ARTICLE 1 – GENERAL OVERVIEW AND EXECUTIVE SUMMARY

AUSTIN COMMUNITY COLLEGE (ACC) DISTRICT is soliciting Requests for Proposals (RFPs) from qualified vendors to supply all necessary equipment and labor to service, maintain, repair, and install solar photovoltaic (PV) systems when the systems fail, and to keep a preventative maintenance schedule in accordance with Solar Photovoltaic (PV) Systems Maintenance and Repair Services, Indefinite Delivery, Indefinite Quantity (IDIQ)- Request for Proposals #936-26-272-00-S-AB-RFP.

ACC Administration is responsible for the following responsibilities with respect to the selection of service providers for the proposed services:

• Serve as the primary/first contact with all external professionals who may be contracted for these projects;

• Develop and publicize scope of solicitation and evaluation criteria for selection of Solar Photovoltaic Systems Maintenance and Repair Services;

• Submit rankings of respondents to the solicitation evaluation committee for evaluation selection and approval; and,

• Serve as contact and in oversight role throughout the procurement process.

Selection Process – The RFP is a one-step process for selecting a qualified firm for:

• Solar Photovoltaic (PV) Systems Maintenance and Repair Services

ARTICLE 1.1 Authority

ACC is soliciting the proposed services (or goods) listed herein under Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f), and ACC’s Board Policies CF (Local) and CDC (Local).

ARTICLE 1.2 College Information

The Austin Community College District (ACC) is a public community college system serving the Austin, Texas, metropolitan area and surrounding Central Texas communities. ACC was founded in 1972 as part of the Austin Independent School District and began offering classes in fall semester 1973. ACC is one of the largest community college systems in Texas and in the United States. The College maintains 11 campuses, 2 centers, and distance learning options to serve about 70,000 students annually in academic, workforce, continuing education and adult education programs. ACC offers associate degrees and career/technical certificate programs in more than 100 areas of study as well as four bachelor’s degree programs. Most courses taken within the District are meant to apply to associate degrees, which help students qualify for jobs or can be transferred to four-year institutions.

The College’s legislatively designated service area encompasses six counties: Bastrop, Blanco, Caldwell, Hays, Travis, and Williamson.

The College is primarily supported by ad valorem taxes, tuition and state appropriations. ACC’s website is at http://www.austincc.edu.

Historical and demographic information about ACC can be viewed by accessing the link below to the ACC Fact Book: https://oira.austincc.edu/data-and-reports/factbook/.

ARTICLE 1.3 Point of Contact Information

All requests, questions or other communication about this solicitation shall be made in writing to the ACC Procure to Pay (P2P) Department addressed to person listed below:

• Name: Anthony Barron http://www.austincc.edu/ https://oira.austincc.edu/data-and-reports/factbook/

• Title: Buyer, ACC P2P Department

• Address: 6101 Highland Campus Drive, Austin, TX 78752

• Phone: (512) 223-1039

• E-Mail: anthony.barron@austincc.edu

ARTICLE 1.4 Prohibited Communication

On issuance of this solicitation, except for the written questions and requests for clarification described in the solicitation, ACC, its representative(s), or partners will not answer any questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s).

Attempts by potential respondents to ask questions by phone, email, or in person of other representatives other than the point of contact for this solicitation will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through the College's designated staff as provided in this solicitation.

Prohibited communication includes any attempts to contact or notify any ACC agent (reference Exhibit C-1) during the procurement process and prior to award of the resulting contract.

This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

Failure to comply with these requirements may result in disqualification of respondent's proposal.

ARTICLE 1.5 Clarifications

Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in the solicitation in the manner and by the deadline for submitting questions.

If a respondent fails to timely and adequately notify the point of contact of such issues, the respondent submits its proposals at its own risk, and if awarded a contract:

1. shall have waived any claim of error or ambiguity in the solicitation and any resulting contract,

2. shall not contest the interpretation by the College of such provision(s), and,

3. shall not be entitled to additional compensation, relief, or time by reason of ambiguity, error, or later correction.

