ESBD_539295_1784240503935_IFB-26-012 Replacement of Cooling System.pdf

PURCHASING DEPARTMENT

200 TECHNOLOGY WAY SUITE 1151

COLLEGE STATION, TEXAS 77845-3424

IFB NUMBER

IFB-26-012

Replace Cooling System

BID MUST BE RECEIVED BEFORE:

2:00 P.M. CENTRAL TIME (CT) on July 31, 2026

EMAIL bid to bids@tfs.tamu.edu (preferred)

MAIL OR HAND CARRY BID TO:

Texas A&M Forest Service

Purchasing Department 200 Technology Way, Suite 1151 College Station, TX 77845-3424

Show IFB Number, Opening Date, and Time on Return

Envelope

NOTE: BID must be time stamped at the Texas A&M Forest Service Purchasing Department before the hour and date specified for receipt of bid.

Sealed bids will be received until the date and time established for receipt.

INVITATION FOR BID

REFER ALL INQUIRIES TO:

Travis Lull Buyer

Texas A&M Forest Service Purchasing Department Phone: 979-458-7380

E-mail: travis.lull@tfs.tamu.edu mailto:bids@tfs.tamu.edu mailto:travis.lull@tfs.tamu.edu

IFB-26-012 TEXAS A&M FOREST SERVICE Page 2 of 10

GENERAL INFORMATION AND SCOPE

Item Description Quantity UOM Unit Price Ext Price

Email bids to bids@tfs.tamu.edu only. Include IFB number and opening date in the email title.

When mailing in bids, bid number and bid opening date must be indicated on the lower left corner of the envelope.

Faxed bids will NOT be accepted.

DETERMINATION OF SUBCONTRACTING OPPORTUNITIES

The TEXAS A&M FOREST SERVICE has reviewed this IFB in accordance with Texas Government Code 2161.252 and TAC 111.14(a) and has determined that subcontracting opportunities are not probable under this contract. Accordingly, a HUB Subcontracting Plan (HSP) is not required.

GENERAL

Travis Lull may be e-mailed at travis.lull@tfs.tamu.edu or telephoned, 979-458-7380 for general questions regarding this Invitation For Bid (IFB). Do not send bids directly to the Buyer.

No authority is intended or implied that specifications may be changed or amended except as authorized by written addendum from the Texas A&M Forest Service Purchasing Department.

Responses to inquiries, which directly affect an interpretation or change to this IFB, will be issued in writing by addendum. Only inquiries which are replied to by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

NOTICE:

ALL POTENTIAL BIDDERS ARE REQUIRED TO ATTEND A

MANDATORY ONSITE PRE-BID MEETING AT THE JOBSITE July 24, 2026 at 10:00 AM CENTRAL TIME.

THE DEADLINE FOR WRITTEN QUESTIONS IS July 27, 2026 at 2:00

P.M. CENTRAL TIME (CT).

SHOULD AN ADDENDUM BE REQUIRED, IT WILL BE ISSUED BY

July 29, 2026 2:00 P.M. CENTRAL TIME (CT).

Class and Item Code: 031-04

SCOPE

By means of this IFB, it is the intention of the TEXAS A&M FOREST SERVICE to acquire bids to replace the full refrigeration unit (parts and labor) for the seedling storage building at the WG Jones State Forest at 1328 FM 1488, Conroe, TX 77384.

IFB-26-012 TEXAS A&M FOREST SERVICE Page 3 of 10

TERMS AND CONDITIONS

TERMS AND CONDITIONS

A. Vendors are required to attend an On-Site Inspection of the job site prior to bidding. By submitting a quotation in response to this IFB, vendor agrees to perform all work under the conditions that exist at the job site irrespective of a completed inspection by vendor.

B. A response to this IFB is an offer to contract based on the terms, conditions, and specifications contained herein. Bids do not become contracts until they are accepted through a TEXAS A&M FOREST SERVICE purchase order. The contract shall be governed, construed, and interpreted under the laws of the State of Texas. The factors listed in Section 51.9335 Texas Education Code shall also be considered in making an award when specified. Any legal actions must be filed in Brazos County, Texas.

