ESBD_510551_1778613677955_582-27-40030 Addendum 1_FINAL.pdf

Texas Commission on Environmental Quality P.O. Box 13087, MC 182

Austin, Texas 78711-3087

Addendum Number 1 Solicitation 582-27-40030

Central File Room Operations and Records Management Support May 12, 2026

RESPONSE DUE DATE: May 26, 2026 no later than 2:00PM CT

Important Notice to Vendors:

This addendum is issued to:

1. Correct the pre-proposal conference Town Hall link in Request for Offer: Link to Town Hall: Central File Room Pre-Proposal Conference,

2. Post pre-proposal conference slides and attendees, and

3. Incorporate the most recent State of Texas Subcontracting Plan issued in May

2026.

ISSUED BY:

Stacy Thompson, Contract Specialist Date

Note to Respondent: Respondent is requested to acknowledge receipt of this addendum by signing and dating on the space below, and including this page along with your response. Responses may be considered non-responsive if this cover page is not signed and returned. To view the solicitation package, visit the Texas Marketplace website at http://www.txsmartbuy.com/sp.

Signature/Date

05/12/2026

582-27-40030 CFR Operations and Records Management Support Page 1 of 48 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDFhZjczZDAtMzc3OC00NWIyLWFkYWMtZTc5NTEyZWE1MWY3%40thread.v2/0?context=%7b%22Tid%22%3a%22871a83a4-a1ce-4b7a-8156-3bcd93a08fba%22%2c%22Oid%22%3a%222bdd3d9c-3515-4b30-b850-593747e19de8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDFhZjczZDAtMzc3OC00NWIyLWFkYWMtZTc5NTEyZWE1MWY3%40thread.v2/0?context=%7b%22Tid%22%3a%22871a83a4-a1ce-4b7a-8156-3bcd93a08fba%22%2c%22Oid%22%3a%222bdd3d9c-3515-4b30-b850-593747e19de8%22%7d http://www.txsmartbuy.com/sp

Pre-Proposal Conference

RFP 582-27-40030

Central File Room (CFR) Operations and Records Management

Support

Texas Commission on Environmental Quality

The presentation will begin soon.

Wednesday, May 6, 2026 @ 2:00 PM

Please open the Q&A link at the top of your Teams window. Select the link to complete the Pre- Proposal Conference sign-in.582-27-40030 CFR Operations and Records Management Support Page 2 of 48

• Opening Remarks ……………..…………. Stacy Thompson o Introductions o Housekeeping o Response Requirements

• HUB Program ………………………………. Claribel Diaz

• Legal Considerations………………......... Jason Beall

• Scope/Statement of Work ……………… Veronica Barnes

• Closing Remarks …………………………... Stacy Thompson

Agenda and Introductions

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Please respond to the questionnaire. This serves as your sign-in. The link is in the Q&A section.

Attendee microphones and cameras are turned off during the conference. Use the Q&A to enter any questions or comments.

Q&A periods will be offered at the end of each segment. Enter your questions in the Q&A chat, and they will be addressed during each Q&A period. You can also submit questions in writing via email to procurements&contracts@tceq.texas.gov.

Communication with TCEQ personnel regarding this solicitation is restricted to P&C Contract Specialist only. Failure to adhere could result in your proposal being disqualified.

We will pause for a Q&A after each section.

Housekeeping

582-27-40030 CFR Operations and Records Management Support Page 4 of 48 mailto:procurements&contracts@tceq.texas.gov

• Deadline for Submittal of Questions: May 11, 2026 at 2:00 PM CT

• Must be in writing and submitted via email to procurements&contracts@tceq.texas.gov

• Deadline for Response Submission: May 26, 2026 at 2:00 PM CT

• One Adobe PDF searchable, unlocked file must be signed and submitted.

• Responses must be submitted through TCEQ’s FTPS server. Refer to page 5 of the solicitation. No other media will be accepted.

• Read the solicitation thoroughly.

• Ensure all required documents and signatures are included with response. Refer to Solicitation, Section 4: Response Documents (starting on page 150).

• Follow the “Response Contents” format. (pg. 152)

• On page 151 is the Responder’s signature page. Failure to sign and include this page with your response will result in your proposal being disqualified.

Response Requirements

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Housekeeping

Questions & Answers

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� �Historically Underutilized Business Program (HUB)

Historically Underutilized

Business Program (HUB)

Claribel Diaz – HUB Program Coordinator

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Historically Underutilized Business (HUB) Program

Historically Underutilized Business (HUB) Program

• Vendors (Active and Non-Active): Please, go to Veteran Heroes United in Business (VetHUB) to learn more.