ARTICLE 1.6 Questions and Responses

Questions or comments concerning this solicitation must be submitted in writing to the ACC’s Point of Contact, by no later than the date and time indicated in Procurement Schedule of Events.

Responses to questions or other written requests for clarification will be communicated via an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. ACC reserves the right to amend answers before the deadline of the solicitation’s responses. It is the respondent's responsibility to contact the Point of Contact for updated responses.

ACC also reserves the right to determine or decline to answer any question or questions or to provide a single consolidated response of all matters they choose to respond in any manner at the sole discretion of the College. If ACC, in its sole discretion, determines that questions necessitate a change to this solicitation, the change will be reduced to writing in the form of an addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable.

ARTICLE 1.7 Procurement Schedule mailto:anthony.barron@austincc.edu

The following table identifies the critical pre-award events for the solicitation:

Procurement Schedule Event Dates

Solicitation Release Date April 9, 2026 Solicitation Conference: 11:00 a.m., Central Standard Time (CST) April 21, 2026 Deadline for Questions: 12:00 p.m., CST April 22, 2026 Issuance of Addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. April 24, 2026

Withdrawal of Solicitation (Same date as the due date/closing): 12:00 p.m., CST May 1, 2026

Solicitation Response Due Date/Closing Date: 12:00 p.m., CST May 1, 2026 Contract Award May 29, 2026 Anticipated Contract Start Date June 1, 2026

Note: The dates identified are a tentative schedule of events. ACC reserves the right to modify these dates at any time upon notice and at the discretion of ACC, which will be posted to its website, via addenda.

ARTICLE 1.8 Solicitation Conference

ACC will host an optional Solicitation Conference on Tuesday, April 21, 2026 at 11:00 a.m., CST on ZOOM via link below:

• Join Zoom Meeting https://austincc.zoom.us/j/83671375741?pwd=9wCsUMehfF1Y90tVn8mGcXzapchLaD.1

• Meeting ID: 836 7137 5741

• Passcode: 522857

• TOLL-FREE CALL-IN NUMBER

Respondents may email questions for the conference to the Point of Contact (reference ARTICLE 1.3) no later than five (5) days before the conference. ACC will allow respondents to submit written questions at the conference.

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the sole point of contact identified in the solicitation at least 72 hours before the meeting so appropriate arrangements can be made.

ACC will attempt to respond to questions at the conference, but responses are not official until posted in the official Addendum included in this RFP. ACC reserves the right to amend answers before to the proposal submission deadline.

ARTICLE 2 – PROJECT OVERVIEW

ARTICLE 2.1 Mission Statement and Objective

The primary mission of ACC’s P2P Department is to acquire the highest quality of goods and services in a timely manner that provides the best value to ACC, and to assure that the procurement function https://austincc.zoom.us/j/83671375741?pwd=9wCsUMehfF1Y90tVn8mGcXzapchLaD.1 is conducted for effective college operations and in accordance with applicable Federal and State laws, and ACC policies.

ARTICLE 2.2 Mission Objectives

ACC’s objectives of this solicitation are to award IDIQ contract(s) to qualified professional solar photovoltaic (PV) suppliers whose employees, management, staff, subcontractors, etc., utilize and comply with the industry standard, the North American Board of Certified Energy Practitioners (NABCEP), and whose qualified and certified technicians will provide solar PV system maintenance and repair services throughout the District. Routine maintenance and occasional issues that may arise will require a qualified solar technician to troubleshoot and resolve. ACC currently operates seven (7) solar PV systems of varying sizes and ages on the following campuses:

• Eastview (EVC), Elgin (EGN), Highland (HLC), Northridge (NRG), Riverside (RVS), Round Rock (RRC), and San Gabriel (SGC).

ARTICLE 2.3 Description of Services/Scope of Work (SOW)/Specifications

The qualified respondents must be able to meet the following requirements and perform the following tasks:

1. All technicians must have appropriate certifications, licensing or training necessary to meet maintenance performance standards, as recommended or identified by the systems manufacturer and/or the NABCEP.

