ESBD_514297_1778517172911_01 RFP TxDMV Commercial Real Estate Representation Services.pdf

RFP No. 608-26-97100-CRE Page 1 of 35 Commercial Real Estate Representation Services

Daniel Avitia, Executive Director

Request for Proposals

RFP No. 608-26-97100-CRE

Date of Release: May 11, 2026 Responses Due: June 10, 2026, by 3:00 P.M. Central Time

(Reference Section 5.1, Schedule of Events, for further procurement schedule information)

NIGP Class/Item Code(s): 971-00; 971-08; and 971-45

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED ABOVE,

WILL NOT BE EVALUATED

Prepared and Posted By:

Nhi Ge, CTCD, CTCM

Texas Department of Motor Vehicles Finance and Operations Division – Purchasing Section

4000 Jackson Avenue Austin, Texas 78731 nhi.ge@txdmv.gov mailto:nhi.ge@txdmv.gov

RFP No. 608-26-97100-CRE Page 2 of 35

TABLE OF CONTENTS

TABLE OF CONTENTS

ARTICLE I. GENERAL INFORMATION

1.1 Purpose

1.2 Agency Overview

1.3 Key Definitions

1.4 Legal Authority

ARTICLE II. SCOPE OF WORK

2.1 Description of Work

2.2 No Authority to Transact on Behalf of TxDMV

2.3 Contractor Services Terms for Payment

2.4 Work Order Authorization(s) to Request Services

2.5 Conflict of Interest

2.6 General Requirements:

2.7 Acceptance Criteria

ARTICLE III. CONTRACT AWARD AND TERM

3.1 Contract Award and Execution

3.2 Contract Term

3.3 Contract Amendments

3.4 No Guarantee of Volume, Usage, or Compensation

ARTICLE IV. ADMINISTRATIVE INFORMATION

4.1 Schedule of Events

4.2 Ambiguity, Conflict, or Discrepancy

4.3 Inquiries

4.4 Solicitation Response Composition

4.5 Solicitation Response Submission and Delivery

ARTICLE V. SOLICITATION RESPONSE EVALUATION AND AWARD PROCESS

5.1 Best Value Standard

5.2 Best Value Determination

5.3 Right to Investigate Respondent’s Qualifications

ARTICLE VI. NARRATIVE PROPOSAL

6.1 Narrative Proposal

ARTICLE VII. REQUIRED RESPONDENT INFORMATION

7.1 Company Information

7.2 Identification of Brokerage Regions

7.3 Texas Franchise Tax; Right to Transact Business in the State

7.4 References

7.5 Litigation and Contract History

7.6 Escalation Protocol

7.7 Major Subcontractor Information

7.8 Affirmations and Certifications

7.9 Other Reports

7.10 Corporate Guarantee

7.11 Secretary of State Certification

ARTICLE VIII. COST PROPOSAL

8.1 Cost Proposal Requirements

ARTICLE IX. GENERAL TERMS AND CONDITIONS

9.1 Changes, Modifications, and Cancellation

9.2 Conflicts of Interest and Disclosure of Interested Parties

RFP No. 608-26-97100-CRE Page 3 of 35

9.3 Contract Responsibility

9.4 Cost Adjustments; Increases, Decreases, and Discounts

9.5 Costs Incurred

9.6 Future Contract Development

9.7 Insurance

9.8 Negotiating Terms and Conditions

9.9 Offer Period

9.10 Protest

9.11 Ties

9.12 Public Information Act: Respondent Requirements Regarding Disclosure

9.13 RESPONDENT’S WAIVER – INTELLECTUAL PROPERTY

9.14 Reporting Requirements

ARTICLE X. LIST OF EXHIBITS AND FORMS

ARTICLE I. GENERAL INFORMATION

1.1 Purpose

The Texas Department of Motor Vehicles (“TxDMV”), for and on behalf of its Finance and Operations Division, is soliciting Responses from real estate brokerage firms to provide commercial real estate broker representation services to assist TxDMV with leasing and acquiring commercial real estate statewide, for use by TxDMV as Regional Service Centers (“RSC(s)”), in accordance with the terms, conditions, and requirements set forth in this Solicitation. In its Response, Respondent must identify, which of the 18 TxDMV Regional Service Center areas, it offers to provide the Services required under this Solicitation.

The TxDMV Regional Service Center areas are identified within Exhibit J, TxDMV Regional Service Center Areas.

The Purchasing Section of the Finance and Operations Division (“Purchasing Section”) will administer the procurement process for this Solicitation, which includes Solicitation announcements and publications, vendor communications, receipt of Responses, screening of timely received Responses, and facilitating the evaluation of qualified Responses. The Purchasing Section, in coordination with the TxDMV Office of General Counsel and the division for whom this Solicitation is being posted, manages the negotiation and execution of the Contract award, through the issuance of Contract documents, that may result from this Solicitation.

