ESBD_511571_1777652730712_RFP 7401-JW - Cove Harbor Bilge Facility - FINAL - 5-1-26.pdf

Texas General Land Office -i- RFP No. 7401-JW

TEXAS GENERAL LAND OFFICE

is

REQUESTING PROPOSALS

for

Bilge Facility Removal and Replacement

REQUEST FOR PROPOSALS NO. 7401-JW

Class/Item: 912-40; 929-74; 959-90; 962-46

Release Date: May 1, 2026 Deadline for Submission: June 3, 2026 at 2:00 p.m. CT

Solicitation Point of Contact: Jaynee Williams, CTCM, CTCD

Jaynee.Williams@GLO.Texas.Gov

Any Addenda to this Solicitation will be posted to the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.gov/esbd, under Agency Code 305 (General Land Office) and notification of such Addenda sent to all bidders in the relevant categories and regions listed on the Comptroller’s Centralized Master Bidders List (CMBL) at the time of the Solicitation. Each Respondent must check the website, or the means of communication established in its CMBL registration (if applicable) for any Addenda to this Solicitation. Failure to check for Addenda does not release any Respondent from its responsibility for complying with additional requirements or providing additional information listed in any Addenda.

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

Texas General Land Office -ii- RFP No. 7401-JW

TABLE OF CONTENTS

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 Executive Summary

1.2 Definitions

1.3 Authority

ARTICLE II. SCOPE OF WORK

2.1 Scope of Services Requested

2.1.1 Scope of Work

2.1.2 Site Controls and Coordination

2.2 Description of Services and Special Conditions

2.2.1 Provisions of Labor, Materials, and Time

2.2.2 OSHA Compliance

2.2.3 Environmental and Wildlife Protection

2.2.4 Permits and Fees

2.2.5 Reporting Requirements and Milestone/Work Progress Schedule

2.2.6 Project Specific Special Conditions

2.3 Service Period and Contract Term

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 Schedule of Events

3.2 Inquiries

3.2.1 Contact

3.2.2 Clarifications

3.2.3 Responses

3.2.4 Prohibited Communications

3.3 Solicitation Response Composition

3.3.1 General Requirements

3.3.2 Solicitation Response Format

3.3.3 Page Limit and Supporting Documentation

3.4 Solicitation Response Submission and Delivery

3.4.1 Deadline

3.4.2 Labeling

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3.4.3 Delivery

3.4.4 Alterations, Modifications, and Withdrawals

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

4.1 Evaluation Criteria

4.1.1 Conformance with State Law

4.1.2 Minimum Qualifications

4.1.3 Selection Criteria

4.1.4 Detailed Scoring Methodology

4.2 Best and Final Offer (BAFO)

4.3 Contract Award

ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1 Respondent Information

5.1.1 Company Narrative

5.1.2 Company Profile

5.1.3 Key Staffing Profile

5.2 Technical Proposal

5.3 References

5.4 Major Subcontractor Information

5.5 Litigation History

5.6 Veteran-Owned Historically Underutilized Business (VetHUB)

5.7 Conflicts

5.8 Safety Information

ARTICLE VI. COST PROPOSAL

6.1 Cost Proposal

ARTICLE VII. TERMS AND CONDITIONS

7.1 General Conditions

7.1.1 Amendment

7.1.2 Informalities

7.1.3 Rejection

7.1.4 Irregularities

7.1.5 Offer Period

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7.1.6 Open Records

7.1.7 Contract Responsibility

7.1.8 Public Disclosure

7.1.9 Remedies

7.2 Insurance

7.2.1 Required Coverages

7.2.2 Alternative Insurability

7.3 Protest

7.4 Contract Terms and Solicitation Acceptance

7.4.1 Terms and Conditions

7.4.2 Affirmations and Solicitation Acceptance

7.5 Vendor Performance Reporting

ARTICLE VIII. SUBMISSION CHECKLIST

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

EXHIBIT B. SAMPLE CONTRACT ..................................................................................... B-1

EXHIBIT C. VETHUB SUBCONTRACTING PLAN ......................................................... C-1

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

EXHIBIT E. COST PROPOSAL FORM (CPF) ................................................................... E-1

Texas General Land Office -1- RFP No. 7401-JW

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas General Land Office (“GLO”) seeks an experienced contractor to remove and replace a bilge facility. The facility identified in this Solicitation (the "Project"), is located in Rockport, Texas. See Section 2.1 for detailed specifications.

