ESBD_504336_1775512089684_802-26-73021 RFP Aviation Equipment Maintenance_LE.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-26-73021

Aviation Equipment Maintenance and Repair Services

NIGP Class/Item: 905-16

RFP Issue Date: April 6, 2026 Questions Due: April 14, 2026; 2:00 PM CT

Proposal Due Date: April 21, 2026; 2:00 PM CT

Purchaser: Allye Potter, CPPB, CTCD 512-718-3703 Purchasing.BidBox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

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Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

7. Contractor Requirements

8. TPWD Responsibilities

9. Performance Measures 9

10. Adding New Products/Services to Contract After Award

11. Modifications of Contract Terms and/or Amendments

12. Price Adjustments

13. Insurance

14. Subcontracting

15. Contract Administration

16. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

5. Delivery of Proposals

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6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – PRICE SHEET

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – KEY PERSONNEL

EXHIBIT E – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT F – TECHNICAL PROPOSAL

EXHIBIT G – RESPONSE SUBMISSION CHECKLIST

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is seeking proposals from qualified Contractors to establish an annual maintenance and repair contract for TPWD Law Enforcement helicopter surveillance camera system, Wescam MX-10. The camera system is installed on TPWD Airbus Helicopter H125. The contract shall include parts, components, accessories, inspection and/or maintenance in accordance with the following statement of work and terms and conditions.

2. BACKGROUND

Thermal imaging cameras are indispensable to law enforcement helicopters as they reveal heat signatures that are otherwise invisible to the human eye, especially in darkness or dense brush. This technology is most vital for search and rescue operations, allowing airborne crews to quickly locate missing persons by their distinct body heat. Ultimately, these tools serve as a powerful extension of a helicopter's mission to protect the community and uphold the law through superior situational awareness.

To ensure these tools remain a reliable "steward of light," routine maintenance is essential for preventing the failure of delicate internal components. Without diligent care, a sudden hardware failure could blind an officer at a critical moment when a life is on the line. These maintenance protocols uphold the integrity of the equipment, ensuring it is always ready to serve the community.

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified Respondents to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare and evaluate proposals based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to identify qualified Vendors and award one (1) contract for aviation equipment maintenance and repair services. It is TPWD’s sole discretion to determine best value.

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on Date of Award and continue three (3) years from the date of award, unless sooner terminated under the terms of the contract.

4.2. Renewal Option: Contract may be renewed for up to two (2) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. Any extensions shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide a new timeline and delivery schedule to the Contractor.

4.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded Contractor, extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be under the same terms and conditions, plus any approved changes.

4.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5. Amendments: The contract may be amended in writing by mutual consent of the parties.

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4.6. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Qualifications and Experience: A contract shall only be awarded to a Contractor who is experienced in providing the services contained herein. Respondent (and awarded Contractor) shall meet the following minimum qualifications:

5.1.1. Respondent shall be engaged in the business of providing aviation equipment maintenance and repair services for a minimum of five (5) years within the past five (5) years, and services similar in type and quantity to those listed herein. Recent start-up businesses do not meet the requirements of this solicitation. (A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.)

5.1.2. Respond shall have technicians that have thorough and extensive factory training on the L3 Harris Wescam MX-10 camera system.

5.1.3. Respondent shall have performed a minimum of 25 helicopter maintenance work orders within the last 12 months.

5.1.4. It is preferred the Respondents’ facility is an FAA Approved Repair Station. If so, the FAA Repair Station Certificate Number must be submitted with the Respondent’s response.

5.1.5. Respondent shall have available the necessary qualified personnel, skills, qualifications, organization, facilities, equipment and supplies required to fulfill all requirements under this RFP and any resulting contract.

5.1.6. Respondent shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5.2. Authorization and Consent for Disclosure of Criminal History Information:

5.2.1. To enhance the safety and security of TPWD employees and visitors, TPWD is required to check the criminal history for anyone providing services to TPWD. Contractor will have each personnel member (including sub-Contractors, if any) who will be involved in the Contract complete an Authorization and Consent for Disclosure of Criminal History Information .