2. Maintain a preventative maintenance schedule of existing solar installations to maximize uptime.

3. Furnish all materials, labor, necessary tools and equipment to comply with relevant codes as specified by the local Authority Having Jurisdiction (AHJ) and other applicable codes and standards.

4. Supply all required equipment to service, repair, install or maintain solar PV systems.

5. Ensure the work includes all activities necessary to provide safe, efficient, cost-effective facilities and infrastructure preservation, operation, planning, inspection, design and maintenance.

6. Respond to all non-emergency calls during regular business hours within two (2) business days by telephone and/or email.

7. Respond to all emergency calls during regular hours and/or after hours within one (1) business day by telephone and/or email. The primary function of the supplier is to resolve any operating issue and return to standard operational status as soon as possible.

8. Provide documentation of completion and steps taken for resolution of maintenance, inspections, or repairs, including As-Builts and up-to-date drawings.

9. Upon ACC's request, conduct annual inspections of every system to identify potential safety and downtime issues.

10. Schedule and administer system cleaning, as needed and at ACC’s request.

11. Schedule and facilitate repairs as determined and needed. Repairs may originate from preventative maintenance findings, or as a result of outages.

12. Provide training on newly installed systems or software, as needed per ACC’s request.

13. When applicable, any new installations or systems which are subsequently added to ACC's solar PV portfolio, preventative maintenance and repair services for the additional systems will begin under this contract once their warranty periods end.

ARTICLE 2.4 Warranty Requirements

As applicable, unless otherwise agreed in writing prior to the award, the manufacturer's warranty for all items purchased shall be one (1) year from the date of the installation and acceptance by ACC for each acquisition. All respondents must ensure the warranty requirements are applicable to the following items and components for the solar PV systems. Complete repair or full replacement of all hardware faults resulting from a product defect on a back to supplier basis must be included in the product warranty.

ARTICLE 2.5 Extended Warranty and Maintenance Service Agreement

All respondents are requested, if applicable, to provide information regarding additional or extended warranty and/or maintenance agreements that would be applicable to the solar PV systems.

Respondents are requested to identify and list costs of additional warranty and/or maintenance agreements on the Exhibit F - Respondent Price Sheet and Fees with the respondent's proposal submission. ACC will consider the cost of the extended warranty option in determining overall best value to the College.

ARTICLE 2.6 All Elements of Costs for the Proposed Goods

The cost of the proposed services and all elements of cost offered by all respondents must include, but is not limited to, the initial warranty, training, delivery, and installation. In addition, all respondents are requested to maintain the original cost of the proposed services for at least two (2) years from the date of installation, when applicable. All respondents must submit Exhibit F - Respondent Price Sheet and Fees (EXCEL version) with their proposal response. All proposed costs will be considered by ACC in determining the overall best value selection for contract award.

ARTICLE 3 – SMALL LOCAL BUSINESS ENTERPRISES

ARTICLE 3.1 Small Business Development Program (SBDP)

The Small Business Development Program (SBDP) was established to provide a race- and gender-neutral program for the College to utilize in its efforts to ensure that all segments of its local business community have a reasonable and significant opportunity to participate in contracts.

According to ACC’s Board Policies CF (Local) and CDC (Local), ACC is committed to maximizing the vitality and robustness of the economy of the College’s service area through enhanced opportunities for the utilization of Small Local Business Enterprises (SLBE) as defined within the SBDP.

Respondents may contact the SBDP Office at SBDP@austincc.edu for assistance or clarification with issues specifically related to ACC Policy, the completion of SLBE forms and related reports, by the terms of the contract, and/or by ACC Policy (Reference Exhibit B, SBDP Cover Page). The suppliers’ plan will be reviewed to assess the strength of proposed SLBE participation on the respondent’s team and to ensure compliance with SBDP by other firms performing on a project under the respondent’s supervision.

