ESBD_519112_1779393360892_FPC-26-281 AV Integrator Services.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and HUB Program

REQUEST FOR QUALIFICATIONS

AUDIO VISUAL INTEGRATOR SERVICES

RFQ NUMBER: RFQ-01-FPC-26-281

QUALIFICATIONS SUBMITTAL MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time on June 23, 2026

EMAIL RFQ RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: FPC-26-281 AV INTEGRATOR SERVICES

NOTE: SUBMITTAL must be received by The Texas A&M University System Office of Procurement and HUB Program before the date and time specified for receipt of submittal as stated within Section 2.4 of this RFQ. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director

Procurement and Business Services | HUB Program The Texas A&M University System soprocurement@tamus.edu

All submittals shall become the property of the State of Texas upon receipt. Submittals may be subject to public review after contracts have been executed. Refer to Section 5.G. for more information regarding public information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:Soprocurement@tamus.edu

The Texas A&M University System RFQ-01-FPC-26-281 Page 2 of 59

TABLE OF CONTENTS

SECTION 1. GENERAL

SECTION 2. INSTRUCTIONS FOR RESPONDENTS

SECTION 3. SCOPE OF WORK

SECTION 4. STATEMENT OF QUALIFICATIONS

SECTION 5. GENERAL TERMS AND CONDITIONS

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Service Location Matrix

Exhibit D – Insurance

Exhibit E – Master Services Agreement (Draft)

Attachment A – AV integrator Scope of Services (Draft)

Attachment B – Terms and Conditions for Audio-Visual Integrators (Draft)

The Texas A&M University System RFQ-01-FPC-26-281 Page 3 of 59

SECTION 1

GENERAL

1.1 Scope

The Texas A&M University System (“A&M System”), Office of Facilities Planning & Construction (“FP&C”), is soliciting statements of qualifications (“Qualifications”) from companies (also hereafter referred to as “Respondent” or “Integrator”) who have demonstrated knowledge and experience in working with Owner representatives, A/E design teams and contractors to assist in designing an audio visual (AV) system, and then procurement and installation of the AV system.

The A&M System is dedicated to the ongoing program to improve and expand all physical facilities in support of the teaching, research and service missions of each university and agency of The Texas A&M University System.

It is the intent of the A&M System to establish a master services agreement (“Agreement”) with more than one company to meet its needs. The required services shall be administered in accordance with the terms, conditions, and requirements set forth in this Request for Qualifications (RFQ) for all FP&C managed construction projects. This shall also apply to work or projects done by other A&M System universities and agencies (“Members”) that may choose to utilize an Integrator as a result of this RFQ.

By submitting a response, each Respondent certifies that it understands this RFQ and has full knowledge of the scope, nature, quality, and the amount of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed.

1.2 About the A&M System

The Texas A&M University System is one of the largest and most impactful higher education systems in the country, with an annual budget of $8.1 billion. Its statewide network includes 12 universities, a comprehensive health science center, eight state agencies, Texas A&M-Fort Worth and Texas A&M- RELLIS. The Texas A&M System serves approximately 175,000 students and reaches millions more through service, research, and outreach programs each year. With nearly $1.6 billion in annual research expenditures, the A&M System fuels innovation, supports communities and drives Texas’ economy forward. More information about The Texas A&M University System and all of its members can be found at http://www.tamus.edu/about/.

1.3 Purpose

The purpose of this RFQ is to solicit qualifications from companies who can provide AV integrator services (“Services”) to include but not limited to consulting, design, procurement, and installation.

Refer to Section 3 for the full Scope of Work and requirements.

The intent of this RFQ is to allow all interested / prospective companies to provide a sufficient amount of data that will enable the A&M System to assess the qualifications of the Respondent. To this end, each Respondent shall furnish, as a part of the qualifications, a complete general description of experience in their respective fields.

By submitting qualifications, each Respondent certifies that it understands this RFQ and has full knowledge of the scope and nature of the opportunity described herein. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFQ will be the sole responsibility of the Respondent.

1.4 Priorities/Expectations

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to all A&M System members in a timely, cost effective manner. A&M http://www.tamus.edu/about/

The Texas A&M University System RFQ-01-FPC-26-281 Page 4 of 59

System is seeking a Respondent(s) that will ensure the provision of such quality in its delivery of service through proven techniques and established practices.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure a successful project as determined by A&M System.

