ESBD_548785_1786657566950_TMD26-FMO-0043405 - Mabry Roofing Replacement - Solicitation.pdf

TEXAS MILITARY DEPARTMENT

SOLICITATION

NIGP Code 914-73 Roofing and Roof deck repair 914-74 Roofing and Skylight Installation services

SOLICITATION NO.

TMD26-FMO-0043405

TYPE OF SOLICITATION

INVITATION FOR BID (IFB)

DATE ISSUED

8/13/2026

INVITATION FOR BIDS (IFB) – Roof Replacement Respondents must submit their responses via email to:

procurement@military.texas.gov no later than 2:00 P.M. CT on 8/27/2026.

Subject: TMD26-FMO-0043405 – Bid Response – Vendor Name

FOR INFORMATION CONTACT:

Brent Morgan, CTCD, CTCM

Contract Administrator

PHONE: (512) 782-5692

EMAIL: Procurement@military.texas.gov

RESPONSE (Respondent must fully complete)

DISCOUNT FOR PROMPT PAYMENT: 10 DAYS

20 DAYS

30 DAYS

___ DAYS

ACKNOWLEDGMENT OF ADDENDA:

Bidder acknowledges receipt of solicitation addenda and related documents numbered and dated:

ADDENDUM NO. DATE ADDENDUM NO. DATE

NAME AND ADDRESS

OF Bidder:

RESPONSE DATE

TELEPHONE NO. (Include area code)

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

CERTIFICATION, DISQUALIFICATION, and REMEDIES By signing this document, Respondent represents and warrants that all statements, certifications, and information submitted in response to this solicitation are true, current, complete, and accurate.

Failure to sign will disqualify response. TMD may pursue and enforce any available remedies against the Respondent for making false statements, including disqualifying the Respondent’s response, immediately cancelling any Contract awarded to Vendor, or recommending State of Texas debarment.

TERM, PRICING, and FUNDING The initial contract term is effective on the effective date stated in the notice of award (or purchase order if there is no notice of award) and expires one (1) year from that effective date.

If necessary, at the end of the last optional renewal period, TMD may also extend the Contract as described in the terms and conditions section entitled “Option to Extend Services.”

TMD will not allow changes after Date of Award to terms or pricing during the term of the Contract.

mailto:procurement@military.texas.gov

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ANTICIPATED SCHEDULE OF EVENTS

TMD currently anticipates that the selection of successful Respondents and award of the contract, if any, will proceed according to the following schedule:

Date Time CST Event

8/13/2026 Solicitation Posted to ESBD

8/20/2026 8/21/2026

10:00am 10:00am

Site Visit #1 and #2 2200 West 35th Street Building 11 Austin, TX 78703 Attn: Peter Byers

Note: Contractors will be required to attend a minimum of (1) site visit to be eligible for award. Contractors may attend both site visits to gain a clearer understanding of the requirements of this project.

8/24/2026 2:00 PM Last day to submit written questions for clarification to TMD

8/26/2026 Estimated date for TMD to post Question and Answer (Q&A) document to ESBD

8/27/2026 2:00 PM Deadline for TMD to receive Bids

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SECTION A—DEFINITIONS

SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

B.1.1 Pricing Instructions

B.2 INVOICE REQUIREMENTS

B.3 PAYMENTS

B.3.2 Payment Adjustment B.3.3 Late Payment B.3.4 Deductions for Unacceptable Compliance B.3.5 Withholding of Payment B.3.6 Debts and Delinquencies B.3.7 Right to Offset

