ESBD_533978_1785522264846_802-26-76741_RFP_Big_Time_Texas_Hunts_WL.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-26-76741

26-27 Big Time Texas Hunts

NIGP Class/Items: 945-49

RFP Issue Date: July 31, 2026 Questions Due: August 10, 2026; 5:00 PM CT

Proposal Due Date: August 14, 2026; 2:00 PM CT

Purchaser: Pamela Rodriguez, CTCD/CTCM Purchasing.BidBox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

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CONTENTS

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

8. Contractor Requirements

9. General and Criminal Background Checks

10. TPWD Responsibilities

11. Performance Measures

12. Adding New Products/Services to Contract After Award

13. Modifications of Contract Terms and/or Amendments

14. Price Adjustments

15. Insurance

16. Subcontracting

17. Contract Administration

18. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

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5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – PRICE SHEET

EXHIBIT C – COMPANY INFORMATION AND PROPOSED SERVICES

EXHIBIT D – HUNT GUIDE PROFILE

EXHIBIT E – PAST PROJECT WITH CORRESPONDING REFERENCES

EXHIBIT F – KEY PERSONNEL

EXHIBIT G – AUTHORIZATION AND CONSENT FOR DISCLOSURE OF CRIMINAL HISTORY INFORMATION

EXHIBIT H – RESPONSE SUBMISSION CHECKLIST

RFP No. 802-26-76741 Page 4 of 47

Rev.01/2026

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is requesting proposals to provide high-quality guided big game and bird hunting packages to be awarded as prizes in the Big Time Texas Hunts drawing in accordance with the following specifications. All hunts are to be conducted in Texas and must provide guide service, meals, lodging, and any required on-site transportation.

2. BACKGROUND

Big Time Texas Hunts are conducted by TPWD through the sale of entries in drawings to generate revenue used to fund efforts to provide additional public hunting opportunities to conduct wildlife research and perform wildlife conservation activities per the Texas Parks and Wildlife Code § 11.0271.

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified respondents to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare and evaluate responses based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to identify qualified vendors and award multiple contracts for qualified hunting packages. It is TPWD’s sole discretion to determine best value. Respondent shall specify an all-inclusive total price per hunt package, including but not limited to guide service, meals, lodging, and any required on-site transportation. In addition, Respondent shall specify hunt location, number of days per hunt, and available hunt dates. TPWD will select a Contractor that has demonstrated to provide the best value to the agency for each project.

3.3. Response Period: Respondent shall specify an all-inclusive total price per hunt package, including but not limited to guide service, meals, lodging, and any required on-site transportation. In addition, Respondent shall specify hunt location, number of days per hunt, and available hunt dates. TPWD will select a Contractor that has demonstrated to provide the best value to the agency for each project.

3.4. Respondents may bid on one or more of the hunt packages described herein.

3.5. TPWD reserves the right to award one contract per hunt, one contract for all hunts, or any combination. Award to one or more vendors will be based on the proposal(s) that present the best value to TPWD and the State of Texas. It is TPWD’s sole discretion to determine best value.

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on Date of Award and continue through August 31,2028, unless sooner terminated under the terms of the contract.

4.2. Renewal Option: Contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. TPWD will notify the Contractor of their intention to exercise a renewal option at a minimum of 30 calendar days prior to contract expiration date. Any extensions shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide a new timeline and delivery schedule to the vendor.

https://statutes.capitol.texas.gov/Docs/PW/htm/PW.11.htm#11.0271 https://statutes.capitol.texas.gov/Docs/PW/htm/PW.11.htm#11.0271

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4.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

4.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5. Amendments: The contract may be amended in writing by mutual consent of the parties by the issuance of a contract amendment document. Any amendments shall be within the original scope of services outlined herein and may not substantially alter the original specifications herein.

4.6. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Qualifications and Experience: Respondent (and awarded contractor) shall meet the following minimum qualifications:

5.1.1. Must be an experienced hunting guide or outfitter, engaged in the business of providing guided hunts for big game and birds, and have a minimum of three (3) years’ experience in providing such services. Recent start-up businesses do not meet the requirements of this solicitation.

(A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.)

5.1.2. Shall have available the necessary qualified personnel, skills, qualifications, organization, and facilities required to fulfill all requirements under this RFP and any resulting contract.