(c) Delivery Efficiency. Respondent must demonstrate its ability to deliver the required services in a timely manner while not sacrificing the quality required by a Tier I research System.

1.5 Performance Period

The intention of this RFQ is to qualify companies to be included in a pool for the services defined in this RFQ. Should A&M System, in its sole discretion, enter into an Agreement with the successful Respondent(s) as a result of this RFQ, the Agreement shall be effective as of the date that is agreed upon by A&M System and successful Respondent(s). A&M System anticipates that the initial term of any such Agreement will extend for three (3) years, with the option to renew for up to two additional one (1) year terms, providing all parties mutually agree on the extension. Any extensions shall be at the same terms and conditions plus any approved changes to be determined by A&M System and negotiated in writing with the successful Respondent(s).

The Texas A&M University System RFQ-01-FPC-26-281 Page 5 of 59

SECTION 2

INSTRUCTION FOR RESPONDENTS

2.1 General Information

The A&M System is soliciting submittals from qualified companies who have significant experience in providing audio visual integrator services, preferably with institutions of higher education and university systems. These basic services are outlined in the Scope of Work (Section 3) and are intended to be provided under the general supervision of FP&C. However, the individual A&M System Members also have authority and option to utilize any resulting Agreement for these services.

This RFQ outlines scope and requirements in Section 3. Submittals are to be in accordance with all scope, requirements, and terms contained herein, and remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent's cover letter.

The Respondents selected shall have an excellent track record for providing these services relative to the size and scope of A&M System projects and shall agree to provide these services to A&M System with a top priority commitment. A&M System may select as many Respondents as needed to ensure coverage throughout the State of Texas at the various System members’ locations.

This RFQ contains specific requests for information. Respondents are encouraged to examine all sections of this RFQ carefully, in that the degree of interrelationship between sections is critical. In responding to this RFQ, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFQ have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope or intent of the respective clauses. Whenever the terms “must", "shall", "will", "is required”, or "are required” are used in the RFQ, the subject being referred to is to be a required feature of this RFQ and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent's response. Any deviation or exception from any requirements or terms of the RFQ must be clearly identified by the Respondent in its submittal.

2.2 Calendar of Events

Activity Responsibility Date

Release of RFQ A&M System May 21, 2026

Deadline to Submit Questions Respondent June 8, 2026

Release of Addendum (if applicable) A&M System June 12, 2026

RFQ Responses Due Respondent June 23, 2026

Selection of Qualified Respondents A&M System TBD

A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. This may be in the event that further clarification of responses or terms of contract are in the best interest of A&M System and/or in the event A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

2.3 Examination of the Request for Qualifications

Before submitting, each Respondent will be held to have examined the A&M System requirements outlined in Section 3 and satisfied itself as to the existing conditions under which it will be obligated

The Texas A&M University System RFQ-01-FPC-26-281 Page 6 of 59 to perform in accordance with specifications of this RFQ.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all of the existing and/or revised conditions and accepts them "as is."

2.4 Submittal Instructions

All qualification submittals must be received by A&M System no later than 2:00:00 p.m. Central Time, June 23, 2026, electronically via email to soprocurement@tamus.edu with the subject line of “FPC- 26-281 - AV Integrator Services”. The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. Late submittals will not be considered under any circumstances.

Submittal Format: Submission shall be saved as two (2) separate files in Adobe Portable Document Format (PDF) according to the items listed below and named as such; I) “company name – Forms”, II) “company name – Qualification Statement”.

2.5 Submittal Components

The following documents are to be returned as part of your qualification submittal. Failure to include these sections/documents may be basis for response disqualification.

I. Qualification Statement

Cover Letter

Table of Contents

Qualification Statement (Section 4.1)

Service Location Matrix (Exhibit C)

II. Forms

Signed Execution of Offer (Exhibit A)

Signed and notarized Non-Collusion Affidavit (Exhibit B)

VetHUB Subcontracting Plan (Section 3.4)

Other Requirements:

• Qualification Statement shall be a MAXIMUM of twenty-five (25) pages. The cover letter, table of contents, divider pages, and the Exhibits do not count toward this maximum page count.