To be considered for award, a Respondent must execute Exhibit A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, and provide all other required information and documentation as set forth in this Solicitation.

1.2 Agency Overview

TxDMV is a dynamic state of Texas (“State”) agency dedicated to responsive customer service, effective consumer protection, and ensuring the success of motor vehicle-related industries across the State. The department’s mission is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.” This mission is underpinned by a commitment to responsible stewardship of State resources, operational excellence, maintaining accountability, and a focus on customer-centered service. The department’s governing board – composed of nine members appointed by the Governor – oversees policymaking to ensure TxDMV’s activities align with its statutory directives.

RFP No. 608-26-97100-CRE Page 4 of 35

Department staff administer key motor vehicle regulatory services for the State, including: vehicle registration and titling; vehicle dealer, manufacturer, and distributor licensing; issuance of oversize and overweight permits; oversight of household goods movers; and awarding grants to local law enforcement to reduce vehicle-related crimes. Enforcement and compliance programs investigate consumer protection complaints related to motor vehicle sales, licensing, and advertising and review claims related to the Texas Lemon Law. Through extensive regulatory and oversight functions, TxDMV plays a vital role in supporting various aspects of Texas’ robust motor vehicle industry, ensuring both consumer protection and efficient service delivery.

For more information about TxDMV operations, please visit https://www.txdmv.gov/.

1.3 Key Definitions

In this Solicitation, any Solicitation Response submitted, and any Contract that may result from this Solicitation, the following terms and acronyms have the definitions set forth below, unless the context clearly indicates otherwise. For additional terms and definitions that may be used within this Solicitation, please refer to Exhibit B, TxDMV Contract Uniform Terms and Conditions with Affirmations. All other terms herein have their ordinary and common meanings.

Term Definition

Addendum A written revision or clarification to this Solicitation issued by TxDMV and posted to the Electronic State Business Daily. May also be referred to in its plural form as “Addenda.”

Award Consideration Documents

The documents Respondent must submit as part of its Solicitation Response to be considered for negotiations or award. May also be referred to as “AC.”

Brokerage Regions

The TxDMV Regional Service Center areas in which the Contractor will provide the Services required by this Solicitation, pursuant to any executed Work Order(s) (Note: The Respondent is required to select and identify, in its Response, the Brokerage Regions where it offers to provide the Services required by the Solicitation). The TxDMV Regional Service Center areas are identified within Exhibit J, TxDMV Regional Service Center Areas.

Confidential Information

Any information that is proprietary or unique to TxDMV and that is disclosed by TxDMV to the Contractor during the Contract Term, including the following: matters of a technical nature such as processes;

devices; techniques; and data. See also, “Confidential Information” as defined in the TxDMV Contract Uniform Terms and Conditions with Affirmations.

Contract

The legally enforceable written agreement between TxDMV and Contractor, which includes the Signature Document (if applicable), Purchase Order, Contract Uniform Terms and Conditions with Affirmations, this Solicitation, Attachments, Exhibits, Amendments, Purchase Order change notices, Work Orders, Technical Guidance Letters issued by TxDMV; and any other document that TxDMV, in its sole discretion, determines to be essential to the Contract, and incorporated into and made part of the Contract for all purposes. TxDMV, https://www.txdmv.gov/

RFP No. 608-26-97100-CRE Page 5 of 35 in its sole and absolute discretion, may issue a Signature Document and/or Purchase Order.

Contractor The successful Respondent selected by TxDMV to provide the Deliverables to TxDMV under the Contract that may result from this Solicitation.

Deliverables

The goods, products, or Services, including all reports and Contract documentation, required to be prepared, developed, provided, or procured by Contractor under the Contract. May also be referred to in its plural form as “Deliverables.”

Effective Date The date upon which the Contract resulting from this Solicitation takes effect, as agreed to by the Parties.

ESBD

The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may be currently accessed at: http://www.txsmartbuy.com/esbd.

Exhibit

The document(s), schedule, specification, or any other material labeled as an “Exhibit” and attached hereto and incorporated by reference and made a part of this Solicitation. Any such Exhibit may, at the sole discretion of TxDMV, be included by reference and made part of any Contract that may result from this Solicitation, with the same force and effect as if physically attached to and expressly stated within the Contract. References to an Exhibit in this Solicitation or any resulting Contract will be deemed to include all terms, conditions, and requirements set forth in such Exhibit. Also known in its plural form as “Exhibits.”

Final Written Response Score

The final numerical score assigned to a Respondent’s Solicitation Response, as determined through the formal evaluation process outlined in this Solicitation.

Lease The formal renting of Property by TxDMV under a State Lease Agreement entered by TxDMV, through representation by Contractor.

State Lease Agreement

The legally binding Lease contract entered by TxDMV and the Property owner (lessor/landlord), granting TxDMV the right to possess and use the Property for a specific period. Note: TxDMV will use a TxDMV developed State Lease agreement to enter a Lease transaction for any Property.