C. The TEXAS A&M FOREST SERVICE reserves the right to make an award on the basis of low line item bid, low total of line items, or in any other combination that will serve the best interest of the TEXAS A&M FOREST SERVICE and to reject any and all bid items at the sole discretion of the TEXAS A&M FOREST SERVICE. The TEXAS A&M FOREST SERVICE also reserves the right to accept or reject all or any part of any bid, waive minor technicalities and award the bid to best serve the interest of the TEXAS A&M FOREST SERVICE. The TEXAS A&M FOREST SERVICE shall be sole judge of “the best interest of the TEXAS

A&M FOREST SERVICE”.

D. This IFB does not commit the TEXAS A&M FOREST SERVICE to award a contract, issue a purchase order, or pay any cost incurred by a vendor in the preparation of a bid in response to this IFB.

E. Upon award of bid, this IFB, awarded vendor’s response, and subsequent Purchase Order/s will serve as instruments of contract between the awarded vendor and the TEXAS A&M FOREST

SERVICE.

F. The TEXAS A&M FOREST SERVICE reserves the right to cancel this contract at any time, and without penalty, either in whole or in part, if funds are not appropriated by the Texas Legislature, or are not otherwise made available, or for any other unforeseen cause that may occur.

G. This contract will be done in accordance with all specifications, terms and conditions, and requirements of this IFB. The TEXAS A&M FOREST SERVICE will decide all questions which may arise as to the interpretation of specifications, quality, quantity, and acceptability of goods furnished or work performed. If the contract is for services, TEXAS A&M FOREST SERVICE will decide the manner of performance and the rate of progress of work and the acceptable fulfillment of the services on the part of the vendor.

H. This contract is subject to any constitutional or statutory limitations upon the TEXAS A&M FOREST SERVICE as an agency of the State of Texas.

I. The TEXAS A&M FOREST SERVICE is committed to maintaining an alcohol and drug-free workplace. Possession, use, or being under the influence of alcohol or controlled substances by vendor or vendor’s employees while in the performance of any service performed for the TEXAS A&M FOREST SERVICE is prohibited.

Violation of this requirement shall constitute grounds for cancellation of the contract.

J. In the performance of the specified work awarded vendor shall comply with all applicable Federal and State laws including, but not

IFB-26-012 TEXAS A&M FOREST SERVICE Page 4 of 10 limited to laws governing labor, equal employment opportunity, safety, environmental protection, and materials used in the work.

K. Unacceptable vendor performance and/or failure of vendor to comply with specifications, terms and conditions or any other requirements stipulated herein will constitute a breach of contract and will result in the contract becoming subject to cancellation by the TEXAS A&M FOREST SERVICE. Written notice from the TEXAS A&M FOREST SERVICE to the vendor of such cancellation will result in the contract becoming voided and canceled immediately thereupon, without penalty to the TEXAS A&M

FOREST SERVICE.

L. If the vendor defaults on the contract, TEXAS A&M FOREST SERVICE reserves the right to cancel the contract without notice and either re-solicit or re-award the contract to the next best value bidder originally responding to the IFB. The defaulting vendor will not be considered in the re-solicitation and may not be considered in future solicitations for the same type of work unless the specifications or scope of work is significantly changed.

M. Authorized Relief From Performance (Force Majeure) -- The TEXAS A&M FOREST SERVICE may grant relief from performance of the contract if the vendor is prevented from compliance and performance by the act of war, order of legal authority, act of God, or other unavoidable causes not attributable to the fault or negligence of the contractor. The burden of proof for the need of such relief shall rest upon the vendor. To obtain release based on Force Majeure, the vendor must file a written request to the TEXAS

A&M FOREST SERVICE.

