ESBD_521113_1780064129070_RFP-731-26-009-SR Fire Sprinkler Maintenance - FINAL.pdf

Texas Woman’s University RFP –731-26-009-SR

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RFP-731-26-009-SR

Fire Sprinkler System Maintenance

PROPOSALS MUST BE RECEIVED BEFORE:

July 14, 2026 at 2:00 PM CT

Proposal must be submitted online in TWU’s electronic bidding portal in Oracle’s Supplier Portal.

Already have a Supplier Portal account? - Please log in and respond to the bid.

If you do not have a Supplier Portal account, please click on the link below to create an account at least 48 hours prior to bid submission:

https://twu.edu/procurement/supplier-registration/

Online bidding system closes at exactly 2:00 PM. Please allow sufficient time to upload your documents. Late submittals will not be accepted.

REQUEST FOR PROPOSAL

https://twu.edu/procurement/supplier-registration/

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TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION 4

1.1 Introduction

1.2 Information about Texas Woman’s University

1.3 Mission Statement

1.4 Scope of Goods and/or Services

1.5 Term of Award

1.6 Schedule of Events

1.7 TWU’s Right to Reject

1.8 Historically Underutilized Business (HUB) Firms

SECTION 2 PROPOSAL REQUIREMENTS AND PROCEDURES 9

2.1 Questions by Proposers

2.2 Communications with TWU Personnel

2.3 Proposal Formatting and Presentation Requirements

2.4 Submittal Instructions for Proposals

2.5 HUB Subcontracting Plan

2.6 Right to Modify, Rescind, or Revoke RFP

2.7 Signature and Certification of Proposer

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU

Policies and Procedures

2.9 Compliance with RFP Requirements

2.10 Binding Effect of Proposal

2.11 Right of Rejection

2.12 Use and Disclosure of Information

2.13 Group Purchasing Authority

2.14 Withdrawal or Modification

2.15 Risk of Loss, Damage, Delay

2.16 Proposal Opening

SECTION 3 PROPOSAL CONTENTS 13

3.1 Objectives

3.2 Project Details

3.3 Pre-Proposal Meeting

3.4 Invoicing and Payment

3.5 Compensation and Fees

3.6 Alternate Proposals

SECTION 4 EVALUATION CRITERIA FOR AWARD 17

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Award Process

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4.7 Best and Final Offer

4.8 Award of Contract

4.9 Contract Documents

4.10 Proposer/Vendor Protest

4.11 Not Exclusive

SECTION 5 PROPOSER’S QUESTIONNAIRE 19

SECTION 6 GENERAL TERMS AND CONDITIONS 20

6.1 Publicity

6.2 Independent Vendor Status

6.3 Subcontractors

6.4 Insurance Requirements

6.5 Acceptance of Products and Services

6.6 Infringement of Patents and Copyrights

6.7 Taxes

6.8 Technology Access

6.9 Federal Funding

6.10 Time of Performance

6.11 Default

6.12 Termination

6.13 Contract Requirements

6.14 Access to Documents

6.15 Right to Audit

6.16 Non-Disclosure

6.17 Severability

6.18 Non-Waiver of Defaults

6.19 Assignment

6.20 Texas Public Information Act

6.21 Registration of Sex Offenders

6.22 Indemnification

6.23 Governing Law

6.24 Dispute Resolution

6.25 Warranties

6.26 Disclosure of Interested Parties

6.27 Executive Order No. GA-48 Certification

SECTION 7 EXECUTION OF OFFER AND AFFIRMATIONS 27

APPENDIX A: DEFINITIONS

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SECTION 1

GENERAL INFORMATION

1.1 Introduction

Texas Woman’s University (“TWU”) is seeking competitive responses to a Request for Proposal (“RFP”) for Fire Sprinkler System Maintenance annual contract. This RFP provides sufficient information for interested parties (“Proposers”) to prepare and submit Proposals for consideration by TWU. Additional information may be made available by written request to the point of contact indicated provided on the RFP coversheet.

The Proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of TWU’s needs.

By submitting a Proposal, the Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity 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. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected by TWU, the Proposer will notify TWU immediately of any material change in any matters with regard to which the Proposer has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this Request for Proposal (RFP) carefully and to submit a complete response to all requirements and questions as directed.

1.2 Information about Texas Woman’s University

Founded in 1901 as a college for women, the university has grown its mission of serving marginalized populations in higher education over the past 123 years and is recognized as one of the most ethnically diverse student bodies in the nation. In addition to its distinctive position as the nation’s only university system with a woman-focused mission, it is known for its contributions and leadership in the fields of education, nutrition, the arts, sciences, business, nursing, and health care professions. Students have described their experience on the picturesque, flagship Denton campus as “a private feel at a public cost.”