Letter of Intent The preliminary document submitted by TxDMV for the purpose of presenting key terms for a Lease or Purchase of Property.

Party or Parties TxDMV or Respondent, separately or collectively.

Property The commercial real estate that the Contractor will assist TxDMV in acquiring, through Lease or Purchase, under the Contract.

Purchase A formal acquisition of Property by TxDMV by entering into a State Purchase and Sale Agreement resulting in the legally binding transfer of ownership from a Property owner to TxDMV.

http://www.txsmartbuy.com/esbd

RFP No. 608-26-97100-CRE Page 6 of 35

Purchase Price The total amount of funds owed to the seller of a Property purchased by TxDMV.

State Purchase and Sale Agreement

The legally binding contract entered by TxDMV and a Property owner that outlines the terms, conditions, and specific details of the transfer of ownership of the Property from the Property owner to TxDMV.

Respondent

The individual, business, or entity that submitted a Response to this Solicitation. The Respondent is responsible for providing all required information, documentation, and certifications as specified in this Solicitation, and their submission constitutes an offer to fulfill the requirements set forth in this Solicitation and associated documents. The term also includes anyone acting on behalf of the individual, business, or entity that submits the Response, such as an employee, authorized representative, agent, officer, director, principal, partner, owner, or any other person or entity authorized to represent or act for the Respondent in connection with this Solicitation.

Response

The bid, proposal, or offer submitted by the Respondent to TxDMV in answer to this Solicitation, including all required and supplemental information, materials, exhibits, and attachments thereto. The Response encompasses every document or item provided as part of the Respondent’s submission, whether required by this Solicitation or voluntarily included by the Respondent to clarify or enhance its offer.

May also be referred to as “Respondent’s Response” or “Solicitation Response.”

Solicitation

This Request for Proposals, along with all documents referenced in or attached to this Solicitation, and any addenda issued by TxDMV and posted to the ESBD, soliciting responses for the proposed Deliverables set forth herein. The term also includes any documents or communications submitted or issued by TxDMV under which the Deliverables provided under any Contract that may result from this Solicitation were initially requested. May also be referred to as “RFP”

Solicitation Consideration (“SC”) Documents

Documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

Texas Real Estate Commission Transaction

Forms

The forms promulgated by the Texas Real Estate Commission (“TREC”) that are mandatory for real estate transactions in Texas. These forms are designed to ensure legal compliance, consistency, and transparency across real estate transactions in Texas. May also be referred to herein as “TREC Forms”.

TxDMV

The Texas Department of Motor Vehicles, an administrative agency within the executive branch of the State, established under Chapter 1001 of the Texas Transportation Code. May also be referred to as “Department” or “Agency.”

Vendor

An individual, business, or entity that supplies goods, products, or services, and may be a potential Respondent to this Solicitation. This term encompasses any party eligible to receive and respond to this Solicitation, including manufacturers, distributors, suppliers, service

RFP No. 608-26-97100-CRE Page 7 of 35 providers, contractors, or consultants. A vendor may participate individually or as part of a joint venture or partnership, and may act directly or through authorized representatives, agents, or subcontractors during the Solicitation process.

VPTS

The Vendor Performance Tracking System, maintained by the Statewide Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education.

Additional information regarding VPTS may currently be accessed at:

https://www.txsmartbuy.com/vpts.

Work Order An individually negotiated document that is executed by both Parties, and which authorizes a project under the Contract, if any, in an indefinite quantity Contract.

1.4 Legal Authority

TxDMV issues this Solicitation in accordance with Chapter 2155 of the Texas Government Code and Chapter 1001 of the Texas Transportation Code. Any Lease or Purchase transaction will be entered by TxDMV in accordance with its statutory authority under Subchapter F, Chapter 1001 of the Texas Transportation Code.

ARTICLE II. SCOPE OF WORK

2.1 Description of Work

A. Introduction

Through this Solicitation, TxDMV seeks a vendor to provide commercial real estate brokerage services to assist TxDMV, as TxDMV’s broker representative, with leasing or acquiring Properties for use, by TxDMV, as TxDMV regional service centers. The brokerage services will include, but will not be limited to, lessee representation; acquisition representation; negotiation assistance for Property transaction and closing documents; and commercial real estate advisory and strategic planning services.

The Contractor will provide brokerage services in the TxDMV Regional Service Center areas selected and identified by the Contractor in its Solicitation Response (the Respondent selected TxDMV Regional Service Center areas are collectively referred to herein as the “Brokerage Regions”), pursuant to any executed Work Orders.

All Services under the Contract must be provided by Texas licensed real estate brokers, or Texas licensed real estate agents performing under the sponsorship of a Texas licensed real estate broker, as indicated in this Solicitation, and in compliance with all applicable laws, regulations, and rules, including, but not limited to, the Texas Real Estate License Act (“TRELA”) and Texas Real Estate Commission (“TREC”) requirements.

