Subcontracting Plan accordingly.

5.2. TECHNICAL PROPOSAL

Respondent must describe clearly, specifically, and as completely as possible, its proposed methodology and schedule for achieving the objectives and requirements of this Solicitation. Respondent should identify all tasks to be performed to be responsive to Article II, Scope of Work, including activities, materials, and other products, services, and reports to be generated during the contract period and relate them to the stated purposes and specifications described in this Solicitation.

5.3. REFERENCES

Respondent shall provide a minimum of three (3) non-GLO/VLB references for projects of similar type and size performed within the last three years, preferably for state and/or local government entities. The GLO/VLB reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the Solicitation Response.

Respondent must verify current contacts. Information provided shall include:

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a) Client name;

b) Project description;

c) Total dollar amount of project;

d) Key staff assigned to the referenced project that will be designated for work under this Solicitation; and

e) Client project manager name, telephone number, and e-mail address.

The GLO/VLB checks references by e-mail. Respondents who do not provide accurate e-mail addresses waive the right to have those references considered in the evaluation of their Solicitation Responses.

5.4. MAJOR SUBCONTRACTOR INFORMATION

In addition to the requirements of Article II, Respondent must identify any major subcontractors whom Respondent intends to utilize in performing 15 percent or more of the duties and services included in this Solicitation and sample contract in Exhibit B Respondent must indicate whether or not Respondent holds any financial interest in any major subcontractor. It may be required as a condition of award that an authorized officer or agent of each proposed major subcontractor sign a statement to the effect that the subcontractor has read, and will agree to abide by, Respondent’s obligations under any contract awarded pursuant to this Solicitation.

Any major subcontractor the Respondent intends to utilize in performance of the work must also be included in the Respondent's VetHUB Subcontracting Plan. If a major subcontractor will not be utilized for this Project, so indicate in the appropriate section of the Solicitation Response.

5.5. LITIGATION AND REGULATORY HISTORY

Respondent must include in its Solicitation Response a complete disclosure of any alleged or significant contractual failures. In addition, Respondent must disclose any civil or criminal litigation or investigation pending over the last three years that involves Respondent or in which Respondent has been judged guilty or liable. For each instance of litigation or investigation, Respondent shall list: case information (e.g., cause number, location of court, names of parties); a description of each claim alleged against Respondent or its parent, subsidiary, or other affiliate; and a description of the disposition of the case.

Failure to comply with the terms of this provision may disqualify any Respondent.

Solicitation Responses may be rejected based upon Respondent’s prior history with the State of Texas or with any other party that demonstrates, without limitation, unsatisfactory performance, adversarial or contentious demeanor, or significant failure(s) to meet contractual obligations.

If Respondent has no litigation history, as described above, so indicate in the appropriate section of the Solicitation Response.

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5.6. VETERAN-OWNED HISTORICALLY UNDERUTILIZED BUSINESS (VETHUB)

The GLO is committed to promoting business opportunities for State of Texas certified VetHUBs in compliance with 34 TAC §20.285 and 31 TAC §3.30, and the GLO accordingly makes a good-faith effort to increase VetHUB participation in its contracts by contracting directly with VetHUBs or indirectly through subcontracting.

The State of Texas VetHUB Subcontracting Plan (“VetHSP”) form is included with this Solicitation as Exhibit C. A Solicitation Response that does not contain a VetHSP is not responsive and will be rejected without further evaluation. A Solicitation Response will also be rejected if the GLO determines that the VetHSP was not developed in good faith.

Please refer to the cover letter included with Exhibit C for specific instructions for locating potential VetHUB subcontractors utilizing the state’s Centralized Master Bidders List

(CMBL).

A presentation describing the procedure for completing the VetHSP is included with this Solicitation as Exhibit C.

Respondents may direct questions about VetHSPs or the VetHUB Program to the VetHUB Team contacts listed below. All other questions about this Solicitation must be directed to the single point of contact listed in Section 3.2.1.

Stella Roland, Assistant VetHUB Coordinator Stella.Roland@glo.texas.gov

Vonda White, VetHUB Coordinator Vonda.White@glo.texas.gov

5.7. CONFLICTS

Respondent must disclose any potential conflict of interest it may have in providing the services described in this Solicitation, including all existing or prior arrangements. Please include any activities of affiliated or parent organizations and individuals who may be assigned to manage this account. If Respondent has no conflicts, as described above, so indicate in the appropriate section of the Solicitation Response.

5.8. FINANCIAL CAPABILITY

5.8.1 Financial Capability Review

The awarding of a contract under this Solicitation is contingent upon the potential awardee’s demonstration of financial solvency and adequate capitalization. Within three (3) business days of a potential awardee’s acknowledgment of a Notice mailto:Stella.Roland@glo.texas.gov mailto:Vonda.White@glo.texas.gov

Texas General Land Office and Veterans Land Board -17- RFP No. 7969-JW of Intent to Award issued by the GLO/VLB, the potential awardee is required to submit:

• Annual Reports, as described in Section 5.8.2 of this Solicitation, submitted as one Portable Document Format (.pdf) file; and

• One completed Financial Statement Components Worksheet, posted on ESBD with the Solicitation, submitted as a Microsoft Excel (.xlsx) file.

