ESBD_531964_1782507386321_Pool+of+Vendors+-+Master+Order+-+General+Items+-+Goods+Only+-++6.4.26.docx

DIVISION OF FINANCE AND BUSINESS SERVICES

PROCUREMENT SERVICES

Detailed Specifications Invitation to Bid (ITB) # TAMU-ITB-26-5056 Pool of Vendors, Master Order to Provide Campaign Hats for Texas A&M University Uniform Distribution Center

Summary Texas A&M University, subsequently referred to as “Texas A&M”, is seeking to establish agreements (“Master Orders”) with a pool of Vendors for the provision of Campaign Hats for Texas A&M University Uniform Distribution Center, to be delivered to the Texas A&M campus in College Station, TX, as detailed in this Invitation to Bid (ITB).

Award Any agreements resulting from this ITB will be awarded to one or more vendors. Texas A&M reserves the right to reject all bids if deemed in its best interest.

Additional University System Parts/Higher Education Institutions It is requested that the awarded agreement be extended to any/all Texas State Agencies listed as Institutions of Higher Education as defined by section 61.003, Education Code, Government code section 2155.134 and any other public or State Entities or agencies. In the event an award is made, the individual agencies may or may not elect to use the agreement. https://www.tamus.edu/

Terms and Conditions:

All responses to this Invitation to Bid are subject to the Texas A&M Standard Terms and Conditions found at the following link:

· https://purchasing.tamu.edu/_media/tamu-purchase-terms.pdf

Scope of Work Please see detailed specifications in buyer attachments.

Shipment and Delivery All deliveries must be F.O.B Destination, Freight Prepaid and Allowed to College Station, TX. The Vendor shall bear all costs and responsibility for delivering the goods to Texas A&M. No additional charges for shipping, handling, or fuel surcharges will be accepted.

Service and delivery are important to Texas A&M and shall be a consideration for award. All orders for products with no delivery within the specified lead time may be cancelled and purchased from another Vendor unless prior approval is given by Texas A&M.

Delivery must be completed Monday-Friday, 8:00 a.m. – 5:00 p.m. CST, excluding Texas A&M holidays, unless otherwise approved.

Quantities The estimated annual expenditure: $85,000. This estimate is provided for informational purposes only and does not constitute a guarantee or commitment by Texas A&M.

Any unused quantities at the end of the Master Order term will be considered cancelled.

Orders will be placed at times and in quantities as requested by Texas A&M.

Term and Renewal Upon Award, the Master Order will commence on September 1, 2026 and continue for one (1) year (the “Initial Term”). The Term of the Master Order will automatically renew for successive one (1) year periods (“Renewal Terms”) unless either party provides notice of their intent not to renew at least thirty (30) days prior to the expiration of the initial term or subsequent renewal term(s), provided that the total term of the Master Order shall not exceed five (5) years.

If the renewal option is exercised, the Vendor may increase their contract price to reflect increases in the cost of providing the service. Vendor must quote a maximum percentage increase for each extension period. Texas A&M reserves the right to reject and/or further negotiate the percentage.

If Vendor fails to indicate a maximum percentage increase, it will be assumed the percentage is zero (0%). At the end of the initial term or any renewal term, any allowable price increases shall be submitted to Texas A&M, Procurement Services in writing at least thirty (30) days prior to the beginning of the next renewal period.

Termination Texas A&M reserves the right to terminate the agreement, without penalty, due to non-performance.

Upon award, any order is subject to termination, without penalty, either in whole or in part if funds are not appropriated by the Texas Legislature or otherwise not made available to the using agency.

Texas A&M may terminate the agreement without cause upon thirty (30) days’ prior written notice to Vendor.

In no event shall such termination by Texas A&M as provided for under this section give rise to any liability on the part of Texas A&M including, but not limited to, claims of Vendor for compensation for anticipated profits, unabsorbed overhead, or interest on borrowing. Texas A&M’s sole obligation hereunder is to pay Vendor for products and/or services ordered and received prior to the date of termination.

Payment Terms and Invoicing Payment terms shall be 100% Net 30 upon receipt and acceptance of the goods and/or services and an uncontested invoice.

Invoices must reflect the quoted prices and be addressed as specified for each order. Invoices that are inaccurate or do not include required supporting documentation may be returned for correction, which may result in delayed payment.

Additional Items / Change Orders Texas A&M reserves the right to add additional items to the resulting Master Order with written consent on pricing and items by both parties. Items must be added to the agreement as a formal written Change Order prior or order placement, production, and/or delivery.

No modification or amendment to the agreement shall become valid unless requested in writing and approved by Texas A&M Procurement Services. All approved amendments will be issued as a formal written Change Order prior or order placement, production, and/or delivery.

State of Texas Subcontracting In accordance with the State of Texas’ policy of promoting opportunities for certified Veteran-Owned Business through the State of Texas VetHUB Program Texas A&M University shall make a good faith effort to utilize VetHUB vendors in contracts for commodities and services. Any business that contracts with Texas A&M University are encouraged to make a good faith effort to award subcontracts to VetHUB vendors.

Texas A&M University has determined that subcontracting opportunities are not probable for this Invitation for Bid/Request for Proposal. Accordingly, a completed State of Texas Subcontracting Plan is not required to be included with any proposal submitted in response to this solicitation.

Additional Vendors Texas A&M reserves the right to add additional vendors to the pool of vendors. Each additional vendor will be required to complete an ITB and undergo approval by Texas A&M prior to being placed into the pool.

Award In accordance with Texas Education Code 51.9335, Texas A&M shall make the award based on, but not limited to, the following best value criteria:

· The purchase price;

· The reputation of the Vendor and of the Vendor's goods or services;

· The quality of the Vendor's goods or services;

· The extent to which the goods or services meet the institution's needs;

· The Vendor's past relationship with the institution;

· The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;

· The total long-term cost to the institution of acquiring the vendor's goods or services;

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

· The use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.

Other relevant factors deemed necessary to evaluate the offer and determine the best value for the University:

· Vendor’s ability to meet the minimum specifications/requirements

· Availability of dates required

· The quality, availability and adaptability of equipment offered to required application.

By submitting a bid in response to this solicitation, Vendor agrees to the selection and award process, and accepts Texas A&M’s judgment and decision of award. Texas A&M reserves the right to accept or reject any or all bids, waive informalities and technicalities, and accept the offer considered the most advantageous to Texas A&M. Texas A&M reserves the right to make the decision as to the system, product or service best meets the needs of Texas A&M. The decision by Texas A&M is final.

Bid Response Bids and pricing quoted herein must comply with and include the following:

1. Compliance and Standards All equipment and services must meet or exceed applicable federal and State of Texas safety, health, lighting, and noise standards in effect at the time of manufacture.

2. Firm Pricing All prices shall remain firm for the duration of the agreement term. Unit pricing must be provided and shall govern in the case of extension errors. Submit pricing for each line item in the space provided in your electronic response.

No additional charges will be accepted beyond those explicitly stated in the Vendor’s response unless agreed via formal Change Order.

Pricing

(Days)

· Color: Conservation Green

· Style: Four Dent (long/oval)

· Brim: Three inch double thick brim with crown eyelets: round, front-rear-side

· Brim Eyelets: ¾ inch oval side eyelets, outside edge of eyelets 2 ½ inches from edge of brim

· Chin Strap: ¾ inch black, leather, swivel (3 piece) Stetson 3X Beaver

· NO Substitutions will be accepted – must match existing stock

Size Ranges: 6 ½ LO and 6 ½ R through 8 LO and 8R

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