• Texas Government Code (TGC) §2161.252: If a state agency determines that subcontracting opportunities are probable, the Solicitation must document the requirement of the HUB Subcontracting Plan (Subcontracting Plan).

• 34 Texas Administrative Code (TAC), §20.281 - §20.298: A Respondent must demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities.

• 34 Texas Administrative Code (TAC), §20.284: This rule states that each agency must establish agency-specific annual HUB goals.

• HUB Utilization Goals: On 12/2/2025, the Texas Comptroller of Public Accounts (CPA) instructed each state agency to assign their own procurement HUB utilization goals. These goals are based on contracting directly with HUBs or indirectly through subcontracting opportunities.

• TCEQ’s new procurement HUB utilization goals are 1.0% for each procurement category: Special Trades, Professional Services, Other Services and Commodities. Note: TCEQ does not have Construction contracts.

• State of Texas Subcontracting Plan (previously known as the HUB Subcontracting Plan (HSP)):

If the subcontracting plan is required for the Solicitation, the Respondent must complete one of the following: Solicitation Method and/or Self-Perform. The Subcontracting Plan must be submitted with the Respondent’s proposal.

State: The program was created to promote full and equal procurement opportunities to small businesses.

582-27-40030 CFR Operations and Records Management Support Page 8 of 48 https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=34&pt=1&ch=20&sch=D&div=1&rl=Y http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=284 https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls https://comptroller.texas.gov/purchasing/docs/hub-forms/ProgressAssessmentReportForm.xls

State of Texas Subcontracting Plan Revised Rule Effective 5/12/26

State of Texas Subcontracting Plan Revised Rule Effective 5/12/26

The Texas Comptroller of Public Accounts (CPA) has adopted amended Historically Underutilized Business (HUB) program rules at 34 Texas Administrative Code (TAC), Chapter 20, Sections 281- 298.

The new rules take effect May 12, 2026.

A responder may choose to self-perform, but if they are subcontracting, the rule change allows only one method for showing good faith effort. Accounting for the narrower focus of the HUB program to service-disabled veterans (VetHUBs), prime contractors who will subcontract any work must now notify two certified VetHUBs of each subcontracting opportunity. The seven business days notification and response period for potential subcontractors is unchanged.

Note: There is a new subcontracting plan form at the Comptroller’s website. For solicitations posted prior to May 12th but closing after May 12th, Responders may choose to submit either form. The new form is required for all agency solicitations posted after May 12th.

Please, read the Solicitation’s HUB Program requirements for Solicitation/Contract compliance.

582-27-40030 CFR Operations and Records Management Support Page 9 of 48 https://comptroller.texas.gov/purchasing/docs/hub-forms/sp-allfms.pdf

�Good Faith Effort (GFE) or Self-Perform Solicitations Closing After 5/12/26

Good Faith Effort (GFE) or Self-Perform Solicitations Closing After 5/12/26

*Solicitation Method

Use this method if you are subcontracting any portion of the contract to Texas certified HUB vendors and

Non-HUB vendors or only to Non-HUB vendors.

Subcontracting Plan Form

CMBL vendor profiles required!

If active vendors are not found, please submit a copy of the search page:

“Vendors Not Found.”

If you will not be subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources, ensure this is stated in your Subcontracting Plan.

Self- Perform

Based on CPA’s Subcontracting Plan revisions, one of these two selections must be submitted if the Solicitation closes after 5/12/26.

Solicitation Method

• If subcontracting, use the Solicitation Method (previously known as GFE 1) – Please, complete and include the following in your Subcontracting Plan:

Notify two active HUBs from the Centralized Master Bidders List (CMBL).

Copies of these email notifications (including the 7 working days deadline).

Copies of the active HUBs - CMBL profiles.

Active HUBs are Service-Disabled Veterans.

Self-Perform

• Respondent will not be subcontracting any portion of the contract and will be fulfilling the entire contract.

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Solicitation Method – 7 Working Days Example

Solicitation Method – 7 Working Days Example

Processing the Solicitation Method? If so, below is an example of the “7 working days deadline”. Please, refer to the previous slide to see the required documentation for this method.

The notification emails must have the “7 working days deadline” provided in the body of the email.

The 7 working days deadline cannot include:

The day that you submitted your notification emails to the active HUBs.

Weekends.

State Holidays.