Contractor will provide any Services to TxDMV under the Contract on an as‑needed basis, and only upon TxDMV request through Work Order(s) executed by the Parties, utilizing Exhibit F, Work Order Form.

Upon Work Order execution, Contractor will provide TxDMV with any real estate brokerage services required under the Contract, to include this Solicitation and any executed Work Order(s).

https://www.txsmartbuy.com/vpts

RFP No. 608-26-97100-CRE Page 8 of 35

B. General Description of the (Prospective) Commercial Property for Lease or Purchase by TxDMV

1. Any Lease must permit a buildout of the Property for required TxDMV office operations, to include no significant barriers to extensive low-voltage work to support video conferencing, remote meetings, and other advanced technology needs;

2. The Property must: be a Class A or Class B commercial property; provide on-site free parking availability; be located in close proximity to existing public transportation; the building(s) on the Property must meet all applicable building codes, regulations, and ordinances; and

3. The Property must meet all requirements identified in this Solicitation and any executed Work Order.

C. Pre-Market and Pre-Work Order Engagement

Prior to the execution of any Work Order for a Lease or Purchase project under this Contract, Contractor will interview TxDMV staff, as requested by TxDMV, to identify Lease and/or Purchase priorities and requirements for placement in any Worker Order.

D. Market Engagement Deliverables

Upon execution of a Work Order, Contractor will identify Leasing and/or Purchase options to TxDMV.

Contractor will advise TxDMV of various options or approaches to achieving the desired results of the project. To this end, Contractor will:

1. Conduct market research relating to prospective Lease or Purchase options, as applicable, and facilitate, lead, and manage the identification of Properties for Lease or Purchase.

2. Conduct outreach to owners of prospective Property(ies); solicit Property owners using TxDMV approved marketing strategy/materials provided by Contractor.

3. Document information regarding the availability of suitable Properties; the interest and motivation of the owners of the Property(ies) to lease or sell the Property(ies); proposed Lease rates/Purchase price; and any additional information necessary to support TxDMV’s evaluation of viable Lease or Purchase options.

4. Provide a short list of competitively determined Lease or Purchase options for TxDMV review, to ensure any Property transaction entered by TxDMV will provide the best value to the State.

5. Assist TxDMV in determining whether the identified Property will meet TxDMV’s space requirements, geographic preferences, and other business needs, on a project specific basis.

6. Schedule, coordinate, and conduct site visits of prospective Property(ies) for TxDMV staff, per TxDMV request, and advise TxDMV regarding whether the Property(ies) will meet TxDMV’s business needs; coordinate any necessary or desired inspections of Property(ies).

7. Advise on potential pricing and costs associated with a Lease or Purchase, to include guidance in the form of a Broker’s opinion of value (“BOV”); evaluate Property offers received and prepare narrative analysis of each offer; provide economic analysis of all offers and prepare a report of such analysis; recommend offers and/or counteroffers.

8. Provide data on market conditions, comparables, and forecasting relative to a specific project.

9. Maintain discretion and TxDMV (client) confidentiality.

E. Ongoing Representation and Closing Deliverables

Contractor will:

RFP No. 608-26-97100-CRE Page 9 of 35

1. Advise TxDMV on any necessary strategy changes to meet TxDMV Purchase and Lease goals for a specific project;

2. Provide TxDMV with any State required contractual documents to facilitate Property transactions; provide guidance regarding pricing and other transaction terms;

3. Upon TxDMV request, develop, and conduct a presentation, approved by TxDMV, of any prospective Lease or Purchase for TxDMV executive leadership; and

4. Coordinate and assist with preparation, negotiation, and execution of all required Property transaction documents, including, but not limited to, State Lease Agreement(s), State Purchase and Sale Agreement(s), and Letter(s) of Intent, as applicable; TREC forms; written report(s) of the negotiation process; assist with due diligence and closing.

F. Property Purchase Specific Deliverables

The Contractor must submit to TxDMV a detailed acquisition and work plan for any requested Property Purchase assistance under any Work Order. The Contractor must monitor and update the plan, revising as appropriate. The plan must include, at a minimum, the following:

1. List of potential Purchase opportunities;

2. List of comparable property sales within an appropriate historical timeline;

3. A logical sequence of tasks for completion by each Party; and

4. An analysis of potential concerns with any identified Property, including, but not limited to, environmental concerns; neighboring uses, including neighborhood objections; seller requirements; price relative to comparable properties.

G. Reporting Deliverables

1. Upon TxDMV Request, Contractor will provide monthly reports of leasing and/or purchasing efforts/status, including relevant market conditions and demographic analysis; suitable Properties for Lease or Purchase; Reporting format standards must be approved by the TxDMV Contract Representative, in writing.

2. Upon TxDMV request, prepare written status reports regarding projects for TxDMV executive leadership.

H. Meeting Deliverables

Contractor will attend meetings, as requested by TxDMV, to provide updates to TxDMV regarding the submitted reporting identified above in Subsection 2.1(G).; conduct monthly status meetings and other meetings requested or scheduled by TxDMV.