5.2.2. TPWD reserves the right to waive any findings that do not impact on the successful completion of the project and/or safety of TPWD staff or that of the public. It is TPWD’s sole discretion to determine potential impact or risk.

5.3. Supporting Documentation: Respondent shall complete and submit Exhibit C – Company Profile, Exhibit D – Key Personnel, Exhibit E – Past Projects with Corresponding References, and Exhibit F – Technical Proposal with proposal to provide documentation to support the above qualifications. (Ref: Section II, Subsection 3.3.) Upon request, Respondent shall provide additional documentation regarding their qualifications, ability and capability. TPWD will be the sole judge in determining the sufficiency of the Respondent's resources and ability to perform the contract or provide the service.

6. SCOPE OF WORK AND SPECIFICATIONS

TPWD Law Enforcement Game Warden Aviation Department is seeking an annual equipment service plan to provide service coverage for TPWD’s WesCam MX-10 camera system (“System”). The service plan will be utilized by TPWD Aviation to cover potential equipment malfunctions and/or repairs of the WesCam MX-10 camera system in accordance with the following specifications.

Work shall include, but not be limited to, the following as applicable:

6.1. Contractor must be able to perform maintenance, repairs and inspections to all variants of Airbus H125 helicopters.

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6.2. Services must be performed at the successful Respondent’s facility which is equipped to perform in-house inspection, maintenance and repairs.

6.3. Contractor facility hours: The required normal business hours will be no less than Monday - Friday, 8:00am

– 5:00pm.

6.4. Contractor must provide inside hangar space in the event the aircraft must remain overnight. In no case will it be acceptable for the aircraft to be left outside overnight, without the approval of TPWD.

6.5. Contractor must have the capability to provide emergency helicopter equipment maintenance and technical support, covering the entire State of Texas, on a twenty-four (24) hour schedule, seven (7) days a week throughout the duration of the contract.

6.6. The Contractor shall manage all repair activities that cannot be carried out by TPWD to the level they have been trained. This consists of repair operations on any inoperable or defective Line Replaceable Unit (LRU) or Shop Replaceable Unit (SRU) returned to the Contractor’s repair facility for comprehensive testing, alignment, and repair. These activities include but are not limited to the following:

6.1.1 Repair and test in accordance with industry standard service procedures.

6.1.2 Corrective maintenance for repair of failures, fault isolation to the defective component within faulty SRUs, removal and replacement of the component, and checkout of the SRU operation.

6.7. Contractor to maintain a library of required and current maintenance manuals specific to the Airbus H125.

6.8. Contractor must respond to TPWD request for service within one (1) business day by phone to confirm if they are able to accommodate the repair. Contractor must arrive at any possible field site within 48 hours for any unscheduled maintenance required to be performed.

6.9. Technical Support:

After receiving a fault notification or inquiry from TPWD, the Contractor’s service team shall respond within one (1) business day by contacting TPWD by phone. During the telephone call, the Contractor shall assess the failure reported by TPWD and a decision will be made whether the fault can be rectified via telephone consultation, site visit, or delivery to the Contractor’s repair facility.

6.10. Repairs and Maintenance:

6.11.1. The Contractor shall perform manufacturer-conducted recommended routine maintenance (other than customer-conducted routine maintenance), periodic inspections, repairs, and/or maintenance on the WesCam MX-10 camera system. This includes emergency labor and parts.

6.11.2. The Contractor shall report to TPWD any potential faults found during the course of inspections.

6.11.3. The Contractor shall report any damage to aircrafts that may have occurred during repair process.

6.11.4. The Contractor shall be responsible for proper documentation of each aircraft maintenance logbook before the aircraft is returned to service.

6.11. On-Site Service Calls:

6.12.1. When a site visit is required, a member of the Contractor’s service team shall confirm an appointment with TPWD to be onsite at the designated location within 48 hours. Contractor must arrive on-site within 48 hours for any unscheduled maintenance required to be performed.