The GLO will consider proposals from Respondents that demonstrate the ability to complete the Project in accordance with this Solicitation and all applicable federal, state, and local laws, rules, and regulations. Respondents must execute Exhibit A, Affirmations and Solicitation Acceptance, and complete other items listed on the Submission Checklist to be considered. Additional information on the GLO and its programs can be found at http://www.glo.texas.gov.

1.2 DEFINITIONS

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

“Affiliate” means any individual or entity that, directly or indirectly, controls, is controlled by, or is under common control with, Respondent. “Control” means the ability to directly or indirectly direct the management and policies of an entity, whether through the ownership of voting securities or membership interests, by contract, or otherwise.

“BAFO” means Best and Final Offer.

“Base Time” means the number of calendar days proposed by Contractor on the Cost Proposal Form to achieve substantial completion of the Project.

“Contract Documents” means all documents that govern this Solicitation and any resulting contract including, without limitation, this Solicitation, including all Exhibits.

“Contractor” means the Respondent(s) awarded a contract under this Solicitation.

“Contract Price” means the total compensation payable to the Contractor for completion of the work in accordance with the terms of the contract.

“CPF” means the Cost Proposal Form.

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

“GLO” means the Texas General Land Office.

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

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“Notice to Proceed” means written notice provided by the GLO to begin work on the Project.

“OSHA” means the U.S. Occupational Safety and Health Administration.

“OSPR” means the GLO’s Oil Spill Prevention and Response division.

“OSPRA” means the Oil Spill Prevention and Response Act of 1991.

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

“Project” means the work solicited under this Solicitation.

“Respondent” means the entity responding to this Solicitation.

“RFP” means Request for Proposals.

“Solicitation” means this RFP.

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

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

“TAC” means Texas Administrative Code.

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

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

1.3 AUTHORITY

The GLO is posting this solicitation pursuant to and under: Tex. Nat. Res. Code §§40.108(b) and 51.3021(g); Tex. Gov't Code, Title 10, Subtitles D and F; 34 Tex. Admin.

Code §§20.82(e), 20.206(a)(2) and 20.208.

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ARTICLE II. SCOPE OF WORK

2.1 SCOPE OF SERVICES REQUESTED

The Contractor shall furnish all labor, materials, equipment, supplies, transportation, and personnel necessary to complete the demolition, removal, disposal, and replacement of tanks, piping, pumps, and associated structures at the Cove Harbor Bilge Facility. All work shall comply with applicable federal, state, and local laws, regulations, and industry safety standards. This project is designated as a priority due to its direct impact on the operational continuity of the Aransas County bilge removal contract. The Contractor shall plan and execute work to minimize downtime and ensure timely restoration of full system functionality. Respondents must submit a realistic project schedule with their Solicitation Response, reflecting available manpower and demonstrating the ability to complete all required work and documentation. The proposed schedule must be included as an attachment to the Solicitation Response.

2.1.1 Scope of Work

The Project consists of the demolition, removal, transportation, and proper disposal of three existing tanks (one 6,502 gallon vertical gun barrel tank and two 10,000 gallon tanks), approximately 200 feet of 2" PVC piping, the existing pump shed, and two centrifugal pumps. The tank area is secured by a 6' fence and includes a 2' concrete containment structure; heavy machinery will be required for tank removal and installation. Contractor shall be responsible for:

1) Conduct all demolition and removal activities in accordance with environmental protection and waste‑handling regulations.

2) Collect, remove, and dispose of all residual fluids, sludge, and associated debris at certified waste facilities.

3) After tank removal, pressure‑wash all concrete surfaces within the containment area and properly collect and dispose of all wash water.

4) Furnish and install three new high‑density polyethylene (HDPE) heavy‑duty tanks capable of withstanding materials with a specific gravity of 1.9 (15.8 lb/gal).

5) Modify and install tanks to match the existing system configuration and connection points. One recently replaced tank will remain in service and must be fully integrated with the new units.

6) Ensure all installations meet current industry standards, manufacturer specifications, and applicable codes.

