ESBD_515573_1778779450495_RFP 808-26-261454.pdf

THC RFP No. 808-26-261454 Page 1 of 52

REQUEST FOR PROPOSALS (RFP)

Request for Proposals for

Exhibits Audio-Visual Equipment Maintenance and Repair at

Washington on the Brazos State Historic Site Washington, Texas

RFP# 808-26-261454

NGIP Class/Item:

939-06 (Audio-Visual Equipment Maintenance and Repair)

THC CONTACT: RFP ISSUE DATE: May 14, 2026 Michael Gibbons, CTCD, CTCM at (512) 936-4198 or PROPOSAL DUE DATE: February 1, 2024 Michael.gibbons@thc.texas.gov 2:00 P.M. CST

THC RFP No. 808-26-261454 Page 2 of 52

THC RFP No. 808-26-261454 Page 3 of 52

Table of Contents

SIGNATURE PAGE

ACKNOWLEDGMENT of ADDENDA

SECTION I

GENERAL INFORMATION

1.1 SUMMARY

1.2 AGENCY OVERVIEW

1.3 SCOPE OF SOLICITATION

1.4 MINIMUM VENDOR QUALIFICATIONS

1.5 DEFINITIONS AND ACRONYMS

1.6 STATUTORY AUTHORITY

SECTION II

STATEMENT OF WORK

2.1 PROJECT BACKGROUND

2.2 PROJECT OBJECTIVES

2.3 SPECIFICATIONS AND REQUIREMENTS

2.4 REPORTING AND DELIVERABLES

2.5 PERFORMANCE MEASURES

2.6 PERFORMANCE TRACKING

2.7 SUBCONTRACTORS

2.8 VetHUB SUBCONTRACTING PLAN

2.9 INSURANCE AND BONDS

2.10 COMPENSATION

2.11 PERFORMANCE WARRANTY

2.12 CRIMINAL BACKGROUND INVESTIGATION

2.13 DATA SAFEGUARDS

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS

3.2 REVISIONS TO SCHEDULE

3.3 ADDENDA

3.4 PRE-PROPOSAL CONFERENCE AND/OR SITE VISITS

3.5 BONDING REQUIREMENTS

3.6 BID BOND

3.7 INQUIRIES

3.8 ELEMENTS OF A PROPOSAL

3.9 PROPOSAL CONTENT AND FORMAT

THC RFP No. 808-26-261454 Page 4 of 52

3.10 PROPOSAL SUBMISSION

3.11 DELIVERY OF PROPOSALS

3.12 PROPOSAL EVALUATION AND AWARD

3.13 SCORING CRITERIA

3.14 PAST PERFORMANCE

3.15 RFP PROTEST PROCEDURES

List of Exhibits

EXHIBIT I

RFP CHECKLIST

EXHIBIT II

MANDATORY PROPOSAL PRICE SCHEDULE

EXHIBIT III

EXECUTION of PROPOSAL

EXHIBIT IV

CONFLICT of INTEREST/DISCLOSURE STATEMENT

EXHIBIT V

NONDISCLOSURE AGREEMENT

EXHIBIT VI

CONFIDENTIAL TREATMENT of INFORMATION ACKNOWLEDGMENT (CTIA)

EXHIBIT VII

CERTIFICATION REGARDING PUBLIC NATURE of the OFFER

EXHIBIT VIII

CONTRACTOR’S QUALIFICATIONS FORM

EXHIBIT IX

REFERENCES

EXHIBIT X

CERTIFICATION REGARDING LOBBYING

EXHIBIT XI

RESPONDENT’S STATEMENT of COMPLIANCE

EXHIBIT XII

SITE VISIT FORM

EXHIBIT XIII

VetHUB SUBCONTRACTING PLAN

EXHIBIT XIV

GENERAL TERMS AND CONDITIONS

EXHIBIT XV

DATA USE AGREEMENT

THC RFP No. 808-26-261454 Page 5 of 52

SIGNATURE PAGE

RFP 808-26-261454

These items apply to and become part of the proposal’s Terms and Conditions.

Any exceptions must be in writing .

Electronically submit via email one complete, consolidated Proposal PDF to:

Texas Historical Commission Attention: Michael Gibbons at responses@thc.texas.gov

Late proposals will not be considered under any circumstances.

The award will be ESBD posted on https://www.txsmartbuy.gov/esbd.

The Respondent must sign the proposal. The laws of the State of Texas must prevail on all proposals. By signing this Signature Page, the Respondent certifies that if a Texas address is shown as the address of the Respondent, the Respondent qualifies as a Texas Resident as defined in Rule, see 1 Tex. Admin. Code § 111.2.

The Texas Identification Number (TIN) is the taxpayer number assigned and used by the State of Texas Comptroller of Public Accounts. This number must be entered in the spaces provided below. If this number is unknown, please enter either a federal employer’s identification number (EIN), or if sole owner, enter a Social Security Number (SSN).

TIN/EIN/SSN: Phone Number: ( ) -

Business Name: Fax Number: ( ) -

Address: VetHUB Certified? [ ] Yes [ ] No

City-State-Zip: VetHUB #:

Email Address:

Signature: Print Name:

STATE AGENCY AWARD NOTICE: The State reserves the right to accept or reject all or any part of a proposal and waive minor technicalities. THC will award the Contract that serves the best interests and provides the best value to the State.