2.2 No Authority to Transact on Behalf of TxDMV

Contractor will have no authority to act on behalf of TxDMV nor bind TxDMV in a transaction under the Contract in any way. For the avoidance of doubt, Contractor shall not execute, or otherwise enter on TxDMV’s behalf, any contract/agreement. TxDMV has sole discretion whether to enter any transaction.

All proposed transaction terms; contracts or agreements; or draft term sheets, must be approved by TxDMV prior to any Contractor presentation to a prospective counterparty.

RFP No. 608-26-97100-CRE Page 10 of 35

2.3 Contractor Services Terms for Payment

The only fee or funds payable to Contractor under any Contract resulting from this Solicitation, is the Contractor’s (Broker’s) Commission Fee, documented in Exhibit C, Cost Proposal Workbook, as may be modified in the Contract Signature Document. Accordingly, the total fee payable to Contractor under the percentage commission documented in the Contract, for fully executed and closed Lease or Purchase transactions, is set forth below in Exhibit C. Contractor’s commission is earned only in the event a Lease or Purchase transaction is entered by TxDMV and fully executed by the parties to the transaction, and the transaction closes pursuant to the terms of the transaction. For the avoidance of doubt, no fees, or otherwise compensation, will be owed to Contractor for any unsuccessful Property transaction.

Any fee/commission owed to Contractor for any services rendered, or otherwise any Lease or Purchase transaction entered by TxDMV, under the Contract, will be paid solely by the Property owner, controller, or lessor, as applicable. For the avoidance of doubt, TxDMV will not owe, or otherwise remit, any fee or funds to the Contractor, for any purpose, under any Contract resulting from this Solicitation.

In addition to the requirements of Section 2.2, Submission of Invoices, of Exhibit B, Contract Uniform Terms and Conditions with Affirmations, Contractor will include the correct commission rate and total commission amount in the invoice.

Contractor may employ a co-broker or co-brokers (each referred to as an “Other Broker”) under the Contract. The Other Broker must be approved in writing by TxDMV prior to performing any Work under the Contract. Contractor shall not use any Subcontractor, employee, supplier, or Oother bBroker or organization/entity/individual to whom TxDMV objects. Regardless of whether Contractor employs any Other Broker, no fees, funds, or otherwise commissions, will be paid by TxDMV. If the Contractor has cooperated with, employed, or worked with any Subcontractor, employee, supplier, or Other Broker(s), who may be entitled to a fee or commission in connection with any Lease or Purchase transaction, the Contractor will be fully responsible for compensating such organization/entity/individual and TxDMV will have no responsibility therefore, under any condition.

2.4 Work Order Authorization(s) to Request Services

Contractor will provide any Work agreed to by the Parties documented in any executed Work Order(s) and under the pricing documented in Exhibit C, Cost Proposal Workbook, as may be modified in the Contract Signature Document. All Work Orders may be approved without a Contract amendment only by using the approved TxDMV Work Order Form (PCL-612) and signed by the TxDMV Purchasing Director or designee and the Contractor’s Contract Representative. All Work Orders, once fully executed, are deemed incorporated by reference and become part of the Contract. Any modifications to a Work Order must be documented through execution of an additional Work Order.

Contractor shall respond to each Work Order submitted by TxDMV within five business days of receipt, indicating acceptance or non‑acceptance of Work Order terms. If Contractor is unable to accept the terms of a Work Order, Contractor will provide a written explanation detailing the basis for its inability to accept.

Contractor shall not provide any Services under the Contract unless such Services are authorized by the Parties pursuant to a fully executed Work Order.

RFP No. 608-26-97100-CRE Page 11 of 35

2.5 Conflict of Interest

The Contractor, Contractor’s personnel, and Contractor’s Subcontractor(s) shall affirm not to have, nor acquire any interest in, a Property during the term of the Contract that would conflict in any manner with the performance of Contractor’s obligations or Services under the Contract. The Contractor must:

A. Fully disclose in writing to the TxDMV Contract Representative and the Purchasing Director any Properties in which the Contractor has any formal relationship or agency which may cause or appear to cause a conflict of interest in any Services provided;

B. Fully disclose in writing to the TxDMV Contract Representative and the Purchasing Director any personal or family financial involvement or ownership in potential Property opportunities;

C. Warrant that quoted fees are the only compensation (direct or indirect) that Contractor will receive as a result of any Property transaction under this Contract; and

D. Fully disclose in writing to the TxDMV Contract Representative and the Purchasing Director all other relationships which may be reasonably relevant to the concerns expressed above.

Violation of any of the above will result in non-award of a Contract or termination of the Contract.

2.6 General Requirements:

Contractor must:

A. Provide all labor, material, and equipment necessary to meet the requirements of the specified services throughout the Contract term.