B.4 mandatory PRICING SCHEDULE B.4.1 Contract Term Pricing

SECTION C - SPECIFICATIONS

C.1 INTRODUCTION

C.2 SPECIFICATIONS and Statemente of Work

C.3 Delivery

C.4 DELIVERABLES

C.5 ACCEPTANCE CRITERIA

C.6 TMD PERSONNEL

C.6.1. TMD’s Contract Administrator C.6.2 TMD’s Contract Monitor

C.8 INSURANCE REQUIRED UNDER THE CONTRACT

C.9 Bonds REQUIRED UNDER THE CONTRACT

C.10 Service Call Response Time

C.14 UNIFORM GENERAL CONDITIONS FOR CONSTRUCTION PROJECTS

SECTION D—CONTRACT COMPLIANCE REPORTS AND DATA

SECTION E—INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS

E.1 RESPONSE PREPARATION INSTRUCTIONS

E.2 AMENDMENTS TO THE SOLICITATION

E.3 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES

E.4 SIGNATURES ON RESPONSE SUBMITTED

E.5 RESPONSE ACCEPTANCE PERIOD

E.6 CONTRACT AWARD

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E.7 TMD’s RIGHTS

E.8 RESPONSE SUBMISSION INSTRUCTIONS

E.8.1 Volume One – Contract Forms and Required Response Information E.8.2 Volume Two – Information Section E.8.3 Volume Three – Cost and Pricing Response

E.9 DISCUSSION AND CORRESPONDENCE

E.10 SUBMISSIONS SUBJECT TO THE Texas public information act

E.12 ANTICIPATED SCHEDULE OF EVENTS

E.13 SITE VISTS

SECTION F—EVALUATION CRITERIA

SECTION G—LIST OF EXHIBITS

BY NUMBER AND TITLE

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SECTION A—DEFINITIONS

The following terms and acronyms used in this solicitation have the meanings given in this section unless the context indicates otherwise.

“Bid” means the Respondentr’s response to this solicitation. A Bid is an offer to contract based upon the terms, conditions, and specifications contained within the solicitation. Bids do not become contracts until they are accepted through an open market purchase order.

“Respondent” means the individual, business entity, or organization that submits a response in reply to this solicitation with intent to contract with TMD.

“Business Days” means Monday through Friday except for federal, state, and legal holidays observed by the State of Texas.

“Business Hours” means 8:00 a.m. to 5:00 p.m. Central Time.

“Contract” means this formal, written, and legally enforceable agreement between TMD and Contractor.

“Contractor” means the individual, business or other entity awarded the Contract. In the context of submitting a response, “Contractor” also means “Respondent” and “Vendor.”

“Date of Award” means the date the Contract is fully executed.

“Days” means calendar days unless otherwise specified.

“TMD” means the Texas Military Department of the State of Texas, a state agency in the executive branch created under Texas Government Code Ch. 437.

“Fiscal Year” means any of the one (1) year periods beginning September 1 and ending August 31 used for annual budgetary purposes by the State of Texas.

“Parties” means Contractor and TMD.

“Vendor” means the individual, business entity, or organization at any stage in the procurement or contracting process (prior to response, during response, and after contract award).

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SECTION B—SERVICES AND PRICES

B.1 PRICING REQUIREMENTS

B.1.1 Pricing Instructions

A. TMD seeks and Contractor will provide the commodities or services described in Section C, Specifications on a no minimum, as needed, as requested basis. Pricing is firm fixed price for the roof replacement services requested and authorized by TMD as provided under the Contract.

Respondent must price the response on this basis.

B. Contractor must deliver and provide the roof replacement services in compliance with all requirements of the Contract with such payment to be processed by TMD after TMD’s receipt, testing and acceptance of the roof replacement services.

C. Respondent must submit a response that include all costs, fees, licenses, and expenses for

Contractor’s delivery of the roof replacement services and performance under the Contract and will represent Contractor’s sole compensation under the Contract. No minimum compensation is guaranteed under the Contract. No payments may be approved or made prior to TMD’s acceptance as provided in the Contract.

D. TMD 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 TMD and to reject any and all items bid at the sole discretion of TMD. TMD also reserves the right to accept or reject all or any part of any response, waive minor technicalities and award the response to best serve the interests of TMD.

E. Catalogs, brand names, or manufacturer’s references are descriptive only, and indicate type and quality desired. Bids on brands of like nature and quality will be considered unless advertised under Texas Government Code § 2155.067. If a Respondent believes it can satisfy these specifications, it should bid on its goods or services and explain how the specifications will be adequately met.