7) Remove approximately 200 linear feet of existing 2" PVC piping.

Texas General Land Office -4- RFP No. 7401-JW

8) Furnish and install approximately 200 linear feet of new 2" HDPE piping, including all required fittings, supports, and connections to ensure full operational compatibility.

9) Remove the existing pump shed and provide a new 8' × 12' Morgan‑style metal‑sided building or approved equivalent.

10) Furnish and install two stainless steel centrifugal pumps meeting the following minimum specifications:

a) 1" suction and discharge

b) 1.5 horsepower

c) 3,500 RPM

d) 22‑amp full‑load draw at 110V

11) Ensure pumps are fully integrated with the new tanks and piping and are operational at project completion.

2.1.2 Site Controls and Coordination

Contractor shall be responsible for coordinating with the GLO Region 3 representative for pre-bid site visits and access, in addition to:

1) Providing all required documentation for end‑point disposal, including load tickets, disposal certificates, time logs, and invoices.

2) At project completion, provide written certification that all removal, disposal, and installation activities were conducted in accordance with all applicable federal, state, and local laws and regulations.

3) Contain all loose debris within the project area and prevent any material from drifting or escaping the site.

4) Implement measures to prevent the release of hazardous waste, hazardous substances, oil, or other pollutants.

5) The Contractor shall be solely responsible for the cleanup, containment, and associated costs of any release occurring during project execution, in full compliance with all applicable laws and regulations.

6) The GLO Oil Spill Prevention and Response Division may monitor project activities and may have response equipment on‑site. The Contractor must notify and coordinate with the ODR prior to beginning any removal operations.

Texas General Land Office -5- RFP No. 7401-JW

2.2 DESCRIPTION OF SERVICES AND SPECIAL CONDITIONS

2.2.1 Provisions of Labor, Materials, and Time

Solicitation Responses must incorporate the cost of all labor, materials, tools, supplies, transportation, equipment, insurance, bonds, personnel, disposal costs, permits, licenses, and any other expenses necessary to perform the services requested in this Solicitation and complete the Project. All travel and associated expenses, including all incidental costs, shall be the responsibility of the Contractor.

2.2.2 OSHA Compliance

In its Solicitation Response, Respondent must affirm that it shall observe the laws, rules, and regulations governing Occupational Safety and Health Standards, as published by OSHA, for all operations and work that may be performed as requested in this Solicitation.

The awarded Respondent is responsible for providing all employees with Personal Protective Equipment (PPE) when performing work under the resulting contract.

2.2.3 Environmental and Wildlife Protection

Special work procedures may be required to address protection of the sensitive coastal environment, including wildlife inhabiting the Project area. If applicable, these procedures will be determined prior to contract execution.

2.2.4 Permits and Fees

Solicitation Responses must provide for the application for and securing of all applicable permits that will not be acquired by the GLO and for all applicable inspection and license fees required for the Project. Contractor shall be responsible for all disposal costs, including, without limitation, landfill charges.

2.2.5 Reporting Requirements and Milestone/Work Progress Schedule

The selected Contractor(s) shall submit a recommended Milestone/Work Progress Schedule for agreement between the GLO and the Contractor, along with any other submittals required in Article II, prior to contract award. The Milestone/Work Progress Schedule shall be based on the Base Time number of calendar days proposed by the Contractor on the Cost Proposal Form. Contractor may be liable to the GLO for liquidated damages if Contractor fails to meet any milestone.

GLO reserves the right to request additional reporting at any phase of this Project to maintain internal contract management and reporting requirements.

Texas General Land Office -6- RFP No. 7401-JW

2.2.6 Project Specific Special Conditions

a) Contractor shall ensure the security and safety of the work site. Contractor shall secure access to any privately-owned property (e.g., marina, dock) necessary to complete the Project. Contractor shall complete all due diligence in ensuring activities will have no impact on any existing structures (e.g., buried pipelines, cables, infrastructure, historical sites/artifacts).

b) Contractor shall demolish, excavate, remove, and dispose of any other debris from the specified area. Contractor shall ensure all debris is disposed of properly by providing disposal certificates or landfill receipts upon request.

c) Contractor shall provide for the safe transportation and disposal of all debris in compliance with all applicable local, state, and federal laws and regulations.