RFP No.: 808-26-261454 RFP Deadline: June 1, 2026 RFP Closing: 2 PM CST

NOTE: THIS FORM MUST BE COMPLETED, SIGNED, AND RETURNED WITH THE PROPOSAL.

mailto:responses@thc.texas.gov https://www.txsmartbuy.gov/esbd

THC RFP No. 808-26-261454 Page 6 of 52

ACKNOWLEDGMENT of ADDENDA

THC RFP No. 808-26-261454 Page 7 of 52

SECTION I

GENERAL INFORMATION

1.1 SUMMARY

1.1.1 Type of Solicitation. This document’s type of solicitation is a Request for Proposal (RFP).

1.1.2 Issuing Office. The office or agency initiating this RPF is the Texas Historical Commission (THC).

1.1.3 Response to RFP. See the Signature Page for the electronic method to submit this RFP’s response.

1.1.4 Proposal Deadlines. The RFP deadline date is June 1, 2026 and its closing time is 2 PM CST.

1.1.5 Contract Terms. This section contains the initial and optional contract terms.

• Initial Contract Term. The services requested to be provided beginning September 1, 2026, or the last signature date, whichever is later, and ending August 31, 2027, or twelve months from the last signature date, whichever is later. Parties may extend the contract term only by written amendment.

• Optional Contract Term. THC may, at its sole discretion, extend the Contract for one (1) additional twelve (12) month term under the same terms and conditions, subject to satisfactory performance and funding availability. Any extension must be made by written amendment signed by both parties. THC makes no guarantee of additional work, funding, or contract extensions beyond the initial term.

1.1.6 RFP’s THC Contacts.

• THC Contract Administrator: Michael Gibbons, Purchaser, (512)936-4198, michael.gibbons@thc.texas.gov.

• THC Contract Monitor: Jonathan Failor, Project Manager, (936) 281-5205, Jonathan.failor@thc.texas.gov.

1.1.7 Electronically Submitted (emailed) Proposals Only. To electronically submit the RFP response, email the entire consolidated Proposal PDF with all required documents to responses@thc.texas.gov. Emails are the only electronic form accepted. NOTE: Delivered thumb drives or faxes will not be accepted.

1.1.8 Proposal Activities. Pre-proposal activities may include a conference or site visit. See Section 3.4.

• Pre-Proposal Conference. This RPF does not require pre-proposal conference attendance.

Date: Time: Location:

• Pre-Proposal Site Visit/Inspection. This RPF does not require pre-proposal site visit/inspection.

Date: Time: Location:

1.1.9 Letter of Intent to Submit a Proposal. This RFP does not require a letter of intent to submit a proposal.

If the RFP does require a letter of intent, it should include:

• Summary Statement – Project overview

• Statement of Need – The “why” of the project

• Project Activity – The “what” and “how” of the project

• Outcomes – The results of the project in one to two (1 ‒ 2) paragraphs

• Credentials – The business entity and personnel credentials in one to two (1 ‒ 2) paragraphs

• Budget – The project’s budget in one to two (1 ‒ 2) paragraphs mailto:michael.gibbons@thc.texas.gov

THC RFP No. 808-26-261454 Page 8 of 52

• Closing – The letter’s closing summary

• Signature – The signature of the entity management

1.1.10 RFP Addenda. THC reserves the right to issue addenda at any time prior to the proposal due date. All addenda will be posted on the Electronic State Business Daily (ESBD). It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. The Respondent’s failure to periodically check the ESBD will in no way release the Contractor from complying with the information contained therein. All addenda shall be acknowledged as received on the Contractor’s Price Proposal Form.

1.1.11 Respondent Presentations. THC may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to each Respondent’s RFP.

1.1.12 Evaluation of Proposals. A committee that includes THC employees and other THC-invited persons will evaluate the submitted proposals. THC will award a Contract to a Respondent(s) whose proposal is considered to provide the best value to the State of Texas (Texas Government Code §§ 2155.074 and 2156.007) and that best serves project needs. Proposal evaluation will be based on four (4) sets of criteria:

• Project Plan,

• Price Proposal Schedule,

• Respondent’s Comparable Experience (relevant to project), and

• Respondent’s Staff Qualifications and References.

See Sections 3.8 and 3.13: Elements of a Proposal and Scoring Criteria.

1.1.13 RFP Preparation Expense. Any expense related to the submission of proposals is the sole responsibility of the Respondent. THC will not reimburse Respondent for any cost related to RFP preparation or submission.

1.1.14 Respondent Understanding the RFP. By submitting a signed RFP, a Respondent represents that it fully understands this RFP and will abide by its Terms and Conditions.

1.1.15 Right to Amend, Modify, or Withdraw RFP. THC reserves the right, in its sole discretion, to amend or modify any provision(s) of this RFP, or to withdraw this RFP, at any time prior to the award of a contract, if it is in the best interest of THC or the State to do so. The decision of THC, or its designee, shall be administratively final in this regard.