F. If bidding on specifications other than those stated within this solicitation, bid should show manufacturer, brand, or trade name, and other description of product offered. If other than brand(s) specified is offered, specifications, illustrations, and complete descriptions of product offered must be included with bid. Failure to take exception to specifications or reference data will require Respondent to furnish specified brand names, model numbers, etc.

G. Unless otherwise specified, all items bid must be new and unused and of current production.

H. All electrical items must meet all applicable Occupational Safety and Health Administration

(OSHA) standards and regulations and bear the appropriate listing from Underwriters Laboratories (UL), Factory Mutual Research Corporation (FMRC), or National Electrical Manufacturers Association (NEMA).

I. Consistent and continued tie bidding may cause rejection of bids by TMD and investigation for anti-trust violations.

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B.2 INVOICE REQUIREMENTS

Invoices are Contractor’s billing for goods or services rendered. TMD will pay Contractor on the basis of itemized invoices submitted to and approved by TMD. The invoices must show the actual deliverables provided and the attendant charge. Itemized invoices must clearly identify the project phase or title, deliverables delivered, the number of hours that each allocated employee worked if applicable, and the date range of work performance for this associated charge.

A. Contractor’s invoice must include the following:

1. the Contract number or Purchase Order number;

2. remittance address; and

3. any prompt payment discount offered.

B. Contractor must send an email with the invoice copy to Payables@military.texas.gov and to the Contract Monitor (if applicable).

An original, hard-copy invoice, if required, will be submitted to the office designated below:

Texas Military Department (TMD) Attn: Accounts Payable Department

P.O. Box 5218, Building 11 Austin, Texas 78763-5218

The State of Texas will not incur any penalty for late payment if the invoice fails to conform to the requirements of this section or if Contractor did not mail the invoice to the appropriate addresses identified in this section.

B.3 PAYMENTS

A. TMD recommends that Contractor receive payments by electronic funds transfer (EFT), also known as direct deposit. If Contractor elects to be set up for direct deposit payment, Contractor must submit a completed Direct Deposit Authorization Form (Reference Attachment G.1 Direct Deposit Authorization Form 74-176 (Rev.9-2121)).

B. Regardless as to whether Direct Deposit is chosen, Respondent must submit a completed Texas Application for Payee Identification Number (Exhibit G.2) to the following address:

Texas Military Department (TMD) Attn: Accounts Payable Department

P.O. Box 5218, Building 11 Austin, Texas 78763-5218

Reference: Contractor Set-up for Solicitation TMD26-FMO-0043128

Notes: Contact Brent Morgan at 512-782-5692 or Procurement@military.texas.gov mailto:Payables@military.texas.gov mailto:Procurement@military.texas.gov

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C. If Contractor has previously submitted a completed Contractor Direct Deposit Authorization Form to TMD for another separate contract, another form is not required to be submitted.

B.3.1 Billing and Payment

A. The Contractor shall submit an accurate invoice only after completion of all roofing work described in this Scope of Work for Buildings 26, 45, 64, and 64A. Completion includes:

Removal of existing roofing materials and debris.

Installation of new roofing systems, including underlayment, drip edge, shingles, flashing, pipe boots, fascia/soffit/rafter‑tail replacement as applicable, and membrane systems where required.

Final site cleanup and removal of all waste, materials, and dumpsters.

Submission of all required closeout documentation, including contractor warranties and manufacturer warranties.

Invoices must comply with Section B.2 – Invoicing Standards of the Contract. TMD will notify the Contractor within 20 calendar days if the invoice is inaccurate

B. Payment Terms: Texas Government Code Chapter 2251 (the Prompt Payment Act) will govern payment and accrual of interest on any overdue payments.

C. Disputed Items: If TMD, for any reason, including lack of supporting documentation, disputes any items in any invoices submitted by Contractor, TMD will place a hold on the disputed items and may pay the remaining amount of the invoice. TMD will timely notify Contractor of the dispute and request clarification or remedial action.