6.12.2. Contractor or shall report to TPWD upon arrival. Contractor agrees to have a TPWD representative accompany Contractor during their visit.

6.12. Repair Turn Around Time:

6.14.1. The repair turnaround time shall be measured from the date the equipment is received at the

Contractor’s repair facility to the date the equipment is shipped back to TPWD and is exclusive of shipping days and customs or export delays.

6.14.2. The Contractor shall commit to an average thirty (30) business days, from receipt at the Contractor’s repair facility to date of return shipment to TPWD based on user-specific maximum operational hours annually.

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6.14.3. Any off-site equipment repairs should be returned to TPWD by Aircraft On Ground (AOG) expedited shipping.

6.13. Final Inspection:

6.15.1. Final inspection shall be conducted by TPWD at the TPWD Aviation Office, located at 10335 Golf

Course Rd., Austin, Tx 78719, prior to TPWD accepting the service on the aircraft as complete.

6.15.2. TPWD representatives shall have sole authority to determine that the specifications of the work order have been met.

6.15.3. Inspection shall include the verification that all serviced equipment is working properly and provide the appropriate logbook entry for aircraft.

6.15.4. If a defect is found with the aircraft and the remedy for the defect will take an extended period of time as determined by the TPWD, then subsequent inspections shall be conducted until the specifications are met as determined by the TPWD and service is accepted.

6.14. Parts and Equipment:

6.16.1. All parts and equipment shall comply with FAA regulations and shall meet or exceed the original equipment manufacturers specification, provided however, that the use of refurbished or overhauled replacement parts is subject to the prior approval of TPWD.

6.16.2. Contractors’ facilities must be able to provide parts expeditiously and be equipped to perform all required repairs and installations. If a part is available and the aircraft is grounded [Aircraft on the Ground (AOG)], that part(s) should be shipped overnight. For parts that are not readily available, those part(s) should be ordered AOG to expedite locating and shipping. Contractor must make aircraft on the ground AOG a priority over other less significant work orders. Less significant work orders would be any other aircraft not AOG.

6.16.3. Aftermarket, Refurbished or Overhauled Material/Parts:

6.16.4.1. Aftermarket, refurbished or overhauled material or parts shall only be allowed with express written approval or email of the TPWD or its authorized representative.

6.16.4.2. TPWD may consider the use of aftermarket, refurbished or overhauled replacement parts when it is in the best interest of the State of Texas and flight safety is not compromised.

6.16.4.3. Refurbished or overhauled parts must fully meet the original equipment manufacturers’ specifications and be approved by the FAA.

6.16.4. Replacement Parts:

The Contractor shall be responsible for replacement parts. Any SRU removed from LRUs shall be repaired or replaced as part of the service provided.

6.15. Warranty/Guarantee:

6.17.1. The equipment/parts proposed are to be warranted against defects in workmanship and material.

The warranty/guarantee will run for the entire life of the Contract or a minimum of one year (whichever is longer) from the date the product is inspected and accepted by the TPWD.

6.17.2. Contractor must guarantee replacement of improperly manufactured products due to defective materials or product during the initial Contract period and any exercised renewal options.

6.17.3. The replacements must be received by TPWD within two weeks of written notification.

6.17.4. Contractor will provide replacement free of any charge, including any shipping to return the product if necessary.

6.17.5. Contractor will either replace the product with new product or refund the full purchase price of the product, whichever TPWD prefers.

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6.17.6. Damages:

Any damage done to the aircraft by the Contractor will be repaired by Contractor at their cost and TPWD’s satisfaction. All repairs must be in accordance with the manufacture guidelines or FAA specifications for repair(s).

6.16. Excluded Services:

The Service Plan shall not include the following:

6.16.1. Organizational level maintenance tasks or provision of consumable items required to complete organizational level maintenance tasks.