1.2 AGENCY OVERVIEW

The Texas Historical Commission (THC) is the Texas state agency for historic preservation. THC saves real places that tell the real stories of Texas. THC staff consults with citizens and firms to preserve Texas history through its architectural, archeological, and cultural landmarks. THC is recognized nationally for its preservation programs. Its Commission consists of fifteen (15) Governor-appointed citizen members with staggered six-year (6-year) terms.

THC employees work in various fields including archeology, architecture, history, economic development, heritage tourism, administration, and urban planning. The Texas State Legislature established the agency in 1953 as the Texas State Historical Survey Committee, and changed the agency’s name in 1973. Along with the name change came greater protective powers, wider leadership roles, and broader educational responsibilities.

THC RFP No. 808-26-261454 Page 9 of 52

1.3 SCOPE OF SOLICITATION

The State of Texas, by and through THC, seeks competitive proposals to establish a Contract(s) for Museum Exhibit audio-visual systems hardware preventative maintenance and support in accordance with the specifications contained in this RFP.

In particular, the goods and services requested herein and to be provided under any Contract(s) awarded as a result of this RFP pertain to the following location:

Washington on the Brazos State Historic Site, 23400 Park Rd 12 Washington, TX 77880 Site contact: Jonathan Failor 936-218-5205

In accordance with the provisions of Texas Government Code, Construction Services, and Rules and Procedures, THC seeks a contractor experienced with audio-visual maintenance and repair services.

1.4 MINIMUM VENDOR QUALIFICATIONS

1.4.1 Work Experience*. The vendor must have a minimum of eight (8) years of experience in audio-visual equipment maintenance and repair similar to the type of work required by this RFP (as judged by THC) to be eligible for the Contract award. Preference will be given to Respondents that have completed projects of similar type, scope, and size. The solicitation includes a submittal of company experience and qualifications focusing on comparable projects and their pricing. Respondents will be evaluated as described in Section 3.13 Scoring Criteria.

1.4.2 Certification/Licensing Requirements. N/A

1.4.3 *Vendor Disqualifications. Failure to meet this mandatory qualification shall result in disqualification of the response and the response shall receive no further consideration.

1.5 DEFINITIONS AND ACRONYMS

For purposes of this RFP, the following definitions apply:

• Acceptable Quality Level – The level of performance of requested services below which the contract will not be paid or damages may be assessed.

• Addendum – A modification of the specifications issued by THC and distributed to prospective Respondents prior to the opening of responses.

• Best and Final Offer (BAFO) – A formal request made to selected Respondents for revisions to the originally submitted Proposal.

• Contract – The Contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits.

• Contractor – An entity that has been awarded a Contract to provide goods and/or services.

• Days – Calendar days unless otherwise stated.

• Electronic State Business Daily (ESBD) – An SPD-administered online application that publishes solicitations over $25,000 for the purpose of informing vendors of procurement opportunities and posts public notice of contract awards. The online ESBD is available at https://www.txsmartbuy.gov/esbd.

THC RFP No. 808-26-261454 Page 10 of 52

• Good Faith Effort – Respondent’s effort when completing the Veteran Heroes United in Business (VetHUB) Subcontracting Plan (HSP), which demonstrates the Respondent has completed one of the following for the planned subcontracting needs:

o Using strictly VetHUBs for all subcontracting needs o Meeting stated agency goal for VetHUB subcontracted needs using both VetHUB and non-VetHUB

Respondents o Performing Traditional Good Faith Effort to notify two (2) service-disabled veteran organizations and solicit bids from three (3) VetHUBs for each subcontracting opportunity and allow seven (7) business days for response o Self-Performing Contract (performing all work with own materials and labor).

• Occupational Safety and Health Administration (OSHA) – OSHA is an agency of the United States Department of Labor.

• Owner - The Texas Historical Commission (THC).

• Proposal – The response submitted by a vendor to THC as a result of this solicitation.

• Request for Proposal (RFP) – The type of solicitation in this document.

• Respondent – Any person or vendor who submits a Proposal in response to this solicitation.

• Tex. Admin. Code – Texas Administrative Code is the publication of administrative rules.

• VetHUB – Veteran Heroes United in Business serves small businesses based primarily in Texas who are at least 51% owned, managed, and operated by persons who meet the qualified requirement as a service-disabled-veteran (SDV) with at least a 20% service disability as certified by the federal military department.

These businesses must meet the Small Business Administration (SBA) size standard set forth in the business categories of 13 CFR § 121.201.

1.6 STATUTORY AUTHORITY

THC posts this RFP solicitation for goods and services pursuant to Texas Government Code § 442.101(a), in conjunction with Subchapter C, Chapter 2156, Texas Government Code.

THC RFP No. 808-26-261454 Page 11 of 52

SECTION II

STATEMENT OF WORK

2.1 PROJECT BACKGROUND

This project is located at Washington-on-the-Brazos State Historic Site Visitor Center and the Star of the Republic Museum in Washington, Texas.

2.1.1 Project History. The Washington on the Brazos SHS and the Star of the Republic Museum reponed in the fall of 2025 after an extensive renovation of the facility to include state of the art museum exhibits, interactive experiences and immersive audio-visual enhancements.

2.1.2 Project Designation. Washington on Brazos is owned by the State of Texas and managed by the Texas Historical Commission (THC) as a state historic site open to the public.