• Additional attachments shall NOT be included with the Qualification Statement. Only the responses provided by the Respondent to the questions identified in Section 3 of this RFQ will be used by the A&M System for evaluation.

• Submittals shall include a “Table of Contents” and give page numbers for each part of the Qualifications.

• Number all pages of the submittal sequentially using Arabic numerals (1, 2, 3, etc.).

Qualification Statement shall consist of answers to questions identified in Section 3.4 of the RFQ. It is not necessary to repeat the question in the Qualifications; however, it is essential to reference the question number with the corresponding answer.

Failure to comply with all requirements contained in this Request for Qualifications may result in the rejection of the submittal.

Note: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

mailto:soprocurement@tamus.edu

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• Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

• Non-Collusion Affidavit: The Respondent signature on this document may be done electronically with DocuSign, Adobe or another similar tool. An agreement may not be executed with an awarded Respondent until this document is fully signed and notarized.

2.6 Inquiries and Interpretations

All questions concerning this RFQ are to be directed to Jeff Zimmermann, Executive Director of Procurement & Business Services, in writing at soprocurement@tamus.edu. Respondent may not contact other individuals at A&M System to discuss any aspect of this RFQ, unless expressly authorized by the A&M System Procurement Office to do so.

Questions regarding the RFQ, including questions for more data or information beyond that included in this RFQ and any attachment(s), should be presented in writing. Deadline for submission of questions is June 8, 2026. The A&M System will publish all questions with responses according to the schedule in Section 2.2.

Responses to inquiries which directly affect an interpretation or change to this RFQ will be issued in writing by addendum/amendment and posted to the Electronic State Business Daily (ESBD) at the following site; http://www.txsmartbuy.com/sp according to the schedule in Section 2.2 above. Within the ESBD search, input Agency Number “710” and select “Posted” for the Status.

It is the responsibility of all REPONDENTS to check the ESBD for any and all addenda issued for this RFQ. All such addenda/amendments issued by A&M System prior to the time that qualifications are received shall be considered part of the RFQ, and the Respondent shall consider and acknowledge receipt of such in the Execution of Offer.

Only those A&M System replied to inquiries which are made by formal written addenda/amendments shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.7 Selection Process

It is the intention of the A&M System to utilize the information received from Respondents qualification submissions to award and form a pool of pre-qualified companies from which it may select an AV Integrator to assist the A&M System on an as-needed basis. Each project assignment will be documented individually and will extend for as long as agreed to by the parties. A&M System will base its choice on demonstrated competence, knowledge, and qualifications of the Respondent.

The Respondent(s) selected will be the one who’s experience and qualifications, as presented in response to this RFQ, establish them, in the opinion of A&M System, as well qualified and offering the greatest benefits, experience and value to A&M System, and any other relevant factor that A&M System deems relevant and would consider in selecting a RESPONDENT for award. If other considerations are equal, the A&M System may give preference to a Respondent whose principal place of business is in the state of Texas, or who will manage the contract wholly from an office in the state of Texas. Final determination for award of any resultant Agreement will be made on the overall best value to the A&M System. A&M System may cancel this RFQ or reject Qualifications at any time prior to an award and is not required to furnish a statement of the reasons why a particular qualification was not deemed to be the most advantageous.

A&M System, at its sole discretion, may select as many companies as deemed to be in A&M System’s best interest to meet the needs throughout the A&M System. All Respondents selected will be required to sign a master services agreement. The master service agreement does not guarantee that a project(s) assignment will be made. Should A&M System determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the mailto:soprocurement@tamus.edu http://www.txsmartbuy.com/sp

The Texas A&M University System RFQ-01-FPC-26-281 Page 8 of 59 others under consideration, an agreement may be negotiated and awarded to that Respondent. The award document will be an agreement incorporating by reference all the requirements, terms and conditions of the RFQ and the Respondent’s qualification as negotiated.

Submission of qualifications indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by A&M System during the evaluation process.

It is the intent of A&M System to qualify multiple submissions. The selection of the successful submission(s) may be made by A&M System on the basis of the submissions initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful submission(s) may be made by A&M System on the basis of negotiation with any of the Respondents.

A&M System shall not disclose any information derived from the submissions provided by competing Respondents in conducting such discussions.