6.16.2. The correction of any fault in the System due to:

a. The Customer’s neglect or misuse of the System or its failure to operate the System in accordance with the Supplier’s instructions or for the purposes for which it was designed;

b. The alteration, modification, or maintenance of the System by any party other than a Supplier-certified maintenance provider;

c. The use of defective or inappropriate supplies or parts with the System;

d. Any accident or disaster affecting the System including without limitation fire, flood, water, wind, lightning, transportation, vandalism or burglary; bird strike or crash damage;

6.16.3. Electrical work external to the System.

7. CONTRACTOR REQUIREMENTS

7.1. Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work, installation or other service performed without prior written authorization of the TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

7.2. Contractor shall provide service in accordance with requirements specified herein and the resulting contract(s) and adhere to the TPWD Terms and Conditions.

7.3. Contractor shall provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the contract.

7.4. Contractor shall provide all machinery, tools, apparatus, equipment, materials, labor supervision and the necessities for helicopter equipment, maintenance and repairs.

7.5. Contractor is responsible for all costs incurred in the performance of the contract.

7.6. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

7.7. Contractor shall follow relevant safety rules and conduct the work in a safe manner.

8. TPWD RESPONSIBILITIES

8.1. During the period of performance of the service contract, TPWD undertakes to perform the following:

8.1.1. Organizational Maintenance:

(a) TPWD will perform Operational Maintenance as outlined in the Operator/Maintenance Manual provided with the equipment.

(b) In order to ensure the Standard Warranty is not violated, Operational maintenance is restricted to the following on-condition maintenance activities:

(1) Cleaning of optical windows

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(2) Nitrogen purging and changing desiccant containers

(3) Operating tests and checks, functional testing and fault diagnosis

(4) LRUs must be removed and replaced by TPWD

8.1.2. In the case where TPWD also elects to complete Basic Intermediate Maintenance tasks, the user of the equipment will perform those procedures in accordance with their training and the Basic Intermediate Maintenance Service Procedures.

8.1.3. Notification of Fault or Malfunction:

TPWD shall inform the Contractor promptly, by fax, telephone, or e-mail, upon becoming aware of any faulty condition or malfunction of the WesCam MX-10 Surveillance Camera System.

8.1.4. Access to the System:

TPWD shall make available to the Contractor the System, all associated documentation, and any other information necessary for the Contractor to diagnose any fault in the System.

8.1.5. Access to Site:

If on-site repair is requested, TPWD shall grant the Contractor (or its employees or agents) such access to the site where the System is located as is required from time to time in order to discharge its obligations under this agreement.

8.1.6. Condition of Site:

If on-site repair is requested, TPWD shall make available at the site where the System is kept adequate facilities as reasonably required by the Contractor to discharge its obligations under this agreement including, without limitation, the presence of at least one member of TPWD’s staff and adequate workspace.

8.2. TPWD will designate a Contract and Project Manager upon contract award.

8.3. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided in this contract.

9. PERFORMANCE MEASURES

9.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractor(s).

By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

9.2. TPWD will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract.

If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

10. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to Contractor to quote on the proposed additional products/services. Contractor shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

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11. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

11.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

11.2. The Contract may only be modified or amended upon mutual written agreement of TPWD Purchaser(s) and the Contractor.

11.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

12. PRICE ADJUSTMENTS

12.1. Extension Period Pricing: A price escalation may be allowed upon renewal provided the Contractor notifies TPWD FR-Purchasing and Contracting Section, in writing. The price escalation shall correlate with an appropriate U.S. government published index. Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

12.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWD. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

TPWD reserves the right to award any canceled contract to the next lowest responsive respondent or rebid, whichever is in TPWD’s best interest.

13. INSURANCE

13.1. Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation STATUTORY LIMITS Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Ea. Accident $1,000,000 Ea. Employee $1,000,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$2,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $2,000,000 Products Completed Operations $1,000,000 Personal & Advertising Liability $1,000,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles $1,000,000 Combined Single Limit

Aviation Commercial Liability $10,000,000 Minimum Aviation Products and Completed Operations $25,000,000 Policy Limit

Aviation Hangar Keeper’s Liability $6,000,000 Per Aircraft Limit $6,000,000 Each Occurrence

Environmental Liability $500,000

13.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

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13.3. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M.