B. Provide all required safety equipment and instruct its personnel to observe all safety policies, rules, and requirements at all times including, but not limited to wearing appropriate safety equipment.

C. Provide a primary and a secondary point of contact. Conduct driver license checks annually on

Contractor personnel that drive to and from TxDMV work locations.

D. Provide an updated list of all Contractor personnel, subcontractors, or Other Brokers, and comply with all security measures required by TxDMV.

E. Any Contractor personnel or Subcontractor who will have any direct contact with TxDMV staff or the public in performing Services under the Contract must comply with all background check requirements in Section 10.5, of Exhibit B, TxDMV Contract Uniform Terms and Conditions with Affirmations.

F. All Contractor personnel must possess and maintain, all necessary licenses, certifications, and permits to provide the Services under the Contract, which must conform to all federal, state, and local laws, regulations, rules, and ordinances.

G. Be able to begin work within 10 business days of the Contract Effective Date or on the agreed upon date between TxDMV and the Contractor.

See Exhibit G, Draft Contract Signature Document, which will be used for the Contract resulting from this Solicitation, for additional terms and conditions.

2.7 Acceptance Criteria

All Deliverables must be submitted in a format approved by the TxDMV Contract Representative. A Deliverable will be considered complete and delivered only when TxDMV, at its sole discretion, has determined that the Deliverable complies with Contract requirements and TxDMV accepts the Deliverable, in writing. For all Deliverables, the measure for acceptance by TxDMV is one hundred percent (100%)

RFP No. 608-26-97100-CRE Page 12 of 35 compliance with Contract requirements. TxDMV may choose to waive imperfections in any Deliverable at its sole discretion.

ARTICLE III. CONTRACT AWARD AND TERM

3.1 Contract Award and Execution

TxDMV intends to award one or more indefinite quantity Contracts as a result of this Solicitation. Any award is contingent upon approval of the TxDMV Executive Director or his designee.

If, for any reason, a final Contract cannot be executed with the selected Respondent within 10 business days of TxDMV’s determination to contract with that Respondent, TxDMV reserves the right to: (i) negotiate a Contract with the next highest-scoring Respondent; or (ii) withdraw, modify, or partially award this Solicitation.

Responses to this Solicitation must be based on the terms, conditions, and specifications set forth herein. A successful Respondent’s Solicitation Response does not become a binding or enforceable Contract until both Parties execute a Contract Signature Document, or, where applicable, the Contractor accepts the issued Purchase Order, as demonstrated by its written acceptance or performance. The award of any Contract that may result from this Solicitation will be based on the evaluation of all compliant Solicitation Responses received, using the applicable best value factors and corresponding weights detailed in Article 5, Solicitation Response Evaluation and Award Process.

3.2 Contract Term

The initial term of any Contract that may result from this Solicitation is anticipated to be from the Contract Effective Date until August 31, 2027, unless extended, renewed, or terminated sooner in accordance with the terms and conditions of the Contract. TxDMV, at its sole discretion, may extend or renew any Contract awarded pursuant to this Solicitation for any period(s) of time, provided the Contract term, including all extensions or renewals, does not exceed five years.

Following the initial term and any allowable extension or renewal periods, and with at least 30 calendar days advance written notice to the Contractor, TxDMV, in its sole discretion, may extend any Contract that may result from this Solicitation beyond the initial term and all extension or renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new vendor, or as otherwise determined by TxDMV to serve the best interests of the State.

The Respondent, in submitting a Response to this Solicitation, acknowledges and agrees that TxDMV is not responsible for payment of any costs or other amounts incurred by the Contractor before the Effective Date of any Contract that may result from this Solicitation or after the Contract ceases to be effective.

Work Orders issued during the term of any Contract resulting from this Solicitation may survive the termination or expiration of the Contract and may be extended for the purpose of completing any authorized Work.

RFP No. 608-26-97100-CRE Page 13 of 35

3.3 Contract Amendments

The Contract may be amended only by written agreement signed by both the Successful Respondent and TxDMV.

3.4 No Guarantee of Volume, Usage, or Compensation

TxDMV makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any Contract awarded as a result of this Solicitation. Any awarded Contract resulting from this Solicitation is subject to appropriations and the continuing availability of funds.

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

ARTICLE IV. ADMINISTRATIVE INFORMATION

4.1 Schedule of Events

Event Date/Time

Solicitation Posting Date May 11, 2026 Pre-proposal Conference (Attendance is Optional) May 21, 2026, at 3:00 PM Central Time

Deadline for Submitting Questions or Requests for Clarification May 22, 2026, at 3:00 PM Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on Electronic State Business Daily May 29, 2026, at 3:00 PM Central Time

Deadline for Submission of Solicitation Responses (Responses must be received by TxDMV by this deadline.)