All submissions must be complete and convey all information requested to be considered responsive.

If a submission fails to conform to the essential requirements of the RFQ, A&M System alone will determine whether the variance is significant enough to consider the submission susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

The A&M System may perform reference checks and seek further information, as needed from all Respondents whose submission the A&M System, at its discretion, considers viable, based on the initial evaluation and ranking. The Respondent’s response to this requirement officially authorizes the A&M System to contact these organizations to discuss the services and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to the A&M System and Respondent shall and hereby does release and hold harmless the A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the submission.

The A&M System may perform reference checks and seek further information, as needed from all Respondents whose submission the A&M System, at its discretion, considers viable, based on the initial evaluation and ranking. The Respondent’s response to this requirement officially authorizes the A&M System to contact these organizations to discuss the services and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to the A&M System and Respondent shall and hereby does release and hold harmless the A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the submission.

A&M System reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept qualifications considered most advantageous, and/or to make the award to the most responsive Respondent(s).

The Texas A&M University System RFQ-01-FPC-26-281 Page 9 of 59

SECTION 3

SCOPE OF WORK

3.1 Goal

The A&M System is soliciting statements of qualifications from companies with an established history of providing high quality and cost-effective AV integrator and related services. It is the intent of the A&M System to contract with multiple Respondents to provide a pool of companies who can provide these services for all FP&C managed construction projects. Other A&M System Members may elect to utilize this pool for work or projects managed at their respective institution.

The services to be provided may include assistance with capital projects for the A&M System and its Members. As such, these projects must be in conformance with A&M System policies and regulatory and statutory requirements for State of Texas public higher education facility projects. Demonstrated past experience with State of Texas public higher education facility projects will be given strong consideration in the evaluation process.

3.2 Services Required

The required services shall consist of working with FP&C project staff, Owner representatives, A/E design teams and contractors to assist in designing an AV system, and then procurement and installation of the AV system for A&M System building construction projects. Refer to Exhibit C – Service Location Matrix for Member locations in which FP&C may manage building construction projects for the A&M System.

3.2.1 Activities. The selected Respondent(s) will be responsible for providing all necessary equipment including but not limited to computer, software, digital camera and cell phone as part of their overhead and without separate reimbursement. Activities for which audio-visual integrator support MAY be requested include any or all of the following:

A. Pre-construction Phase

• Assist in the development of AV requirements and cost for a Program of Requirements.

• Participate in the design phase of a project to establish AV systems and infrastructure requirements.

• Review design documents, drawings and specifications for compatibility with AV system requirements and provide comments.

• Attend design review meetings as necessary.

• Provide AV infrastructure design documents for bidding by contractor (if not a part of design team responsibilities).

• Maintain a list of AV equipment by room along with estimated cost throughout design.

• Provide and maintain a schedule for procuring AV equipment and installation during construction.

B. Procurement Phase

• Prior to procurement of AV equipment prepare a list of equipment by room for approval by owner.

• Provide quotes for purchase order(s).

• Provide submittals for review as needed.

C. Construction Phase

• Coordinate with design team and general contractor during installation of all AV infrastructure items.

The Texas A&M University System RFQ-01-FPC-26-281 Page 10 of 59

• Coordinate with owner’s representative, design team and general contractor on need for AV equipment support.

• Attend weekly Owner, Architect & Contractor (OAC) coordination meetings during construction.

• Coordinate with owner and general contractor on delivery, storage and installation of all AV equipment.

• Coordinate the completion of AV installation with facility substantial completion and owner occupancy while abiding by the project schedule and jobsite workday schedule

• Provide owner training in the use of all AV systems.

• Provide warranties and operating and maintenance manuals for all installed equipment.

3.2.2 Scope Types. To be considered for award and inclusion in the pool of AV Integrators, Respondent(s) must have experience with one or more of the following AV scope types:

a. Classroom, Office, Meeting Spaces

b. Research Laboratory Recording

c. Performing Arts Buildings

d. Arenas, Stadiums, and Sports Facilities

e. Security and Intercom Systems

f. Recording/Broadcast Studios

g. Large Format Video Walls

h. Sensitive Compartmented Information Facilities (SCIFs)

i. Virtual Classrooms

j. Digital Room Schedulers

k. Virtual Reality

l. AI Classrooms

The A&M System reserves the right on each project assignment to authorize all or any part of the above subject areas and/or work tasks as the A&M System deems necessary for the individual project.