N. Suspension, Debarment, and Terrorism -- Bidder certifies that the bidding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that bidder is in compliance with the State of Texas Statutes and Rules relating to procurement and that bidder is not listed on the Federal Government’s Terrorism Watch List as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov/portal/public/SAM/

O. Conflict of Interest. By executing this Agreement, Contractor and each person signing on behalf of Contractor certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, that to the best of their knowledge and belief, no member of The A&M System or The A&M System Board of Regents, nor any employee, or person, whose salary is payable in whole or in part by The A&M System, has direct or indirect financial interest in the award of this Agreement, or in the services to which this Agreement relates, or in any of the profits, real or potential, thereof.

P. Prohibition on Contracts with Companies Boycotting Israel.

Prohibition on Contracts with Companies Boycotting Israel. To the extent that Texas Government Code, Chapter 2270 applies to this Agreement, PROVIDER certifies that (a) it does not currently boycott Israel; and (b) it will not boycott Israel during the term of this Agreement. PROVIDER acknowledges this Agreement may be terminated and payment withheld if this certification is inaccurate.

Q. Certification Regarding Business with Certain Countries and Organizations. Pursuant to Subchapter F, Chapter 2252, Texas Government Code, Contractor certifies it is not engaged in business with Iran, Sudan, or a foreign terrorist organization. Contractor https://www.sam.gov/portal/public/SAM/

IFB-26-012 TEXAS A&M FOREST SERVICE Page 5 of 10 acknowledges this Agreement may be terminated if this certification is inaccurate.

R. Additional Quantities -- The TEXAS A&M FOREST SERVICE reserves the right to purchase additional quantities of the equipment listed herein. Orders for additional equipment shall be made by TEXAS A&M FOREST SERVICE Purchase Order and shall be made within sixty (60) days of award of this bid. Bidders shall hold price firm during this period. Additional quantities ordered shall be subject to the same terms, conditions and pricing of the initial bid response.

S. Inter-Agency Agreement -- Successful bidder agrees to extend prices and terms to all entities who have entered or will enter into joint purchasing inter-agency cooperation agreement(s) with the Texas A&M Forest Service.

T. Bid Submittal Prices -- Annual Blanket Purchase Order(s) bid submittal prices shall remain firm for 12 months from bid opening date.

Note: This term/condition supersedes TEXAS A&M FOREST SERVICE “standard” terms and conditions stated in item #1.6 (last bid page), i.e. cancels out “firm for TEXAS A&M FOREST SERVICE acceptance for 60 days from opening date”.

U. Quality -- The vehicles or equipment furnished under these specifications shall be of quality workmanship and material. The bidder represents that all vehicles or equipment offered under these specifications shall be new, current production model. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR

DISCONTINUED MODELS ARE NOT ACCEPTABLE.

V. Vendor Certification – Vendor hereby certifies that the network hardware or software, as applicable, procured or leased under this contract, has undergone independent certification testing for known and relevant vulnerabilities in accordance with section 2059.060 of the Texas Government Code.

W. Renewals -- Any renewals will be under the same requirements, terms and conditions as those of the original agreement documents.

Only changes that are permitted within the scope of the originally awarded agreement may be considered in any renewal.

X. Vendor References – If requested, bidder will be required to submit Vendor References for current or past comparable work/service provided in the quality and scope of that specified in this IFB.

Y. Public Disclosure

(a) Bidder acknowledges that Texas A&M Forest Service is obligated to strictly comply with the Public Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law.

(b) Upon Texas A&M Forest Service’s written request, bidder will provide specified public information exchanged or created under this Agreement that is not otherwise excepted from disclosure under chapter 552, Texas Government Code, to Texas A&M Forest Service in a non-proprietary format acceptable to Texas A&M Forest Service. As used in this provision, “public information” has the meaning assigned Section 552.002, Texas Government Code, but only includes information to which Texas A&M Forest Service has a right of access.

(c) Bidder acknowledges that Texas A&M Forest Service may be required to post a copy of the fully executed Agreement on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

IFB-26-012 TEXAS A&M FOREST SERVICE Page 6 of 10

(d) Bidders/businesses are also required to ensure that their employees who have been designated as Not Eligible for Rehire by a TAMU member are not involved in any work for the TAMU system.