Best, and authorized to provide the corresponding coverage.

13.4. Prior to the commencement of the job and not later than ten (10) days following award, the Contractor shall furnish to TPWD, for approval, a Certificate of Insurance as proof that the required insurance is in full force and effect. The Certificate of Insurance shall be sent to: Allye Potter / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or purchasing.bidbox@tpwd.texas.gov.

14. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

15. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether Contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD Law Enforcement and the TPWD FR-Purchasing & Contracting Branch. TPWD FR-Purchasing staff will be responsible for administering the contractual business relationship with the Contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the contract manager and point-of-contact between the agency and the Contractor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

15.1. Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

15.2. Managing the financial aspects of the contract including approval of payments.

15.3. Meeting with the Contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

15.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

15.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

16. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

16.1. Contractor to submit invoice(s) to Texas Parks & Wildlife Department, Accounts Payable, 4200 Smith School Road, Austin, Texas 78744, or electronically to Accounts.Payable@tpwd.texas.gov .

16.2. Invoices must show:

16.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

16.2.2. Name of receiving entity

16.2.3. Contract/Purchase Order number

16.2.4. Description, quantity, unit of measure, unit price, extended price of each item

16.2.5. Total price

16.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

16.2.7. Attach supporting documentation, if required

mailto:purchasing.bidbox@tpwd.texas.gov mailto:Accounts.Payable@tpwd.texas.gov

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16.3. Payment:

16.3.1. The Contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then Contractor will be paid in accordance with the agreement approved by the parties.

16.3.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor if any of the following conditions exists:

(a) Contractor is in breach of this contract.

(b) Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract.

(c) If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve the level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other Contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

16.3.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days.

16.3.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

16.3.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-4833 for additional information.

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SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: April 6, 2026 Questions Due: April 14, 2026; 2:00 PM CT Answers Posted on ESBD: April 16, 2026 Proposal Due Date: April 21, 2026; 2:00 PM CT Expected Contract Award Date: June 1, 2026

2. INQUIRIES

2.1. Contact: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Allye Potter, Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone: 512-718-3703 Email: purchasing.bidbox@tpwd.texas.gov

2.2. Clarifications: TPWD will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point-of-contact listed in Section II, Subsection 2.1. Questions should be submitted in the following format: a) Reference to the Solicitation number; b) Reference the Section number, Page number, Paragraph number, and Text of passage being questioned; and c) Question.

2.3. Deadline for Submission of Questions: To provide TPWD with sufficient time to adequately prepare responses to Vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. Answers to Questions: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily (ESBD) at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If Respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. Prohibited Communications: Upon issuance of this solicitation, TPWD, 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), except for the written inquires described in Section II, Subsection

2.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TPWD’s FR- Purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

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3.1. General Response Format:

Respondents shall submit one (1) original copy of their proposal signed, including pricing (marked Original). In addition, Respondents should submit one (1) copy of their proposal without pricing.

3.2. Required Response Content:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed.

3.2.2. Exhibit B – Price Sheet: Include completed Exhibit B (or reasonable facsimile).

3.3. Additional Response Content:

Respondent shall include the following additional documentation in their response , or within one

(1) business day of TPWD request. The documentation may be submitted electronically or facsimile.

Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit C – Company Profile: Include completed Exhibit C (or reasonable facsimile).

3.3.2. Exhibit D – Key Personnel: Include completed Exhibit D (or a reasonable facsimile, or resumes)

3.3.3. Exhibit E – Past Projects with Corresponding References: Include completed Exhibit E (or reasonable facsimile).

3.3.4. Exhibit F – Technical Proposal: Include Technical Proposal – tabbed Exhibit F (max 2 pages), including numbered responses corresponding to each of the items listed in Exhibit F.

3.3.5. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 5. Late proposals will not be considered under any circumstance.

4.2. EMAIL SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION. Links to proposals in shared drives such as DropBox, Google, or any other clickable link are not an acceptable submission.