2.1.3 Service Requirements. Services shall include, but are not limited to, the requirements contained in this RFP. In accordance with the approved schedule and price, the Contractor shall provide and/or secure and install all materials, labor, coordination, management, and supervisory activities necessary to complete the Project in accordance with the Contract Documents: Drawings and Specifications, Addenda, and Contract Modifications.

2.2 PROJECT OBJECTIVES

• Scope of Work. THC seeks a contractor to provide in-person preventative maintenance visits three times annually with two Media Technicians to be scheduled for two full days per trip to include AVC maintenance of all equipment. Once per year, coinciding with one of the technician visits, the company will send a Senior Video Expert Technician to inspect the three theater systems to provide critical realignment and blending for projectors as well as service and maintenance to the server systems. All show-control systems functionality will be observed and an onsite visit with site management will occur to review system findings.

Trips will be scheduled so that work can be accomplished on days of the week when the museum is closed to the public. Additional support services: 40 hours remote desktop/telephone support, with Telephone support and warranty support offered at no cost. Provide recommended contract allowances for additional support services to be provided in addition to regularly scheduled preventative maintenance services, or for additional trips as be necessary for non-warranty tasking or new tasking. Provide recommended contract allowance for repair parts and non-warranty replacement components or system parts. AVC Services to be provided:

o Confirm control room system functionality site wide o Confirm operation, alignment, and control of all projectors.

o Confirm operation of all large display devices.

o Confirm operation and calibration of all touch screens.

o Confirm operation of all computer-based systems.

o Confirm all audio playback systems.

o Confirm all user interfaces, motion detectors and handsets.

o Check for integrity of all systems for health and safety, natural or unnatural wear and tear or damage.

o Clean 1/3 of computers and processors each trip.

o Provide verbal reports of any issues for immediate attention.

o Provide written report of all observations within 48 hours.

o Outline any required service that could not be accomplished during the routine PM.

o Return ship any warranty or bench repair items, in cooperation with WOTB personnel.

THC RFP No. 808-26-261454 Page 12 of 52

2.2.1 Description of Work. The Project consists of:

o Confirm control room system functionality site wide o Confirm operation, alignment, and control of all projectors.

o Confirm operation of all large display devices.

o Confirm operation and calibration of all touch screens.

o Confirm operation of all computer-based systems.

o Confirm all audio playback systems.

o Confirm all user interfaces, motion detectors and handsets.

o Check for integrity of all systems for health and safety, natural or unnatural wear and tear or damage.

o Clean 1/3 of computers and processors each trip.

o Provide verbal reports of any issues for immediate attention.

o Provide written report of all observations within 48 hours.

o Outline any required service that could not be accomplished during the routine PM.

o Return ship any warranty or bench repair items, in cooperation with WOTB personnel.

2.2.2 Vendor Responsibilities. Vendor responsibilities include but are not limited to providing compliant deliverables by this RFP’s due date, furnishing the stipulated services using qualified personnel, installing the required equipment, and performing the required tasks at the location specified in this RFP.

2.2.3 Vendor Constraints. Vendor constraints include but are not limited to restricted availability of the site.

Work will be scheduled at times when the museum is closed to the public. This is typically Mondays and Tuesdays but must be confirmed with site staff.

2.2.4 Agency Responsibilities. THC agency responsibilities include but are not limited to permitting reasonable access to agency personnel, granting suitable access to agency facilities (including storage space for vendor materials and supplies), equipment, and computer systems, if applicable.

2.3 SPECIFICATIONS AND REQUIREMENTS

The Contractor shall not deviate from this RFP solicitation without first obtaining written approval from the Owner. Any Terms and Conditions attached to this solicitation by the Respondent will not be considered unless specifically referred to in this solicitation and may result in disqualification. THC requires all work to comply with all applicable federal and state laws, codes, and standards.

2.4 REPORTING AND DELIVERABLES

2.4.1 Reporting. Services are estimated to take place between September 1, 2026, through August 31, 2027. An initial meeting to agree on a work schedule and the plan must be scheduled to occur within two (2) weeks of last signature date of Contract. Services will be performed under coordination of THC Historic Sites Division (HSD).

Benchmarks shall be established based on the Respondent’s project information provided in their proposal, which must include a work timeline/schedule that outlines how and when Respondent proposes to complete the project. Upon Contract commencement, a monthly written progress report and work evidence must be emailed to THC’s designated contact. These reports shall be a maximum of two (2) pages in length and provide a brief summary of the current activity driving outstanding milestones to completion; any changes to the initial milestones or adjusted target dates from those communicated in the original proposal; and discussion of any significant risk factor(s) jeopardizing the completion of target milestones completion dates.

THC RFP No. 808-26-261454 Page 13 of 52

2.4.2 Final Deliverable. The last deliverable is a final report that summarizes the activities carried out during this project and provides recommendations for future programming to support the project’s objectives.

In addition to the Tex. Admin. Code permit requirements, one digital copy of the final report will be emailed to THC HSD.

Any face-to-face meetings regarding the project management deemed necessary by Respondent and/or THC will take place at THC headquarters in Austin, Texas.

THC RFP No. 808-26-261454 Page 14 of 52

2.5 PERFORMANCE MEASURES

THC will use the following measures to assess the Contract’s performance:

Performance Measures for Service Level Agreements (if applicable) will be listed in Contract Documents to the awarded contractor.