X. HUB – Historically Underutilized Businesses All agencies of the State of Texas are required to make a good faith effort to utilize Veteran Heroes United in Businesses (VetHUBs) in procurements for commodities and services. It is the intention of the State of Texas and the Texas A&M Forest Service (TEXAS A&M FOREST SERVICE), as a good faith effort, to encourage the use of VetHUBs in all prime contracts, subcontracts, and purchasing transactions. TEXAS A&M FOREST SERVICE initiatives are to our prime contractors and core suppliers to achieve these ends through race, ethnic, and gender-neutral means. All procurements exceeding $100,000 for either goods and/or services must include a completed State of Texas HUB Subcontracting Plan (HSP) submitted by vendor/contractor.

FEDERAL LAWS AND REGULATIONS (NOT Federal Grant Funding)

A. Federal Laws and Regulations – By submitting a signed response to this IFB, the vendor certifies that vendor is fully informed about and in full compliance with vendor’s obligations under existing applicable laws and regulations including, but not limited to:

B. Title VI of the Civil Act of 1964, as amended (42 USC 2000 (D));

C. Civil Rights Act of 1991;

D. Executive Order 11246, as amended (41 CFR 60-1 and 60-2);

E. Vietnam Era Veterans Readjustment Act of 1974, as amended

(41CFR 60-250);

F. Rehabilitation Act of 1973, as amended (41CFR 60-741);

G. Age Discrimination Act of 1975 (42 USC 6101et seq.);

H. Non-segregated Facilities (41CFR 60-1);

I. Drug-Free Workplace Act of 1988 (PL 100-690);

J. Federal Procurement or Non-procurement Programs (Executive

Order 12549 and 12689);

K. Bryd Anti-Lobbying Amendment (31 USC 1352);

L. Clean Air Act of 1970 (42 USC 7401 et seq.);

M. Federal Water Pollution Control Act (33 USC 1251 et seq.);

N. Omnibus Reconciliation Provision, Section 952;

O. Fair Labor Standards Act of 1938, Sections 6, 7 and 12 as amended;

P. Americans with Disabilities Act of 1990 (42 USC 12101 et seq.);

Q. Immigrations Reform and Control Act of 1986;

R. Utilization of Small Business Concerns and Small Business

Concerns Owned and Controlled by Socially and Economically Disadvantage Individuals (PL 96-507);

S. Federal Occupational Safety and Health Law (PL 91-595) including its regulations in effect or proposed as of the date of the agreement;

and

T. All other laws and regulations and executive orders as are applicable.

U. OSHA Statement – Vendor represents and warrants that all articles and services covered by this document meet or exceed the safety standards established and promulgated under Federal Occupational Safety and Health Law (Public Law 91:596) and its regulations in effect or proposed as of the date of this document.

IFB-26-012 TEXAS A&M FOREST SERVICE Page 7 of 10

V. Certification of Non-segregated Facilities of Equal Employment Opportunities Compliance – If this transaction exceeds $10,000 or if the seller anticipates or has a history of exceeding $10,000 in sales to the Texas A&M Forest Service within any continuous twelve (12) month period, the acceptance of this document will signify their compliance with the provisions of Section 202 of Executive Order no. 11246 pertaining to Equal Employment Opportunities effective September 24, 1965 and its amendment Executive Order no. 11375 effective October 13, 1967 insofar as Section 202 is affected by changing the word “creed” to “religion” and by adding the word “sex”. The signing will also service as written affirmation of the following Certification of Non-segregated Facilities. By the acceptance of this document, the bidder, offeror, applicant or subcontractor certifies that they do not maintain or provide for their employees any segregated facilities at any of their establishments, and that they do not permit their employees to perform their services at any location under their control, where segregated facilities are maintained. They certify further that they will not maintain or provide for their employees any segregated facilities at any of their establishments, and that they will not permit their employees to perform services at any location under their control where segregated facilities are maintained. The bidder, offeror, applicant or subcontractor agrees that a breach of this certification is a violation of the Equal Opportunity clause in this contract. As used in this certification the term “segregated facilities” means any waiting room, work area, rest rooms and wash rooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are in fact segregated on the basis of race, color, religion, sex, or national origin, because of habit, local custom, or otherwise. They further agree that (except where they have obtained identical certifications from proposed subcontractors for specific time periods) they will obtain identical certifications from proposed subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity clause, that they will retain such certifications in their files and that they will forward the following notice to such subcontractors (except where the proposed subcontractors have submitted identical certifications for specific time periods).