The scope to be performed will be set forth in each work request.

Note: e-Builder is the project management software utilized by A&M System for FP&C-managed construction projects and the selected Respondent(s) will be expected to fully utilize this program.

Training in College Station or virtually will be provided at no additional cost.

3.3 Project Assignments

AV integrator services will be assigned for each individual project from the pool of Integrators established by this RFQ. Note that inclusion in the pool is not a guarantee of work or project assignments for any of the Integrators. Below describes the process typically used by the A&M System office regarding assignment of projects.

• Request sent to 1 or more Integrator(s) from our pool to submit qualifications for a specific project.

• A&M System project team reviews qualifications based on scope, availability, location to the project, and any other factor deemed relevant to make a selection.

• Upon approval of selection, the awarded Integrator will be issued a notice to proceed and purchase order. The purchase order will include attachments to define the specific project scope as well as additional terms and conditions that apply. See Exhibit D for the draft attachments.

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• Depending on the scope and cost of the project, the awarded Integrator may be required to provide insurance, bonding, and a completed SP form. Refer to Section 3.4 for SP requirements.

3.4 VetHUB Program

The Veteran Heroes United in Business (VetHUB) Program as part of the State of Texas Comptroller’s Statewide Procurement Division will focus on certification of service-disabled veterans (SDV) to facilitate their growth and development and increase opportunities for contracts and subcontracts with the state of Texas. Additional information on the VetHUB program visit the following site:

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php

The A&M System requires a State of Texas Subcontracting Plan (SP) form for contracts of $100,000 or more over the life of the contract (including any renewals), where such opportunities exist. The total expected value of this solicitation and subsequent contract is $100,000 or more and the A&M System has determined that subcontracting opportunities are probable. Therefore, respondents to this solicitation are required to develop and submit an SP form with their qualification submission.

A subcontracting opportunity is defined as any portion or lot of work that the Respondent cannot or will not complete with its own equipment, supplies, materials, and/or employees. The Respondents will use the procedures prescribed below when completing the SP form.

The Respondent shall use the CMBL/VetHUB directory published on the comptroller’s website to identify HUBs/VetHUBs. If the Respondent uses any alternate source, it accepts the risk that its SP form may be noncompliant due to inaccurate HUB/VetHUB certification information. A business listed as having an Active VetHUB certification in the CMBL/VetHUB directory at the time good faith effort is conducted is considered a HUB/VetHUB for purposes of evaluating an SP form, even if the business later graduates or has its HUB/VetHUB status revoked or expired. The CBML/VetHUB directory can be accessed via the following site:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

The A&M System will review the information and documentation submitted and use it as a basis to determine if the plan was developed in good faith effort by the Respondent to utilize HUBs/VetHUB subcontractors and/or suppliers on this project. The A&M System may reject an SP form that was not developed in good faith or was not completed. The A&M System shall document the reasons for rejection in the contract file. If the A&M System finds that businesses identified in an SP form are no longer HUBs/VetHUBs, it may invite the vendor to submit a revised plan that identifies active HUBs/VetHUBs.

An accepted SP form will become a part of any contract with the Respondent resulting from this solicitation. Any revisions to the SP form must be approved by the A&M System.

PROCEDURES FOR COMPLETING THE SP FORM

The A&M System requires the Respondent to submit an SP form for this RFQ. The SP form must include all subconsultants, suppliers, subcontractors, and vendors intended to be included in the Respondent’s team. The A&M System has set a good faith effort goal of 2% for this solicitation. For more information, please review section 3.4.1 below.

In accordance with 34 TAC §20.285, as amended, the Respondent may demonstrate good faith effort to utilize Texas certified HUBs/VetHUBs for its subcontracting opportunities by utilizing one of two methods: (1) Solicitation Method or (2) Self-performing Method. Each of these methods is further described within the SP form.

The SP form shall be completed in accordance with the instructions outlined on the form, which can be found here: State of Texas Subcontracting Plan (SP) Form.

