ESBD_509599_1776890024285_0_3202600146 IFB Rehab Supplies for VR Customers.pdf

Joe Esparza, Chairman and Commissioner Representing Employers

Alberto Treviño III, Commissioner Representing Labor

Brent Connett, Commissioner Representing the Public

Steve Pier, Executive Director

Invitation for Bids (IFB) for Rehabilitation Supplies for Vocational

Rehabilitation Customers

IFB No. 3202600146

Date of Release: April 22, 2026

Bids Due: June 3, 2026 by 10:00 a.m. Central Time

195-12 Braille Watches and Clocks

470-54 Orientation or Navigational Aids for the Disabled

470-64 Specialized Cooking and Housekeeping Aids for the Handicapped

470-78 Training and Recreational Aids for the Handicapped

470-79 Vision Impaired Mobility Devices and Equipment

600-35 Check Writing Guide for the Writing Disabled (Includes Writing, Endorsing, and Depositing plus Traveler Check capabilities)

615-18 Braille Labeling Material: Plastic Sheets, etc.

785-17 Blind Teaching and Training Equipment and Supplies

Sole Point of Contact for this IFB (see Section 4.1)

Taylor McCoy, CTCD, CTCM

Procurement Lead

VendorProposals@twc.texas.gov mailto:VendorProposals@twc.texas.gov

IFB No. 3202600146, revised 5/2024 Page 2 of 33

Table of Contents

DEFINITIONS

ARTICLE I. PURPOSE, AUTHORITY AND SCHEDULE OF EVENTS

1.1 Purpose

1.2 Authority

1.3 Schedule of Events

ARTICLE II. SCOPE OF WORK

2.1 Overview/Background

2.2 In-scope Products

2.3 Specifications

2.4 Complete Catalog

ARTICLE III. GENERAL INFORMATION

3.1 Terms and Conditions

3.2 Contract Award

3.3 Contract Term

3.4 Price Adjustment

3.5 Payments

3.6 Contract Amendments

3.7 No Guarantee of Volume, Usage or Compensation

3.8 Governmental Entities

3.9 Offer Period

3.10 Cost Incurred

3.11 Public Information Act-Bidder Response

3.12 Public Information Action-Contract Award

3.13 Bidder Waiver-Intellectual Property

4.13 Insurance

3.14 Changes of Ownership or Financial Condition

3.15 Liquidated Damages

3.16 Severability

3.17 Franchise Tax-Right to Transaction Business in Texas

3.18 Subcontractor Requirements

3.19 Historical Compensation

ARTICLE IV. BID PROCESS

4.1 Sole Point of Contact

4.2 Pre-Solicitation Conference

4.3 Bid Composition

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4.4 Bid Submission and Delivery

4.5 Additional Information

4.6 Ambiguity, Conflict, or Discrepancy

ARTICLE V. BID TABULATION AND AWARD PROCESS

5.1 Screening of Responses

5.2 Evaluation

ARTICLE VI. REQUIRED BID INFORMATION

6.1 Execution of Bid

6.2 Cost Proposal

6.3 VetHUB Subcontracting Plan

LIST OF ATTACHMENTS AND FORMS

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DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms have the meanings assigned below:

“Addendum” or “Addenda” or “Amended Solicitation” means a written addition, change, or supplement to this Solicitation that is posted to the ESBD prior to the response due date.

“Bidder” means the individual or entity that submits an offer or Bid. The term includes anyone acting on behalf of the individual or entity that submits an offer or Bid, such as an agent, employee, and representative.

“Business Day” means days occurring Monday through Friday except for the legal holidays observed by the State of Texas. The terms “Working Days” and

“Business Days” may be used interchangeably. All uncapitalized references to

“days” shall be calendar days.

“Competitive Range” consists of the offers or Bids that have a reasonable chance of being selected for award based on the evaluation criteria and basis for award as stated in this Solicitation.

“Contract” means the written agreement entered into by TWC and Successful

Bidder, which will incorporate the contents of this IFB and the Successful

Bidder’s Bid, except as may be provided in the Contract and any amendments thereto.

“Contract Term” means the definite period of time that the Contract will remain in effect.

“ESBD” means the Electronic State Business Daily, an online platform, administered by the Statewide Procurement Division (SPD) of the Comptroller

IFB No. 3202600146, revised 5/2024 Page 5 of 33 of Public Accounts, that publishes solicitations for the purpose of informing vendors of procurement opportunities and provides public notice of contract awards. The ESBD may currently be accessed at http://www.txsmartbuy.gov/esbd.