Notice to Prospective Subcontractors of Requirement for Certification of Non-segregated Facilities: A Certification of Non-segregated Facilities must be submitted prior to the award of a subcontract exceeding $10,000 which is not exempt from the provisions of the Equal Opportunity clause. The certification may be submitted either for each subcontract or all subcontracts during a period (i.e., quarterly, semiannually, or annually).

Note: The penalty for making false statements in offers is prescribed in 18 U/S.C. 1001.

W. Affirmative Action Compliance – In addition to the above certification, if this transaction exceeds $50,000 the seller must have included as part of the bid a copy of their written Civil Rights “Affirmative Action Compliance Program”. If the bidder is not required to have such a written program, they must have so stated on the bid form indicating the reason it is not required. Paragraph 60.741.4 of Title 41 of Part 60-741 Affirmative Action Obligations of Contracts and Subcontracts for Handicapped Workers is incorporated by reference for all contracts of $3,500 or greater.

IFB-26-012 TEXAS A&M FOREST SERVICE Page 8 of 10

X. This contract for goods and/or services incorporates by reference the equal employment opportunity clause provisions of Executive Order no. 11246, as amended; Section 503 of the Rehabilitation Act of 1973, as amended; and the Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended; and all regulations and relevant orders of the U.S. Secretary of Labor.

Y. Awarded vendor shall comply with any applicable federal, state, and local laws and regulations in performing its operations under any awarded contract.

Z. Signing this IFB with a false statement is a breach of contract and shall void the submitted bid or any resulting award.

RIGHT TO AUDIT

At any time during the term of this contract and for a period of four (4) years thereafter the Texas A&M Forest Service, the State of Texas, the Comptroller of the United States, the federal agency awarding a grant to the Texas A&M Forest Service which funds this procurement in whole or in part, or duly authorized audit representatives of these entities, at their own expense and at reasonable times, reserves the right to have access to, and to incrementally audit, awarded vendor’s records that are related to this contract. In the event such an audit by one or more of these entities reveals any errors and/or overpayments by Texas A&M Forest Service, awarded vendor shall refund Texas A&M Forest Service the full amount of such overpayments within thirty (30) days of such audit findings, or Texas A&M Forest Service at its option, reserves the right to deduct such amounts owed to Texas A&M Forest Service from any payments due to awarded vendor.

INSURANCE REQUIREMENTS

A. The awarded vendor/contractor shall not commence work until all of the insurance specified on Attachment A – Texas A&M Forest Service, Standard Insurance Requirements has been obtained and certificates of such insurance in force have been filed with and accepted by the TEXAS A&M FOREST SERVICE. Insurance coverage shall provide for a ten (10) day notice of cancellation or material change to the policy coverage and/or limits and the certificate of insurance in force must include a notice that the policy or policies do contain these provisions. Acceptance of insurance certificates by TEXAS A&M FOREST SERVICE shall not relieve or decrease the liability of the awarded vendor/Contractor.

B. Unless otherwise specified, the awarded vendor/contractor shall provide and maintain, until all work included in this IFB is completed and accepted by TEXAS A&M FOREST SERVICE, the standard insurance coverage as required in Attachment A.

C. Certificates of Insurance must be faxed to: 979-458-7386

D. Indemnification – Awarded vendor agrees to indemnify and hold harmless the TEXAS A&M FOREST SERVICE for any and all claims, liabilities, expenses, injuries, or losses for personal injury, property damage, or any other claims and damages of any nature that may arise while carrying out any and all provisions of this agreement.