Texas Woman’s faculty and staff are passionate defenders of an experiential teaching and learning environment— “we learn to do by doing”—where they provide students with opportunities to engage in campus, workplace, and community activities that can help shape their sense of purpose, their appreciation for building quality personal and professional relationships, and their grit to stand up against life’s challenges.

Now that the state established the overarching system designation, the university is beginning to operationalize a plan to form independent universities for its three geographically dispersed campuses—health science centers in each of Houston and Dallas and its main campus in Denton, 40 miles north of Dallas on the northern edge of the DFW Metroplex. Each campus is located within some of the fastest growing municipalities in the nation. As a whole, the university has a $1.8 billion annual economic impact on the state.

1.3 Mission Statement

Texas Woman’s University cultivates engaged leaders and global citizens by leveraging its historical strengths in health, liberal arts, and education and its standing as the nation’s largest public university primarily for women.

Committed to transformational learning, discovery, and service in an inclusive environment that embraces diversity, Texas Woman’s inspires excellence and a pioneering spirit.

1.4 Scope of Goods and/or Services

TWU is seeking Proposals from one or more responsive and responsible Proposer(s) for Fire Sprinkler System service contract.

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1.5 Term of Award

The term for an awarded Contract under this RFP is anticipated to begin on the date of the last signature, and to expire one (1) years from that date. Unless terminated earlier pursuant to the Contract terms, any Contract may be renewed for up to three (3), one (1) year Renewal terms upon mutual agreement of the parties, to be evidenced in writing sixty (60) days prior to the expiration date of the initial or then current renewal term.

Automatic renewals shall not be utilized unless approval is obtained from the Board of Regents outside of an original four year term. The contract will require a termination without cause provision of sixty (60) days or less.

1.6 Schedule of Events

TWU will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

Date Bid Posted ................................................................ 5/29/2026 Pre-Solicitation Meeting……………………………………..6/26/2026 at 9:30 AM CST Deadline for Submission of Written Questions… .............. 7/1/2026 by 5:00 PM CST Deadline for Responses to Questions ............................... 7/8/2026 by 5:00 PM CST Proposal Due Date ............................................................ 7/14/2026 at 2:00 PM CST Evaluation of Proposals..................................................... 7/24/2026 Award Recommendation ................................................... 7/31/2026

* All dates are tentative and subject to change

1.7 TWU’s Right to Reject

This RFP does not commit TWU to select a proposer or to award a Contract to any proposer. TWU reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP. Proposals which are qualified with conditional clauses or alterations or items not specified in the RFP documents, or irregularities of any kind, are subject to disqualification by TWU at its option. If TWU receives fewer than three proposals, TWU has the right to reissue this RFP in order to gain additional competitive proposals.

1.8 Historically Underutilized Business (HUB) Firms

TWU endeavors to promote full and equal opportunity for businesses to supply TWU with goods and/or services that are necessary to support TWU’s educational mission. In this regard, TWU commits to select Proposers in accordance with (i) TWU needs, (ii) TWU resources, (iii) HUB goals and guidelines established by the Texas legislature and Statewide Procurement Division (SPD), and (iv) TWU policies and procedures for contracting with HUBs, specifically URP I.13.a Historically Underutilized Businesses. Proposers shall allow TWU full access to documentation relating to its HUB program and any HUB Subcontracting plans. Failure to comply with any provision of the state or University’s HUB regulations may result in immediate cancellation of any Contract.

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SECTION 2

PROPOSAL REQUIREMENTS AND PROCEDURES

2.1 Questions by Proposers

Questions must be submitted in writing by the date indicated in the section entitled “Schedule of Events.” The questions, written TWU response, and addenda related to the RFP, if any, will be posted in Oracle and on the State of Texas Electronic State Business Daily (ESBD) website http://www.txsmartbuy.com/sp. Only those replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. If TWU determines a question has been sufficiently answered in the RFP, the inquiring proposer will be referred to the relevant section of the RFP. Note: It is the responsibility of the Proposer to check the ESBD website for any and all addenda posted for this RFP.

Questions must be emailed to the following Procurement personnel:

Sheri Reed, CTCD TWUBids@twu.edu Texas Woman’s University Procurement and Contract Services

2.2 Communications with TWU Personnel

Except as provided in this RFP and as otherwise necessary for the conduct of ongoing TWU business operations, proposers are expressly and absolutely prohibited from engaging in communications with TWU personnel who are involved in any manner in drafting of the RFP, in the review and/or evaluation of the Proposals, selection of a proposer, in selection of a Contractor, or negotiation or formalization of a Contract. If any proposer engages in conduct or communications that TWU determines is contrary to the prohibitions set forth in this section, TWU may, at its sole discretion, disqualify the proposer and withdraw the proposer’s proposal from consideration.