TCEQ Agency Closures (example, closed due to bad weather).

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Subcontracting Plan Form

Subcontracting Plan Form If the Solicitation package has both, the previous Subcontracting Plan Form and the link to the new Subcontracting Plan, you can submit either version with your Proposal. Note: TCEQ encourages you to use the new version, if possible. If using the new version, please follow the instructions listed in the form.

If using the previous version of the Subcontracting Plan Form, the following pages (and highlighted fields) are required for the Solicitation Method.

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Subcontracting Plan Form – Solicitation Method cont.

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Subcontracting Plan Form – Self Perform

Subcontracting Plan Form – Self Perform

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Environmental Protection Agency (EPA) Disadvantage Business Enterprise (DBE) Program

Federal: Entities owned and/or controlled by a socially and economically disadvantaged individuals as described by Title X of the Clean Air Act Amendments.

• Title 40 Part 33 - Code of Federal Regulations (CFR).

• Minority Business Enterprises (MBEs) are entities that are at least 51% owned and/or controlled by a socially and economically disadvantaged individual.

• Women-Owned Business Enterprises (WBEs) are entities that are at least 51% owned and/or controlled by women.

• EPA’s Class under 40 CFR Part 33 - On March 17, 2025, suspended the above reporting for all agencies that receive federal funding. However, Primes must continue to report their MBE/WBE subcontracting payments to the agency. TCEQ will continue to track these payments for future reference.

• For the latest updates regarding this program go to: https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources.

• Check the Solicitation to see if EPA’s DBE Program is also a Contract requirement.

582-27-40030 CFR Operations and Records Management Support Page 15 of 48 https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources https://www.epa.gov/resources-small-businesses/disadvantaged-business-enterprise-program-resources

Important Reminders

Important Reminders State of Texas Subcontracting Plan (previously known as the HUB Subcontracting Plan (HSP)):

Ensure all your subcontractors are listed in the Subcontracting Plan.

Key Personnel Tab - Reminder:

All “1099 employees” must be listed in your proposal’s Key Personnel tab. These are considered “subcontractors”.

Subcontracting Plan Signature Page:

Don’t forget to read the reminders and sign your Subcontracting Plan!

Internal policy: Subcontracting Plan vendors’ CMBL profiles must be submitted with your Subcontracting Plan.

TAC 34, Rule §20.285:

Responses without the Subcontracting Plan submitted shall be rejected due to material failure to comply with Government Code, §2161.252(b).

Progress Assessment Report (PAR): The awarded Prime must complete and submit the PAR with each invoice.

The TCEQ Subcontracting Plan Courtesy Review is recommended. The TCEQ HUB Program will not review any Subcontracting Plans submitted after the assigned Subcontracting Plan Courtesy Review deadline.

TCEQ HUB Program Coordinator

Claribel Diaz – HUB Program Coordinator claribel.diaz@tceq.texas.gov

582-27-40030 CFR Operations and Records Management Support Page 16 of 48 mailto:claribel.diaz@tceq.texas.gov

Legal Considerations

Attorney

Jason Beall

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Contract Terms and Conditions

• Please review the Terms & Conditions and Insurance Requirements carefully.

• Some Terms & Conditions may be negotiable

• Many terms are required by law.

• Responder Special Instructions (pg. 9)

• Insurance Section (pg. 144)

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Contract Terms and Conditions

• Special Terms and Conditions (pg. 118)

• Renewals and Extensions: up to three, one-year periods by amendment

• Special Projects

• Exhibit C: CFR Expectations (pg. 41)

• Estimates only

• Maximum amount

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Miscellaneous

• Cybersecurity functions moving from DIR to TXCC

• Some items referenced in the Contract Documents may move

• Records Management Manual (pg. 57)

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Legal Considerations

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Scope of Work

TCEQ Records Management Coordinator CFR Contract Manger/Project Manager

Veronica Barnes

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AGENDA

• Scope Overview

• Contractor Tasks o Administration o Circulation o Imaging o Document Review and Redaction (DRR) Processing

• Evaluation Criteria

• Price Form

• CFR Locations

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Scope Overview p.14

Texas Commission on Environmental Quality (TCEQ) is seeking the services of a qualified records management contractor to operate the Agency’s Central File Room (CFR) and provide Records Management Support.

The Contractor must follow the policies and procedures specified in the TCEQ Records Management Manual (included as Exhibit M) as well as other policies and procedures specific to the Central File Room and maintenance of TCEQ files, as these policies and procedures may be updated by TCEQ during the Contract term.