“IFB” means this document including all exhibits, attachments, forms, and

Addenda, if any. May also be referred to as Invitation for Bids.

“PCS” means Procurement and Contract Services, a department within TWC’s

Business Operations division.

“PS” means Procurement Services, a division of PCS.

“Service Authorization (SA)” - A service authorization is an official document that is generated in VRD’s case management system to authorize the purchase of goods or services to meet the stated specifications in accordance with defined terms and conditions.

“Solicitation” means this IFB, including all exhibits, attachments, forms, and

Addenda, if any.

“State” means the State of Texas and its instrumentalities, including TWC, its officers, employees, or authorized agents, and any other state agencies.

“Subcontractor” refers to a person who contracts with a vendor to work or continue toward completing work for a governmental entity. The term does not include a state agency. The term includes an officer or employee of a state agency when the officer or employee contracts with a vendor in a private capacity.

“Successful Bidder” means the Bidder with whom TWC executes a Contract to provide the goods and/or services that this Solicitation requires.

“TWC” means the Texas Workforce Commission.

https://www.txsmartbuy.gov/esbd

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“VetHUB Subcontracting Plan” or “VHSP” means written documentation regarding the use of subcontractors, which is required to be submitted with all

Bids for state agency contracts with an expected value of $90,000 or more and where TWC has determined subcontracting opportunities are probable. The

VHSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by TWC during the term of the Contract.

“Vocational Rehabilitation Division (VRD)” – Provides expertise, services, and support to help people with disabilities achieve their employment and independent living goals. VRD administers four programs, including Vocational

Rehabilitation, Independent Living Services for Older Individuals who are Blind, Business Enterprises of Texas, and Purchasing from People with Disabilities.

“VPTS” means Vendor Performance Tracking System, as described under Texas

Government Code § 2262.055 and 34 TAC § 20.115. Reporting requirements and vendor performance factors considered in VPTS are described in Texas

Government Code § 2155.089 and 34 TAC § 20.509.

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ARTICLE I. PURPOSE, AUTHORITY AND

SCHEDULE OF EVENTS

1.1 Purpose

The Texas Workforce Commission (TWC) is seeking competitive bids to establish contract(s) for rehabilitation supplies for Vocational Rehabilitation

(VR) Customers.

PS will administer the procurement process for this Solicitation, which includes

IFB announcement and publication, Bidder communications, receipt of

Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each TWC program, manages the execution of the award, through issuance of Purchase

Order(s) or other Contract document, resulting from this IFB.

Information regarding TWC and its programs is available online and can currently be accessed at www.twc.texas.gov.

1.2 Authority

TWC is soliciting the goods and/or services stated in this Solicitation under the statutory authority of Texas Government Code §§ 2155.062 and

2156.001.

1.3 Schedule of Events

The dates in this Schedule of Events are tentative, and TWC reserves the right to modify these dates at any time. At the sole discretion of TWC, events listed in the Schedule of Events are subject to changes and cancellation. Scheduling changes or cancellation made prior to the Deadline for Submission of Bids will be published as an Addendum posted to the http://www.twc.texas.gov/

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ESBD. Bidder is required to sign and return an Addendum or Addenda with the Bid.

EVENT DATE and TIME

Solicitation posted to ESBD APRIL 22, 2026

Pre-Solicitation Conference

Attendance is Optional

APRIL 29, 2026 at 2:00 PM

Central Time

Deadline for Submitting Questions APRIL 29, 2026 at 5:00 PM

Central Time

Courtesy VHSP Review

Contact: TWCHUB@twc.texas.gov

MAY 6, 2026

Deadline for TWC to provide draft VHSP feedback to Bidders

MAY 11, 2026

Deadline for Submission of Bids JUNE 3, 2026 by 10:00 AM

Central Time

Anticipated Contract Start Date AUGUST 2026

Bidder must submit its Bid to TWC in accordance with the due date and time as indicated in this Schedule of Events or as changed via a notification of an

Addendum posted to the ESBD.

ARTICLE II. SCOPE OF WORK

2.1 Overview/Background

The TWC Vocational Rehabilitation (VR) division (VRD) assists VR Customers in achieving independence and preparing for employment.

mailto:TWCHUB@twc.texas.gov

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TWC issues service authorizations (SAs) to purchase rehabilitation supplies for VR Customers on an “as needed” basis, using rehabilitation supplies to train and assist them in becoming independent and employment ready.