2.3 Proposal Formatting and Presentation Requirements

2.3.1 The Proposal itself must contain all the components in the following order:

• Background of the proposer;

• Proposer’s responses to the section entitled “Questionnaire”;

• Schedule of costs and fees;

• Scope of work, including a program overview;

• Insurance and bonds (if requested);

• HUB subcontracting plan (required for proposals valued at ≥ $100,000);

• W9; and

• Signed Affirmations and Conflict of Interest.

2.3.2 The Proposal must include a table of contents, which should contain sufficient detail to facilitate easy reference to the sections of the Proposal.

2.3.3 Preprinted material should be referenced in the proposal and included as labeled attachments, provided as a separate section of the proposal and clearly identified in the table of contents

2.3.4 All pages are to be typed on 8 ½ x 11-inch paper and numbered sequentially.

2.3.5 Proposals faxed, emailed or mailed will NOT be accepted.

2.4 Submittal Instructions for Proposals

2.4.1 The Proposals must be signed by the responding company’s official authorized to commit such Proposals. Failure to sign the Execution of Offer will be basis for Proposal disqualification.

2.4.2 All proposals must be submitted/or received no later than the date and time indicated in the section entitled “Schedule of Events.

http://www.txsmartbuy.com/sp mailto:TWUBids@twu.edu

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2.4.3 Proposers must verify that all components referenced in 2.3.1 have been attached and submitted.

2.5 HUB Subcontracting Plan

TWU has determined that there are not subcontracting opportunities. No submittal is required.

TWU is relying upon the proposer’s expertise to fully identify subcontracting opportunities that best align with their organization and this procurement request. Proposers, who intend to subcontract, are responsible for identifying all areas that will be subcontracted. In accordance with 34 TAC §20.11, a subcontractor means a person who contracts with a prime contractor to work, to supply commodities, or contribute toward completing work for a governmental entity.

2.6 Right to Modify, Rescind, or Revoke the RFP

TWU reserves the rights to modify, rescind, or revoke this RFP in whole or in part at any time prior to the date on which the authorized representative of TWU executes a Contract with the selected Proposer.

2.7 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and to compliance with the information submitted in the Proposal. Each Proposer submitting a Proposal certifies to both (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmations and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature shall be disqualified.

2.8 Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, TWU Policies and

Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, state, and federal laws and regulations, as well as with all applicable policies and procedures of Texas Woman’s University.

2.9 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmations and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TWU’s General Terms and Conditions contained in the RFP, all of which will be incorporated into and be made a part of any Contract awarded by TWU.

TWU, at its sole discretion, may disqualify a proposal from consideration if TWU determines a proposal is non-responsive and/or non-compliant in whole or in part with the requirements set forth in this RFP.

2.10 Binding Effect of Proposal

Unless otherwise agreed in writing signed by Chief Procurement Officer, each Proposer agrees to and shall be bound by the information and documentation provided with the proposal, including prices quoted for services.

Proposals are to be valid for TWU’s acceptance for a minimum of 270 days from the submittal deadline date to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

2.11 Right of Rejection

A proposal consisting of only alternate Services (i.e., a proposal that offers Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TWU and is subject to rejection.

2.12 Use and Disclosure of Information

Proposers acknowledge that TWU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act. If a proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or

Page 8 of 27 Rev. 1/25 information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TWU only for purposes related to or arising out of the (a) evaluation of proposals, (b) selection of a Proposer pursuant to the RFP process, and (c) negotiation and execution of a Contract, if any, with the Proposer selected.

If the proposer marks the whole Proposal or substantive portions of the Proposal as confidential, TWU in its sole discretion may declare the proposal non-responsive.

By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with any legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.

2.13 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TWU may procure Goods or Services for itself or on behalf of any TWU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TWU System, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

2.14 Withdrawal or Modification

No proposal may be changed, amended or modified after it has been submitted or filed in response to this solicitation, except for obvious errors in extension or as part of the negotiating process which are approved by the Chief Procurement Officer. However, a proposal may be withdrawn and resubmitted any time prior to the time set for receipt of proposals. No proposal may be withdrawn after the submittal deadline without approval by TWU, which shall be based on Proposer’s submittal in writing of a reason acceptable to TWU.

2.15 Risk of Loss, Damage, Delay

Proposer acknowledges and agrees to release and hold harmless TWU, its campus components, Board of Regents, officers, employees, agents and personnel, from and against any and all claims, liability, damages and costs, including court costs and attorneys' fees, arising out of or pursuant to submission or delivery of the proposal or failure to submit or deliver the proposal to Procurement and Contract Services at Texas Woman’s University, as designated in the submittal instruction sections of this RFP.