2.6 PERFORMANCE TRACKING

THC will monitor the performance of the Contract issued under this RFP. Performance tracking methods may include, but are not limited to, established timelines for scheduled meetings, completion of major tasks, and submission of required reports deemed necessary by THC to assess the progress of the Contractor toward meeting the identified goals and outcomes established at Contract initiation and in response to assessments of unsatisfactory performance in accordance with this procedure.

The specific types of reports and deliverables to be submitted, including progress reports, status reports, activity reports, and financial reports, as well as the established timeline of their submissions, are specified in the 2.4.1 Reporting section and will be further stipulated and agreed upon at Contract signing. All services delivered and goods provided under the Contract must be performed at an acceptable quality level and in a manner consistent with industry standard, custom, and practice as acceptable to THC and in a manner consistent with applicable professional guidelines. THC will utilize the reporting requirements established in the 2.4 Reporting and Deliverables section to monitor and track performance.

2.7 SUBCONTRACTORS

Subcontractors providing goods and services under the Contract must meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract will relieve Respondent of responsibility for ensuring the requested goods and services are provided. Respondents planning to subcontract all or a portion of the work to be performed must identify the proposed subcontractors and the proposal must include a letter from each proposed subcontractor agreeing to work on the team.

2.8 VetHUB SUBCONTRACTING PLAN

THC shall make a good faith effort to utilize Veteran Heroes United in Business (VetHUB) in contracts for construction services, including professional and consulting services, and goods and services contracts.

This solicitation has been identified as one that does not require a VetHUB Subcontracting Plan (HSP). If the Respondent plans on using VetHUB subcontractors during its contract, Respondent must request, complete, and submit an HSP. Respondent may request the HSP from the listed contact in this solicitation. For further information, please contact THC VetHUB Coordinator Dr. Carol Egele by email at responses@thc.texas.gov.

2.9 INSURANCE AND BONDS

The Contractor represents and warrants that it will, within seven (7) business days of executing this agreement, provide Owner with current certificates of insurance or other proof acceptable to Owner of the following insurance coverage:

2.9.1 Worker Compensation and Employer Liability. Contractor must maintain worker compensation insurance coverage in accordance with statutory limits:

• Worker Compensation ‒ Statutory Limits

• Employer Liability ‒ Each Accident $1,000,000

• Disease ‒ Each Employee $1,000,000

• Disease ‒ Policy Limit $1,000,000

2.9.2 Commercial General Liability. Contractor must maintain personal injury and injury advertisement insurance coverage with, at a minimum, the following limits:

• Bodily Injury and Property Damage ‒ Each occurrence limit $1,000,000

THC RFP No. 808-26-261454 Page 15 of 52

• Aggregate Limit ‒ $2,000,000

• Medical Expense ‒ $5,000 each person

• Personal Injury and Advertising Liability ‒ $1,000,000

• Products/Completed Operations Aggregate Limit ‒ $2,000,000

• Damage to Premises Rented to You ‒ $50,000

The Contractor represents and warrants that all coverages are with companies licensed in Texas, with an A rating from A.M. Best Co., and authorized to provide the required coverages. The Contractor also represents and warrants that all of the above policies and bonds contain endorsements prohibiting cancellation exception upon at least thirty (30) days prior written notice to THC.

The Contractor must, within the time provided above, furnish proof to THC of such coverage in the form of a Certificate of Insurance from the Contractor’s insurance carrier or carriers demonstrating the above coverages.

Each Certificate shall be addressed to the Texas Historical Commission as the Certificate holder. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract and shall provide THC with an executed copy of the policies immediately upon request.

2.10 COMPENSATION

2.10.1 Basis of Payment. The basis of payment and reimbursement of costs is set forth in Exhibit II

Mandatory Proposal Price Schedule. Acceptance by THC of deliverables specified in the Contract is a condition of payment.

2.10.2 Invoices. The Contractor shall request payment by submitting the original of an itemized invoice in a form acceptable to THC. The invoice shall be supported by documentation required for the basis of payment listed in Exhibit II. The Respondent may submit an invoice no more frequently than monthly and no later than ninety (90) calendar days after completing deliverables specified in the Contract. Each invoice shall show the Contract number, the total amount earned to the date of submission, and the amount due as of the date of the invoice.

2.10.3 Withholding Payments. If payment is withheld, THC shall notify the Respondent and specify conditions that would allow THC to release the payment. THC reserves the right to withhold payment:

• If a dispute over work or costs is not resolved within thirty (30) days,

• If a verification of satisfactory work is pending,

• If the Respondent becomes a delinquent obligor under Texas Family Code § 231.006,

• If the required work product is not received, or

• If the State Comptroller of Public Accounts (CPA) does not issue a warrant to the Respondent.

2.10.4 Sub Providers and Suppliers List. The Respondent must provide THC with a list of all sub providers and suppliers that submitted quotes or proposals for subcontracts. This list shall include sub providers’ and suppliers’ names, addresses, and telephone numbers.

2.10.5 Funds Availability. This Contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the THC General Terms and Conditions shall apply.

2.10.6 Debt to the State. If the State CPA is prohibited from issuing a warrant to the Respondent because of a debt owed to the State, the State shall apply all payments due the Respondent to the debt until the debt is paid in full.