5.1.3. If an agent or employee of the landowner or outfitter will be acting as hunting guide, they shall have a minimum of three (3) years’ experience providing such services.

5.1.4. Shall be in good financial standing. TPWD reserves the right to request a copy of the respondent’s audited or un-audited financial statement.

5.2. Supporting Documentation: Respondent shall complete and submit Exhibit C – Company

Information and Proposed Services, Exhibit D –Hunt Guide Profile, Exhibit E – Past Projects with Corresponding References with proposal to provide documentation to support the above qualifications. (Ref: Section II, Subsection 3.3.)

6. SCOPE OF WORK AND SPECIFICATIONS

Contractor shall offer one or more of the hunting packages in accordance with the following scope of work. Work shall include, but not be limited to, the following as applicable:

6.1. General Hunt Requirements:

These requirements are mandatory for all hunts specified in this section. Work shall include, but not be limited to, the following as applicable:

6.1.1. Geographic Location: Hunts must be provided in the state of Texas.

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6.1.2. Accommodations: Contractor shall provide guide service, meals, lodging, and any required on-site transportation.

6.1.3. Documentation of Hunt: Contractors shall furnish a high-quality digital picture with a minimum of 600 dpi of the hunter(s) with harvested game to TPWD within thirty (30) days of completion of the hunt. Pictures should include the hunter(s) with the animal displayed in a respectful manner suitable for use in program promotion. Contractor agrees to allow TPWD the use of these color photos for promotional purposes.

6.1.4. Guide Service: Full-time guide service and on-site transportation during the hunt is required.

6.2. Pronghorn Hunt for Texas Grand Slam:

6.2.1. General Description: TPWD intends to award a total of one (1) hunt package. Each hunt package is for one (1) hunter who may be accompanied by one (1) non-hunting companion.

The length of each hunt period shall last approximately three (3) to five (5) days but no less than 3 days. Hunt periods including a weekend are preferred. Minimum of two (2) full days of hunting activity, three (3) nights of lodging, and eight (8) meals for the hunter and non-hunting companion is required.

6.2.2. Accommodations: Contractor shall provide guide service, meals, lodging, and any required on-site transportation. Meals shall include full hot breakfast, light lunch and full hot dinner.

6.2.3. Hunt Dates: Hunt dates for initial contract term to occur within the prescribed season published in the 2026 – 2027 Texas Parks and Wildlife Outdoor Annual, available at https://tpwd.texas.gov/regulations/outdoor-annual/. Hunt dates for any renewal period to occur within the prescribed season for that renewal period. TPWD and Contractor to mutually agree upon hunt dates.

6.2.4. Reasonable Opportunity of Harvesting: Hunt area must offer a reasonable opportunity of harvesting mature (mature as determined by the landowner/hunt provider) high quality buck pronghorn antelope scoring 70+ gross green Boone & Crockett. Big Time Texas Hunts are to be conducted in accordance with standards of fair chase on property that will offer the hunter a reasonable opportunity of harvesting a good to exceptional quality animal of the target species. No guaranteed kill is required. For the purpose of big game hunts, “a reasonable opportunity” is defined as a hunt area in which the harvest of at least one animal of the specified target species and gross Boone & Crockett score within the prior 12 months is documented, and the hunter is expected to have at least a 50 percent chance of harvesting an animal of similar type and quality. “Hunter’s choice” means that the hunter may select for harvest any animal of the specified target species encountered within the hunt area unless otherwise noted in the hunt.

6.2.5. Bag Limit: Bag limit of one (1) buck pronghorn antelope, hunter's choice, required.

6.2.6. Taxidermy Service: If successful in hunting the target species, hunter shall deliver the antlers and cape (for shoulder mount) of harvested game to Woodbury Taxidermy in Ingram, Texas who has donated taxidermy services.

6.2.7. Documentation of Hunt: Contractors shall furnish a high-quality digital picture with a minimum of 600 dpi of the hunter(s) with harvested game to TPWD within thirty (30) days of completion of the hunt. Pictures should include the hunter(s) with the animal displayed in a respectful manner suitable for use in program promotion. Contractor agrees to allow TPWD the use of these photos for promotional purposes. Contractor will be required to provide documentation of the gross green Boone & Crockett score for harvested animals.

https://tpwd.texas.gov/regulations/outdoor-annual/

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7.2. Buck White-tailed Deer Hunt for Texas Premium Buck Hunt

7.2.1. General Description: TPWD anticipates awarding a total of one (1) hunt package. Each hunt package will be a minimum of three (3) to five (5) day hunt for one (1) hunter and one (1) hunting guest. Minimum of two (2) full days of hunting activity, three (3) nights of) lodging, and eight (8) meals for each hunter is required.