2.16 Proposal Opening

Proposals will be opened online after the deadline. For convenience, Proposers wanting a list of proposals submitted can email the TWU contact person listed in section 2.1 after the opening. All submitted proposals become the property of TWU after the RFP submittal deadline/opening date and will not be returned.

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SECTION 3

PROPOSAL CONTENTS/DETAILS

3.1 Objectives

TWU is seeking proposals from responsive and responsible proposer(s) for the inspection, maintenance, and repair services for dry and wet, water-based fire protection systems located in Houston, Dallas and Denton campuses of TWU in accordance with the requirements/conditions set forth in the Sealed Proposal Request No. RFP-731-26-009-SR.

A contract may be awarded to one or more Proposers to serve all Texas Woman's University, including Denton, Dallas, and Houston. If multiple Proposers are awarded a contract, each TWU department/location will independently select the Proposer and Services that provide best value for that department/location.

The Proposer(s) chosen by TWU shall agree to make all the required and optional Services agreed to in their proposal available to all TWU locations at the same pricing levels during the contract period. Initiation of any new service not anticipated by the RFP are to be added as an addendum to the Contract and pricing negotiated but set at no more than the then-current published rate. Although those services may only be used by one TWU location they will be made available to all locations.

The Contract is based on this RFP, the Proposal, and the Proposer’s technical specifications supporting it. Any of the TWU locations may elect to enter into a resulting relationship with a successful Proposer under this RFP.

Each TWU locations will choose one of the Proposers selected through this RFP process to provide the chosen Services under the Contract. Additional Contracts with the TWU locations will not be required, executed or authorized. An Addendum will be executed by each TWU location for services. All terms and conditions of the Master Contract will apply.

3.2 Project Details

3.2.1 Requirements

1. All work performed under this contract shall be performed in accordance with the version of the standards listed below currently adopted by the Texas State Fire Marshal’s Office (SFMO), which are incorporated into this contract in their entirety:

a) NFPA 1, Fire Code

b) NFPA 25, Standard For The Inspection, Testing, and Maintenance of Water-Based Fire Protection

Systems

c) NFPA 291, Recommended Practice For Fire Flow Testing and Marking of Hydrants

d) NFPA 101, Life Safety Code

e) American National Standards Institute/American Society of Mechanical Engineers (ANSI/ASME)

Standard A17.1

f) International Building Code

g) NFPA 70, National Electric Code

h) Texas Administrative Code, Title 28, Part 1, Chapter 34, Subchapter G

i) The most current version of any applicable UL Standard pertaining to the components and maintenance/repair of all components of the systems covered in this contract.

2. The contractor will provide inspection, testing, maintenance, repairs and oversight by trained, qualified and experienced technicians and managers.

3.2.2 Inspection, Testing, and Maintenance Service:

1. Provide the fire sprinkler system inspection, testing, maintenance and investigation as per NFPA 25 Table 5.1.1.2, Table 6.1.1.2 and Table 13.1.1.2. Complete inspections/testing/maintenance on a quarterly and annual basis.

Complete 3-year and 5-year inspections/testing/maintenance during applicable years.

2. Provide the fire pump assemblies inspection, testing and maintenance as summarized in NFPA 25 Table 8.1.1.2

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3. Provide the fire sprinkler system backflow prevention assemblies annual testing and maintenance as required by

NFPA 25 Sections 13.6.2 & 13.6.3.

4. Provide fire hydrant inspection, testing, and maintenance for the fourteen (14) TWU-owned hydrants on the

Denton campus as per NFPA 291.

5. All inspection, testing, maintenance and investigation items listed in NFPA 25 with an inspection/test frequency of weekly, monthly, and quarterly shall be completed by the Offeror quarterly. All items listed with an inspection/test frequency of annually shall be completed by the Offeror annually. Items with frequencies less than annually shall be completed as per the requirements in NFPA 25.

6. Provide additional repair, maintenance, and installation services on the water-based fire protection systems for an additional fee when requested by TWU. The labor rates shall be as listed on the Offeror’s completed Proposal Bid Form (Attachment B). Parts and any other materials required to complete repairs of the TWU water-based fire protection systems included under the provisions of this bid at the Offeror’s standard markup rates throughout the contract term when requested by TWU.

7. Provide internal piping condition and obstruction investigations as per NFPA 25 Chapter 14. This will be considered additional work as per item #6 above since the water-based fire suppression systems are not all due for this investigation on the same contract year. Other NFPA 25 requirements with a less than annual frequency will be handled similarly.