THC RFP No. 808-26-261454 Page 16 of 52

2.11 PERFORMANCE WARRANTY

Upon completion of the work and final acceptance by the Owner, the Contractor shall furnish the Owner with a written one year (1-year) general warranty for the completed work.

2.12 CRIMINAL BACKGROUND INVESTIGATION

THC reserves the right to conduct a criminal background investigation to confirm the Contractor and the Contractor’s employees have not been convicted of a felony criminal offense, or that, if such conviction has occurred, Contractor has fully advised Owner as to the facts and circumstances surrounding the conviction.

2.13 DATA SAFEGUARDS

Refer to Exhibit XV Data Use Agreement (DUA) which describes safeguards regarding the creation, receipt, maintenance, use, disclosure, or transmission of Confidential Information with Contractor.

The DUA also describes the Contractor’s rights and obligations with respect to Confidential Information and the limited purposes for which the Contractor may create, receive, maintain, use, disclose, or have access to Confidential Information

In addition, the DUA describes THC’s remedies in the event of Contractor’s noncompliance with its obligations under the DUA.

THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

THC RFP No. 808-26-261454 Page 17 of 52

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule. The schedule listed is for planning purposes only and subject to change.

EVENT DATE

Issue RFP/ESBD Posting Date May 14, 2026 Deadline for Submission of Proposals/RFP* June 1, 2026 @ 2:00 PM CST RFP Evaluations June 2nd-5th, 2026 Interviews with Top Candidates (if necessary) June 8th-9th, 2026 Expected Award of Contract June 11, 2026 Expected Contract Start Date September 1, 2026

*NOTE: Late responses will not be considered.

3.2 REVISIONS TO SCHEDULE

THC reserves the right to change dates in the 3.1 Schedule of Events section above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily (ESBD) as an Addendum. It is the responsibility of interested parties to periodically check the ESBD for RFP updates prior to submitting a Proposal. Respondent’s failure to periodically check the ESBD will in no way release the Respondent from the requirements of addenda or additional information. Also, no additional resulting costs to meet the requirements will be allowed after the award.

3.3 ADDENDA

THC reserves the right to issue addenda at any time prior to the proposal due date. All addenda will be posted as an addendum on the ESBD. It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the ESBD will in no way release the Contractor from complying with the information contained therein. All addenda shall be acknowledged as received on the Contractor’s Proposal Price Schedule Form.

3.4 PRE-PROPOSAL CONFERENCE AND/OR SITE VISITS

3.4.1 Site visits are not required before a proposal may be submitted. Respondents must schedule their own visits during the timeframe listed above before submitting questions by the schedule’s noted deadline. Site Representative and Respondent signatures are required after the site visit is completed to establish the date when the site visit took place. Exhibit XII, Site Visit Form, must be included in Respondent’s Proposal.

Proposal will be rejected if a signed Site Visit Form is not included.

3.4.2 Pre-proposal conferences will not be held for this RFP.

3.5 BONDING REQUIREMENTS

N/A

3.6 BID BOND

N/A

3.7 INQUIRIES

Should any Respondent find discrepancies among the RFP documents, or should a Respondent be in doubt as to their exact meaning, notify THC at once. All inquiries shall be submitted in writing by the date listed in section 3.1 Schedule of Events above. Verbal inquiries and responses will not be valid or binding.

All inquiries will result in written responses as an addendum posted on the Electronic State Business Daily (ESBD), available at https://www.txsmartbuy.gov/esbd. All Respondents must have internet access.

THC RFP No. 808-26-261454 Page 18 of 52

Except as otherwise provided in this 3.7 Inquiries section, upon issuance of this RFP, other employees and representatives of THC will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

3.8 ELEMENTS OF A PROPOSAL

This section provides a list summarizing information to be included in a Proposal submitted in response to this RFP. Proposals without this information will be evaluated accordingly. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

• Project Plan: Provide a planned approach and detailed narrative for providing the required goods and services within the proposed timeline. Clearly outline the requested tasks and activities, along with the discrete project segments, based on existing information. Detail the proposed approach to implement the requirements of the scope of work to meet the project’s objectives as specified in Section 2.2. See Section 3.13 Scoring Criteria: Criteria One.

• Proposal Price Schedule: Complete pricing information including all expenses associated with providing the required goods and services, travel, administrative, and related services. Exhibit II assists in estimating associated costs and ensures the total proposal price covers these expenses. It is the Respondent’s responsibility to pay for expenses incurred while traveling. See Section 3.13 Scoring Criteria: Criteria Two.

• Company Information and Relevant Experience: Complete all information in Exhibit VIII, Contractor’s Qualifications Form on the company and its experience. See Section 3.13 Scoring Criteria: Criteria Three.

• References of Assigned Staff: Submit resumes/references for Site Superintendent and Project Manager who will be assigned to the Project. Complete Exhibit IX, References. Respondent may also provide a narrative statement that describes, in detail, any additional qualifications. See Section 3.13 Scoring Criteria:

Criteria Four.

3.9 PROPOSAL CONTENT AND FORMAT

This section lists the information to be included in a Proposal submitted in response to this RFP. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State. To electronically submit the RFP response, email the entire consolidated Proposal PDF comprising all required documents to responses@thc.texas.gov. Note: Faxed Proposals will not be accepted.