To determine the financial capability of a potential awardee, GLO Financial Management division staff shall review submitted annual reports and any other financial documentation that may be requested by the GLO for solvency, liquidity, and profitability and analyze the entity’s accounts receivable and inventory. A more comprehensive list of review factors follows:

• Current ratio • EBIT/Tangible Net Assets

• Quick Ratio • Return on Equity

• Cash Ratio • Receivables Turnover ration

• Solvency ratio • Average Collection Period

• Debt to Equity ratio • Inventory Turnover ratio

• Capitalization ratio • Days Sales of Inventory

• Debt ratio • Altman Z-score

• Operating Profit Margin

A potential awardee that fails to comply with this Article or that is not financially solvent or adequately capitalized, as determined at the GLO’s sole discretion through GLO’s financial capability review and affirmed by the GLO’s Chief Financial Officer or his or her designee, may be deemed to not have met the contingency to award.

5.8.2 Annual Reports

a) If a potential awardee is an entity that is required to prepare audited financial statements, the potential awardee shall submit annual reports that include:

1) The last two years of audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

2) If applicable, the last two years of consolidated statements for any holding companies or affiliates;

Texas General Land Office and Veterans Land Board -18- RFP No. 7969-JW

3) An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

4) A full disclosure of any events, liabilities, or contingent liabilities that could affect potential awardee’s financial ability to perform the awarded contract.

b) If a potential awardee is a privately-owned entity or sole proprietorship for which audited financial statements are not required, the potential awardee shall submit annual reports that include:

1) The last two years of un-audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

2) An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

3) A full disclosure of any events, liabilities, or contingent liabilities that could affect potential awardee’s financial ability to perform the awarded contract;

OR

4) Other financial information sufficient for the GLO, in its sole judgement, to determine if the potential awardee is financially solvent and adequately capitalized.

As part of the financial capability review process, the GLO may request additional or clarifying information from any potential awardee. Personal financial statements and pro-forma financial statements will not be accepted as supporting documentation to the Financial Statement Components Worksheet and other documentation provided by a potential awardee. The GLO may accept a Dun & Bradstreet Business Credit Report from a smaller potential awardee, at the agency’s discretion.

A potential awardee must provide a completed Financial Statement Components Worksheet and annual reports as described in b) for the potential awardee only as a stand-alone entity; parent or related party financials will not be considered. If a potential awardee presents consolidated or combined financial information including its parent company’s or a related party’s financials and is unable to provide stand-alone annual reports, the GLO may proceed with the financial capability review process; however, all entities for which financial information is presented in the documentation must sign an awarded Contract.

If a potential awardee is a joint venture, an official document memorializing the relationship between participating entities must be presented. The percentage of the risk burden to be borne by each party must be indicated. Each party of the joint

Texas General Land Office and Veterans Land Board -19- RFP No. 7969-JW venture must be evaluated separately through the financial capability review process, and the weighted average of the parties’ scores will be attributed to the joint venture. All entities participating in a joint venture must sign an awarded Contract.

Texas General Land Office and Veterans Land Board -20- RFP No. 7969-JW

ARTICLE VI. COST PROPOSAL

6.1. COST PROPOSAL

Respondents must submit Exhibit E, Cost Proposal Form with the other required documents listed herein. The Cost Proposal is intended to serve as a basis for a reasonableness evaluation of Respondent’s costs to perform the services described herein.

The Cost Proposal provided should be in accordance with the specifications in this Solicitation and shall include all estimated labor, materials, tools, supplies, equipment, personnel, and other costs required to complete the Project, including, but not limited to, travel expenses, insurance, bonds, associated costs, and incidental costs necessary to provide the products and services per the specifications, requirements, provisions, terms, and conditions set forth in this Solicitation and the Contract Documents.

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ARTICLE VII. TERMS AND CONDITIONS

7.1. GENERAL CONDITIONS

7.1.1 Amendment

The GLO/VLB reserves the right to alter, amend, or modify any provision of this Solicitation, or to withdraw this Solicitation, at any time prior to the award, if it is in the best interest of the GLO/VLB.

7.1.2 Informalities

The GLO/VLB reserves the right to waive minor informalities and irregularities in any Solicitation Response received.

7.1.3 Rejection

The GLO/VLB reserves the right to reject any or all Solicitation Responses received prior to contract award.

7.1.4 Irregularities

Any irregularities or lack of clarity in this Solicitation should be brought to the attention of the point-of-contact listed in Section 3.2.1 as soon as possible, so that corrective addenda may be furnished to prospective Respondents via the ESBD.

7.1.5 Offer Period

Solicitation Responses shall be binding for a period of 120 days after they are opened. Respondents may extend the time for which their Solicitation Response will be honored. Upon contract execution, prices agreed upon by the Respondent(s) are an irrevocable offer for the term of the contract and any contract extension(s).

No other costs, rates, or fees shall be payable to the Respondent unless expressly agreed upon in writing by the GLO/VLB.

