ESBD_513158_1778101315645_IFB-26-005 Storage Space Leases.pdf

PURCHASING DEPARTMENT

200 TECHNOLOGY WAY SUITE 1151

COLLEGE STATION, TEXAS 77845-3424

IFB NUMBER

IFB-26-005

Storage Space Leases

BID MUST BE RECEIVED BEFORE:

2:00 P.M. CENTRAL TIME (CT) on May 20, 2026

EMAIL bid to bids@tfs.tamu.edu (preferred)

MAIL OR HAND CARRY BID TO:

Texas A&M Forest Service

Purchasing Department 200 Technology Way, Suite 1151 College Station, TX 77845-3424

Show IFB Number, Opening Date, and Time on Return

Envelope

NOTE: BID must be time stamped at the Texas A&M Forest Service Purchasing Department before the hour and date specified for receipt of bid.

Sealed bids will be received until the date and time established for receipt.

INVITATION FOR BID

REFER ALL INQUIRIES TO:

Charles Cavanaugh Buyer

Texas A&M Forest Service Purchasing Department Phone: 979-458-7383

E-mail:

charles.cavanaugh@tfs.tamu.edu mailto:bids@tfs.tamu.edu mailto:charles.cavanaugh@tfs.tamu.edu

IFB-26-005 TEXAS A&M FOREST SERVICE Page 2 of 8

GENERAL INFORMATION AND SCOPE

Item Description Quantity UOM Unit Price Ext Price

Email bids to bids@tfs.tamu.edu only. Include IFB number and opening date in the email title.

When mailing in bids, bid number and bid opening date must be indicated on the lower left corner of the envelope.

Faxed bids will NOT be accepted.

GENERAL

Charles Cavanaugh may be e-mailed at charles.cavanaugh@tfs.tamu.edu or telephoned, 979-458-7383 for questions regarding this Invitation For Bid (IFB).

No authority is intended or implied that specifications may be changed or amended except as authorized by written addendum from the Texas A&M Forest Service Purchasing Department.

Responses to inquiries, which directly affect an interpretation or change to this IFB, will be issued in writing by addendum. Only inquiries which are replied to by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

NOTICE: THE DEADLINE FOR WRITTEN QUESTIONS IS May 15, 2026 at 5:00 P.M. CENTRAL STANDARD TIME (CST).

SHOULD AN ADDENDUM BE REQUIRED, IT WILL BE ISSUED by May 18, 2026 5:00 P.M. CENTRAL STANDARD TIME (CST).

Class and Item Code: 971-70

SCOPE

By means of this IFB, it is the intention of the Texas A&M Forest Service to acquire bids for the leasing of nine storage units of varying sizes, further specified on pages 7 & 8 of this document.

Vendor shall have a storage facility within a 10-mile radius of the TFS headquarters building located at:

200 Technology way, College Station, TX 77845 mailto:bids@tfs.tamu.edu

IFB-26-005 TEXAS A&M FOREST SERVICE Page 3 of 8

TERMS AND CONDITIONS

TERMS AND CONDITIONS

A. A response to this IFB is an offer to contract based on the terms, conditions, and specifications contained herein. Bids do not become contracts until they are accepted through a TEXAS A&M FOREST SERVICE purchase order. The contract shall be governed, construed, and interpreted under the laws of the State of Texas. The factors listed in Section 51.9335 Texas Education Code shall also be considered in making an award when specified. Any legal actions must be filed in Brazos County, Texas.

B. The TEXAS A&M FOREST SERVICE reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the TEXAS A&M FOREST SERVICE and to reject any and all bid items at the sole discretion of the TEXAS A&M FOREST SERVICE. The TEXAS A&M FOREST SERVICE also reserves the right to accept or reject all or any part of any bid, waive minor technicalities and award the bid to best serve the interest of the TEXAS A&M FOREST SERVICE. The TEXAS A&M FOREST SERVICE shall be sole judge of “the best interest of the TEXAS

A&M FOREST SERVICE”.

C. This IFB does not commit the TEXAS A&M FOREST SERVICE to award a contract, issue a purchase order, or pay any cost incurred by a vendor in the preparation of a bid in response to this IFB.

D. Upon award of bid, this IFB, awarded vendor’s response, and subsequent Purchase Order/s will serve as instruments of contract between the awarded vendor and the TEXAS A&M FOREST

SERVICE.

E. The TEXAS A&M FOREST SERVICE reserves the right to cancel this contract at any time, and without penalty, either in whole or in part, if funds are not appropriated by the Texas Legislature, or are not otherwise made available, or for any other unforeseen cause that may occur.

F. This contract will be done in accordance with all specifications, terms and conditions, and requirements of this IFB. The TEXAS A&M FOREST SERVICE will decide all questions which may arise as to the interpretation of specifications, quality, quantity, and acceptability of goods furnished or work performed.

G. This contract is subject to any constitutional or statutory limitations upon the TEXAS A&M FOREST SERVICE as an agency of the State of Texas.