8. Within ten (10) business days of the award of the contract, the Contractor shall begin initial examination of water-based fire suppression systems. A schedule shall be submitted to TWU listing the anticipated dates of each examination and maintenance service to be performed for each fire alarm system.

9. The Contractor shall utilize a barcode system to ensure all components of the fire sprinkler systems are inspected.

Components are current labeled with barcodes from Building Reports. Reports required under items #1-7 above may be provided via Building Reports or similar online reporting systems.

10. Tags required by code are to be attached after the inspections and tests, such as at the fire suppression control valves, fire pumps, etc.

3.2.3 Major Repairs

1. For the purposes of this contract, a major repair is defined as a deficiency that is estimated to require more than twenty (20) man hours and/or $2,000 in parts and materials to correct and is not the result of failure to perform maintenance service as specified in this solicitation.

2. The Contractor shall prepare and submit to the authorized TWU representative, a written estimate of the man hours in each category of labor and materials which will be required to perform any major repairs. Major repairs may be made only with written authorization. Upon authorization, actual work shall not exceed the Contractor’s estimate of man hours and materials by more than 10% without TWU’s prior written approval. Estimates must be provided by the contractor within 5 business days.

3. TWU reserves the right to make or obtain other repair estimates prior to authorizing the Contractor to proceed in order to comply with the requirements of State regulations to determine price reasonableness. If the cost or man hours estimate is considered not to be reasonable, the Contractor will be asked to review his estimate and resubmit.

If the revised estimate is still considered to be unreasonable, the University reserves the right to obtain the repairs from another source.

4. TWU reserves the right to have a survey conducted as to the condition of its water-based fire protection systems at any time during the period of the contract. This survey will be conducted by an independent inspection contractor.

Any deficiencies noted during the survey shall be corrected by the Contractor within thirty (30) days of receipt of a written report from the inspection contractor. Any deficiencies that are determined by TWU to be the result of the Contractor’s failure to properly perform examination and/or repair services shall be corrected at no cost to TWU.

All other deficiencies shall be corrected on a time and materials basis.

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3.2.4 Work Hours, On-Call and Emergency Repairs:

1. Normal maintenance work hours for Texas Woman's University are 8:00 a.m. to 5:00 p.m., Monday through Friday, except TWU holidays. All service, except for emergency repairs, shall be performed during normal maintenance working hours unless permission is granted by TWU.

2. Failure or malfunction of any fire suppression system listed herein shall constitute an emergency, and the

Contractor shall be on site within two (2) hours during either regular working hours or after receiving a call-out after normal working hours. Determination of emergency or non-emergency status shall be at the sole discretion of

TWU.

3. All repairs shall be performed on a time and material basis unless it is determined that the Contractor’s failure to properly perform maintenance services. In this case, such repairs shall be made at no cost to TWU.

4. On-call or emergency repairs authorized by TWU, which occur after normal working hours of operation, shall be accomplished at the overtime hourly rates. If regular time work must be carried over, and the Contractor needs to continue to work beyond TWU’s normal hours of operation, authorization for overtime work must be obtained from TWU’s authorized representative before proceeding.

5. On-call repairs of individual or relatively few components which do not significantly degrade or compromise the operation of the balance of a building’s fire suppression system shall be considered routine repair and will be addressed under the base terms and costs for this contract. Response time for these types of repairs shall be same day if a call is made before noon and no later than the next day before noon if a call is made after noon.

6. Communication: The Contractor will provide TWU with 24-hour per day, seven (7) day per week availability of technicians for routine, on-call and emergency service. All communication for service between TWU and the Contractor shall be initiated through the Contractor’s dispatcher (or dispatch service who must likewise have 24-hour per day, seven (7) day per week availability). The Contractor’s dispatcher (or dispatch service) shall be addressable by toll-free telephone numbers from the Denton and Dallas campuses. During normal working hours, the Contractor’s dispatcher will likely be dispatched by TWU’s Office of Environmental Health & Safety, and after hours by the TWU FMC On-call Supervisor or Power Plant Operator.

3.2.5 Contractor’s General Procedures:

1. The Contractor’s employees shall be instructed that anytime work is performed under this contract, they shall comply with the following procedures:

a) Provide TWU with repair quotes in a timely manner, not to exceed 5 business days for major repairs and not to exceed 7 business days for minor repairs. All quotes must include the TWU contract/purchasing agreement number and, if applicable, the cooperative (co-op) purchasing agreement number.

b) Check in and out with TWU’s Office of Environmental Health & Safety (EH&S). If work is to be performed on a time and material basis, EH&S shall be provided a time card listing each employee expected to perform the work and a copy of the TWU’s written authorization to proceed in the case of a major repair. EH&S shall record the date(s) and time(s) the Contractor’s employee arrives and leaves the building. Lunch breaks and other periods of time away from the job site shall not be charged to TWU, but may be stated on the time card for accountability.

c) If fire sprinkler system must be taken out of service, or disconnected from the fire alarm panel, in order to perform any work; EH&S shall be provided an estimate of how long the system will be out of service and the nature of the service or repairs to be performed. The Contractor will also notify TWU Police (TWU PD) of the outage, and will also notify TWU PD when the system is restored.

d) If occupant notification devices are disabled, the Contractor must take measures to ensure immediate evacuation of the building. This may include posting a technician at the fire alarm panel to initiate evacuation upon receipt of a fire alarm signal.