D. Resolution of Disputes: If the dispute is resolved in Contractor’s favor, TMD will pay the remaining portion of the original invoice in accordance with the Prompt Payment Act. If the dispute is resolved in TMD’s favor, Contractor must resubmit an invoice reflecting all corrections.

B.3.2 Payment Adjustment

A. TMD may elect to deduct from Contractor payment as specified in this section or any amount specified in or any money determined to be due as specified in the Contract.

B. If it is determined that the remaining amount of Contractor payment is not adequate to cover the money determined to be due to TMD, then all remaining Contractor payments will be withheld and an invoice issued to Contractor for the remaining amount due.

C. Contractor must pay the invoiced amount within 30 days of receipt unless Contractor and TMD mutually agree on an alternative payment method.

B.3.3 Late Payment

Any amount owed to Contractor more than one (1) day beyond the date such amount is due as described in this section will accrue interest each day that such amount is not paid at the rate specified by Texas Government Code § 2251.025, provided; however, that this

Page 9 of 34 Approved 10/16/2021 provision will not excuse failure by TMD to make payment in strict accordance with the Contract.

B.3.4 Deductions for Unacceptable Compliance

If Contractor fails to comply with the terms of the Contract, TMD may withhold Contractor’s payment. If non-compliance results in TMD purchasing goods or services from another entity to remedy the non-compliance, TMD will deduct those costs from Contractor’s payment.

B.3.5 Withholding of Payment

A. TMD will have the right to withhold Contractor’s payment until the failures described below have been corrected.

1. Failure to submit reports or other documentation required in Section D—Contract Compliance Reports and Data required from Contractor;

2. Failure to comply with background check or security requirements;

3. Failure to respond to audit reports; and

4. Failure to correct identified areas of non-compliance to the satisfaction of TMD within ten days upon receipt of written notification.

B. TMD will not pay interest to Contractor for monies so withheld.

C. Contractor’s withheld payment will be released upon TMD’s satisfaction that compliance has been achieved for 30 consecutive days.

D. In the event that money is due to TMD for Contractor’s failure to provide adequate maintenance or replacement of the property as required in the Contract, the amount required for TMD to correct deficiencies and replace property will be withheld from the final payment.

E. With the exception of disputed issues, such withholding of final payment by TMD will not exceed 120 days from date of the Contract’s termination.

B.3.6 Debts and Delinquencies

TMD is prohibited from issuing any payment to a person or entity that has been reported as having an indebtedness or delinquency to the State of Texas. Contractor agrees and understands that, to the extent Contractor owes any debt or delinquent taxes to the State of Texas, TMD will apply any payments or other amounts Contractor is otherwise owed under the Contract toward the debt or delinquent taxes until the debt or delinquent taxes are paid in full. Contractor must comply with all applicable laws regarding satisfaction of debts or delinquencies to the State of Texas.

B.3.7 Right to Offset

In the event TMD determines that Contractor owes money to TMD under any contract or purchase order, TMD, upon providing Contractor with written notice of its intent to offset, will have the right to withhold monies due to Contractor with respect to the Contract or

Page 10 of 34 Approved 10/16/2021 with respect to any other contract or purchase order with TMD and apply such monies to the money due to TMD.

B.4 MANDATORY PRICING SCHEDULE

B.4.1 Contract Term Pricing

The Respondent must submit its bid price within the Pricing Table located in Exhibit G.4, replicating, as necessary, in its exact format.

Bid price must be submitted on the Mandatory Pricing Schedule. Respondents will price per unit shown. Unit prices will govern in the event of extension errors. If a price quotation is submitted as part of Bid, the quotation must be referenced in the response and signed by Respondent to establish formal linkage to the Bid.

Prices bid are firm throughout the term of the Contract. “Discount from List” bid pricing is not acceptable unless requested. Cash discounts are not considered in determining an award. Cash discounts offered will be taken if earned.