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=VIEW_TEXAS_REGISTER_SUMMARY&recordId=462291 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

The Texas A&M University System RFQ-01-FPC-26-281 Page 12 of 59

When applicable, the Respondent shall list each anticipated subcontracting opportunity in Section 4 of the SP form, and complete Section 5 and Section 6 for each subcontracting opportunity.

For more information or assistance in properly completing this requirement of this RFQ, the Respondent may contact the A&M System at SO-HUBProgram@tamus.edu. Each Respondent is highly encouraged to submit a draft of their SP form prior to submitting their response to the RFQ for review by the A&M System. To permit adequate time to perform the good faith effort required, we strongly advise that all drafts be submitted at least ten (10) business days prior to the RFQ due date.

3.4.1 Subcontracting Plan Instructions

AWARDED RESPONDENT REQUIREMENTS

If the Respondent is selected and awarded a project in connection with this RFQ, the Respondent will be required to comply with all good faith effort requirements. The Respondent may be required to complete a separate project-specific SP form which identifies the subcontracting opportunities anticipated for the scope of work defined in that agreement and subcontractors anticipated to perform each subcontracting opportunity. If required, these will be due prior to beginning performance on the scope of work.

The SP form submitted with the proposal response will be included within the Agreement and the A&M System will monitor compliance and progress with all requirements. Per Texas Government Code 2161.253(d), if a determination is made that the Vendor failed to implement the plan in good faith, the A&M System, in addition to any other remedies, may bar the Vendor from further contracting opportunities with the A&M System

3.5 Bonding Requirements

mailto:SO-HUBProgram@tamus.edu

The Texas A&M University System RFQ-01-FPC-26-281 Page 13 of 59

Provider may be required to obtain payment and performance bonds in a penal sum equal to the sum of the original purchase order issued for a specific project. The bonds shall be executed by a corporate surety or sureties authorized to do business in the state of Texas and in compliance with the relevant provisions of the Texas Insurance Code. Sureties shall be listed on the US Department of the Treasury’s Listing of approved Sureties stating companies holding Certificates of Authority as acceptable sureties on Federal Bonds and acceptable reinsuring companies (Department Circular 570) and have a rating of A- or better with A.M. Best Company.

The Texas A&M University System RFQ-01-FPC-26-281 Page 14 of 59

SECTION 4

STATEMENT OF QUALIFICATIONS

4.1 Statement of Qualifications

Respondents shall carefully read the information contained in the following criteria and submit a complete statement of qualifications to all items in their area of staffing and management expertise. Response shall be formatted as directed. Incomplete qualifications may be considered non-responsive and subject to rejection.

4.1.1 CRITERION ONE: RESPONDENT’S STATEMENT OF QUALIFICATIONS AND AVAILABILITY TO UNDERTAKE THE SERVICES (maximum of two printed pages per question):

4.1.1.1 Provide a statement of interest including a narrative describing the firm’s qualifications pertaining to AV integrator services.

4.1.1.2 Provide a statement on the availability and commitment of the firm and named key personnel to undertake and manage the services.

4.1.1.3 Provide a brief history of the firm including all office location(s), legal status and officers.

4.1.1.4 Provide resumes of key personnel who will be responsible for managing any specific project assigned. Limit resumes to one (1) page per person.

4.1.1.5 Address the firm’s specific qualifications for and ability to perform the Services Required as it relates to the Activities listed within Section 3.2.1 above.

4.1.1.6 Provide detail and photographs describing experience with each of the scope types below. If no experience with one or more of the types below, please indicate in your response that you do not have experience for that specific type. Provide a list of manufacturers you have worked with for each of the scope types.

(a) Classroom, Office, Meeting Spaces

(b) Research Laboratory Recording

(c) Performing Arts Buildings

(d) Arenas, Stadiums, and Sports Facilities

(e) Security and Intercom Systems Recording/Broadcast Studios

(f) Large Format Video Walls

(g) Sensitive Compartmented Information Facilities (SCIFs) (photos not

(h) Virtual Classrooms

(i) Digital Room Schedulers

(j) Virtual Reality

(k) AI Classrooms

4.1.1.7 Complete Exhibit C to indicate interest and ability to provide services at each of the specified Member locations.