7.2.2. Geographic Area: Hunt must be provided in Texas.

7.2.3. Accommodations: Contractor shall provide guide service, meals, lodging, and any required on-site transportation. Meals to include quick “to go” breakfast followed by full hot breakfast, a light lunch, and a full hot dinner.

7.2.4. Hunt Dates: Hunt dates for initial contract term to occur within the prescribed season published in the 2026– 2027 Texas Parks and Wildlife Outdoor Annual Hunting and Fishing Regulations, available at http://www.tpwd.texas.gov/regulations/outdoor-annual/ within the dates allowed by any special landowner permits, such as Managed Land Deer (MLD) Permits.

Properties not participating in the MLD program will be issued special permits by the Public Hunting Program. Please note the need for permits when submitting your bid response. Hunt dates for any renewal period to occur within the prescribed season for that renewal period.

Hunt periods including a weekend are preferred. TPWD and Contractor to mutually agree upon hunt dates.

7.2.5. Reasonable Opportunity of Harvesting: Hunt area must offer a reasonable opportunity of harvesting a mature (mature as determined by the landowner/hunt provider) high quality buck white-tailed deer scoring 150 -160+ gross green Boone & Crockett. Properties not participating in the MLD program will be issued special permits by the Public Hunting Program.

Please note the need for permits when submitting your bid response. Big Time Texas Hunts are to be conducted in accordance with standards of fair chase on property that will offer the hunter a reasonable opportunity of harvesting a good to exceptional quality animal of the target species. No guaranteed kill is required. For the purpose of big game hunts, “a reasonable opportunity” is defined as a hunt area in which the harvest of at least one animal of the specified target species and gross Boone & Crockett score within the prior 12 months is documented, and the hunter is expected to have at least a 50 percent chance of harvesting an animal of similar type and quality. “Hunter’s choice” means that the hunter may select for harvest any animal of the specified target species encountered within the hunt area unless otherwise noted in the hunt specifications. By bidding in this category, Respondent(s) are certifying to the best of their knowledge that harvested animal is from property having native indigenous herd and:

7.2.5.1. The harvested animal(s) must have been wild raised.

7.2.5.2. Harvested animal(s) were not born or bred in captivity and subsequently released into the wild.

7.2.5.3. Harvested animal(s) were not trapped and/or released at any time during its life.

7.2.6. Permits: Please note the need for any permits when submitting your RFP response.

7.2.7. Bag Limit: Bag limit of one (1) buck white-tailed deer per hunter (total of 2 bucks), hunter's choice, required.

7.2.8. Guide Service: Full-time guide service and on-site transportation during the hunt is required.

7.2.9. Documentation of Hunt: Contractors shall furnish a high-quality digital picture with a minimum of 600 dpi of the hunter(s) with harvested game to TPWD within thirty (30) days of completion of the hunt. Pictures should include the hunter(s) with the animal displayed in a respectful manner suitable for use in program promotion. Contractor agrees to allow TPWD http://www.tpwd.texas.gov/regulations/outdoor-annual/

RFP No. 802-26-76741 Page 8 of 47 the use of these photos for promotional purposes. Contractor will be required to provide documentation of the gross green Boone & Crockett score for harvested animals.

7.3. Waterfowl Hunt for Texas Big Time Bird Hunt:

7.3.1. General Description: TPWD intends to award a total of one (1) hunt package. Each hunt package is for a group of four (4) hunters. The length of each hunt package is a minimum of two (2) to three (3) days, but no less than two (2) days. Hunt periods including a weekend are preferred. Minimum of two (2) full days of hunting activity, two (2) nights of lodging, and six (6) meals for the hunters are required.

7.3.2. Accommodations: Contractor shall provide guide service, meals, lodging, and any required onsite transportation. Meals to include full hot breakfast, light lunch and full hot dinner.