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e) Check in and out daily with EH&S, as described above, if repairs or service must be carried over.

f) Upon completion of the work, and prior to departure, submit to EH&S, a copy of the work report form, which shall include the following information:

i. Name and address of Contractor

ii. Name of Contractor’s employee in charge of the work

iii. Date and number of hours, by category of labor expended to perform the work

iv. Brief description of work performed

v. List of materials used or parts replaced

vi. Signature of Contractor’s employee

vii. Work report form shall have statement that will be signed by TWU’s representative. This statement shall not be construed as approval of the work performed, but only to the accuracy of man hours reported by the contractor employees

2. Hours for work performed on a time and material basis under this contract shall be paid only for productive time on the job site. Time spent for transportation of workers, material acquisition, handling and delivery of Contractor owned or rented equipment and breaks for lunch or other time the employees are away from the job site is not chargeable.

3. Monthly service coordination/review meeting: A monthly scheduled meeting will be held with the Contractor, TWU representative and others as may be deemed necessary for the purpose of reviewing the status for all sprinkler systems, call-out records and call-back items, results of the previous period inspection and testing activities and the anticipated schedule for work during the next period. Meetings will be held in EH&S’s offices on the Denton campus at a time and date to be determined.

4. Responsibility for Individuals Performing Services;

a. Criminal Background Checks. Each individual who is assigned to perform the Services under this

Agreement will be an employee of Contractor or an employee of a subcontractor engaged by Contractor.

Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services and in accordance with TWU regulations and procedures governing University Affiliate Criminal Background Checks, Contractor will have an appropriate criminal background screening performed on each individual employee of Contractor or employee of a contractor engaged by Contractor who may be reasonably expected to have contact with a University student.

Contractor will provide documentation, upon request, to University. Neither Contractor nor a subcontract or Contractor will knowingly assign any individual to provide services who has a history of criminal conduct or unacceptable interactions with University students, including but not limited to violent or sexual offenses.

b. Foreign Adversaries Checks. Contractor will submit necessary documentation for each individual assigned to perform the services under this Agreement for screening required under Executive Order GA- 48.

3.2.6 Material and Workmanship:

1. All parts furnished under this contract shall be new and genuine manufacturer’s recommended or authorized replacement parts. Use of manufacturer rebuilt parts may be authorized by TWU on a case by case basis, provided each part is warranted for the same period and under the same conditions as the new part. Use of used parts is strictly prohibited.

2. The Contractor shall maintain a sufficient quantity of repair parts on hand and have ready access to these parts in order to prevent unnecessary downtime of equipment or fire alarm system.

3. All parts and materials provided under this contract shall be installed by properly trained and competent personnel, and shall be performed in a good workman-like manner in accordance with the Codes and standards incorporated herein.

The Contractor will provide technicians licensed by the State of Texas as required by applicable regulations to perform the routine and periodic inspections and tests required. Technicians shall have a minimum of three (3) years’ experience in the service and repair of water-based fire suppression systems of the type listed in ATTACHMENT ‘A’, Page 13 of 27 Rev. 1/25 and shall be responsible at all times for the actions and work of assistants and helpers. Evidence of stated experience shall be made available to TWU upon request.

3.3 Pre-Bid Meeting/Site-Visit

A Pre-proposal meeting will be held on June 26, 2026 at 9:30 am CT. The meeting will be held at TWU’s Denton campus - Administration Conference Tower (ACT - Room 301). Located at 304 Administration Drive, Denton, TX 76204. See attached map showing parking in purple and highlighting the building. Parking will be available in the Lowry Woods Apartment Complex Parking lot and temporary passes will be handed out at the meeting for those in attendance. The pre-proposal meeting is not mandatory but highly encouraged. This meeting will provide proposers with an opportunity to view select systems on campus in person.

3.4 Invoicing and Payment

3.4.1 Proposer(s) shall be required to submit invoices to Texas Woman’s University Payables department email

TWUPayables@twu.edu.

