RSC Lease Pre-Proposal-20260611_100344-Meeting

Recording

June 11, 2026, 3:03PM

20m 42s

Adams, Jason started transcription

Adams, Jason 0:09

All righty, well, good morning, everyone. This is the pre-proposal conference for the

RFP that is titled Lease of Office Space for the North Dallas Metroplex Regional

Service Center. And began at 10 o'clock today. So some of the things we're going to discuss include a welcome with some introductions. We're going to go over a high-level solicitation overview and just some reminders.

So first things we want to address is this conference is being recorded and transcribed. And then the PowerPoint slides, the list of attendees, and a link to the recording or the recording of itself will either be sent out if we're able to with email or and it also be updated and uploaded to the electronic state business daily. And one thing that we want to keep in mind, important dates. So the deadline for submitting questions after this conference, if you have any, is June 17th at 3 P.m.

Central Time.

The deadline to provide responses to the question that's on my end is June 22nd at 4

P.m. So if there's any questions and after I answer them after, if there's any legal questions or any business unit questions, I'll put all those on one spreadsheet and upload them to the ESBD and then notify you. The deadline to submit your response is July 1st at 3 P.m. and we anticipate the lease agreement starting August 7th. One thing we do want you to note that any Oral communications that will alter or amend the RFP is not binding. Everything has to be written as written. So our three things, they all, especially with real estate. What are the three things? Location, location, location. With DMV, it is documentation, documentation, documentation. So anything will be any changes or modifications will be shared in writing and on put on the ESBD as an addendum.

So today, our panel does consist of me, the Director of Purchasing, and Sonya Bebley and Mandy Driskill, the Contractor Administration Manager. And unfortunately, they are tied up with their schedule and they're not able to join us. On the business unit side, we have Lori Burns.

She's the operations and facilities project specialist. Angelica Rodriguez, Assistant

Director, Regional Services. Carrie Hodges is the contract management unit, excuse me, contract unit manager. Chuck Lee is also an Assistant Director of Regional

Services. Maritza Ramirez is the strategic Development and Analytics Section

Director. Erric Horn is our new Chief, Deputy Chief Financial Officer. And we're also joined by Chad Pegram and Matt Malerich from the Office of General Counsel. So watch what you say. And also, since I did mention myself, I am the contract specialist for this one. I'm also your sole point of contact, sometimes abbreviated as SPOC or

Spock. So for all intents and purposes, I am Mr. Spock for this solicitation. And to give you an overview of that part is any unauthorized communication could be grounds for disqualification. So as tempting as it may be to pick up the phone or to shoot an email to Lori or to Chuck or Eric, just please remember, I'm the sole point of contact, so it needs to be all directed to me.

Now.

Overview of this solicitation.

Both VTR, which is vehicle titles registration and our finance operations division. And we're looking for a commercial lease, a lease of commercial office space. And that space should be between 11,000 and 14,000 square feet of usable office space. And we're looking for the North Dallas Metroplex area.

And at the RSC or Regional Service Center, this is where customers of the public can come to renew their vehicle registration titles, vehicle dealer regulation, bus and carrier credentialing, oversize and overweight permit issuance. So if you see those big old cranes and big old Wheelers have that big yellow sign on the back that says oversize overweight. That's where they can get them is this part. And the Regional

Service Center. And the Dallas Regional Service Center is one of 16 RSCs that provide all this support to the 254 County tax assessors and collectors and they'll help process the registration and title applications throughout Texas.

So some important dates to remember from our schedule of events.

It was posted on June 1. And this is part of stuff, you know, that kind of, you know, did go over.

Deadline for submitting questions is June 17th. Then I'll respond to the questions on

June 22nd. Deadline is the July 1st.

Tentatively, we're going to try to evaluate all the responses that we get between July

6th and July 17th. Then if there's any negotiation, we'll try to have that between July

2nd, or excuse me, July 20th and July 31st. And then once that's wrapped up, send it over to our executive director for his signature. And then hopefully, and we anticipate starting the contract or the excuse me, the lease on August 7th. Of course, all these dates are tentative and we do reserve the right to modify these dates. But if we do, don't worry, I will notify you via email or by posting an addendum to the

ESBD.