7.3.3. Hunt Dates: Hunt dates for initial contract term to occur within the prescribed season published in the 2026 – 2027 Texas Parks and Wildlife Outdoor Annual, available at https://tpwd.texas.gov/regulations/outdoor-annual/. Hunt dates for any renewal period to occur within the prescribed season for that renewal period. TPWD and Contractor to mutually agree upon hunt dates.

7.3.4. Reasonable Opportunity of Harvesting: Hunt area must offer a reasonable opportunity of harvesting waterfowl. Big Time Texas Hunts are to be conducted in accordance with standards of fair chase on property that will offer the hunter a reasonable opportunity of harvesting a good to exceptional quality animal of the target species. No guaranteed kill is required. “Hunter’s choice” means that the hunter may select for harvest any animal of the specified target species encountered within the hunt area unless otherwise noted in the hunt specifications.

7.3.5. Bag Limit: Bag limits as prescribed by migratory game bird regulations.

7.3.6. Documentation of Hunt: Contractor shall furnish a high-quality digital picture with a minimum of 600 dpi of the hunter(s) with harvested game to TPWD within thirty (30) days of completion of the hunt. Pictures should include the hunter(s) with the animal displayed in a respectful manner suitable for use in program promotion. Contractor agrees to allow TPWD the use of these color photos for promotional purposes.

8. CONTRACTOR REQUIREMENTS

8.1. Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work, installation or other service performed without prior written authorization of the TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

8.2. Contractor shall follow the Scope of Work as outlined in this RFP, specifically sections applicable to the hunt packages provided.

8.3. Contractor shall provide service in accordance with requirements specified herein and the resulting contract(s) and adhere to the TPWD Terms and Conditions.

8.4. Contractor shall provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the contract.

8.5. Contractor is responsible for all costs incurred in the performance of the contract.

8.6. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

8.7. Contractor shall follow relevant safety rules and conduct the work in a safe manner.

https://tpwd.texas.gov/regulations/outdoor-annual/ https://tpwd.texas.gov/regulations/outdoor-annual/

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8.8. Contractor shall ensure the safety of all personnel and safe operation of all equipment.

8.9. Contractor shall make every effort to ensure public safety.

8.10. Contactor shall take precautions necessary to protect persons or property against injury or damage and be responsible for such injury or damage.

9. GENERAL AND CRIMINAL BACKGROUND CHECKS

9.1. Authorization and Consent for Disclosure of Criminal History Information: To enhance the safety and security of TPWD employees and visitors, TPWD is required to check the criminal history for anyone providing services to TPWD. Contractor will have each personnel member (including subcontractors, if any) who will be involved in this contract complete Exhibit G: Authorization and Consent for Disclosure of Criminal History Information.

9.2. Contractor represents and warrants that Contractor and Contractor’s employees have not been convicted of a felony criminal offense, or that, if such a conviction has occurred, Contractor has fully advised TPWD as to the facts and circumstances surrounding the conviction.

9.3. Contractor’s employees and subcontractors that will complete any services described herein will be subject to a criminal background check. A complete criminal background check shall be completed before any employee performs services and may be requested at any time thereafter.

9.4. TPWD reserves the right to waive any findings that do not impact the successful completion of the project and/or safety of TPWD staff or that of the public. It is TPWD’s sole discretion to determine potential impact or risk.

10. TPWD RESPONSIBILITIES

10.1. TPWD will designate a Contract and Project Manager upon contract award.

10.2. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

10.3. TPWD will monitor vendor performance. Failure to provide services in accordance with requirements specified herein and the resulting contract(s) and adherence to the TPWD Terms and Conditions may be considered by TPWD as unsatisfactory performance by the contractor. An unsatisfactory performance may result in a negative vendor performance report, cancellation of the contract, or both.

11. PERFORMANCE MEASURES

11.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all subcontractor(s). By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

11.2. TPWD will measure and evaluate the Contractor’s and/or subcontractor’s performance under the contract. If the Contractor or subcontractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or subcontractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices.

In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

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12. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to successful Respondent to quote on the proposed additional products/services. Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

13. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

13.1. The terms and conditions of the Contract shall govern all transactions under the Contract.

13.2. Where found to be in the best interest of TPWD, this contract may be amended in writing to provide for additional services, provided that such additional services are within the original scope and intent of this contract.