H. The TEXAS A&M FOREST SERVICE is committed to maintaining an alcohol and drug-free workplace. Possession, use, or being under the influence of alcohol or controlled substances by vendor or vendor’s employees while in the performance of any service performed for the TEXAS A&M FOREST SERVICE is prohibited.

Violation of this requirement shall constitute grounds for cancellation of the contract.

I. In the performance of the specified work awarded vendor shall comply with all applicable Federal and State laws including, but not limited to laws governing labor, equal employment opportunity, safety, environmental protection, and materials used in the work.

J. Unacceptable vendor performance and/or failure of vendor to comply with specifications, terms and conditions or any other requirements stipulated herein will constitute a breach of contract and will result in the contract becoming subject to cancellation by the TEXAS A&M FOREST SERVICE. Written notice from the TEXAS A&M FOREST SERVICE to the vendor of such cancellation will result in the contract becoming voided and canceled

IFB-26-005 TEXAS A&M FOREST SERVICE Page 4 of 8 immediately thereupon, without penalty to the TEXAS A&M

FOREST SERVICE.

K. If the vendor defaults on the contract, TEXAS A&M FOREST SERVICE reserves the right to cancel the contract without notice and either re-solicit or re-award the contract to the next best value bidder originally responding to the IFB. The defaulting vendor will not be considered in the re-solicitation and may not be considered in future solicitations for the same type of work unless the specifications or scope of work is significantly changed.

L. Authorized Relief From Performance (Force Majeure) -- The TEXAS A&M FOREST SERVICE may grant relief from performance of the contract if the vendor is prevented from compliance and performance by the act of war, order of legal authority, act of God, or other unavoidable causes not attributable to the fault or negligence of the contractor. The burden of proof for the need of such relief shall rest upon the vendor. To obtain release based on Force Majeure, the vendor must file a written request to the TEXAS

A&M FOREST SERVICE.

M. Suspension, Debarment, and Terrorism -- Bidder certifies that the bidding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that bidder is in compliance with the State of Texas Statutes and Rules relating to procurement and that bidder is not listed on the Federal Government’s Terrorism Watch List as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov/portal/public/SAM/

N. Conflict of Interest. By executing this Agreement, Contractor and each person signing on behalf of Contractor certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, that to the best of their knowledge and belief, no member of The A&M System or The A&M System Board of Regents, nor any employee, or person, whose salary is payable in whole or in part by The A&M System, has direct or indirect financial interest in the award of this Agreement, or in the services to which this Agreement relates, or in any of the profits, real or potential, thereof.

O. Prohibition on Contracts with Companies Boycotting Israel.

Prohibition on Contracts with Companies Boycotting Israel. To the extent that Texas Government Code, Chapter 2270 applies to this Agreement, PROVIDER certifies that (a) it does not currently boycott Israel; and (b) it will not boycott Israel during the term of this Agreement. PROVIDER acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

P. Certification Regarding Business with Certain Countries and Organizations. Pursuant to Subchapter F, Chapter 2252, Texas Government Code, Contractor certifies it is not engaged in business with Iran, Sudan, or a foreign terrorist organization. Contractor acknowledges this Agreement may be terminated if this certification is inaccurate.

Q. Inter-Agency Agreement -- Successful bidder agrees to extend prices and terms to all entities who have entered or will enter into joint purchasing inter-agency cooperation agreement(s) with the Texas A&M Forest Service.

R. Bid Submittal Prices -- Annual Blanket Purchase Order(s) bid submittal prices shall remain firm for 12 months from bid opening date.

https://www.sam.gov/portal/public/SAM/

IFB-26-005 TEXAS A&M FOREST SERVICE Page 5 of 8

Note: This term/condition supersedes TEXAS A&M FOREST SERVICE “standard” terms and conditions stated in item #1.6 (last bid page), i.e. cancels out “firm for TEXAS A&M FOREST SERVICE acceptance for 60 days from opening date”.

S. Renewals -- Any renewals will be under the same requirements, terms and conditions as those of the original agreement documents.

Only changes that are permitted within the scope of the originally awarded agreement may be considered in any renewal.

T. Vendor References – If requested, bidder will be required to submit Vendor References for current or past comparable work/service provided in the quality and scope of that specified in this IFB.

U. Public Disclosure

(a) Bidder acknowledges that Texas A&M Forest Service is obligated to strictly comply with the Public Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law.

(b) Upon Texas A&M Forest Service’s written request, bidder will provide specified public information exchanged or created under this Agreement that is not otherwise excepted from disclosure under chapter 552, Texas Government Code, to Texas A&M Forest Service in a non-proprietary format acceptable to Texas A&M Forest Service. As used in this provision, “public information” has the meaning assigned Section 552.002, Texas Government Code, but only includes information to which Texas A&M Forest Service has a right of access.

(c) Bidder acknowledges that Texas A&M Forest Service may be required to post a copy of the fully executed Agreement on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

(d) Bidders/businesses are also required to ensure that their employees who have been designated as Not Eligible for Rehire by a TAMU member are not involved in any work for the TAMU system.