d) Contractor must immediately notify the GLO of any discharge emanating from the removal. Contractor must also immediately report and respond to any oil or fuel discharge from the Contractor’s equipment or operations. In accordance with Title 31, TAC Section 19.32, “immediately” means within one hour of the time the discharge is discovered. Section 40.251(c) of the Oil Spill Prevention and Response Act of 1991 (OSPRA), Texas Natural Resources Code, Chapter 40, authorizes the GLO to assess an administrative penalty for unauthorized discharges of oil into Texas coastal waters. Section 40.251(b) authorizes the GLO to assess an administrative penalty for failing to immediately notify the GLO of an unauthorized discharge of oil into Texas coastal waters.

e) Contractor shall coordinate with the designated GLO representative prior to, during, and upon completion of all required services. Work shall be completed normal business hours, Monday through Friday, 8:00 AM to 5:00 PM; unless otherwise agreed upon by GLO and the Contractor.

f) Contractor shall repair any damage resulting from Contractor’s services to the

GLO’s satisfaction at Contractor’s expense. Contractor shall repair all damage to existing utilities and structures (e.g., buried pipelines, cables, infrastructure, historical sites, water lines, electric conduits) caused by its equipment, employees or subcontractors. If such repairs are not completed within fourteen

(14) calendar days after the damage occurs, the GLO reserves the right to procure necessary repair services and deduct all repair costs from the compensation due or that may thereafter become due to Contractor.

g) The GLO reserves the right to conduct any inspections it may deem prudent to ensure services conform to the specifications.

h) Contractor shall be entirely responsible for any loss or damage to its own materials, supplies, equipment, and other property and to the personal property of its employees or subcontractors.

Texas General Land Office -7- RFP No. 7401-JW

i) All Project deliverables must be accepted by the designated GLO representative prior to approval of Contractor’s requests for payment. The Contractor may only request payment or submit invoices after all work has been completed and reviewed and approved by the GLO.

2.3 SERVICE PERIOD AND CONTRACT TERM

The Contractor may mobilize on site immediately upon receipt of a Notice to Proceed (NTP) from the GLO. Contractor will be expected to complete the removal within 180 calendar days after receiving the Notice to Proceed. GLO is open to negotiate an alternate number of calendar days to allow for completion of a Project.

Contractor shall commence operations no later than 45 calendar days after receipt of the NTP. If a force majeure event occurs that prevents the Contractor from completing the Project, the Contractor and GLO may negotiate a contract amendment to accommodate said event.

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

Any contract resulting from this Solicitation shall be effective as of the date executed by the last Party and shall terminate as specified in the contract. The Parties may extend any contract awarded pursuant to this Solicitation upon mutual written agreement.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Texas General Land Office -8- RFP No. 7401-JW

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Issue Solicitation

May 1, 2026

Deadline for Submitting Questions May 8, 2026 at 5:00 p.m. CT

Anticipated Release Date of Answers to Questions

May 15, 2026

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

June 3, 2026 at 2:00 p.m. CT

Estimated Evaluation Period June 4, 2026 to June 18, 2026

Estimated Contractor Selection and Notice of Intent to Award

June 22, 2026

Contract Award, Negotiation and Execution July 31, 2026

NOTE: These dates represent a tentative schedule of events. The GLO reserves the right to modify these dates at any time prior to the deadline for submission of Solicitation Responses upon notice posted on the Electronic State Business Daily (ESBD) website at:

http://www.txsmartbuy.gov/esbd. Please search under Agency Code 305 (General Land Office and Veterans Land Board). Any modification of dates after the deadline for submission of Solicitation Responses will not be posted.

3.2 INQUIRIES

3.2.1 Contact

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

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

Texas General Land Office -9- RFP No. 7401-JW

Notwithstanding the above, Respondents may direct questions about the state’s Veteran-Owned Historically Underutilized Businesses (VetHUB) Program or VetHUB Subcontracting Plans (VetHSPs) to the GLO VetHUB Team contacts listed in Section 5.6 of this Solicitation.