June 10, 2026, at 3:00 PM Central Time

Tentative Evaluation Period June 12, 2026 to June 19, 2026

Anticipated Notice of Award(s) June 22, 2026

Anticipated Contract(s) Start Date July 06, 2026

Respondent must submit its Solicitation Response to TxDMV in accordance with the due date and time indicated in the Schedule of Events above or as changed via an Addendum posted to the Electronic State Business Daily (“ESBD”).

For the avoidance of doubt, all dates and times herein are tentative and TxDMV reserves the absolute right to modify these dates at any time. At the sole discretion of TxDMV, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, TxDMV, at its sole discretion, may post updates regarding the anticipated award date to the ESBD. Each Respondent is solely responsible for checking the ESBD for updates. A Respondent’s failure to check the

RFP No. 608-26-97100-CRE Page 14 of 35

ESBD does not release it from the requirements of any Addenda nor permit it to increase or withdraw its Response.

If a Respondent has submitted its Response prior to an addendum being posted to the ESBD, the Respondent may email the signed Addendum to the Sole Point of Contact, identified in Subsection 4.3(A) with a copy to purchasing@txdmv.gov before the Response Deadline.

When submitting a Response, the Respondent must acknowledge each Solicitation Addendum, if any, by returning a signed copy of the Addendum with its Response. Failure to comply with this requirement may result in disqualification of the Response.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

4.2 Ambiguity, Conflict, or Discrepancy

Respondents must notify the Sole Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in the Solicitation in the manner and by the Deadline for Submitting Solicitation Questions and Requests for Clarification:

A. If a Respondent fails to properly and timely notify the Sole Point of Contact of such issues, the Respondent submits its Response at its own risk.

B. If a Respondent is awarded a Contract, it:

1. will have waived any claim of error or ambiguity in the Solicitation, and any Contract resulting from this Solicitation;

2. will not contest the interpretation by TxDMV of such provision(s); and

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

4.3 Inquiries

A. Sole Point of Contact

The Sole Point of Contact for communications, including requests, questions or clarifications, concerning this Solicitation, or any other matter related thereto, designated by TxDMV, is the following individual:

Sole Point of Contact

Nhi Ge, CTCD, CTCM Texas Department of Motor Vehicles

Finance and Operations Division – Purchasing Section

(512) 465-4193 nhi.ge@txdmv.gov mailto:purchasing@txdmv.gov

RFP No. 608-26-97100-CRE Page 15 of 35

Vendor communications related to this Solicitation must be directed in writing only, via email to the Sole Point of Contact identified above or an authorized secondary Sole Point of Contact. All communications regarding this Solicitation must clearly identify which section, subsection, and paragraph of the Solicitation or Attachment is being referenced. All other communications between a Vendor, its employees, officials, agents, and subcontractors, and any other TxDMV staff concerning this Solicitation are strictly prohibited.

Failure to comply with these requirements may result in disqualification of the Response.

All communications concerning this Solicitation must be submitted on or before the “Deadline for Submitting Questions or Clarifications” as noted in the Schedule of Events. Verbal inquiries related to this Solicitation are not acceptable and will receive no response, nor will Vendor communications received after the deadline referenced in the proceeding sentence be answered. Vendor communications pertaining to this Solicitation must include the Solicitation number, title, and the Deadline for Submission of Solicitation Responses date identified in the Schedule of Events (the “Response Deadline”) in the email subject line. TxDMV’s responses to questions or clarifications concerning this Solicitation, if any, will be answered by an Addendum by the Tentative Date for Responses to Questions or Clarifications or as soon as practical.

B. Prohibited Communication

Except as provided in Subsection 4.3(A), Sole Point of Contact, and Subsection 4.3(C), Exception to Sole Point of Contact, Vendors and each Respondent are prohibited from any communication with TxDMV regarding this Solicitation. TxDMV, its employee(s), representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any Vendor, Respondent, or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondents may rely only on written statements issued by or through TxDMV designated staff as provided by Section 4.3, Inquiries. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may, in the sole discretion of TxDMV, result in the immediate disqualification of the Respondent’s Solicitation Response.

C. Exception to Sole Point of Contact

If applicable to this Solicitation, the only exception to the Sole Point of Contact is as follows:

Where it is expressly directed by the Sole Point of Contact that another designated TxDMV representative may speak to the Respondent, such as during Contract negotiations. The Respondent is required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may, in the sole discretion of TxDMV, result in the disqualification of the Respondent’s Solicitation Response.

D. Solicitation Questions and Answers

Respondent has the opportunity to submit written questions and requests for clarification prior to the submission of its Response. TxDMV will respond to questions and requests for clarification received no later than the date and time specified in Section 4.1, Schedule of Events. All questions and requests for clarification must be submitted utilizing Exhibit L, Questions and Answers Form.

RFP No. 608-26-97100-CRE Page 16 of 35

Questions or requests for clarification received after the deadline set forth in Section 4.1, Schedule of Events, may be reviewed by TxDMV, but may not be answered. Only answers to questions or requests for clarifications submitted to the Sole Point of Contact in writing, in accordance with this Subsection, are binding.