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Contractor Tasks Section 5.1 , p. 23

• Administrative (Section 5.1): Contractor will manage and operate all day-to-day activities of the CFR during state business days and other working days, as applicable, and as required by TCEQ. (5.1.1)

• Circulation (Section 5.2): Contractor will provide records circulation services to include deliveries, customer service support for TCEQ employees and members of the public.

• Imaging (Section 5.3): Contractor will convert hard copy records to electronic records in accordance with TCEQ procedures.

o The minimum contractual obligation of hardcopy documents imaged for a 12-month period is fifteen thousand(15,000) linear inches / 1,500,000 pages. (Exhibit C)

• Document Review and Redaction (DRR) Processing (Section 5.4): Contractor will review and redact records in accordance with TCEQ procedures to include the itemized Protected Data (Exhibit H).

o The minimum contractual obligation for the service of reviewing documents for confidential information and making necessary redactions for publishing a publicly available version is four million eight hundred and ten thousand (4,810,000) pages per year. The DRR process is not complete until the records have been published via TCEQ Records online viewer (ECM). (Exhibit C)

The CFR provides services to include administrative, circulation, imaging, and document review and redaction (DRR).

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1. Company Overview

2. Company Resources

3. Company’s Past Performance

4. Responder’s Client References

1. Organization Structure and Chart

2. Key Personnel

3. Non-Key Personnel

4. Staffing Plan

Evaluation Criteria

p. 111

582-27-40030 CFR Operations and Records Management Support Page 26 of 48 o Per page pricing must include all Work to perform that function, e.g. for Imaging this includes prep, scanning, quality control, uploading to ECM, and document destruction. When preparing your pricing, you should consider the estimated annual figures listed in CFR Expectations (Exhibit C).

o Price Form sets forth rates to be used in the event that TCEQ requests Special Projects.

When imaging or redaction is performed as part of a Special Project Task Order, it will be paid at the per page rates and not at the labor rates.

o The percentage increase identified will be applied to the prices for the line items in Part B Hourly Rates and Fixed Prices for Special Projects to calculate the prices to be paid for emergency Work.

Price Form

p. 159-162

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CFR LOCATIONS

• Building A

12100 Park 35 Cir, Austin, TX 78753 o Storage

• Building C 12124 N Interstate Hwy 35, Austin, TX 78753 o Storage

• Building E 12118 N Interstate Hwy 35, Austin, TX 78753 o Storage o Workspace

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Volume of records being managed in the Central File Room (CFR) as of February 2026

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BUILDING A

Storage:

• Of 34,360 linear inches of shelf storage, there are 11,894 linear inches of paper records.

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BUILDING C

Storage:

• Of 21,672 linear inches of space, there are 6,236 linear inches of paper records.

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BUILDING E

Customer Service / Central Viewing Area (Room 1)

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Workspace (Room 1)

• 21 workstations

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Storage (Room 1)

• 6,114 microfilm rolls, 1,688 microfiche, 845 compact discs, and 2,586 cassette tapes.

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Storage (Room 2)

• Of 240,000 linear inches of storage, there are 123,002 linear inches of paper records.

• 1,977 microfiche and1,016 optical discs, and 62 VHS tapes.

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Workspace (Room 2)

• 21 workstations

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Key Personnel Supervisory Workspace (Room 1 and Room 2)

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Scope of Work

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Closing Remarks Deadline for Questions: May 11, 2026 at 2:oo PM CT Questions must be submitted via email to procurements&contracts@tceq.texas.gov

Deadline for Response Submission:

May 26, 2026 at 2:00 PM CT Proposal responses must be submitted via TCEQ’s FTP server.

Refer to instructions beginning on pg. 4 of the solicitation.

Remember to sign your response and include all the required documentation.

Thank you for attending this pre-proposal conference.

We look forward to your response.

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Bruce Jackson (External) bjackson@databankimx.com George Riley (Unverified) Jennifer Bolden (External) JBolden@pacotech.com Krishal Dalal (External) krishald@globalsolgroup.com Prasad, Ryan (External) ryprasad@teksystems.com Rashad Ross (External) Rashad.Ross@meimailservices.com Rob Hernandez (External) rhernandez@databankimx.com Robert Bradshaw (External) rbradshaw@planodata.com

Central File Room Pre-proposal Conference Virtual Attendees

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Rev. 5/26

State of Texas Subcontracting Plan When is a subcontracting plan required?