So the structure of this solicitation is articles one through 9.

Plus, we have a list of exhibits. So please read each article to get a clear understanding of what is stated. For example, Article 2 and Exhibit C would be the meat of the solicitation with descriptions and requirements. And that starts on page

8.

Another article to make note of is Article 5.

which is the instructions on submitting your response. And that starts on page 18. Of course, there's the option to submit your response by hand if you want to do that.

Just make sure you're on time or early in submitting that.

Now in Article 5, that's the solicitation response, evaluation, award process, and these are all the required documents.

If any of these required exhibits are not included in your response, it could be grounds for disqualification. For example, exhibits A & E require a signature. Now, when you look at exhibit F, exhibit G, assumptions and exceptions.

You may not have any, you know, I mean, you may not have any exceptions to our terms and conditions. So just mark NA in one of the boxes, but still include it in your response. And of course, there's exhibit D, which is the cost proposal workbook. Now that must be included because we need to see the dollar amount.

Just make sure it's in a separate attachment and in the original format. There's also information, excuse me, that I need to tell you about, and that's confidential information. Since we're a state agency, we're subject to the Public Information Act, also known as Open Records Act.

So during the procurement process, we're not going to release any information containing your proposal, but after the contract or the lease is awarded, your entire proposal is subject to this act and considered public information. So if you have anything, so if you have your one response that you're going to submit to us, but there's confidential information in it, you can submit a second response with all that confidential information redacted.

And again, also, you know, I am your single point of contact. So if you have any questions about that, please just email me and let me know.

Now on cost D, that's our cost proposal workbook. So

All the cost information must be included. And you know, try to be aware when you read this and you look at the exhibit, you know, be aware of the general scope, build out requirements, location requirements, and make sure again to present when you return it back to me that it's in the original format that I sent it to you, which I believe is a PDF. So, you know, looking at general, like general scope, square footage requirements, we're looking at that. Build out requirements, any custom renovations, construction or improvements.

And we also listed in section 2.4 the zip codes that we would like this RSC to be in.

And some of those include a bunch of North Dallas, Preston Hollow, the Lake

Highlands, Park Cities, and far North Dallas corridor. So it's we covered cover a lot of ground trying to find us a good commercial building.

Now, no payment before as also for the work but no payment or reimbursement will be available beyond the amount agreed to be paid for the services provided.

in the contract or lease. There's two options for repayment and that is payment for rent only and payment for rent and lease space cost. So

And here is a...screenshot of the proposal, cost proposal. And one thing to note is the table must be completed in its entirety, no blank spaces. This is noted in Article 8. In section 1, respondents must complete exhibit D, which is what you see.

as directed. So no blank spaces. Because we do reserve the right to request clarification. Now, if something is left blank, you know, I will call you and find out what's going on. Why is it left blank? However, depending on well, if it's what was omitted, you know, DMV may or may not accept or reject the response. So just best practice to just fill out everything.

Now for the evaluation process.

Excuse me. I'm going to look at the minimum qualifications, which start in subsection

5.2 B and the initial compliance screening, which is the next section, subsection 5.2 C.

And I will automatically disqualify any solicitation that does not include how there's missing signatures or if you don't meet initial compliance or documents that we say submit, but you don't submit them like in the what's listed on the submission checklist, which starts on page 37 of the RFP. So please make sure that everything is submitted. And once I do the initial compliance screen, know the responses, I'll send them over to the evaluation team. And they're going to look at everything you submitted and the cost using our scoring matrix.

So minimum qualifications as listed in the RFP. Of course, we're looking for 11,000 to

14,000 square feet in size. You must be authorized to do business in Texas and should be in business for at least five years, minimum five years, and that anyone working for you assigned to this project has to be 18 years or older. Our financial team is going to look to see if you're financially solved it and adequately capitalized as noted in section 6.2 other reports.

Also, we're going to look at all the documentation you submitted and make sure that if it needs to be signed, it should be signed. Stuff like that. We're going to look at, you know, compliance with condition statements, evidence of ownership, site plans, location, zoning.