2.2 In-scope Products

TWC seeks only products that serve the VR community in achieving independence and preparing for employment. These products include:

1. Braille Watches and Clocks

2. Orientation or Navigational Aids for the Disabled

3. Specialized Cooking and Housekeeping Aids for the Handicapped

4. Training and Recreational Aids for the Handicapped

5. Vision Impaired Mobility Devices and Equipment

6. Check Writing Guide for the Writing Disabled (Includes Writing, Endorsing, and Depositing plus Traveler Check capabilities)

7. Braille Labeling Material: Plastic Sheets, etc.

8. Blind Teaching and Training Equipment and Supplies

Catalog products that do not meet the definition above as determined by VRD will not be considered.

2.3 Specifications

Any Respondent to this IFB must submit specific pricing for the products requested herein. For the purpose of obtaining pricing and evaluating the bids, the products shall be priced and discounted as instructed in this IFB.

a. Successful Bidder(s) must provide percentage discounts using Form 2 –

Cost Proposal in accordance with Section 6.2 Cost Proposal.

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b. Ordering Process. TWC will issue SAs for VR Customers on an “as needed” basis. Bidder must provide its process for receiving SAs and processing orders.

c. Successful Bidder(s) must incorporate the awarded percentage (%) discount pricing in its ordering system so that all TWC orders are automatically processed with the correct discounted pricing.

2.4 Complete Catalog

Bidders are highly encouraged to submit the entire catalog of Vocational Rehabilitation product offerings within the scope of this IFB. Respondents should provide all detailed products and pricing in Form 2 – Cost Proposal.

Fields on the Form 2 – Cost Proposal include:

1. Manufacturer Part/Catalog Part Number: State the manufacturer part number and/or catalog part number for the item.

2. Unit of Measure (UOM). Indicate the UOM for each item.

3. Catalog List Price. Indicate the current price listed in the catalog as of the solicitation opening date.

4. % discount. Indicate the % discount to be effective during the contract term. If an item is not discounted place 0% in the space provided.

5. Net Price: Net Price is the price calculated by applying the % discount to the Catalog List Price including statewide delivery (calculated automatically).

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ARTICLE III. GENERAL INFORMATION

3.1 Terms and Conditions

The Terms and Conditions identified in the Solicitation and Attachment 1

– TWC VR Terms & Conditions are applicable to this Solicitation and any Contract resulting from this Solicitation. TWC reserves the right to incorporate additional provisions in the Contract in the best interest of

TWC.

In the event of a conflict between this Solicitation and applicable laws and regulations, precedence shall be given to the laws and regulations.

3.2 Contract Award

TWC intends to award one or more Contracts as a result of this Solicitation to ensure timely delivery and avoid potential back orders.

A written notice of Contract Award will be posted on the ESBD, and notification will be sent via email to all Bidders within two business days following execution of the Contract.

3.3 Contract Term

The Contract Term will commence on the fully executed Contract date and expire one (1) year after execution date. At the end of the initial term, TWC will have the sole option to renew the Term of the Contract for up to four (4) additional one (1) year terms.

The Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the General Appropriations Act, TWC consolidation of offices, or any other disruption of current appropriations, IFB No. 3202600146, revised 5/2024 Page 12 of 33 termination provisions of Attachment 1- TWC VR Terms and

Conditions shall apply.

Following the base term and any allowable renewals or extensions, in accordance with GAA, Art. IX. Section 17.09(e), TWC may extend any resulting Contract for not more than one (1) additional option period to address immediate operational or service delivery needs.

If the resulting Contract does not include a defined option period, the extension is limited to one (1) year.

3.4 Price Adjustment

Percentage (%) discount(s) agreed to in any resulting Contract shall be firm and remain constant based on the percentage (%) discount(s) agreed upon at award through the life of the Contract.

3.5 Payments

Payment will be made by TWC in accordance with the awarded percentage

(%) discount pricing listed in Form 2 – Cost Proposal. The percentage

(%) discount pricing is considered all-inclusive, and no other pricing may be provided on an invoice.

TWC must acknowledge that the products received are correct and free of defects, if applicable, which are included on an invoice prior to approving the invoice for payment.

Any additional expenses incurred by the Successful Bidder are the responsibility of the Successful Bidder and will not be paid by TWC.

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TWC will not pay any per diem, travel, hotel, equipment, phone calls, paper, reproduction services, office space, or other incidental expenses related to performing the services required by the Contract.

3.6 Contract Amendments

The Contract may be amended only by written agreement signed by both the Successful Bidder and TWC.

3.7 No Guarantee of Volume, Usage or Compensation

TWC makes no guarantee of volume, usage, or total compensation to be paid to a Bidder under an awarded Contract, if any, resulting from this

Solicitation.