7.1.6 Open Records

The GLO/VLB is a government agency subject to the Texas Public Information Act (PIA), Chapter 552 of the Texas Government Code. The Solicitation Response and other information submitted to the GLO/VLB by the Respondent are subject to release as public information. The Solicitation Response and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Solicitation Response or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to

Texas General Land Office and Veterans Land Board -22- RFP No. 7969-JW disclosure of that information in the PIA. Merely making a blanket claim that the entire Solicitation Response is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Solicitation 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 Solicitation Response the Respondent considers proprietary or confidential must be clearly labeled as described above.

Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA, except as provided by law.

Respondents are required to make any information created or exchanged with the state pursuant to this solicitation and any contract that may result from this solicitation, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state.

Information related to the performance of this contract may be subject to the PIA and will be withheld from public disclosure or released only in accordance therewith. Respondent shall make any information created or exchanged with the state/GLO/VLB, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state/GLO/VLB. Respondent shall make any information required under the PIA available to the GLO/VLB in Portable Document Format (PDF) or any other format agreed to between the parties. The original copy of each Solicitation Response shall be retained in the official files of the agency as a public record.

Solicitation Responses and all other documents associated with this Solicitation will be withheld or released upon written request only in accordance with the PIA.

To the extent that a Respondent wishes to prevent the disclosure of portions of its Solicitation Response to the public, Respondent shall demonstrate the applicability of any exception to disclosure provided under the PIA in accordance with the procedures prescribed by the PIA. Respondent may clearly label individual documents “confidential” or “trade secret” to demonstrate that it believes certain information is excepted from disclosure and may legally be withheld from the public. Respondent thereby agrees to indemnify and defend the GLO/VLB for honoring such a designation. The failure of Respondent to clearly label such documents shall constitute a complete waiver of any and all claims for damages caused by the GLO/VLB’s release of these records.

Pursuant to Chapter 2261 of the Texas Government Code, any contract that results from this Solicitation, including selected Respondent’s Solicitation Response, shall be posted to the GLO’s website.

7.1.7 Contract Responsibility

Respondent shall be solely responsible for the performance of all contractual

Texas General Land Office and Veterans Land Board -23- RFP No. 7969-JW obligations that may result from an award based on this Solicitation. Respondent shall not be relieved of its obligations for any nonperformance by its subcontractors.

7.1.8 Public Disclosure

Respondent will not advertise that it is doing business with the GLO/VLB or use a contract resulting from this Solicitation as a marketing or sales tool without prior written consent of the GLO/VLB. Furthermore, Respondent may not distribute or disclose this Solicitation to any other vendors or companies without permission from the GLO/VLB.

7.1.9 Remedies

All remedies available to the GLO/VLB for breach or anticipatory breach of any contract that results from this Solicitation are cumulative and may be exercised concurrently or separately, and the exercise of any one remedy shall not be deemed an election of such remedy to the exclusion of other remedies. Liquidated damages, actual damages, cost projections, and/or injunctive relief may also be invoked either separately or combined with any other remedy in accordance with applicable law.

7.2. INSURANCE

7.2.1 Required Coverages

For the duration of any contract resulting from this Solicitation, Respondent shall acquire and maintain insurance with financially sound and reputable insurers licensed by the Texas Department of Insurance in the type and form required by the Contract (refer to Attachment B of Exhibit B, the GLO/VLB’s sample contract, Required Insurance). Provider must submit to the GLO/VLB certificates of insurance and other documents necessary to establish to the GLO/VLB’s satisfaction that Provider carries the types and amounts of insurance specified in the Contract. If the insurance needs change or the GLO/VLB determines any policy does not comply with the terms of the Contract, Provider must secure such additional policies or coverage that the GLO/VLB may reasonably request or that are required by law or regulation. If coverage expires during the term of this Contract, Provider must submit renewal certificates to the GLO/VLB evidencing continuity of coverage.

Insurance policies shall be written by a company licensed to do business in the State of Texas, with an A.M. Best rating of “A-” or better, and authorized to provide the corresponding coverage.

Work on any contract shall not begin until after Respondent has submitted acceptable evidence of insurance. Failure to maintain insurance coverage or acceptable alternative methods of insurance shall be deemed a breach of contract.

Texas General Land Office and Veterans Land Board -24- RFP No. 7969-JW

7.2.2 Alternative Insurability

Notwithstanding the preceding, the GLO/VLB reserves the right to consider reasonable alternative methods of insuring the contract in lieu of the insurance policies customarily required. It will be Respondent’s responsibility to recommend to the GLO/VLB alternative methods of insuring the contract. Any alternatives proposed by Respondent should be accompanied by a detailed explanation regarding Respondent’s inability to obtain the required insurance. The GLO/VLB shall be the sole and final judge as to the adequacy of any substitute form of insurance coverage.

7.3. PROTEST

Any Respondent unsuccessful or aggrieved in connection with this Solicitation may file a protest in accordance with 31 TAC §3.50.

7.4. CONTRACT TERMS AND SOLICITATION ACCEPTANCE

7.4.1 Terms and Conditions

Exhibit B, Sample Contract, is the standard contract form used by the GLO/VLB and includes…