4.1.1.8 Provide the following information regarding bonding requirements as further described in section 3.5.

• Total Bonding Capacity

• Available bonding capacity and current backlog

• Bonding % of total project cost

The Texas A&M University System RFQ-01-FPC-26-281 Page 15 of 59

4.1.2 CRITERION TWO: COMPANY BACKGROUND

4.1.2.1 Is your firm currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

4.1.2.2 Provide any details of all past or pending litigation or claims filed against your firm that would affect your firm’s performance under a Contract with A&M System.

4.1.2.3 Is your firm currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

4.1.2.4 Does any relationship exist by relation, business association, capital funding agreement, or any other such kinship between your firm and any A&M System employee, officer or Regent? If so, please explain.

4.1.2.5 Provide a claims history under insurance for the past five (5) years for the company and any team members proposed to provide services.

4.1.3 CRITERION THREE: RESPONDENT’S PERFORMANCE ON PAST REPRESENTATIVE PROJECTS

4.1.3.1 List a minimum of five (5) examples of relevant, previous projects undertaken by the firm that best demonstrate the firm’s capacity and expertise to fulfill the requirements of the stated services. Each example should be well organized, and, when applicable, identify key personnel proposed for the A&M System contract who worked on the example project. List the projects in order of priority, with the most relevant project listed first. Provide the following information for each project listed:

• Project name, location, and description.

• Color image(s) of project.

• Original and final AV cost.

• Date the project was completed.

• Description of services the firm provided for the project and office location that supported the services.

• Name and phone number of the Project Manager or the firm’s individual responsible for the overall success of the project.

• The name of the owner’s representative(s) who would be most familiar with the project and contact information including telephone number and email address.

• The name of the contractor’s representation if the scope of work occurred during construction and contact information including telephone number and email address.

References shall be considered relevant based on specific project participation and experience with the Respondent. A&M System may contact references during any part of this process. The A&M System reserves the right to contact any other references at any time during the RFQ process.

Note: Examples that involve public higher education institutions are preferred. Past experience in the state of Texas and demonstrated knowledge and understanding of Texas markets is also preferred. Demonstrated experience with a variety of building types and with campuses in various stages of development is also useful.

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4.1.4 CRITERION FOUR: RESPONDENT’S KNOWLEDGE OF CURRENT TECHNOLOGIES AND BEST

PRACTICES

4.1.4.1 Provide a brief description of current and future trends in AV design and equipment applicable to higher education.

4.1.4.2 Provide a brief description of best practices in AV design.

4.1.4.3 Identify problems encountered on prior projects, the solution and means to avoid on future projects.

4.1.4.4 Describe the way in which your firm develops and maintains work schedules to coordinate with the overall project schedule.

4.1.4.5 Describe your ability in working with the design team AV consultant and Owner representatives on a project to ensure the right solution at the best value.

4.1.5 CRITERION FIVE: RESPONDENT’S PRICING PROCESS

4.1.5.1 Describe your process for pricing a project to include equipment, labor, travel and per diem, discount levels, etc. This process must fully define the basis for the pricing of a project and how all costs associated with the scope of work are determined.

4.1.5.2 Provide a list of manufacturer lines you represent with respective discounts. Include a plan for discounts available based on size and value of a project.

The Texas A&M University System RFQ-01-FPC-26-281 Page 17 of 59

SECTION 5

GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: The A&M System reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFQ. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which the A&M System determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. The A&M System reserves the right to award to the company, or companies, which in our sole judgment, will best serve our long-term interest.

This RFQ in no manner obligates the A&M System to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the A&M System without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the A&M System Office of General Counsel are essential prior to execution of any resultant agreement. In the event the Respondent does not supply terms and conditions with their submittal, A&M System terms and conditions will govern this transaction.

B. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

C. NON-DISCRIMINATION: The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status or disability protected by law. Such action shall include, but is not limited to, the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, Respondent certifies that it will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

D. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a proposal, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that the A&M System strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. The A&M System may seek to protect from disclosure all information submitted in response to this RFQ until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, the A&M System will consider all information, documentation, and other materials requested to be submitted in response to this RFQ to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas Government Code, Chapter 552.

Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

H. ALTERNATE PROPOSALS: A&M System reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the

The Texas A&M University System RFQ-01-FPC-26-281 Page 18 of 59 proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFQ which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the A&M System or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of the A&M System or any of its Members, or (3) a person who employs a current or former executive head of the A&M System or any of its Members.