TWC reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

3.8 Governmental Entities

If Bidder is responding to this Solicitation in its capacity as a governmental entity, certain Terms and Conditions found in this Solicitation, including exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Bid is received from a governmental entity, TWC reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

3.9 Offer Period

Bids shall be binding for a period of ninety (90) days after the submission due date. A Bidder may extend the time for which its Bid will be honored.

Upon Contract execution, percentage (%) discount(s) agreed upon by the

Successful Bidders(s) are an irrevocable offer for the term of the Contract and any Contract renewals or extension(s). No other costs, rates, or fees

IFB No. 3202600146, revised 5/2024 Page 14 of 33 shall be payable to the Successful Bidder unless expressly agreed upon in writing by TWC.

3.10 Cost Incurred

Bidder understands that issuance of this Solicitation in no way constitutes a commitment by TWC to award a Contract. Additionally, TWC is not liable for any costs incurred by a Bidder in the preparation of a response to this

Solicitation. Costs of developing Bids, preparing for, or participating in

Oral Presentations and Site Visits, or any other similar expenses incurred by a Bidder are entirely the responsibility of the Bidder, and will not be reimbursed in any manner by the State of Texas.

3.11 Public Information Act-Bidder Response

Information, documentation, and other materials submitted in connection with this Solicitation or resulting Contract may be subject to public disclosure pursuant to the Texas Public Information Act, Texas

Government Code, Chapter 552. See Attachment 1 – TWC VR Terms &

Conditions, Section 2.2.

If Bidder asserts that information provided in its Bid is exempt from disclosure under the Texas Public Information Act, Bidder must mark and submit two separate, searchable Portable Document Format (PDF) copies

(Original Bid and “Public Information Act Copy,” including attachments, of the Original Bid) as identified below. This copy is in addition to the original and all copies otherwise required under the provisions of this Solicitation.

3.12 Public Information Action-Contract Award

Within five Business days from Contract execution, the Successful Bidder must submit a “Public Information Act Copy” of the Original Executed

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Contract (in addition to the original executed contract) to the TWC contract manager by email. The Public Information Act Copy must meet the following requirements:

a. The copy must be clearly marked as “Public Information Act Copy” on the front page in large, bold, capitalized letters (the size of, or equivalent to, 12-point Arial font or larger);

b. Each portion Successful Bidder claims is exempt from public disclosure must be redacted (blacked out); and

c. Successful Bidder must identify, adjacent to each redaction, the claimed exemption from disclosure. Each identification provided as required in Subsection (b) of this section must be identical to those set forth in the Original Bid as required in Section 3.10 above. The only difference in required markings and information between the

Original Contract and the “Public Information Act Copy” of the contract will be redactions, which can only be included in the “Public

Information Act Copy.” There must be no redactions in the Original

Contract.

3.13 Bidder Waiver-Intellectual Property

SUBMISSION OF ANY DOCUMENT TO TWC IN RESPONSE TO THIS

SOLICITATION CONSTITUTES AN IRREVOCABLE WAIVER AND

AGREEMENT BY BIDDER TO FULLY INDEMNIFY THE STATE OF

TEXAS AND TWC FROM ANY CLAIM OF INFRINGEMENT AGAINST

THE STATE OF TEXAS AND TWC REGARDING THE INTELLECTUAL

PROPERTY RIGHTS OF BIDDER OR ANY THIRD PARTY FOR ANY

MATERIALS SUBMITTED TO TWC BY BIDDER.

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4.13 Insurance

For the duration of any Contract resulting from this Solicitation, the

Successful Bidder shall acquire insurance, bonds, or both, with financially sound and reputable independent insurers, in the type and amount listed in Attachment 1 – TWC VR Terms and Conditions, Section 3.19

Insurance Requirements.

Notwithstanding the preceding, TWC reserves the right to consider reasonable alternative methods of insuring the Contract in lieu of the insurance policies customarily required. It will be the Bidder’s responsibility to recommend to TWC alternative methods of insuring the

Contract. Any alternatives proposed by Bidder should be accompanied by a detailed explanation regarding Bidder's inability to obtain the required insurance and/or bonds. TWC shall be the sole and final judge as to the adequacy of any substitute form of insurance coverage.

Failure to maintain insurance coverage or acceptable alternative methods of insurance shall be deemed a breach of Contract.

3.14 Changes of Ownership or Financial Condition

During the term of the Contract or any extension or renewal thereof, the

Successful Bidder shall notify TWC in writing of any substantial change in the ownership or control of the Successful Bidder as soon as possible, but no later than thirty (30) days prior to its occurrence. Successful Bidder must also notify TWC in writing of any change in financial condition as soon as possible, but no later than ten (10) days after its occurrence.