X. HUB – Historically Underutilized Businesses All agencies of the State of Texas are required to make a good faith effort to utilize Veteran Heroes United in Businesses (VetHUBs) in procurements for commodities and services. It is the intention of the State of Texas and the Texas A&M Forest Service (TEXAS A&M FOREST SERVICE), as a good faith effort, to encourage the use of VetHUBs in all prime contracts, subcontracts, and purchasing transactions. TEXAS A&M FOREST SERVICE initiatives are to our prime contractors and core suppliers to achieve these ends through race, ethnic, and gender-neutral means. All procurements exceeding $100,000 for either goods and/or services must include a completed State of Texas HUB Subcontracting Plan (HSP) submitted by vendor/contractor.

IFB-26-005 TEXAS A&M FOREST SERVICE Page 6 of 8

RIGHT TO AUDIT

At any time during the term of this contract and for a period of four (4) years thereafter the Texas A&M Forest Service, the State of Texas, the Comptroller of the United States, the federal agency awarding a grant to the Texas A&M Forest Service which funds this procurement in whole or in part, or duly authorized audit representatives of these entities, at their own expense and at reasonable times, reserves the right to have access to, and to incrementally audit, awarded vendor’s records that are related to this contract. In the event such an audit by one or more of these entities reveals any errors and/or overpayments by Texas A&M Forest Service, awarded vendor shall refund Texas A&M Forest Service the full amount of such overpayments within thirty (30) days of such audit findings, or Texas A&M Forest Service at its option, reserves the right to deduct such amounts owed to Texas A&M Forest Service from any payments due to awarded vendor.

BASIS OF AWARD

A. Award Criteria – The evaluation of bid responses will include but is not limited to pricing, delivery, the extent of which the goods or services meet the needs of the TEXAS A&M FOREST SERVICE and any other factors the TEXAS A&M FOREST SERVICE deems relevant.

The TEXAS A&M FOREST SERVICE must be confident that the bidder’s response will meet needs of the TEXAS A&M FOREST SERVICE. TEXAS A&M FOREST SERVICE will evaluate and make the award to the bid that is determined to be the best value to the agency based on the criteria listed below.

Evaluation Criteria:

Pricing Delivery Vendor’s ability, capacity, and skill Vendor’s previous experience and past relationship with TEXAS

A&M FOREST SERVICE

Any other factors TEXAS A&M FOREST SERVICE deems relevant

B. If bidder submits product or service literature and specifications TEXAS A&M FOREST SERVICE reserves the right to decide if items offered are equivalent to those specified. TEXAS A&M FOREST SERVICE alone shall determine “best value” to the agency and TEXAS A&M FOREST SERVICE’ judgment in this regard shall be considered final.

C. The TEXAS A&M FOREST SERVICE reserves the right to reject any and all bids, waive any technicalities.

D. By submitting a bid in response to this IFB, bidder agrees to this evaluation and award process and further accepts TEXAS A&M FOREST SERVICE’ judgment and decision of award.

IFB-26-005 TEXAS A&M FOREST SERVICE Page 7 of 8

TECHNICAL SPECIFICATIONS

Selected facility must perform the following conditions at the onsite storage facility:

- 24 hour recorded video security cameras

- 7 day a week, 24 hours easy access

- Computerized access security gates

- On site Manager

- External security lighting

The following units will be for a rental period of a minimum time frame of 12 months with an option to renew for an additional 12 months for up to five years. Quantities are estimates and may go up or down.

Selected bidder must review and agree to Attachment A:

Rental Addendum for Vendor-Provided Lease Agreements

IFB-26-005 TEXAS A&M FOREST SERVICE Page 8 of 8

BID SHEET

ITEM BID

Monthly rental of 100 sq. ft. climate-controlled storage unit (+/- 10% of rquested size is acceptable)

EA

Monthly rental of 100 sq. ft. non-climate-controlled storage unit (+/- 10% of

Monthly rental of 150 sq. ft. climate-controlled unit (+/- 10% of rquested size is acceptable)

Monthly rental of 200 sq. ft. climate-controlled storage unit (+/- 10% of

Monthly rental of 50 sq. ft. climate-controlled storage unit (+/- 10% of

GRAND TOTAL $

TERMS AND CONDITIONS: FOLLOWING ITEMS APPLY TO AND BECOME

A PART OF TERMS AND CONDITIONS OF QUOTATION

ANY EXCEPTIONS THERETO MUST BE IN WRITING

ATTACHMENTS

Attachment A – Rental Addendum for Vendor Lease Agreements

VENDOR INFORMATION:

TEXAS VENDOR ID NUMBER (IF KNOWN)

COMPANY NAME

STREET ADDRESS

CITY STATE ZIP CODE

PHONE

BIDDER MUST SIGN BELOW

FAILURE TO SIGN WILL DISQUALIFY BID

*By signing this quotation, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas Bidder as defined in TAC Rule, Title 34, Part 1, Chapter 20, Sub C, 20.32(68). Bidder also certifies that they have read, understand, and agree to all terms, conditions, and specifications as stated herein.

AUTHORIZED SIGNATURE

PRINT OR TYPE NAME

TITLE