TxDMV will respond to all questions and requests for clarification as follows:

1. TxDMV will respond to Respondent inquiries in accordance with this Section via e-mail;

2. TxDMV will consolidate, de-identify, all written questions received from a Respondent;

3. A copy of the consolidated questions or requests for clarifications submitted, with TxDMV’s responses, will be posted to the ESBD, in the format of an Addendum;

4. TxDMV reserves the right to amend previously posted answers prior to the deadline, with

Amended answer, provided as an Addendum posted on the ESBD;

5. By submission of an inquiry, the Respondent acknowledges that the applicable inquiry and official answer may be shared with other Vendors and therefore Respondent must not include any confidential or proprietary information in such inquiry; and

6. TxDMV will not identify the Respondent that submitted any particular inquiry.

4.4 Solicitation Response Composition

A. General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (Subsection 4.5(D), Submission Checklist). Respondent will prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

The Respondent is solely responsible for ensuring its Response is complete, satisfies all Solicitation requirements, and is submitted to, and received by TxDMV by the Response Deadline.

In no event will TxDMV be responsible or liable for lost, misdirected, technical difficulties preventing submission of Responses, delivery delays or errors, or late Responses. Responses must be received by TxDMV by the Response Deadline. Late Responses will be disqualified.

B. Page Limit and Supporting Documentation

The narrative/technical proposal should not exceed one hundred (100) pages and should be formatted for 8 ½" x 11" paper with 1-inch margins and typed in Times New Roman, Arial, or Verdana 12-point font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

C. Discrepancies

In the event of any discrepancies or variations between copies, TxDMV is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an ‘original’

RFP No. 608-26-97100-CRE Page 17 of 35

Solicitation Response but fails to do so, TxDMV, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the Respondent submits a redacted Solicitation Response as the Original, TxDMV will disqualify the Solicitation Response and it will not be evaluated. TxDMV will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 4.1) to remedy discrepancies or variations in Solicitation Response submissions.

D. Exceptions and Assumptions

Respondent is highly encouraged, in lieu of including exceptions in its Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Subsection 4.3(D) (Solicitation Questions and Answers).

Furthermore, TxDMV must reject any Response that includes exceptions or assumptions that materially change the specifications or requirements of the Solicitation. TxDMV reserves the right to accept or reject any exceptions, assumptions, or additions. Any exceptions, assumptions, or additions to the terms, conditions, or specifications contained in this Solicitation, including all attachments thereto, by a Respondent and submitted with its Response are deemed rejected by TxDMV and will not become part of any Contract that may result from this Solicitation, unless TxDMV expressly agrees to such exceptions, assumptions, or additions in writing. For the avoidance of doubt, the execution of a written Contract or issuance of a PO by TxDMV that may or may not reference the Respondent’s Response is not sufficient to, and does not, demonstrate TxDMV’s acceptance of any exceptions, assumptions, or additions in the Response, unless expressly stated. Any exception, assumption, or addition included in a Solicitation Response may result in a Respondent not being awarded a Contract.

If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit I to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit I may be rejected without consideration.

If a Respondent includes assumptions (business, economic, legal, programmatic, practical, or otherwise) in its Solicitation Response, Respondent is required to use the Assumptions Form included as Exhibit H to this Solicitation and provide all information requested on the form. Any assumption that does not provide all required information in the format set forth in Exhibit H may be rejected without consideration.

E. Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated. Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the Response does not constitute a binding offer will be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Subsection 4.4(D) (Exceptions or Assumptions), the Respondent may be disqualified from further consideration for Contract award.

RFP No. 608-26-97100-CRE Page 18 of 35

4.5 Solicitation Response Submission and Delivery

A. Deadline

Solicitation Responses must be received by TxDMV as prescribed no later than the date and time specified in Section 4.1 (Schedule of Events). Solicitation Responses must be received by TxDMV as prescribed no later than the date and time specified in Section 4.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 4.1 will be rejected and not considered for Contract award.

BE ADVISED, all Solicitation Responses become the property of TxDMV after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to TxDMV by the specified date. A dated shipping label, invoice of receipt from a USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by TxDMV.

In no event will TxDMV be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by TxDMV by the Solicitation Response Deadline identified in Section 4.1 (Schedule of Events). TxDMV is not responsible for Responses submitted by email, lost emails, or blocked emails, or emails that do not follow the required naming convention. Additionally, TxDMV takes no responsibility for emailed Responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TxDMV anti-virus or other security software. Respondent is advised to be aware Internet Service Providers may limit file sizes on outgoing emails.

Submission Option (Select One of the Following Submission Options):

B. Submission Option #1: Respondent will submit the following via email to nhi.ge@txdmv.gov with a copy to purchasing@txdmv.gov:

[Use option #1 only if you anticipate Solicitation response submissions to be small enough to submit the file(s) via email]

1. One file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or…