ESBD_521961_1781194585974_Pre-Proposal Conference Dallas RSC Slides.pdf

Lease of Office Space for North Dallas Metroplex Regional

Service Center Pre-Proposal Conference

RFP No. 608-26-97145-NDRSC

June 11, 2026 @ 10:00 AM CT

Agenda Discussion Topics

• Welcome

• Introductions

• High-Level Solicitation Overview

• Reminders

TxDMV is recording today’s meeting and will be distributing these slides, list of attendees and a link to the recording.

Important dates to keep in mind:

• Deadline for submitting questions: June 17, 2026, at

3:00 PM CT.

• Deadline for providing responses to questions: June 22, 2026 at 4:00 PM CT.

• Deadline for submission of Solicitation Response: July 1, 2026 at 3:00 PM CT.

• Anticipated Lease Agreement Start Date: August 7, 2026.

FIRST***

TXDMV Panel

• Sonya Bebley

• Mandy Driskill

• Lori Burns

• Angelica Rodriguez

• Cari Hodges

• Chuck Lee

• Maritza Ramirez

• Eric Horn

Jason Adams, MS, CTCM, CTCD Contract Specialist jason.adams@txdmv.gov mailto:Jason.adams@txdmv.gov

Solicitation Overview

• The Finance and Operations Division and Vehicle Titles Registration Division of the Texas Department of Motor Vehicles is soliciting Responses for lease of commercial office space.

• We are looking for a location that must be between 11,000 to 14,000 square feet of usable office space in the North Dallas Metroplex area to be used as our Regional Service Center.

Solicitation Schedule of Events

Event Date/Time

Solicitation Posting Date June 1, 2026

Deadline for Submitting Questions or Requests for Clarification (Exhibit J)

June 17, 2026, at 3:00 PM Central Time

Tentative Date Responses to Questions June 22, 2026, at 4:00 PM Central Time

Deadline for Submission of Solicitation Responses July 1, 2026, at 3:00 PM Central Time

Tentative Evaluation Period July 6, 2026 to July 17, 2026

Tentative Negotiation Period July 20, 2026 to July 31, 2026

Anticipated Contract(s) Start Date August 7, 2026

Solicitation Structure and Content Article # Purpose

Article I General Information

Article II Premises Requirements

Article III Contract Award and Term

Article IV Administrative Information

Article V Solicitation Response Evaluation and Award Process

Article VI Narrative Proposal

Article VII Additional Required Respondent Information

Article VIII Cost Proposal and Payment

Article IX General Terms and Conditions

List of Exhibits

Article V

Solicitation Response Evaluation and Award Process

(Required Documents)

Respondent’s Solicitation Response

Exhibit A: TxDMV Respondent’s Solicitation Acceptance Form and Execution of Response

Exhibit D: Cost Proposal Workbook

Exhibit E: Respondent’s Non- Disclosure and Conflict of Interest Form

Exhibit F: Assumptions Form

Exhibit G: Exceptions Form

Exhibit H: References Form

Exhibit I: Contract-Specific Insurance Requirements

Exhibit K: Question and Answers Form

Signed Addendum

*Please redact all sensitive information on a document separate from the original document*

Exhibit D: Cost Proposal Workbook

• Cost information must be included as a separate file using Exhibit D, Cost Proposal Workbook, with the Respondent’s Solicitation Response for the Requirements listed in Article II, Premises Requirements.

• Respondent must be aware of the general scope, build out requirements, and location requirements.

• The cost proposal for the required Services is to be presented only in the format set forth in Exhibit D of the Solicitation.

Workbook

• No payment or reimbursement will be available to the Contractor beyond the amount agreed to be paid for the Services provided as set forth in any Contract that may result from this Solicitation.

• Option 1: Payment of Rent Only to Lessor

• Option 2: Payment of Both Rent and Lease Space Costs to Lessor

Workbook Continued

Solicitation Response Evaluation Process

1. Selection Methodology: Initial assessment for compliance and completeness by the sole point of contact. This includes:

1. Minimum Qualifications, Subsection 5.2(B)

2. Initial Compliance Screening, Subsection 5.2(C)

2. Written Solicitation Response Evaluation:

Responses are reviewed and evaluated for its technical merit by the evaluation committee using a Scoring Matrix

1. The cost is reviewed, also by the evaluation committee.

Evaluation Criteria Process Respondent’s Response must meet the minimum qualifications listed below:

• Respondent’s proposed property must be between 11,000 to 14,000 square feet in size;

• Respondent must be authorized to do business in the State;

• Respondent must have recently been in business for a minimum of 5 years;

• Respondent or Subcontractor personnel assigned to provide the Services must be at least 18 years of age;

• Respondent must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.2, Other Reports;

Minimum Qualifications Respondent must meet the minimum qualifications listed below.