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SECTION C - SPECIFICATIONS

C.1 INTRODUCTION

The Texas Military Department is seeking a Contractor to provide all labor, materials, tools, equipment, supervision, transportation, and disposal services necessary to perform turnkey roof replacement projects for Buildings 26, 45, 64, and 64A, in accordance with the detailed Statements of Work and all applicable safety and historic-preservation requirements.

C.2 SPECIFICATIONS AND STATEMENTE OF WORK

a. Remove all existing shingles down to the roof deck and remove all nails, staples, and fasteners..

b. Replace all rotted, soft, or damaged roof‑decking, fascia, soffit, and rafter tails as encountered. Materials must match building‑specific requirements .

c. Install synthetic underlayment (eaves or rake).

d. Install new drip edges around each building’s entire perimeter.

e. Install 30‑year, three‑tab asphalt shingles on all sloped roofs unless otherwise specified.

f. Install all required new flashing, pipe boots, plumbing boots, and seal all exposed fasteners..

g. Protect landscaping and surrounding areas using tarps, magnetic nail sweepers, and other measures.

h. Comply with OSHA fall‑protection requirements throughout the project.

i. Perform daily cleanup and leave the site broom‑clean, including removal of all debris and dumpsters.

j. Provide all contractor and manufacturer warranties at project completion.

k. Furnish all labor, materials, equipment, tools, transportation, permits, supervision, and disposal required for a complete, turnkey project

l. Submit all questions in writing to the TMD Point of Contact; verbal modifications are not permitted.

m. Contractor shall submit manufacturer product data sheets for all roofing materials, including underlayment, drip edge, shingles, flashing, boots, and membrane systems, for review and confirmation of compliance prior to installation.

n. Prior to ordering or installing any roofing materials, the Contractor shall submit physical samples of all proposed products for review and approval by TMD. Required samples include, but are not limited to:

o. Asphalt shingles (30-year, three-tab), showing full color and material selection.

p. 2. Synthetic underlayment.

q. 3. Drip edge metal profile and color.

r. 4. Flashing components, including pipe boots, plumbing boots, and valley flashing.

s. 5. Membrane roofing sample (TPO or equivalent) for Building 64 valley areas.

t. 6. Coating/paint sample for historic vent assemblies on Building 26, including Sherwin-

Williams Pro Industrial Silver-Brite Aluminum Paint.

u. No roofing materials shall be installed until TMD has provided written approval of the submitted samples. Any unapproved substitutions or deviations will be grounds for rejection and required removal at the Contractor’s expense.

C.2.2 Building Specific Requirements

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Building 26 (Historic; approx. 3,860 square feet)

a. Prep and repaint nine (9) historic roof vents using wire brushing, sanding, cleaning, and coating with Sherwin‑Williams Pro Industrial Silver‑Brite Aluminum Paint.

b. Replace decking using plywood or in‑kind tongue‑and‑groove boards.

c. Replace all fascia boards around the building.

d. Contractor shall protect all historic architectural elements from damage. Any damage caused by the Contractor shall be repaired or replaced at the Contractor’s sole expense using like‑kind materials

Building 45 (Historic; approx. 8,480 square feet; Lodging Priority)

A. Remove and later reinstall existing gutters.

B. Tear off roofing on the main building and cupola C. Replace damaged tongue‑and‑groove decking and any rotted rafter tails.

D. Contractor shall protect all historic architectural elements from damage. Any damage caused by the Contractor shall be repaired or replaced at the Contractor’s sole expense using like‑kind materials

Building 64 (approx. 8,125 square feet including covered walkway)

a. Replace damaged decking using plywood only no oriented strand board (OSB).

b. Replace damaged fascia, soffit, and rafter tails on building and walkway.

c. Reseal/paint two large vent stacks white and install new flashing.

d. Install thermoplastic polyolefin (TPO) or other membrane roofing system in three (3) valleys.

Building 64A (approx. 4,225 square feet including covered walkway)

a) Replace decking using plywood only (no oriented strand board (OSB).

b) Replace damaged fascia, soffit, and rafter tails as needed.

c) Install 30‑year, three‑tab shingles on all roof areas.