The failure to notify TWC of a change of ownership or control or change in financial condition will be sufficient grounds for rejecting the Bid or terminating the Contract. For the purposes of this section, examples of a

IFB No. 3202600146, revised 5/2024 Page 17 of 33 substantial change in financial condition are events such as insolvency, bankruptcy, or receivership.

3.15 Liquidated Damages

3.15.1 General

It is agreed by TWC and the Successful Bidder that:

a. If the Successful Bidder does not provide or perform the requirements referred to or listed in this Solicitation or fulfill the obligations of the Contract, damage to TWC will result;

b. establishing the precise measure of damages in the event of default by the Successful Bidder may be (i) costly, (ii) time consuming, or

(iii) difficult or impossible to calculate;

c. the liquidated damage assessments contained herein represent a good faith effort to quantify the damages that could reasonably be anticipated at the time of execution of the Contract;

d. the damages set forth herein are just and reasonable;

e. nothing contained in this section shall be construed as relieving the

Successful Bidder from performing all Contract requirements whether or not said requirements are set forth herein; and

f. TWC may, therefore, in its sole discretion, deduct damages from the compensation otherwise due to the Successful Bidder, an amount equivalent to two percent (2%) of the total cost of services. All assessments of damages shall be within the sole discretion of TWC.

IFB No. 3202600146, revised 5/2024 Page 18 of 33

3.15.2 Assessment of Liquidated Damages

a. Once TWC has determined that liquidated damages are to be assessed, the TWC shall notify the Successful Bidder of the assessment(s).

b. Upon receipt of written notice, the Successful Bidder will have ten

(10) days to provide a written explanation of any justification that may be applicable to the liquidated damages being considered and a corrective action plan for bringing the operations within the standards specified.

c. TWC has the right to amend the corrective action plan submitted by the Successful Bidder.

d. In all cases, the corrective action plan must be approved by TWC in writing prior to implementation. The corrective action plan must be implemented by the Successful Bidder at no cost to and upon approval by the TWC Contract Manager.

e. Liquidated damages will not be assessed during the specified cure period for the activity in question.

f. If the breach is not cured or the Successful Bidder does not provide a written justification and/or approved corrective action plan, TWC will withhold liquidated damages from payments to the Successful

Bidder, or, if no payments have been made, TWC will make demand of payment of liquidated damages.

g. The Successful Bidder must make payment within thirty (30) days of

TWC’s demand.

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h. In the event the Successful Bidder fails to pay within the thirty (30) day period, TWC may utilize the option to withhold any additional payments.

i. Failure to pay assessed liquidated damages within the designated time frame may be deemed by TWC to be a breach of contract.

3.16 Severability

If any provision or portion of this Solicitation is illegal, void, or unenforceable, the other provisions will not be affected.

3.17 Franchise Tax-Right to Transaction Business in Texas

If applicable, the Texas franchise tax is imposed on each taxable entity formed or organized in Texas or doing business in Texas.

Bidder must be set up in the Texas franchise tax system prior to Contract award if applicable. Texas franchise tax information can be accessed at https://comptroller.texas.gov/taxes/franchise/.

3.18 Subcontractor Requirements

Bidder must indicate whether or not it holds any financial interest in any

Subcontractor. As a condition of award, an authorized officer or agent of each proposed Subcontractor may be required to sign a statement to the effect that the Subcontractor has read, and will agree to abide by, Bidder’s obligations under any Contract awarded pursuant to this Solicitation.

The Successful Bidder must obtain prior written approval from TWC if any part of the Contract between TWC and the Successful Bidder is to be subcontracted, and the Subcontractor must comply with all applicable https://comptroller.texas.gov/taxes/franchise/

IFB No. 3202600146, revised 5/2024 Page 20 of 33 requirements of TWC. TWC reserves the sole right to require the

Successful Bidder to terminate any Subcontractor with or without cause.

In the event TWC approves of the use of any Subcontractor, the

Successful Bidder is not relieved of its responsibility and obligation to meet all the requirements of this Solicitation.

TWC will incur no additional obligations, and the obligations of the

Successful Bidder will not be reduced as a result of any such subcontracts.

The Successful Bidder’s obligation to pay Subcontractors is governed by

Texas Government Code § 2251.022 (Time for Payment by Vendor), and any amendments thereto.

3.19 Historical Compensation

Historical compensation under Contracts for similar goods or services and similar scope and size to this Solicitation has been three hundred and fifty thousand dollars ($350,000.00) on an annual basis. TWC reserves the right to adjust any projected amount based on funding during the term of a resulting Contract.