13.3. The Contract may only be modified or amended upon mutual written agreement of TPWD Purchaser(s) and the Contractor.

13.4. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

14. PRICE ADJUSTMENTS

14.1. Extension Period Pricing: A price escalation may be allowed upon renewal provided the vendor notifies TPWD Contracting Section, in writing. The price escalation shall correlate with an appropriate U.S. government published index. Baseline index shall be the index published the month of award.

Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

14.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWD. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled. TPWD reserves the right to award any canceled contract to the next lowest responsive respondent or re-bid, whichever is in TPWD’s best interest.

15. INSURANCE

15.1. Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation STATUTORY LIMITS Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Ea. Accident $1,000,000 Ea. Employee $1,000,000 Policy Limit

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Type of Insurance Each Occurrence/Aggregate

Commercial General Liability General Aggregate Applies Per Project

$2,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $2,000,000 Products Completed Operations $1,000,000 Personal & Advertising Liability $1,000,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles $1,000,000 Combined Single Limit

15.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas

Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

15.3. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M. Best, and authorized to provide the corresponding coverage.

15.4. Prior to the commencement of the job and not later than ten (10) days following award, the Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be sent to: Pamela Rodriguez / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744;

purchasing.bidbox@tpwd.texas.gov.

16. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors.

17. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD Wildlife Division and the TPWD Purchasing & Contracting Branch. TPWD purchasing staff will be responsible for administering the contractual business relationship with the contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the contract manager and point-of-contact between the agency and the contractor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

17.1. Monitoring the contractor’s progress and performance and ensuring services conform to established specification requirements.

17.2. Managing the financial aspects of the contract including approval of payments.

17.3. Meeting with the contractor to schedule service, and as needed to review progress, discuss problems, and consider necessary action.

17.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

17.5. Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition.

mailto:purchasing.bidbox@tpwd.texas.gov

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18. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

18.1. Contractor to submit invoice(s) to: Texas Parks & Wildlife Department, Accounts Payable, via email at Accounts.Payable@tpwd.texas.gov, or mail to: 4200 Smith School Road, Austin, Texas 78744.

18.2. Invoices must show:

18.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number

(PIN), and correct "Remit to" address

18.2.2. Name of receiving entity

18.2.3. Contract/Purchase Order number

18.2.4. Description, quantity, unit of measure, unit price, extended price of each item

18.2.5. Total price

18.2.6. Discount, if applicable, extended and deducted to arrive at a NET TOTAL for invoice

18.2.7. Attach supporting documentation, if required

18.3. Payment:

18.4. The Contractor will be paid for the services performed as invoiced. If another payment mechanism is agreed to by the parties, then Contractor will be paid in accordance with the agreement approved by the parties.

18.5. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor if any of the following conditions exists:

18.5.1. Contractor is in breach of this contract;

18.5.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

18.5.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

18.5.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve the level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

18.6. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later. State agencies are required by state law to pay properly submitted invoices within 30 days.

18.7. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

18.8. Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512-389-4833 for additional information.

mailto:Accounts.Payable@tpwd.texas.gov

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SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: July 31, 2026 Questions Due: August 10, 2026; 5:00 PM CT Proposal Due Date: August 14, 2026; 2:00 PM CT

2. INQUIRIES

2.1. Contact: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

Pamela Rodriguez, Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone 979-341-3516 Email: purchasing.bidbox@tpwd.texas.gov

2.2. Clarifications: TPWD will allow written requests for clarification of this Solicitation. Questions may e-mailed to the point-of-contact listed in Section II, Subsection 2.1. Questions should be submitted in the following format: a) Reference to the Solicitation number; b) Reference to the Section number, Page number, Paragraph number, and Text of passage being questioned; and

c) Question.

2.3. Deadline for Submission of Questions: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. Answers to Questions: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If Respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. Prohibited Communications: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection 2.1 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify Respondent.

Respondent shall rely only on written statements issued through or by TPWD’s FR-Purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

mailto:purchasing.bidbox@tpwd.texas.gov http://www.txsmartbuy.com/esbd

RFP No. 802-26-76741 Page 14 of 47

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

3.1.1. Email submittals are preferred for this solicitation in accordance with Section II, Subsection 5.

3.1.2. If submitting a hard copy, Respondents shall submit one (1) original proposal signed in ink (marked Original) and one (1) copy of the proposal.