ARTICLE 3.2 SLBE Participation

To confirm the best characterization of your firm, all respondents must complete Exhibit B-1 in Workday Strategic Sourcing (WSS) that confirms their eligibility as a certified SLBE or Historically Underutilized Business (HUB) within ACC's taxing district.

The respondent is required to use its best efforts to assist ACC in achieving this objective by providing maximum opportunities for SLBEs to participate on its team(s) and by using its best efforts to encourage the use of SLBEs by other suppliers and subcontractors whenever possible. Suppliers are required to provide a plan describing their actions to utilize SLBEs in all phases of the contract by completing Exhibit B-2 in WSS.

mailto:SBDP@austincc.edu

During the term of the contract, ACC shall regularly monitor SLBE participation to determine if it continues to meet or exceed the provisions specified in the contract. If the selected supplier is deemed not to have made a good faith effort to comply with the requirements of the original solicitation, ACC shall report nonperformance relative to its contracts to the Comptroller per its vendor performance tracking system (VPTS) of the Texas Government Code, Section 2262.055.

ARTICLE 4 – AWARD OF CONTRACT

ACC intends to award one (1) or more contracts to the qualified vendors whose proposal, conforming to the conditions and requirements of the solicitation, is determined to offer the best value to ACC.

The award shall not be made upon the opening of proposals but at a time soon thereafter as may be necessary to evaluate proposals and to obtain Board of Trustee authorization, if required. The provisions, terms, and conditions of this solicitation shall become a part of any subsequent contractual documents. Failure of the successful respondents to accept this obligation may result in the cancellation of any recommendation to award.

Notwithstanding the above, this solicitation does not commit ACC to contract for any requirements detailed in this document.

ARTICLE 5 – BUSINESS PROPOSAL

Please complete the following components of your bid submission included in this digital RFP event:

• WSS Questionnaire

• Pricing worksheet (Exhibit F - Respondent Price Sheet and Fees)

• Required documents:

1. Completed and signed Certification Form (Exhibit A);

2. Completed SBDP Forms (Exhibits B-1, and/or B-2), as applicable;

3. Respondent’s Affidavit of Non-Collusion (Exhibit C-1);

4. Conflict of Interest Questionnaire (Exhibit C-2);

5. Certification of Compliance with Provisions of the Texas Government Code, Sections

2271.002 and 2274.002 (Exhibit E);

6. Proof of Insurability in accordance with ACC’s Terms and Conditions set forth in this solicitation as:

Respondent must demonstrate they have the appropriate general liability insurance as set forth in ACC’s Terms and Conditions. Specify the bond, professional liability, or comparable insurance coverage maintained by the company. Certification of bond, when the application must be presented within ten (10) calendar days of notification.

Respondent must show evidence of possessing Workers’ Compensation Insurance as required by law.

Verification that the firm has completed the online Vendor Registration with ACC on their portal link: https://austincc.edu/sbdpvendor and provided supporting documentation including but not limited to IRS W-9, Request for Taxpayer Identification Number and Certification (reference www.irs.gov).

7. Provide evidence of licensure by appropriate state board, if applicable.

8. Signed Addendum/Addenda, when applicable.

ARTICLE 6 – BUSINESS PROPOSAL EVALUATION

Proposals will be evaluated in accordance with Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f), associated with the proposed services (or goods), as follows:

• An evaluation committee will conduct evaluations of the submitted proposals.

• Any response that takes exception to any mandatory item(s) in this solicitations process may be rejected and not considered. Any response to the solicitation that does not include a response to all the required information may also be rejected and not considered.

• A notation of “Not applicable” or “N/A” as appropriate will be considered a valid response.