• RFP Signature Page

• Exhibit I: RFP Checklist

• Exhibit II: Mandatory Proposal Price Schedule

• Exhibit III: Execution of Proposal

• Exhibit IV: Conflict of Interest Form/Disclosure Statement

• Exhibit V: Nondisclosure Agreement

• Exhibit VI: Confidential Treatment of Information Acknowledgment (CTIA)

• Exhibit VII: Certification Regarding Public Nature of the Proposal

• Exhibit VIII: Contractor’s Qualification Statement

• Exhibit IX: References

• Exhibit X: Certification Regarding Lobbying

• Exhibit XI: Respondent’s Statement of Compliance

• Exhibit XII: Site Visit Form or Pre-Conference Form (if applicable)

• Exhibit XIII: Veteran Heroes United in Business (VetHUB) Subcontracting Plan (HSP) (if applicable)

• Exhibit XIV: General Terms and Conditions

THC RFP No. 808-26-261454 Page 19 of 52

• Exhibit XV: Data Use Agreement

• Acknowledgment of Addenda (if applicable)

• Subcontractor Acknowledgment(s)

If applicable, include a letter from any subcontractor proposed for the work in which the subcontractor agrees to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) agrees to the specified rate structure, (3) agrees to the terms of the proposed contract, and (4) agrees that the team member has no conflict of interest. Note: The letter must be included in the submission, not mailed under separate cover.

• Project Plan, Approach, and Narrative (See Section 3.8)

• Respondent Exceptions

If a Respondent takes exceptions to any provisions of this RFP, the exception(s) must be specifically and clearly identified by Section in Respondent’s RFP Proposal response and must also provide a proposed alternative. Respondents cannot take a ‘blanket exception’ to this entire RFP. If any Respondent takes a ‘blanket exception’ to the entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Any exception may result in a Contract not being awarded.

Number each of the submittal pages and include an organized, paginated table of contents corresponding to the section and pages of the submittal.

THC will not reimburse the Respondent for any cost related to its Proposal. The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

Proposals will be subject to the Texas Public Information Act (PIA), as codified in Chapter 552, Texas Government Code, and may be disclosed to the public upon request.

The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. However, subject to the PIA, Respondents may protect trade secrets and confidential information from public release.

Respondent is required to make any information created or exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the PIA, available in a format this is accessible by the public at no additional charge to the State.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim that the entire Proposal is protected from disclosure because it contains some proprietary information is unacceptable and shall make the entire Proposal subject to release under the PIA. To initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.10 DELIVERY OF PROPOSALS.

Electronically submit via email the consolidated PDF Proposal to:

Texas Historical Commission at responses@thc.texas.gov Subject line: Response to RFP #808-26-261454 Attn: Michael Gibbons

THC RFP No. 808-26-261454 Page 20 of 52

3.11 PROPOSAL SUBMISSION DEADLINE.

THC will use the email receipt date and time stamp as the date/time when the emailed Proposal is received at THC in Austin (not when the Respondent sent the email). Proposals must be received by the date/time specified in Section 3.1 Schedule of Events. THC reserves the right to reject late submittals.

3.12 PROPOSAL EVALUATION AND AWARD.

3.12.1 Award. THC will award a Contract to a Respondent(s) whose Proposal is considered to provide best value to the State of Texas, as defined by Texas Government Code § 2155.074. THC reserves the right to award contract(s) to one or more Respondents. THC makes its award depending on what best serves the project needs.

3.12.2 THC Committee. A committee will be established to evaluate the Proposals. The committee will include employees of THC and others invited by THC to participate. THC reserves the right to award a Contract without any negotiations and reserves the right to not make awards. The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

3.12.3 Best Value Factors. In determining the best value, THC shall consider the following best value factors:

• Item price, to include total cost of ownership, such as installation costs, lifecycle costs, and warranty provisions.

• Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services, such as fitness for use that meets or exceeds customer expectations, and the characteristics of the product or services that bear on its ability to meet the stated/implied needs.

• Delivery terms and time frame from receipt of purchase order (PO).

• Probable performance indicators under the Contract, including past vendor performance, financial resources, and ability to perform, vendor experience or demonstrated capability and responsibility, references, and the vendor’s ability to provide reliable maintenance agreements and support.

• Other relevant factors, such as the vendor’s anticipated economic impact to the State or a subdivision of the State, including potential tax revenue and employment, the effect of a purchase on agency productivity, and the cost of any employee training associated with the purchase.

3.12.4 Best and Final Offers. The evaluation committee will determine if Best and Final Offers (BAFO) are needed. A Contract Award may be made without BAFOs. THC may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposals. A BAFO request is at the sole discretion of THC and will be extended in writing.

3.12.5 Evaluation Criteria. Proposal evaluation will be based on four (4) sets of criteria: Project Plan, Price Proposal Schedule, Respondent’s Comparable Experience (relevant to this project), and Respondent’s Assigned Staff Qualifications. Each of the criteria will be scored separately. THC will grant its award, depending on what best serves the needs of the project.

3.12.6 Past Performance. Points may be deducted based upon internal evaluations or other evidence of unsatisfactory past performance on THC contracts of the proposer or the proposer’s team. The Respondent(s) deemed to be the best value will be awarded a contract.