ARTICLE IV. BID PROCESS

4.1 Sole Point of Contact

4.1.1 Sole Point of Contact

The Sole Point of Contact for this Solicitation is:

Taylor McCoy, CTCD, CTCM

Procurement Lead

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Email: VendorProposals@twc.texas.gov

All requests, questions, or other communication about this Solicitation must be made in writing and submitted to the Sole Point of Contact.

See also Section 4.1.4 (Exception to Sole Point of Contact) below.

4.1.2 Prohibited Communication

Except as provided in Section 4.1.1 (Sole Point of Contact) and

Section 4.1.4 (Exception to Sole Point of Contact), a potential Bidder and Bidder that has submitted a Bid is prohibited from any communication with TWC regarding the Solicitation. Unless allowable, TWC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential

Bidder or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Bidder shall rely only on written statements issued by or through TWC designated staff as provided by Section 4.1 (Inquiries). Failure to comply with these restrictions may result in disqualification of Bidder's Bid. These restrictions do not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.

4.1.3 Written Questions

TWC will allow written questions regarding this Solicitation. Questions must be submitted in accordance with Section 4.1.1 Sole Point of Contact by the deadline established in Section 1.3 (Schedule of Events) Include the Solicitation section and page number to which each question applies.

TWC will post to ESBD the Questions & Answers and, if appropriate, an Amended Solicitation. Responses to questions will not be provided individually to prospective Bidders submitting questions.

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If amended, a notification of the amended answers will be posted to the ESBD. It is the Bidder’s responsibility to check the ESBD. TWC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

Questions received by the deadline in Section 1.3 (Schedule of Events) will be reviewed by TWC. Only TWC’s written answers posted to the ESBD to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

4.1.4 Exception to Sole Point of Contact

Exceptions to Section 4.1.1 (Sole Point of Contact) are as follows:

a. A Bidder with questions relating to the HSP is permitted to direct those questions to the TWC HUB staff by sending an email to:

TWCHUBinfo@twc.texas.gov.

b. Where it is expressly directed by the Sole Point of Contact that another designated TWC representative may speak to the Bidder, such as during Contract negotiations, a Bidder is required to ensure that communications have been authorized by the Sole Point of Contact before engaging in any such communication. Failure to comply with this requirement may result in the disqualification of a Bidder’s Bid.

4.2 Pre-Solicitation Conference

TWC will conduct a Pre-Solicitation Conference. A prospective Bidder should plan to attend the Pre-Solicitation Conference. See Section 1.3 (Schedule of Events) for the date and time. The Pre-Solicitation Conference will include an overview of the Solicitation and a presentation on the HSP requirements.

mailto:TWCHUBinfo@twc.texas.gov

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4.2.1 Attendance

Attendance at the Pre-Solicitation Conference is optional but highly recommended.

4.2.2 Logistical Information

PS will hold the Pre-Solicitation Conference on the date and time set out in Section 1.3 (Schedule of Events).

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 4.1.1 (Sole Point of Contact) at least seventy-two

(72) hours before the meeting in order to have reasonable accommodations made by TWC.

Pre-Solicitation Conference Registration Link:

https://zoom.us/webinar/register/WN_7M_DL676Q5O-uLWlSBrpFg

After registering, you will receive a confirmation email containing information about joining the Conference.

4.3 Bid Composition

4.3.1 General Information

Bidder must fully and completely address all requirements described in this Solicitation. Incomplete or partial Bids will not be considered. The

Bidder must provide all information that the Bidder believes would be helpful to TWC in evaluating the Bidder’s ability to fulfill the Solicitation requirements. Bidder shall prepare a Bid that clearly and concisely represents its qualifications and capabilities.

https://zoom.us/webinar/register/WN_7M_DL676Q5O-uLWlSBrpFg

IFB No. 3202600146, revised 5/2024 Page 24 of 33

4.3.2 Changes, Modifications, and Cancellations of Solicitation

TWC reserves the right to make changes to or cancel this Solicitation.

TWC will post all changes and modifications, whether made as a result of a potential Bidder’s written inquiries or otherwise, and cancellation notices on the ESBD and published on the ESBD.

4.4 Bid Submission and Delivery

4.4.1 Deadline

Bids must be received by PS as prescribed no later than date and time specified in Section 1.3 (Schedule of Events).

4.4.2 Submission Method

You must submit your bid electronically by email to

VendorProposals@twc.texas.gov. Reference the Title and IFB No.

and the Submission Deadline date and time, in the subject line.