ARTICLE 6.1 Evaluation Criteria

ACC will evaluate proposals in accordance with the Texas Education Code Section 44.031(b), Texas Government Code Section 2155.074, and ACC’s best value criteria in determining to whom to award a contract, the district shall consider the following:

1. Proposed Rates and Cost of Services - The proposal shows clear, complete, and cost-effective pricing structure, providing all required maintenance, repair, inspection, and emergency response services. (30%);

2. Quality and Reliability of Services - The respondent demonstrates the ability to deliver safe, code-compliant, well-documented, and responsive solar PV maintenance services that meets ACC's operational needs. (25%);

3. Past Performance and Qualification of the Respondent’s Staff - The respondent's personnel possesses the required certifications and relevant PV experience, supported by strong past performance on comparable projects. (25%);

4. Warranty and Maintenance Agreements - The respondent demonstrates the ability to meet warranty requirements and effectively manage, repair, or replace defective components.

(15%); and,

5. Completeness and Quality of Proposal - The proposal is thorough, well-organized, and clearly shows an understanding of ACC's scope, requirements, and expectations. (5%).

ARTICLE 6.2 SLBE Participation for Evaluations

In accordance with ACC’s Board Policies CF (Local) and CDC (Local), ACC is committed to maximizing the vitality and robustness of the economy of the District’s service area through enhanced opportunities for the utilization of SLBEs as defined within the SBDP.

ACC’s internal goal for SBDP participation is 30% or more for all its contracts. All respondents have the opportunity to participate in the SBDP by maximizing inclusion of SLBEs; and are encouraged to make a good faith effort to assist ACC in achieving this objective through providing maximum opportunities through the use of SLBEs by other vendors, suppliers, professionals, and subcontractors when possible.

In conjunction with the criteria for evaluation, in this section, respondents will have the opportunity to receive percentage points, which are allocated and based on the respondent’s submitted SLBE Participation Plan that will be considered in the selection of the best value respondent for the proposed contract services.

ARTICLE 6.3 Acceptance of Evaluation Methodology

By submitting a proposal in response to the solicitation/RFP, the respondent accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” firms/respondents will require subjective judgments by the Owner.

BY SUBMITTING A RESPONSE TO THIS RFP, THE RESPONDENT (OR BIDDER) AGREES THAT

IT WAIVES ANY CLAIMS IT HAS OR MAY HAVE AGAINST ACC, ACC’S EMPLOYEES, OFFICERS,

AGENTS, REPRESENTATIVES AND MEMBERS OF ACC’S GOVERNING BODY, IN CONNECTION

WITH OR ARISING OUT OF THIS RFP INCLUDING THE ADMINISTRATION OF THE RFP, THE

BASIS FOR SELECTION, THE EVALUATION OF THE RESPONSES, THE METHOD USED FOR

SELECTION, AND ANY DISCLOSURE OF INFORMATION REGARDING THE RESPONSES OR

EVALUATIONS. THE SUBMISSION OF QUALIFICATIONS CONSTITUTES THE ACCEPTANCE BY

THE RESPONDENT OF THE EVALUATION TECHNIQUE DESCRIBED IN THIS RFP.

ARTICLE 6.4 Initial Compliance Screening

ACC will perform an initial screening of all proposals received. Unsigned proposals are subject to rejection without further evaluation. Proposals that do not include all required forms will result in automatic disqualification.

ARTICLE 6.5 Competitive Range Determinations

ACC may determine that certain proposals are within the competitive range for consideration for negotiation and possible contract award, for proposals that receive the highest or most satisfactory evaluation. ACC may, in the interest of administrative efficiency, place reasonable limits on the number of proposals that will be included in the competitive range.

ARTICLE 6.6 Oral Presentations and/or Site Visits

ACC may, at its sole discretion, request oral presentations, site visits, and/or demonstrations from one or more respondents included in the competitive range. ACC will notify selected respondents of the time and location for these activities and may supply agendas or topics for discussion. ACC reserves the right to ask additional questions during oral presentations, site visits, and or demonstrations to clarify the scope and content of the written proposal.

The respondent’s oral presentation, site visit, and/or demonstration must substantially represent material included in the written proposal, and should not introduce new concepts or offers unless specifically requested by ACC.