K. EXECUTIVE ORDER GA-48 CERTIFICATION: Respondent certifies that pursuant to Executive Order GA-48, Hardening of State Government, Respondent is not and, if applicable, none of its holding companies or subsidiaries are a) listed in Section 889 of the 2019 National Defense Authorization Act (“NDAA”) regarding telecommunications and video surveillance; b) listed in Section 1260H of the 2021 NDAA regarding Chinese military companies in the US; c) owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4 (“15 C.F.R. § 791.4 List”); or d) controlled by any governing or regulatory body located in a country on the 15 C.F.R. § 791.4 List. Respondent acknowledges that a false certification is grounds for immediate termination of any resulting contract or purchase order with no further obligation on the part of A&M System.

L. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit D attached hereto.

M. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D or, in the sole discretion of the A&M System, terms and conditions substantially similar to those contained in the attached agreement, will constitute and govern any Agreement that results from this RFQ. If Respondent takes exception to any terms or conditions set forth in the attached agreement, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFQ. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal.

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EXHIBIT A

EXECUTION OF OFFER

RFQ01 FPC-26-281

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the Respondent's Proposal.

Failure to complete, sign and return this execution of offer with the Proposal may result in rejection of the Proposal.

Signing a false statement may void the submitted Proposal or any agreements or other contractual arrangements, which may result from the submission of Respondent’s Proposal. A false certification shall be deemed a material breach of contract and, at the A&M System's option, may result in termination of any resulting contract or purchase order.

Addenda Acknowledgment:

Receipt is hereby acknowledged of the following addenda to this RFQ by entering yes or no in space provided and indicating date acquired. Enter “0" if none received.

No. 1 ______ Date No. 3 ______ Date

No. 2 ______ Date No. 4 ______ Date

A.2 Signature

By signing below, the Respondent hereby certifies as follows, and acknowledges that such certifications will be included in any resulting contract:

(i) the Response and all statements and information prepared and submitted in response to this RFQ are current, complete, true and correct;

(ii) it is not given, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount trip, favor or service to a public servant in connection with the submitted response or any subsequent proposal. Failure to sign below, or signing a false statement, may void the response or any resulting contracts at the A&M System’ option, and the Respondent may be removed from all future proposal lists at this state agency;

(iii) the individual signing this document and the documents made part of the RFQ is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any contract which may result from the submission of the Response;

(iv) no relationship, whether as a relative, business associate, by capital funding agreement or by any other such kinship exists between Respondent and an employee of the A&M System;

(v) Respondent has not been an employee of the A&M System within the immediate twelve

(12) months prior to the RFQ response;

(vi) no compensation has been received for participation in the preparation of this RFQ (ref.

Section 2155.004 Texas Government Code);

(vii) all services to be provided in response to this RFQ will meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health law (Public

The Texas A&M University System RFQ-01-FPC-26-281 Page 20 of 59

Law 91-596) and its regulations in effect as of the date of this solicitation;

(viii) Respondent complies with all federal laws and regulations pertaining to Equal Employment

Opportunities;

(ix) to the best of its knowledge, no member of the Board of Regents of The Texas A&M

University System, or the Executive Officers of the Texas A&M University System or its member institutions or agencies, has a financial interest, directly or indirectly, in the Solution;

(x) each individual or business entity proposed by Respondent as a member of its team that will engage in the practice of engineering or architecture will be selected based on demonstrated competence and qualifications only;

(xi) if the Respondent is subject to the Texas franchise tax, it is not currently delinquent in the payment of any franchise tax due under Chapter 171, Texas Tax Code, or is exempt from the payment of such taxes. A false certification may result in the Respondent’s disqualification;

(xii) under Section 231.006, Family Code, the Respondent or applicant certifies that the individual or business entity named in this RFQ, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that any resultant agreement may be terminated and payment may be withheld if this certification is inaccurate; and,

(xiii) under Section 2155.006, Government Code, the Respondent certifies that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that any resultant agreement may be terminated and payment withheld if this certification is inaccurate.

(xiv) under Section 2155.0061, Texas Government Code, the Respondent certifies that the individual or business entity named in this Agreement is not ineligible to receive the…