E. By submitting a bid in response to this IFB bidder acknowledges and affirms these insurance requirements are understood and bidder will provide such insurance as required herein if awarded a contract resulting from this IFB.

IFB-26-012 TEXAS A&M FOREST SERVICE Page 9 of 10

BASIS OF AWARD

A. Award Criteria – The evaluation of bid responses will include but is not limited to pricing, delivery, the extent of which the goods or services meet the needs of the TEXAS A&M FOREST SERVICE and any other factors the TEXAS A&M FOREST SERVICE deems relevant.

The TEXAS A&M FOREST SERVICE must be confident that the bidder’s response will meet needs of the TEXAS A&M FOREST SERVICE. TEXAS A&M FOREST SERVICE will evaluate and make the award to the bid that is determined to be the best value to the agency based on the criteria listed below.

Evaluation Criteria:

Pricing Delivery Vendor’s ability, capacity, and skill Vendor’s previous experience and past relationship with TEXAS

A&M FOREST SERVICE

Any other factors TEXAS A&M FOREST SERVICE deems relevant

B. If bidder submits product or service literature and specifications TEXAS A&M FOREST SERVICE reserves the right to decide if items offered are equivalent to those specified. TEXAS A&M FOREST SERVICE alone shall determine “best value” to the agency and TEXAS A&M FOREST SERVICE’ judgment in this regard shall be considered final.

C. The TEXAS A&M FOREST SERVICE reserves the right to reject any and all bids, waive any technicalities.

D. By submitting a bid in response to this IFB, bidder agrees to this evaluation and award process and further accepts TEXAS A&M FOREST SERVICE’ judgment and decision of award.

TECHNICAL SPECIFICATIONS

TEXAS A&M FOREST SERVICE is soliciting bids to replace a cooling unit for a 355 square foot building that is essentially just an outdoor walk-in refrigerated cooler used for storing seedlings and other perishables. Bid will include parts and labor to install new A2L-compatible system including new indoor unit with new controls and new metering unit, and new outdoor unit on a new level pad with all new copper line and all new drain line. Minimum one-year parts and labor warranty required.

Pictures of the existing unit and the building included as Attachment B.

All potential bidders are required to attend an on-site inspection and question-and-answer opportunity on Friday, July 24, at 10:00am. If you do not attend, you cannot bid. Attachment B also includes a map of the WG Jones State Forest main compound at 1328 FM 1488 in Conroe, indicating where to park on the day of the site inspection.

Additional questions may be emailed to travis.lull@tfs.tamu.edu until 2:00pm Monday, July 27. All answers will be communicated via official posting of an addendum by 2:00pm Wednesday, July 29.

Bids are due to bids@tfs.tamu.edu by 2:00pm Friday, July 31. Please do not wait until the last minute to submit your bid!

IFB-26-012 TEXAS A&M FOREST SERVICE Page 10 of 10

BID SHEET

ITEM BID

Replace indoor and outdoor cooling unit per specifications

EA

GRAND TOTAL $

TERMS AND CONDITIONS: FOLLOWING ITEMS APPLY TO AND BECOME

A PART OF TERMS AND CONDITIONS OF QUOTATION

ANY EXCEPTIONS THERETO MUST BE IN WRITING

ATTACHMENTS

Attachment A – Insurance Requirements Attachment B – Pictures of current unit and structure with facility map

VENDOR INFORMATION:

TEXAS VENDOR ID NUMBER (IF KNOWN)

COMPANY NAME

STREET ADDRESS

CITY STATE ZIP CODE

PHONE

BIDDER MUST SIGN BELOW

FAILURE TO SIGN WILL DISQUALIFY BID

*By signing this quotation, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas Bidder as defined in TAC Rule, Title 34, Part 1, Chapter 20, Sub C, 20.32(68). Bidder also certifies that they have read, understand, and agree to all terms, conditions, and specifications as stated herein.

AUTHORIZED SIGNATURE

PRINT OR TYPE NAME

TITLE