A subcontracting plan is required for state of Texas contracts when the contracting agency has determined that subcontracting opportunities are probable with prospective vendors certified by the Texas Comptroller through the Veteran Heroes United in Business (VetHUB) program, for a contract with an expected value of $100,000 or more. (Texas Government Code Chapter 2161, Subchapter F; 34 Texas Administrative Code Section 20.285.)

When a state agency requires a subcontracting plan as part of the contract solicitation, a bid, proposal, offer or other applicable expression of interest must contain a completed plan to be considered responsive.

Who completes a subcontracting plan?

Every responding vendor — whether a prime contractor or self-performing with no subcontractors — must submit a complete subcontracting plan.

A vendor who intends to use subcontractors must demonstrate their good faith effort to recruit certified VetHUBs, whether or not they ultimately award business to them. A state agency will not use the subcontractors’ VetHUB status to select the winning vendor. All subcontractors must be listed in the subcontracting plan.

A self-performing vendor who will not subcontract any of the work on the contract must indicate that it will complete the con-tract with its own resources and submit the completed subcontracting plan.

Does a subcontracting plan have to be followed?

The subcontracting plan forms part of the contract. Subcontractors may not be dropped or replaced without amending the subcontracting plan with approval by the agency. A self-performing contractor may not use subcontractors without amending the subcontracting plan.

SUBCONTRACTING PLAN INSTRUCTIONS

The contracting agency must complete this section and include this form in the solicitation.

AGENCY COORDINATOR FOR COURTESY REVIEWS (OPTIONAL)

Name

SOLICITATION POINT OF CONTACT

Name

The contracting agency must describe the subcontracting goal and provide examples of potential subcontracting opportunities. This information may also be included in the solicitation document.

582-27-40030 CFR Operations and Records Management Support Page 42 of 48 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2161&artSec=2161.251 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2161&artSec=2161.251 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=20&division=1&interface=VIEW_TAC&part=1&subchapter=D&title=34

Section 1: Respondent Information

Is your company a state of Texas Certified VetHUB? Yes No

Section 2: Declaration of Self-performing or Subcontracting After dividing the contract work into reasonable lots or portions to the extent consistent with prudent industry practices and taking into consideration the scope of work to be performed under the proposed contract, including all potential subcontract-ing opportunities, the respondent must determine what portions of work, including contracted staffing, goods and services will be subcontracted. 34 Texas Administrative Code Section 20.282 defines a “Subcontractor” as an entity that contracts with a prime contractor to work or contribute toward completing work under a purchase order or other contract. The term does not include employees of the contractor but includes contracted workers who will work on the contract.

Will your company fulfill the entire contract with its own resources, including employees, goods and services?

Section 3: Affirmation of Self-performing Contractor As evidenced by my signature below, I affirm that I am an authorized representative of the respondent listed in Section 1, and that the information and supporting documentation submitted with the subcontracting plan is true and correct. Respondent understands and agrees that, if awarded any portion of the contract:

• The respondent must seek approval from the contracting agency prior to making any modifications to its subcontracting plan, including hiring subcontractors to perform any work under this contract. If the subcontracting plan is modified with-out the contracting agency’s prior approval, respondent may be subject to any and all enforcement remedies available under the contract or otherwise available by law, up to and including debarment from all state contracting.

• The respondent must, upon request, allow the contracting agency to perform on-site reviews of the company’s headquar-ters and/or work site where services are being performed and must provide documentation regarding staffing and other resources.

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Section 4: Respondent’s Subcontracting Opportunities This section must be completed by all respondents who propose to subcontract portions of the contract work.

List below all opportunities (commodities, services or contractor staffing) you will subcontract. Also, based on the total value of the contract, provide the percentage of the contract you expect to subcontract to certified VetHUBs, and the percentage of the contract you expect to award to other subcontractors.

Search NIGP Code Book at https://commbook.app.cpa.state.tx.us/

Item Number Subcontracting Opportunity Description NIGP Code

VetHUB-certified subcontracted percentage of total contract

Other subcontracted percentage of total contract

1 % %

2 % %

3 % %

4 % %

5 % %

6 % %

7 % %

8 % %

9 % %

10 % %

11 % %

12 % %

13 % %

14 % %

15 % %

16 % %

17 % %

18 % %

19 % %

20 % %

21 % %

22 % %

23 % %

24 % %

25 % %

582-27-40030 CFR Operations and Records Management Support Page 44 of 48 https://commbook.app.cpa.state.tx.us/

Section 5: Subcontracting Plan – Good Faith Effort

Section 5.1: Subcontracting Opportunity Submit a copy of Section 5 for each subcontracting opportunity you listed in Section 4. Download additional forms at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

Enter the item number and description of the subcontracting opportunity you listed in Section 4.