3.1.3. Exhibits listed below. (Plastic spine-bound or wire-bound submittals are highly discouraged.)

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A - Execution of Proposal.

3.2.2. Exhibit B – Compensation and Fees Schedule: Include completed Exhibit B – Price

Sheet. Pricing should not be included in the submitted copies.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent shall include the following additional documentation in their response submission, or within one business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit C – Company Information and Proposed Services: Include completed Exhibit

C (or reasonable facsimile). Respondent must submit sample menus with the response.

Company website, brochure(s), and other information should be provided with the response.

3.3.2. Exhibit D – Hunt Guide Profile: Include completed Exhibit D (or a reasonable facsimile, or resumes); hunter(s) must provide a brief profile that clearly demonstrates their qualifications and experience performing guided hunt services.

3.3.3. Exhibit E – Past Projects with Corresponding References: Include completed Exhibit E (or reasonable facsimile). A minimum of two (2) previous guided hunt services and references must be provided.

3.3.4. Exhibit F – Key Personnel: Include completed or a reasonable facsimile or resumes.

3.3.5. Exhibit G – Authorization and Consent for Disclosure of Criminal History

Information: Include completed form for each hunting guide and employees that will provide services under this potential contract.

3.3.6. Exhibit H – Response Submission Checklist: Include completed.

3.3.7. Exhibit I – Application for Texas Identification Number: Include completed and signed application with the response.

RFP No. 802-26-76741 Page 15 of 47

3.3.8. Addenda – Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 5 below.

Late proposals will not be considered under any circumstance.

4.2. Proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.3. Hard copies are not required, and electronic submissions via email can be accepted; Respondent may submit via hard copy OR electronic. If submitting electronically, TPWD can only accept an attachment to the email and cannot accept a link to a file.

4.4. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum to the response.

4.5. Respondents to this RFP are responsible for all costs of proposal preparation.

4.6. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in

Section II, Subsection 5 below.

4.7. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline.

Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

4.8. Prices and terms will not be divulged until after contract award.

5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation to Purchasing.BidBox@tpwd.texas.gov. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the Respondent(s) who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the respondent will NOT be a factor in proposal evaluation.

U.S. Postal Service Overnight/Express Mail Email Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.Bidbox@tpwd.texas.gov

NOTE: Proposals must be date stamped in FR- Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.BidBox@tpwd.texas.gov mailto:Purchasing.Bidbox@tpwd.texas.gov

RFP No. 802-26-76741 Page 16 of 47

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the Purchaser identified in Section II, Subsection 2.1 above, will be acceptable as a written notice for withdrawn. No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD FR-Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team.

Responses will be evaluated according to the Respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Evaluation Criteria Weight Pricing (Ref: Exhibit B) 40% Qualifications & Experience (Ref: Exhibits D, E) 30% Proposed Services (Ref: Exhibit C) 30%

Total 100%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references and/or inspect respondent’s facility/equipment.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.6.2. Facility and/or equipment may be inspected to verify ability to successfully complete the project. Inspection will be scored on a pass/fail basis. Failure may be grounds for disqualification of the proposal.

6.6.3. Prior to award, TPWD reserves the right to request additional relevant information. Failure to submit the required information may be cause for rejection of the response.

6.6.4. Respondents may be asked to provide samples.

6.7. Step 4 - Best and Final Offer (BAFO): The evaluation committee will determine if discussions and/or Best and Final Offers are necessary. Award of a contract may be made without discussion or Best and Final Offers, if in the best interest of the state.

6.7.1. Discussions: The evaluation committee may determine that discussions are necessary to clarify or verify a written proposal.

6.7.2. Oral Presentations: TPWD may, at its discretion, elect to have respondents provide oral presentations of their proposals.

6.7.3. BAFO: A request for a Best and Final Offer is at the sole discretion of TPWD and will be requested in writing. If requested, respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award. TPWD will make the final determination on the best value.

RFP No. 802-26-76741 Page 17 of 47

6.7.4. The evaluation committee will evaluate the finalists and make a recommendation for award.

6.8. Award: TPWD reserves the right to award a contract to a single Contractor, or award to more than one Contractor, whichever provides the best value to TPWD in performance of this service. TPWD will be the sole judge of best value. (Refer to Section III, Item 3.3 for Best Value criteria.)