In no event will TWC be responsible or liable for any delay or error in delivery. TWC is not responsible for electronic submissions that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination server by any TWC anti-virus or other security software.

Hard copies received will not be accepted or reviewed.

4.4.3 Ownership of Bids

All materials submitted by a Bidder will become the property of

TWC and may be used as TWC deems appropriate. A Bid will not be returned to the Bidder.

mailto:VendorProposals@twc.texas.gov

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4.4.4. Modifications and Withdrawals

Prior to the Bid submission deadline in Section 1.3 (Schedule of Events), Bidder may: (1) withdraw its Bid by submitting a written request to the Sole Point of Contact identified in Section 4.1.1 (Sole Point of Contact); or (2) modify its Bid by submitting a written amendment to the Sole Point of Contact identified in Section 4.1.1 (Sole Point of Contact). When amending its Bid, Bidder must include, in writing, the section(s) of its submission that will be replaced or removed by the amendment.

4.5 Additional Information

By submitting a Bid, the Bidder grants TWC the right to obtain any information from any lawful source, including the Comptroller’s VPTS, regarding the past history, practices, conduct, ability, and eligibility of the Bidder to supply goods and/or services and to fulfill requirements under this Solicitation, and the past history, practices, conduct, ability and eligibility of any director, officer, or key employee of the Bidder. By submitting a Bid, the Bidder releases from liability and waives all claims against any party providing information about the Bidder at the request of TWC.

TWC may contact references provided in response to this Solicitation. TWC may contact Bidder’s clients or solicit information from any available source, including the Comptroller’s VPTS.

Any information received may be grounds for disqualification if that information, in TWC’s sole discretion, suggests that the Bidder may perform poorly if selected.

4.6 Ambiguity, Conflict, or Discrepancy

Bidders must notify the Sole Point of Contact, Section 4.1.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB.

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If Bidder fails to properly and timely notify the Sole Point of Contact, Section 4.1.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Submits a Bid at its own risk;

c. May not contest the interpretation by TWC of such provision(s); and

d. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

ARTICLE V. BID TABULATION AND AWARD

PROCESS

5.1 Screening of Responses

An administrative screening of Responses timely received will be conducted by TWC PCS to determine which Responses meet all IFB minimum requirements and are deemed responsive and qualified for further consideration:

a. Bidder has completed, signed and submitted Form 1 – Execution of

Bid in accordance with Section 6.1 Execution of Bid.

b. Bidder has completed and submitted Form 2 – Cost Proposal in accordance with Section 6.2 Cost Proposal.

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c. Bidder has completed, signed and submitted Form 3 VetHUB

Subcontracting Plan in accordance with Section 6.3 VetHUB

Subcontracting Plan.

d. Bidder who receives an overall score as recorded in the CPA Texas

Vendor Performance Tracking System (VPTS) of “D” or below shall be disqualified from consideration for award.

TWC reserves the right to ask questions or request clarification from any

Bidder at any time during the screening process.

5.2 Evaluation

a. TWC will consider Bidder’s percentage (%) discount and whether Bidder meets all requirements of this IFB.

b. To be considered responsive:

1. Bidder must bid and offer all line items listed in each NIGP Class and Item Code it is bidding on and provide a percentage (%) discount off its pricing list for these line items.

2. Bidder must also provide a percentage (%) discount for additional miscellaneous items not listed that are offered in that NIGP Class and Item Code.

3. In addition, Bidder may also bid on the “Miscellaneous

Rehabilitation Supplies” line item so long as it has bid on at least one NIGP Class and Item Code.

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ARTICLE VI. REQUIRED BID INFORMATION

6.1 Execution of Bid

Bidder must complete, sign, and return Form 1 – Execution of Bid. By signing, Bidder agrees to provide the goods and/or services described in this

Solicitation and agrees to abide by all TWC Terms and Conditions as specified in this Solicitation and in any Contract resulting from an award.

6.2 Cost Proposal

a. Cost information must be included as a separate document and presented only in the format set forth in Form 2 – Cost Proposal of this

Solicitation.

b. To be considered responsive:

1. Bidder must bid and offer all line items listed in each NIGP Class and Item Code it is bidding on and provide a percentage (%) discount off its pricing list for these line items.

2. Bidder must also provide a percentage (%) discount for additional miscellaneous items not listed that are offered in that NIGP class and Item Code.

3. Shipping shall be FOB Destination; therefore, net price (price after applying the percentage (%) discount to the Catalog List Price) must include statewide delivery (all shipping, handling, delivery fees and fuel surcharges).

4. In addition, Bidder may also bid on the “Miscellaneous

Rehabilitation Supplies” line item so long as it has bid on at least one NIGP Class and Item Code.