3.4.2 All invoices will be paid net thirty (30) in compliance with Texas laws. All invoices must reference a valid TWU

Purchase Order, or the invoice will be returned as non-compliant. No commitment for Products or Services is valid without a TWU purchase order.

3.4.3 Proposer(s) may submit a proposal for a prompt payment discount.

3.5 Compensation and Fees

Provide a compensation schedule on Attachment B, include an estimated maximum amount including any incidental expenses. Proposer(s) should also provide an estimated fixed fee amount that will be charged for additional expenses (if any). The Proposer is expected to guarantee stated pricing; if misquotes occur, alternative service providers may be used and/or the contract may be re-bid.

3.6 Alternate Proposals

TWU will not consider alternate proposals outside this RFP for required services that expand or are different from these specifications.

However, the Proposer may take the opportunity to relate to TWU any new or different services (not presented in the prior sections) which it feels may be useful or of interest to TWU.

mailto:TWUPayables@twu.edu

Page 14 of 27 Rev. 1/25

SECTION 4

EVALUATION AND AWARD PROCESS

4.1 Evaluation Process

TWU will utilize a proposal Evaluation Team for the evaluation of this RFP. The award will be based on the proposal judged to be in the best interest of TWU, and the judgment in this regard shall be considered final. Any Contract resulting from this request shall be awarded to the Proposer providing the Best Value to TWU.

Under section 51.9335 of the Texas Education Code in determining what is the Best Value, TWU may consider:

1. The purchase price;

2. The reputation of the Proposer and of the Proposer’s Goods or Services;

3. The quality of the Proposer’s goods or services;

4. The extent to which the goods or services meet TWU’s need;

5. The Proposer’s past relationship with TWU;

6. The impact on the ability of TWU to comply with laws and rules relating to Historically Underutilized

Businesses and to the Procurement of Goods and Services from persons with disabilities;

7. The total long-term cost to TWU of acquiring the Proposer’s goods or services;

8. Any other relevant factor that a private business entity would consider in selecting a vendor; and

9. The use of material in construction or repair to real property that is not proprietary to a single vendor unless

TWU provides written justification in the request for bids for use of the unique material specified.

4.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a proposal indicates Proposer’s acceptance of the evaluation method and Proposer’s recognition that some subjective judgments must be made by TWU during the awarding of evaluation criteria points.

4.3 Evaluation Criteria and Weights

Each proposal shall be evaluated on the ability to meet TWU’s requirements and to provide the Best Value to TWU. Proposal shall be evaluated by awarding points to each of the following evaluation criteria.

The evaluation will be based on the following system:

Criteria Points

General submission of proposal response from vendor – clear, concise, organized, understandable 10 Service Methodology 20 Relevant Experience – Higher Education or similar project scope size 30 References 5 Pricing 35 Total 100

4.4 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the proposal information to TWU. TWU expects clear and concise answers to all questions.

4.5 Oral Presentations/Interviews

Upon completion of the initial review and evaluation of the proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the section entitled “Schedule of Events.”

4.6 Award Process

During the opening, proposals will be acknowledged publicly to identify the names of the Proposers, but will be

Page 15 of 27 Rev. 1/25 afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification, or on the basis of negotiation with any of the Proposers or, at TWU’s sole option and discretion, TWU may discuss or negotiate all elements of the proposal with selected Proposers which represent a competitive range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be established comprising the highest rated proposal(s).

4.7 Best and Final Offer

When deemed appropriate by the Evaluation Team, after the submission of proposals but before the final selection of the successful proposal, TWU may request Proposers to provide a best and final offer. TWU is not bound to accept the best-priced proposal if that proposal is not the most advantageous to TWU as determined by the evaluation team.

4.8 Award of Contract

TWU reserves the right to award a Contract, award multiple Contracts to more than one Proposer, to reject any and all Proposals, or terminate the RFP process.

4.9 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents. Under no circumstances, will TWU be bound by the laws of another state or country.

4.10 Proposer/Vendor Protest

Any actual or prospective Proposer or vendor who is aggrieved in connection with the solicitation, evaluation or award of a Contract may formally protest to the Chief Procurement Officer.

4.11 Not Exclusive

Contractor acknowledges and agrees that the Contract with TWU is non-exclusive and TWU has the right to engage with other contractors for similar or identical scopes of work, and to purchase similar or identical Services from other contractors. Any term or provision in the Contractor Terms indicating the Contract is exclusive is expressly rejected and is null and void.

Page 16 of 27 Rev. 1/25

SECTION 5

PROPOSER’S QUESTIONNAIRE

The Proposer recognizes that in selecting a supplier, TWU will rely in part on the answers provided in response to this section. Accordingly, Proposer certifies that to the best of its knowledge, all responses are true, correct and complete.