RFP No. 802-26-76741 Page 18 of 47

SECTION III – GENERAL TERMS AND CONDITIONS

GENERAL TERMS AND CONDITIONS

OCTOBER 2025

(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)

Any Contract awarded as a result of this solicitation will contain the General Terms and Conditions listed below in this Section. Subcontractors are also obliged to comply with these provisions.

1. DEFINITIONS: As used throughout this solicitation, the following terms have the meaning set forth below. All other terms have the meaning set forth in Webster’s II New College Dictionary.

1.1. Bidder: An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or entity that submits a bid, such as an agent, employee and representative. See Respondent.

1.2. Contractor: The individual, corporation, company, partnership, firm, or organization that has to furnish the materials and has to perform the work as stated in the solicitation.

1.3. ESBD: The Electronic State Business Daily, which is available online at http://www.txsmartbuy.gov/esbd .

1.4. Gov’t Code: The Texas Government Code.

1.5. Owner: Texas Parks and Wildlife Department, an agency of the State of Texas.

1.6. Party/Parties: Either the TPWD and Respondent separately or collectively.

1.7. Respondent: Any person or Vendor who submits a Bid/Proposal/Offer in response to this solicitation.

1.8. Services: Includes the use of labor, materials, facilities, equipment, and any other need that is necessary or incidental to the successful completion of the Contract.

1.9. Subcontractor: Any supplier, distributor, Contractor, person, or firm furnishing to the Contractor, materials or services necessary or incidental to the performance of the Contract between TPWD and Contractor.

1.10. TAC: The Texas Administrative Code, which is the publication for administrative rules.

1.11. Texas Identification Number: A unique 11-digit number assigned by the Texas Comptroller of Public Accounts. When a Payee first contracts with a state agency, that Payee must provide either a federal Employer Identification Number (EIN) or a Social Security number (SSN). The Texas Identification Number (TIN) is based on this number. (Note: If Respondent does not have a TIN, or does not know their TIN, they may list their EIN or SSN on the “Texas Identification Number” line of the Vendor Information Block of their RFP, RFO, IFB or RFQ response.)

1.12. TPWD: Texas Parks and Wildlife Department acting on behalf of the State of Texas.

2. SPECIFICATIONS:

2.1. The goods/services provided shall be in accordance with the purchase specifications herein. TPWD will decide the answers to all questions that may arise as to the interpretation of the specifications and the quality, or acceptability of goods/services provided. TPWD will decide the rate of progress of the work and the acceptable fulfillment of the goods/service on the part of the Contractor.

2.2. Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids/Proposals on brands of like nature and quality will be considered unless advertised under Texas Gov't Code §2155.067. If the Respondent is offering brands other than the http://www.txsmartbuy.gov/esbd

RFP No. 802-26-76741 Page 19 of 47 references, response should show manufacturer, brand or trade name, and other description of product offered. If Respondent is offering brand(s) other than brand(s) specified, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, numbers, etc.

2.3. Items shall be new and unused and of current production.

2.4. Samples, when requested, must be furnished free of expense to the State. If not destroyed in examination, they will be returned to the Respondent, on request, at Respondent's expense. Each sample should be marked with Respondent's name and address, and requisition number. Do not enclose in or attach response submission to sample.

2.5. The State will not be bound by any oral statement or representation contrary to the written specifications of this Solicitation.

2.6. Manufacturer's standard warranty shall apply unless otherwise stated in the solicitation.

3. AWARD OF A PURCHASE ORDER: Standard Purchase Order Terms and Conditions apply. If a conflict exists between the standard Purchase Order Terms and Conditions and specific language in this solicitation, the language in the solicitation shall prevail.

3.1. A response to a solicitation is an offer to Contract with TPWD based on the terms, conditions and specifications contained in the solicitation. Responses do not become Contracts unless and until they are accepted through an authorized TPWD designee by issuance of a Purchase Order.

3.2. This procurement will be conducted in accordance with the State Purchasing Act, Title 10, Subtitle D, Chapters 2151 through 2177, of the Texas Gov’t Code (TGC) and TPWD rules. Any Contract resulting from this procurement shall consist of one (1) document.