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c. On a separate document, Bidder must also provide:

1. Summary of its process for receiving Service Authorizations,

2. Summary of its process to ensure the awarded percentage (%) discount pricing is reflected on all TWC orders, and

3. Exceptions to the delivery terms, e.g., extra weight items, delivery charges assessed based on minimum order dollar amounts, etc.

6.3 VetHUB Subcontracting Plan

All Bidders responding to this IFB, including those that are Veteran HUB certified or those who do not plan to subcontract, must complete a VetHUB Subcontracting Plan (VHSP) in accordance with the state’s policy on utilization of Veteran HUBs. The VHSP must be included as part of the response to this IFB. Bidder must demonstrate a good faith effort to contract with new Veteran HUBs. If the Bidder does not plan to subcontract, Bidder must state that fact in its VHSP. If awarded, the Successful Bidder will be required to submit a monthly compliance report (Prime Contractor Progress Assessment Report – PAR, Attachment 3) to TWC on the 5th of the month, See Attachment 4, Overview of Progress Assessment Report (PAR) on how to fill out PAR.

Bidder must submit the VetHUB Subcontracting Plan in accordance with

Section 4.4 (Bid Submission and Delivery). The VHSP should be labeled:

“VetHUB Subcontracting Plan (VHSP),” and include all supporting documentation in accordance with Attachment 2 – VetHUB

Subcontracting Plan Guide and the HSP. The TWC VetHUB goal is 5.28% for all commodities contracts.

A courtesy review of a Bidder’s completed VHSP by TWC is optional and is available upon request to assist Bidder in providing a compliant and responsive VHSP. This courtesy review may only identify possible

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Bid is submitted.

To request a courtesy review, submit the completed VHSP, including all supporting documentation, in a PDF format by e-mail to the TWC Vendor

Outreach Program Office by or before the Courtesy Review of HUB

Subcontracting Plan Deadline in Section 1.3 (Schedule of Events).

E-mail for Courtesy Review: TWCHUBINFO@twc.texas.gov.

E-mail Subject Line: VHSP Courtesy Review, No. 3202600146 Rehabilitation

Supplies for Vocational Rehabilitation Customers

Due Date: In accordance with the deadline in Section 1.3 (Schedule of

Events)

VHSPs received after the courtesy review deadline in Section 1.3

(Schedule of Events) will not be reviewed. A response regarding the VHSP will be provided at least ten (10) days prior to the Bid Submission Deadline in Section 1.3 (Schedule of Events) from the HUB Office, allowing enough time to rectify any potential deficiencies for the final VHSP submission.

The final VHSP must be submitted with the Bid by the deadline in Section

1.3 (Schedule of Events). Bids that do not include a completed VHUB

Subcontracting Plan shall be rejected due to material failure to comply with

Texas Government Code § 2161.252(b).

Access VHSP Form:

The VetHUB Subcontracting Plan may be accessed at the Comptroller’s website at: https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:TWCHUBINFO@twc.texas.gov https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

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Also, Form 3 – VETHUB Subcontracting Plan is provided with the

Solicitation documents.

TWC finds that this contract contains subcontracting opportunities in the following service area. However, you are not restricted to these trades only.

NIGP Codes:

100-21 Freight and Cargo Containers, Shipping

918-69 Insurance Consulting

918-70 Inventory Consulting

918-88 Quality Assurance and Control Consulting

958-77 Project Management Services

961-62 Human Resource Services

962-24 Courier/Delivery Services, Including Air Courier Services)

962-69 Personnel Services, Temporary

962-86 Transportation of Goods, Shipping and Handling, and Other Freight Services

967-91 Warehouse and Storage Equipment Manufacturing Services

CMBL Instructions:

Locate a list of VetHUB subcontractors on the Centralized Masters

Bidders List (CMBL) at:

https://comptroller.texas.gov/purchasing/vendor/cmbl/

a. Select: VetHUBs Only,

b. Multiple Vendor Search, https://comptroller.texas.gov/purchasing/vendor/cmbl/

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c. Enter: NIGP Class / Item Code

d. Highway District #, click on Search.

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LIST OF ATTACHMENTS AND FORMS

Attachment 1 TWC VR Terms & Conditions

Attachment 2 VetHUB Subcontracting Plan Guide

Attachment 3 Progress Assessment Report (PAR)

Attachment 4 Overview of Progress Assessment Report

Form 1 Execution of Bid

Form 2 Cost Proposal

Form 3 VETHUB Subcontracting Plan

List of Attachments and Forms