TWU reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

5.1 Provide a summary of the Proposer’s overall capabilities, recent and related experience, and expertise. Provide information on the Proposer’s experience related to the scope of work outlined in this RFP, as well as its current work load, facilities, resources and experience that clearly demonstrate its ability to successfully complete the work required within the constraints stated.

5.2 Provide a brief resume for each of the proposed key personnel, focusing on relevant experience, and list the assigned function of each key person as it relates to this RFP. Provide information related to previous projects.

Also include a statement describing the Proposer’s commitment of the individuals proposed to perform the requested services.

5.3 Provide the name and email address of a point-of-contact for the submitted proposal response. This point-of-contact will not be recognized as, or accepted in lieu of, the “Proposer Signature” requirements in Section 7 of this document.

5.4 Provide a copy of your company’s audited financial statements if requested for the past two years.

5.5 Provide a brief description of projects completed or commodities sold within the past five years. The projects or commodities should be similar to the scope of work or desired goods described in this RFP. Include, as applicable, project description and location or commodities sold, description of services or commodities provided, budget performance and schedule performance, key personnel involved, client name, contact name and phone number. Particular weight will be given to similar projects in higher education.

5.6 Provide four (4) professional references (key contact names, titles, and telephone numbers) that have direct knowledge of your ability to provide the type of goods and/or services outlined in this RFP. Particular weight will be given to references provided in higher education.

5.7 Provide a list of any professional organizations the Proposer is a member of or actively involved with.

5.8 Provide any details of all pending litigation, investigations or claims filed against your company in the past ten years that would negatively impact your company’s performance under a Contract with TWU.

5.9 Provide a completed and signed W9 for your company.

5.10 Is your company 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.

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

5.12 Provide information on how your company will provide service and support for all of the TWU System campuses located in Denton, Dallas and Houston, Texas, including staffing and emergency response times.

5.13 Provide information on what percentage of work is completed by those directly employed by your company and what percentage of the work is completed by subcontractors.

5.14 Provide information on who, aside from the point of contact referenced in 5.3, can be contacted if information is needed related to updating quotes, questions, work inspections, requests, etc.

Page 17 of 27 Rev. 1/25

SECTION 6

GENERAL TERMS AND CONDITIONS

These General Terms and Conditions or ones that are substantially similar will be contained in any resulting Contract or purchase orders arising out of this RFP. If the Proposer takes exception to any of the following General Terms and Conditions set forth, the Proposer must submit a list of the exceptions as part of its proposal. The Proposer’s exceptions will be reviewed by TWU and may result in disqualification of the Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then TWU may consider Proposer’s exceptions when TWU evaluates the Proposer’s proposal. In addition, and to the extent they do not conflict with these terms in any resulting contract, TWU purchase order terms and conditions will apply to all purchases of goods and services by TWU https://www.twu.edu/procurement/terms-and-conditions/

6.1 Publicity

Proposer agrees that it shall not publicize a Contract or disclose, confirm or deny any details thereof to third parties or use any photographs or video recordings of TWU’s name or protected marks in connection with any sales promotion or publicity event without the prior express written approval of TWU.

6.2 Independent Contractor Status

Contractor is an independent contractor. Contractor is not a state employee, partner, joint venture, or agent of TWU. As an independent contractor, Contractor is solely responsible for all taxes, withholdings, and other statutory or contractual obligations of any sort including worker’s compensation insurance. Contractor is responsible for its conduct of business operation, including employee salaries, travel expenses, etc.

6.3 Subcontractors

Subcontractors providing goods or services under the Contract shall meet the same requirements and level of experience required of the Proposer. No subcontractor under the Contract shall relieve the Proposer of the responsibility for ensuring the requested goods or services are provided. Proposers planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors in their submitted proposals. If selected by TWU, vendor will not delegate any of its duties or responsibilities under this RFP or the Contract to any subcontractor, except as expressly provided in the Contract.

6.4 Insurance Requirements

6.4.1 Insurance

Contractor agrees to maintain, at Contractor’s sole expense, and provide proof of insurance meeting TWU’s Third Party Insurance Standards https://twu.edu/media/documents/risk-management/TWU- Third-Party-Insurance-Standards.pdf By requiring such minimum insurance, the University shall not be deemed or construed to have assessed the risk that may be applicable to the Contractor. Therefore, the Contractor shall assess its own risks and, if it deems appropriate, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or obligations assumed or pursuant to the contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

The Contractor’s failure to comply with the requirements of this section shall be considered a breach of this Agreement.

Proof of Insurance Coverage will be forwarded to Texas Woman’s University Procurement and Contract Services. Please email to procure@twu.edu.

6.4.2 Certificates of Coverage

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, the…