3.12.7 Tie Breakers. The following preferences are used in breaking tie proposals in accordance with current statutes: Texas Government Code §§ 2155.444, 2155.441, and 2156.010.

3.12.8 Cost to the State. Cost to the State of overall score will be scored based on the Price Schedule (Exhibit II). Price will be scored from lowest to highest with the lowest price receiving the maximum score.

THC RFP No. 808-26-261454 Page 21 of 52

3.13 SCORING CRITERIA.

Respondents must carefully read the information contained in the following criteria and submit a complete response to all questions in this Section. Incomplete responses may be considered nonresponsive and subject to rejection. The evaluation committee will determine the best value by applying the following criteria and assigned weighted values:

Criteria Number Criteria Description Weight One Project Plan 30% Two Price Proposal Schedule 30% Three Respondent’s Comparable Experience relevant to this project 20% Four Respondent’s Assigned Staff Qualifications and References 20%

• Criteria One – Project Plan (30%): Attach a project plan to provide the goods and services within the proposed timeline. Detail the approach to meet the requirements of the Scope of Work as specified in Section 2.3.

• Criteria Two – Price Proposal (30%): Use Exhibit II Contractor’s Price Schedule to provide pricing for all items indicated on the form. The highest point value in this criterion will be awarded to the lowest price.

• Criteria Three – Respondent’s Comparable Experience (20%): Use Exhibit VIII Contractor’s Qualification Statement form attached herein to describe a minimum of three (3) and a maximum of six (6) projects your company has completed, or at least 80% complete, within the past five (5) years.

This is to demonstrate your company’s capability to perform the work. List the projects in order of relevance, with the projects that best demonstrate your ability to complete this project listed first. For each project, provide all information requested on the form. If certain information is not applicable for a particular project (like a project that did not have an architect or engineer) note “N/A” in that box.

• Criteria Four – Respondent’s Assigned Staff Qualifications and References (20%): Use Exhibit IX References to include a minimum of three (3) and maximum of six (6) references from clients for whom similar services were rendered or goods were delivered. Include project description, contact names, position, company name and phone number for each reference listed. The Evaluation Committee, at its discretion, may follow up on references provided. Negative responses or inability to contact listed references using a Proposal’s information will be considered nonresponsive and may be grounds for disqualification.

Also, provide resumes for those assigned to the project, specifically the Project Manager (the primary point of contact at the Respondent’s main office) and the Site Superintendent (the person onsite full-time for the project’s duration). Resumes may be provided for other staff who will be assigned to other project roles, but clearly identify those of the Project Manager and Site Superintendent roles. Failure to do so may affect a Respondent’s score. By submitting this information, the Respondent certifies that the named staff will be assigned to the project. No substitutions will be permitted without advance THC approval.

3.14 PAST PERFORMANCE.

3.14.1 Pass/Fail Criteria. A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of Texas Government Code §§ 2155.074, 2155.075, 2156.007, 2157.003, and 2157.125.

Respondents may fail these selection criteria for any of the following conditions:

• An unacceptable score in the Vendor Performance System

• Currently under a Corrective Action Plan through CPA

• Repeated negative Vendor Performance Reports for the same reason

• Canceled purchase orders (POs) in the previous 12 months for nonperformance, e.g. late delivery

THC RFP No. 808-26-261454 Page 22 of 52

3.14.2 Contractor Performance. Contractor performance information is located on the CPA website at:

https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

3.14.3 Reference Checks. THC may conduct reference checks with other entities regarding past performance.

In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Tex. Admin. Code § 20.115), THC may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of THC, and any negative findings, as determined by THC, may result in non-award to the Respondent.

3.15 RFP PROTEST PROCEDURES.

The RFP protest procedures in this section are pursuant to 13 Tex. Admin. Code § 11.13:

This section provides an internal protest procedure to be used by any actual or prospective bidder, offeror, proposer, or contractor who is aggrieved in connection with the solicitation, evaluation, or award of a Contract by THC from a delegated procurement. The following procedures are available for persons or firms not awarded the Contract pursuant to authority delegated to THC by the Comptroller of Public Accounts or by Chapters 2155 – 2158, Texas Government Code. These procedures are consistent with the rules of the Comptroller of Public Accounts insofar as such rules are applicable to an internal agency review.

3.15.1 Any actual bidder or offeror who is aggrieved in connection with a Contract award may formally protest the award by submitting a protest to the Executive Director in accordance with the procedures in this section.

3.15.2 Any bid protest must be in writing and received in the care of the Executive Director within five working days after the bidder is notified that the award of a Contract is forthcoming or otherwise knows, or should have known, of the occurrence of the action which is protested.

3.15.3 Formal protests must conform to the requirements of and shall be resolved in accordance with the procedures set forth in this section.

3.15.4 In the event of a timely protest, THC will consider the protest and reply in writing before proceeding with the solicitation or with the Contract award unless the Executive Director determines that the award of the Contract without delay is necessary to protect substantial interests of the state.

3.15.5 If the Executive Director determines that a violation of the statutes or rules has occurred in a case where a Contract has been awarded, the Executive Director will inform the protesting party and other interested parties of that determination by letter.