ARTICLE 6.7 Best and Final Offers

ACC may, but is not required to, permit proposals to prepare one or more revised offers. For this reason, respondents are encouraged to treat their original proposal, and any revised offers requested by ACC, as best and final offers.

ARTICLE 6.8 Clarifications with Respondents

ACC may, but is not required to, conduct clarifications with all, some, or none of the respondents included in the competitive range for the purpose of obtaining the best value for ACC. ACC may conduct clarification for the purpose of:

• clarifying proposal’s ambiguities;

• requesting modifications to a proposal; and/or

• obtaining a best and final offer.

ACC may make an award that represents the best value to the College.

ARTICLE 7 – INSURANCE AND BOND REQUIREMENTS

Successful contractor shall procure and maintain, at its own expense, the following minimum insurance coverages insuring all services, work activities, and contractual obligations undertaken in this contract. These insurance policies must be written by insurers acceptable to ACC. Insurance limits for contracts includes the following:

ARTICLE 7.1 General Liability Insurance

Covering all duties, services or work to be performed (under the contract), insurance will provide limits of:

• Policy aggregate $2,000,000

• Each occurrence $1,000,000

• Products/completed operations aggregate $1,000,000

• Personal injury liability $1,000,000

• Fire damage liability $50,000

• Medical payments $5,000

• Sexual Molestation noted as not excluded from coverage, limits equal to policy limits.

• Consultant/Professional Liability Insurance limits $1,000,000 occurrence/aggregate (for consultants/services).

• Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law.

ARTICLE 7.2 Workers’ Compensation Insurance

Providing the statutory benefits for the State of Texas and Employer’s Liability Insurance for all contracts in the amount of:

• Bodily Injury by accident: $500,000

• Bodily Injury by Disease - each person: $500,000

• Bodily Injury by Disease - policy limit: $500,000

ARTICLE 7.3 An Original Certificate of Insurance

Must be submitted from the insurer/agent prior to the issuance of the Notice to Proceed. The insurance carriers must be acceptable to ACC, generally an AM Best A-IX or better rating. The General Liability and Automobile Liability Certificate of Insurance must name Austin Community College District as an additional insured.

All certificates except Professional Liability shall include a Waiver of Subrogation for coverages.

Vendors must maintain the required limits of insurance as specified in the contract. They must also inform the College of any changes in insurance carriers, policy effective dates, or agents at least 30 days prior to such change, except if the policy is canceled for non-payment of premium, in which case the notice shall be ten (10) days.

ARTICLE 7.3.1

Vendor shall submit a properly endorsed Certificate of Insurance (COI) prior to any use of ACC facilities, work performed or services provided by Vendor under this Contract. Vendor must submit the COI on an annual basis to ACC’s Office of Risk Management via email at:

• accriskmgmt@austincc.edu mailto:accriskmgmt@austincc.edu

Insurance carriers must be acceptable to ACC, with generally an AM Best A- IX or better rating.

General Liability and Automobile Liability certificates of insurance must name Austin Community College District as additional insured. All certificates except Professional Liability shall include a Waiver of Subrogation for coverages in favor of Austin Community College District. Notice shall be provided to ACC of any changes in insurance carriers, policy effective dates, or agents to insurance required under this Contract at least 30 days prior to such change, except if the policy is cancelled for non-payment of premium, in which case the notice shall be 10 days.

ARTICLE 7.3.2 [When applicable]

Vendor shall carry Pollution Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate.

ARTICLE 7.3.3

Vendor shall carry Errors and Omissions insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate.

ARTICLE 7.3.4

Vendor shall carry Sexual Misconduct and Liability insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate. [OR] Vendor shall have coverage that does not exclude Sexual Molestation coverage with limits equal to policy limits.

ARTICLE 7.4 Bonding Requirements

ACC reserves the right to require the respondents to procure one or more performance, fidelity, payment, or other bonds, if during the term of the contract. ACC in its sole discretion determines that there is a business need for such a requirement.

ACC shall bear no financial responsibility for Contractor's insurance or bonding coverage.