Item Number Subcontracting Opportunity

Section 5.2 Mentor Protégé Program If respondent is participating as a mentor in a state of Texas Mentor Protégé Program, submitting a protégé (protégé must be a state of Texas certified VetHUB) as a subcontractor to perform the subcontracting opportunity listed in Section 5.1 constitutes a good faith effort for that specific portion of work.

Check the appropriate box (Yes or No) that indicates whether you will be subcontracting the portion of work you listed in Sec-tion B-1 to your protégé.

No. Go to Section 5.3: Notification of Subcontracting Opportunity.

Yes. Go to Section 5.4: Subcontractor Selection.

Section 5.3 Notification of Subcontracting Opportunity Demonstrate your good faith effort to notify Texas certified VetHUBs by communicating each subcontracting opportunity you listed in Section 4.

Search the VetHUB Directory by business category or NIGP code to identify appropriate VetHUBs that work in the area where you are seeking subcontractors. Certified VetHUBs can be sourced using the VetHUB-only search and will be marked with the Active Bidder (A-Approved) VetHUB status.

Send either the Subcontracting Opportunity Notification template or an email notice that includes at minimum:

• Scope of work

• Location to review plans and specifications (if applicable)

• Bonding and insurance requirements

• Required qualifications

• Name of state agency

• State agency’s point of contact

• State agency point of contact’s phone number

• Requisition/solicitation number

• Prime contractor’s contact name

• Prime contractor’s contact email

• Prime contractor’s contact phone number

• Date response required; allow at least seven business days for response excluding weekends and state holi-days.

Save copies of emails sent to VetHUBs and the responses received and attach to your subcontracting plan to document the good faith effort. A contract shall not be awarded to a prime contractor whose subcontracting plan good faith effort does not contain accurate supporting documentation.

List two VetHUBs you notified of the subcontracting opportunity listed in Section 5.3. Include the company’s Texas Vendor Iden-tification (VID) Number, the date of the notice and indicate whether the HUB responded.

Company Name Texas VID

(Do not enter Social Security Nos.)

Date Notice Sent

(mm/dd/yyyy)

VetHUB Response

Yes No

Yes No

582-27-40030 CFR Operations and Records Management Support Page 45 of 48 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Section 5.4 Subcontractor Selection A copy of Section 5 must be completed for each subcontracting opportunity you listed in Section 4. Download additional forms at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

Company Name Certified VetHUB

Texas VID or Federal EIN

(Do not enter Social Security Nos.)

Approximate Dollar Amount

Expected Percentage of

Contract

Yes No $ %

Yes No $ %

Yes No $ %

Yes No $ %

Yes No $ %

Yes No $ %

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Section 6: Affirmation of Prime Contractor I am an authorized representative of the respondent listed in Section 1 (“Respondent”). I affirm that the information and sup-porting documentation submitted with this subcontracting plan is true and correct. Respondent understands and agrees that, if awarded a contract:

• Respondent will promptly notify all the subcontractors of their selection as a subcontractor for the contract. The notice must specify the contracting agency’s name, point of contact for the contract, the contract award number, the subcon-tracting opportunity the subcontractor will perform and the value of the subcontract.

• Respondent must obtain approval from the contracting agency prior to modifying its subcontracting plan, including hiring subcontractors to perform any work under this contract.

• Respondent must submit progress assessment reports (PAR) with each invoice to the contracting agency. The PAR tem-plate is available on the Comptroller’s website.

• Respondent must, upon request, allow the contracting agency to perform on-site reviews of the company’s headquarters and work site where services are being performed and provide documentation regarding staffing and other resources.

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Subcontracting Opportunity Notification Form

If your business is interested in bidding on the subcontracting opportunity identified in Section C, please reply by the date listed.

Section A: Prime Contractor’s Information

Company Name

Section B: Contracting State Agency Information

Section C: Due Date and Description

Subcontracting Opportunity

Time and Date Response Due (minimum seven business days):

Time_ ___________ a.m. p.m. on Date (mm/dd/yyyy)______________

Subcontracting Opportunity Scope of Work: Not Applicable

Required Qualifications: Not Applicable

Bonding and insurance requirements: Not Applicable

Other contract requirements: Not Applicable

Location to review plans/specifications: Not Applicable

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Revised Rule Effective 5/12/26