4.3. Hard copy proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.4. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response.

4.5. Respondents to this RFP are responsible for all costs of proposal preparation.

4.6. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline.

Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.7. Prices and terms will not be divulged until after contract award.

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5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the Respondent who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the Respondent will NOT be a factor in proposal evaluation.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser’s name, identified in Section II, Subsection 2 above, will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD’s FR- Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the Respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Evaluation Criteria Weight Compensation and Fees 20% Qualifications, Experience, Capability, Facilities, Equipment, etc.

(based on Exhibit C, D, E) 50%

Technical Proposal (based on Exhibit F) 30% FAA Approved Repair Station 10%

Total 110%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references and/or inspect Respondent’s facility/equipment.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.6.2. Facility and/or equipment may be inspected to verify ability to successfully complete the project.

Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

6.7. Step 4 - Best and Final Offer (BAFO): The evaluation committee will determine if discussions and/or Best and Final Offers are necessary. Award of a contract may be made without discussions or Best and Final Offers, if in the best interest of the state.

6.7.1. Discussions: The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal.

U.S. Postal Service Overnight/Express Mail Email

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.Bidbox@tpwd.texas.gov

NOTE: Proposals must be date stamped in Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.Bidbox@tpwd.texas.gov

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6.7.2. Oral Presentations: TPWD may, at its discretion, elect to have Respondents provide oral presentations of their proposals.

6.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of TPWD and will be requested in writing. If requested, Respondent(s) shall submit a final price and any added value. If more than one Respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award. TPWD will make the final determination on the best value.

6.7.4. The evaluation committee will evaluate the finalists and make a recommendation for award.

6.8. AWARD: TPWD reserves the right to award a contract to a single Contractor, or award to more than one Contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

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SECTION III – GENERAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

OCTOBER 2025

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below.

All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.gov/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

http://www.txsmartbuy.gov/esbd

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2.3. Unless otherwise specified, items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document. This document will contain all of the rights and duties of the parties extracted from the relevant terms and conditions of this solicitation (including its attachments, exhibits, supplements, and addenda); the successful Contractor’s response; any TPWD request for a Best and Final Offer; and any successful Contractor’s Best and Final Offer, if applicable.

3.3. Best Value – TPWD will be the sole judge of best value. Award will be based on Best Value criteria and may include, but is not limited to:

3.3.1. Best meets the goals and objectives of the solicitation as stated above.

3.3.2. Best meets the quality and reliability of the proposed services.

3.3.3. Effect of the proposed solution on agency productivity.

3.3.4. Provides the most customer focused solution that will best meet the needs of the public.

3.3.5. Experience in successfully providing services in this solicitation.

3.3.6. Past Performance: A Respondent’s past performance will be measured based upon pass/fail criteria in compliance with applicable provisions of Gov't Code §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125. Respondents may fail this selection criterion for any of the following conditions:

• The Vendor has a score less than C or Legacy Unsatisfactory in the Vendor Performance

System,

• Currently under a Corrective Action Plan through the Texas Comptroller of Public

Accounts (CPA),

• Having repeated negative Vendor Performance Reports for the same reason,

• Having Purchase Orders that have been cancelled in the previous 12 months for non-performance (i.e., late delivery, etc.).

3.3.7. Contractor performance information is located on the CPA web site at:

www.txsmartbuy.gov/vpts. CPA may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), CPA may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Any such investigations shall be at the sole discretion of CPA, and any negative findings, as determined by CPA, may result in non-award to the Respondent.

http://www.txsmartbuy.gov/vpts

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4. UNIT PRICES: Respondents must price per unit shown. Unit prices shall govern in the event of extension errors.

5. FREIGHT: Quote FOB destination, freight prepaid and allowed unless otherwise stated within the specifications.

6. DELIVERY:

6.1. Show number of days required to place material in receiving agency's designated location under normal conditions. Delivery days mean calendar days, unless otherwise specified. Failure to state delivery time obligates Respondent to deliver in 14 calendar days.