And we're also going to look at, we have a scoring system that the entire state of

Texas uses or state agencies called the Vendor Performance Tracking System. And it gives letter grades A, B, C, D, and F. So you have to be a C or above. And then we're going to also look to see if you're compliant with different property codes and

Americans with Disability Act and just all the all the rules and regulations.

And also, again, this is a reminder to if it needs to be submitted with the signature and everything that you'll submit it. So here's what the submission checklist looks like. So it starts in article, the submission checklist starts in article 5, article 5, section

6C. That's page 16 of the RFP. So when you look at the far right side, you see SC slash AC.

It's not the name of a band, probably something from the 80s, but you know, I'm sure it would have worked out just as well. But AC is award consideration documents.

So these documents, the respondent must submit as part of the solicitation response in order to be considered for negotiations or award. And the SC, also must be submitted by the respondent in order to be considered for evaluation.

And these cannot be resubmitted or if there's errors or if it's past the submission date. So now that includes, you know, the proposal itself, cost proposal, disclosure forms. So make sure you look through the list and check and double check that we that everything is ready for submission.

So for our evaluation, we're going to look at your pricing, which is exhibit D, the cost proposal workbook. We're going to look at past performance, qualifications and experience. We're going to look at your approach for providing services.

And, you know, look at your history and experience, including the number, the letter grade that was given in this, what I mentioned earlier, the vendor performance tracking system. So the scores will be based on best of term, best value for the state of Texas. And as I mentioned, the price or reasonable as a price, we're going to weigh it at 20% experience financial condition or weigh net also at 20% condition of the facility or premises 15% and the location, which is lower, we're big on location.

for this North Dallas RSC, we're weighing at at 40%, and then any references you include will be weighted 5%. Well, you have to include, sorry, will be weighted at 5%, and that all totals up to 100%.

And as I mentioned here, here's the scoring matrix. There's the 20%, 20, 15, 40, and five. So looking through it all. If you want, if you look at exhibit J, that is the criteria.

There's a more detailed explanation of this of this individual criteria.

So things to remember, sign your response. So provide the sign anything that needs to be signed, sign it. As exhibits or anything else, you know, addendums, please sign them. When we check the references, we're not responsible for non-responsive references. So if you put down, you know, Tom Cruise, and Tom Cruise doesn't answer his phone, then it's not on us, essentially. Also, when you submitting your response, make sure you submit prior to the due date and time, whether it's hand delivered to the headquarters or if you submit by email.

Make sure it's you know, on time, before time is great, you know, because one minute makes a difference. There was once a vendor I had, they wanted to hand deliver their response. Not a problem. Instead of contacting me for delivery when they arrived on campus at our headquarters, they walked around talking to people, looking at the construction, the buildings. So by the time I got their response, it was

14 minutes late and they were disqualified. So make sure you submit prior to the due date and time.

And also to remind you, any changes or additional information regarding this solicitation will be shared with potential vendors, either by email and put it on the

ESBD. So when submitting the response, you know, acknowledge the each solicitation addendum.

by signing it. And please submit your response by July 1st, 2026, 3 o'clock P.m. on

Central Time.

And that concludes today's pre-proposal conference, and...

If there's any questions, I have the Q&A open, but if not, then please submit your questions on the Q&A form and email them to me.

And I see that Charles has his hand up. Yes, sir.

Charles Anumnu 19:20

Hey, good morning, Mr. Adams. Thank you for the great presentation, great and clear presentation. Thank you so much there. A question I had was, is there, I know this is a new location, but is there a previous incumbent? And if there is, do we have access to their old?

A proposal.

Adams, Jason 19:40

This is the first one we're doing.

Charles Anumnu 19:43

Okay.

Adams, Jason 19:43

So.

Charles Anumnu 19:44

Yes, sir. Thank you.

Adams, Jason 19:46

Yep.

All righty. Well, again, thank you, Charles, for attending, and thank you for the rest of the DMV staff for attending. And just as a reminder, when I close the meeting and stop the recording, teams will give me an attendee list plus the recording and that will be shared with on the ESBD for anyone else to view. So again, I thank you for attending this pre-proposal conference and I hope everyone has a great week. And

I'll see y'all later and just to put it in there.

go Spears. So I will see you all later. Thank you very much. Bye bye.

Adams, Jason stopped transcription