• Respondent has submitted the Solicitation Response in accordance with Section 4.6, Solicitation Response Submission and Delivery, including all Solicitation Consideration and Award Consideration Documents (See Section 4.6.C, Submission Checklist);

• Compliance with Sections 7.3, Premises Condition Statement; Section 7.4, Evidence of Ownership and Control; Section 7.5, Site Plan; Section 7.6, Location; and Section 7.7, Zoning;

• Any Respondent that has received an overall score on the Vendor Performance Tracking System (“VPTS”) of less than a “C” may be disqualified from consideration for award;

• The Premises offered by Respondent in its Response must be a Class A or B property; and The Premises must be compliant with the TAS, Texas Government Code, Chapter 469, the ADA, and all other applicable laws, regulations, rules, and ordinances.

Minimum Qualifications Continued Solicitation Consideration and Award Consideration Documents, reference Section 1.3 (Key Definitions) must be submitted by the deadline for Solicitation Response submissions, reference Section 4.1 (Schedule of Events).

Item Section SC/AC

1. Narrative Proposal (Section 6.1) SC

1. Financial (Other) Reports (Section 6.2) AC

1. Company Information (Section 7.1) SC

1. Relevant Real Property Experience (Section 7.2) AC

1. Premises Condition Statement (Section 7.3) AC

1. Evidence of Ownership or Control (Section 7.4) AC

1. Site Plan (Section 7.5) AC

1. Location (Section 7.6) AC

1. Zoning (Section 7.7) AC

1. References (Section 7.8, Exhibit H) AC

1. Franchise Tax Information (Section 7.9) AC

1. Exhibit A, TxDMV Respondent’s Solicitation Acceptance Form and Execution of Response

(Exhibit A) SC

1. Assumptions (if applicable) (Section 4.5.D, Exhibit F) AC

1. Exceptions (if applicable) (Section 4.5.D, Exhibit G) AC

1. Secretary of State Certification (Section 6.13) AC

1. Cost Proposal Worksheet (Exhibit D; Section 8.1) SC

1. Litigation and Contract History Section 7.10 AC

1. Respondent’s Disclosure of Potential Conflicts of Interest Form

Exhibit E

SC

1. Escalation Protocol Section 7.11 AC

Evaluation Criteria

TxDMV will use the following criteria to determine the best value for the state:

• Respondent’s Pricing (see Exhibit D, Cost Proposal

Workbook)

• Respondent’s past performance, qualifications, and experience

• Respondent’s approach for providing the Services requested by this Solicitation

• Evaluation of Respondent’s history and experience may include consideration of Respondent performance as recorded in the CPA Vendor Performance Tracking System as described in Texas Administrative Code, 34

TAC 20.115.

Scoring Matrix

Respondent’s Cost / Price or

Reasonableness of Price

20%

Respondent’s Relevant Experience, Financial Condition

20%

Condition of Facility/Premises 15%

Respondent’s Location: Site Plan, Location, Zoning

40%

References 5%

Things to remember…

Signed Response

• Respondent must provide a signed response along with any Exhibits that require a signature.

References provided

• TxDMV is not responsible for non-responsive references.

Submitting your Response

• Make sure to “Submit” prior to the due date and time.

• One (1) minute makes a difference when it comes to procurements.

Additional Reminders

• Any changes or additional information regarding this

Solicitation will be shared with potential vendors.

• When submitting a Response, the Respondent must acknowledge each Solicitation Addendum, if any, by returning a signed copy of the Addendum with its Response.

Failure to comply with this requirement may result in disqualification of the Response.

• Submit your Response by July 1, 2026, at 3:00 PM CT

Thank you for attending today’s

Pre-Proposal Conference!

Jason Adams, MS, CTCM, CTCD

Contract Specialist/Purchasing Section