3.2.2 Clarifications

The GLO will allow written requests for clarification of this Solicitation. Questions may be e-mailed to the point-of-contact listed in Section 3.2.1 above. Respondents’ names shall be removed from questions in the responses released. Submissions that deviate from the format prescribed below may not be accepted. Questions must be submitted in the following format:

a) Identifying Solicitation number in email subject

b) Section number

c) Text of passage being questioned

d) Question

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

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

3.2.3 Responses

The GLO will respond to accepted questions in writing, posted to the ESBD at:

http://www.txsmartbuy.gov/esbd. Responses shall be posted as an Addendum to the Solicitation. It is Respondent’s responsibility to check the ESBD for updated responses.

3.2.4 Prohibited Communications

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

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

3.3 SOLICITATION RESPONSE COMPOSITION

3.3.1 General Requirements

http://www.txsmartbuy.com/

Texas General Land Office -10- RFP No. 7401-JW

Respondent shall complete and upload the documents listed below to the Box™ link provided in Section 3.4.3:

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

Checklist, submitted as one Portable Document Format (.pdf) file titled “RFP 7401-JW (Respondent Name)_Part 1”; and

b) One VetHUB subcontracting plan, submitted as one .pdf file titled “RFP

7401-JW (Respondent Name)_Part 2”.

Respondent shall prepare a clear and concise Solicitation Response that focuses on the instructions and requirements of the Solicitation. Respondent is responsible for all costs related to the preparation of their Solicitation Response.

Any terms and conditions Respondent attaches to a Solicitation Response will not be considered unless specifically referred to in this solicitation and may result in disqualification.

Respondent(s) will be assumed to have studied the plans and specifications, visited the proposed work site, and to have understood all existing conditions and measurements. Respondent(s) shall include in its CPF a bid amount sufficient to complete the Project, taking into account all costs, including, but not limited to, all permits and fees.

3.3.2 Solicitation Response Format

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

3.3.3 Page Limit and Supporting Documentation

Proposals are recommended not to exceed 25 pages in length. Exhibit A, Affirmations and Solicitation Acceptance, Exhibit C, VetHUB Subcontracting Plan, signed acknowledgments of Addenda, references, résumés, and the Cost Proposal Form are considered supporting documentation and are not included in the page limit. The Solicitation Response should be formatted using 12-point or larger font, except for charts, graphs, or other graphical representations of data.

3.4 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.4.1 Deadline

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

3.4.2 Labeling

Each file uploaded to Box™ shall include Respondent’s company name and the title of the document; for example: “Company X: RFP 7401-JW Proposal.”

3.4.3 Delivery

Respondents must upload Solicitation Responses to Box.com using the following Box™ link:

Box Link: Upload Here or https://txglo.app.box.com/f/fc4e067879534d6a87a0575f1700d859

The GLO shall not accept Solicitation Responses submitted by any other means.

Please contact the point-of-contact listed in section 3.2.1 above for assistance with Box™.

3.4.4 Alterations, Modifications, and Withdrawals

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

https://txglo.app.box.com/f/fc4e067879534d6a87a0575f1700d859

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ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

4.1 EVALUATION CRITERIA

4.1.1 Conformance with State Law

This Solicitation is being issued in accordance with Texas law, including, without limitation, Texas Administrative Code, Title 31, Chapter 19; and Chapter 40 of the Texas Natural Resources Code, regarding the GLO’s powers and duties relating to the Oil Spill Prevention and Response Act of 1991. Solicitation Responses shall be evaluated in accordance with Chapters 2155-2156 of the Texas Government Code.

The GLO shall not be obligated to accept the lowest priced proposal but will award a contract to the Respondent(s) that provide(s) the “Best Value” to the State of Texas for each individual Region.

4.1.2 Minimum Qualifications

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

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

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

4.1.2.1 Respondent must have recently been in business performing similar work as detailed in Article II for a minimum of five years, or the principals/owners must have had ownership/executive management experience in a previous company that provided similar services for a minimum of five years;

4.1.2.2 Respondent shall have demonstrated relevant experience in meeting completion dates and schedules; and

4.1.2.3 Respondents shall have demonstrated relevant experience in similar removal services, noting projects completed in the last five (5) years.

4.1.3 Selection Criteria

The GLO will evaluate and score Solicitation Responses consistently in accordance with the following criteria:

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4.1.3.1 Cost (40%);

4.1.3.2 Demonstrated relevant experience, qualifications and past performance of Respondent’s company and key personnel, as demonstrated by the Solicitation Response and the Texas Comptroller of Public Accounts Vendor Performance Tracking System (30%);

4.1.3.3 Proposed personnel, methodology, and schedule (20%); and

4.1.3.4 Safety record (10%).

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

4.1.4 Detailed Scoring Methodology

It is the intent of the GLO to award a contract to the Respondent(s) determined to be ‘best value’. GLO reserves the right to make a determination to cancel the solicitation and not make a recommendation for an award. An evaluation committee will be established to evaluate the responsive submittals. The committee will include employees of GLO and may include other impartial individuals who are not GLO employees. By submitting a response to this RFP, the Respondent accepts the solicitation and evaluation process and acknowledges and accepts that scoring of the submittals may involve some subjective judgments by the evaluation committee. Cost proposals are scored based on a reasonableness assessment of the proposed price, considering various factors such as: the appropriateness of the cost metric chosen by the Respondent; the impact of any identified assumptions or constraints on the proposed price; and whether the proposed price includes payment for goods and/or services that exceed the scope of GLO’s needs as specified in the Solicitation. When considering best value and award, GLO reserves the right to set a minimum requirement regarding the weighted criteria listed in par. 4.1.3 above.

4.2 BEST AND FINAL OFFER (BAFO)

Clarification discussions, at the GLO’s sole option, may be conducted with Respondents who submit Solicitation Responses determined to be acceptable and competitive. The GLO will accord Respondents fair and equal treatment with respect to any opportunity for discussion and/or written revisions of the Solicitation Responses. Such revisions may be permitted after submissions and prior to award solely for the purpose of obtaining BAFOs.

In conducting discussions, the GLO will not disclose any information derived from the Solicitation Responses submitted by competing Respondents.

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The GLO evaluation committee shall score BAFO responses in a manner consistent with the scoring of original solicitation responses. The criteria to be re-evaluated following a BAFO shall depend on the type of clarification requested by the GLO from Respondent.

Scores for any of the applicable selection criteria included in the GLO’s request for BAFO shall be replaced by the BAFO scores.

4.3 CONTRACT AWARD

It is the intent of the GLO to award one or multiple contract(s) under this Solicitation. An award notice will be sent to the selected Respondent(s). Any award is contingent upon the successful negotiation of final contract terms and upon approval of the Chief Clerk of the GLO. Negotiations shall be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached or negotiations are concluded without a contract. If contract negotiations cannot be concluded successfully, the GLO may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

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

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ARTICLE V. REQUIRED RESPONDENT INFORMATION

5.1 RESPONDENT INFORMATION

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

5.1.1 Company Narrative

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

5.1.2 Company Profile

Provide a company profile to include:

a) The company ownership structure (e.g., corporation, partnership, LLC, sole proprietorship, etc.), including any wholly owned subsidiaries, affiliated companies, or joint ventures. (Please provide this information in a narrative and as a graphical representation). If Respondent is an Affiliate of, or has a joint venture or strategic alliance with, another company, please identify the percentage of ownership and the percentage of the parent’s ownership.

Finally, please provide your proposed operating structure for the services requested under this Solicitation and which entities (i.e. parent company, Affiliate, Joint Venture, subcontractor) will be performing them;

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

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

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

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

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f) Indicate whether the company has ever been engaged under a contract by any Texas state agency. If “Yes,” specify contract number, dates of award and service, describe the duties, and for which agency.

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

5.1.3 Key Staffing Profile

Respondent must provide a key staffing profile and résumés for staff that will be responsible for the performance of the services requested under this Solicitation.

“Key staff” is defined as experienced, professional and/or technical personnel who will have major responsibilities under a contract and/or provide unusual or unique expertise essential for successful completion of the work performed. Contractor shall ensure key staff remain available for the entire term of a contract. If key staff become unavailable for work, Contractor shall promptly notify the GLO and assign alternative staff of equal ability and qualifications. The GLO reserves the right to approve changes to key staff.

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

Respondent shall use only licensed subcontractors as required by the State of Texas, Texas Department of Licensing and Regulation (TDLR).

5.2 TECHNICAL PROPOSAL

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

5.3 REFERENCES

Respondent must identify and describe a minimum of five non-GLO completed similar projects performed within the last five years, preferably for state and/or local government entities. Information provided shall include:

a) Client name;

b) Project description;

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c) Total dollar amount of project, including the original quoted project cost and the completed project cost. If there was a variance of over 5%, Respondent should provide an explanation;

d) Funding sources (e.g., federal agency or program, federal grant, state funding) for each past project if that information is available;

e) Total project duration including the original project completion date and the actual project completion date. If there was a variance of over 5%, Respondent should provide an explanation;

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

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

5.4 MAJOR SUBCONTRACTOR INFORMATION

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

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

5.5 LITIGATION HISTORY

Respondent must include in its Solicitation Response a complete disclosure of any actual or alleged breaches of contract it has engaged in. In addition, Respondent must disclose any civil or criminal litigation or investigation pending at any time during the last three years that involves Respondent or in which Respondent has been judged guilty or liable.

For each instance of litigation or investigation, Respondent shall list: basic case information (e.g., cause number/case number, venue information, names of parties, name of investigating entity); a description of claims alleged by or against Respondent or its parent, subsidiary, or other affiliate; for each resolved case, a description of the disposition of Respondent’s involvement (e.g., settled, dismissed, judgment entered, etc.).

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

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

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

5.6 VETERAN-OWNED HISTORICALLY UNDERUTILIZED BUSINESS (VETHUB)

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

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

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

(CMBL).

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

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

Tamara Perkins Vonda White Tamaro.Perkins@GLO.Texas.Gov Vonda.White@GLO.Texas.Gov

512.463.5908 512.947.6441

5.7 CONFLICTS

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

5.8 SAFETY INFORMATION

Respondent shall provide its workers’ compensation experience modification rate (EMR) for the last five years. Respondent should submit this information on their insurance carrier’s signed letterhead. Respondent must also submit the name and job title of the person in your organization who manages your safety program, and a description of that program. A copy of your safety manual may also be required. The safety manual will become part of the contract if your Solicitation Response is selected. Respondent must mailto:Tamaro.Perkins@GLO.Texas.Gov mailto:Vonda.White@GLO.Texas.Gov

Texas General Land Office -19- RFP No. 7401-JW supply safety inspections for the past three (3) years, to include employee safety and incidents, if applicable.

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ARTICLE VI. COST PROPOSAL

6.1 COST PROPOSAL

Respondents must submit a Cost Proposal on the Cost Proposal Form (CPF), located in Exhibit E, and return it with the other required documents listed herein.

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

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ARTICLE VII. TERMS AND CONDITIONS

7.1 GENERAL CONDITIONS

7.1.1 Amendment

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

7.1.2 Informalities

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

7.1.3 Rejection

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

7.1.4 Irregularities

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

7.1.5 Offer Period

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

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

7.1.6 Open Records

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

Texas General Land Office -22- RFP No. 7401-JW information in the PIA. Merely making a blanket claim that the entire Solicitation Response is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Solicitation Response subject to release under the PIA. In order to trigger the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Solicitation Response the Respondent considers proprietary or confidential must be clearly labeled as described above. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA, except as provided by law.

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

Information related to the performance of this contract may be subject to the PIA and will be withheld from public disclosure or released only in accordance therewith. Respondent shall make any information created or exchanged with the state/GLO, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state/GLO.

Respondent shall make any information required under the PIA available to the GLO in Portable Document Format (PDF) or any other format agreed between the parties. The original copy of each Solicitation Response shall be retained in the official files of the agency as a public record.

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

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

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

7.1.7 Contract Responsibility

Respondent shall be solely responsible for the performance of all contractual

Texas General Land Office -23- RFP No. 7401-JW obligations that may result from an award based on this Solicitation. Respondent shall not be relieved of its obligations for any nonperformance by its subcontractors.

7.1.8 Public Disclosure

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

7.1.9 Remedies

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

If the GLO determines that a Contractor is not meeting performance requirements, deliverable standards, schedule obligations, or other contractual responsibilities under any contract that results from this Solicitation, the GLO may, at its sole discretion, require the Contractor to develop and implement a written corrective action plan.

7.2 INSURANCE

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