C.2.3 Testing and Evaluation

a. TMD will evaluate all material samples submitted by the Contractor to ensure compliance with the requirements of this Specification and the corresponding Statements of Work. Evaluation may include, but is not limited to:

b. Visual inspection of each material sample to confirm correct grade, type, thickness, color, and manufacturer specifications.

c. Comparison of the sample materials with manufacturer product data sheets, warranty requirements, and applicable industry standards to verify compliance with all performance criteria.

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d. Verification that the proposed shingles, underlayment, drip edge, flashing, pipe boots, membrane roofing, and coating materials match the characteristics required in this solicitation.

e. Review of manufacturer certifications, technical data, and compliance with applicable ASTM standards.

f. TMD reserves the right to require additional documentation or performance data, or to reject any sample that does not meet the specifications described in this solicitation. No materials may be ordered or installed until all samples have been reviewed and approved in writing by TMD.

C.3 DELIVERY

“This is a turn-key project. Contractor shall provide all labor, materials, equipment, and services necessary to deliver a fully completed installation as specified in the Statement of Work.”

C.4 DELIVERABLES

a. Proof that all old shingles, nails, fasteners, decking debris, and construction waste were legally removed from the site..

b. Contractor shall provide daily progress updates to the TMD Contract Monitor, including work completed, planned activities, safety notes, and any field issues encountered.

c. Confirmation that all materials were disposed of in accordance with local, state, and federal requirements..

d. Fully installed roofing assemblies meeting all project specifications, including synthetic underlayment, drip edge, thirty year three-tab shingles, flashing, pipe boots, plumbing tools, valley membrane. Thermoplastic polyolefin (TPO) or other approved material for building 64, and verified replacement of any rotted or damaged decking, fasica, soffit, or rafter tails..

e. For Building 26: documentation showing proper prep and repainting of all nine historic vents using the required Sherwin‑William’s product. For Buildings 26 & 45: confirmation of appropriate tongue & groove replacement materials used.

f. Documentation that the jobsite has been left broom‑clean.

g. Confirmation that all dumpsters, trash, unused materials, and protective coverings (tarps, magnets, etc.) have been removed.

h. All fasteners, metal debris, and hazardous materials shall be fully removed from the premises. Contractor is responsible for any damage to vehicles, equipment, or personnel caused by loose nails or debris left onsite.

i. Material Samples: Approved material samples for all roofing components, as required in Section C.2., shall be submitted and approved prior to install

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C.5 ACCEPTANCE CRITERIA

a. Written confirmation that all required repairs, installations, and cleanup have been completed..

b. Verification that roofing systems are watertight with no exposed fasteners or unsealed penetrations.

c. Proof that all OSHA fall‑protection and work‑site safety protocols were followed.

d. All required permits and inspection approvals.

e. A joint final walkthrough with the Contractor and the TMD Contract Monitor is required prior to acceptance. All deficiencies identified during the walkthrough must be corrected prior to final payment.

f. 1-year warranty on labor/workmanship.

g. Manufacturer’s warranty on equipment.

h. Contractor responsible for defects during warranty period.

i. Warranty: Contractor shall provide a one-year warranty on labor and workmanship, in addition to the manufacturer’s warranty on all installed equipment. Contractor is responsible for correcting any defects during the warranty period.

C.6 TMD PERSONNEL

C.6.1. TMD’s Contract Administrator

A. The Contract Administrator for administration of the Contract is Brent Morgan.

B. The telephone number for the Contract Administrator is 512-782-5692.

C. The email address is Procurement@military.texas.gov.

The Contract Administrator is responsible for the general administration of the Contract, negotiation of any changes, and issuance of written amendments to the Contract.

If TMD and Contractor agree to amend the Contract, TMD will issue a written Amendment or Purchase Order Change Notice (POCN).

C.6.2 TMD’s Contract Monitor

A. The Contract Monitor for the Contract is Peter Byers.

B. The telephone number for the Contract Monitor is 512-782-5709.

C. The email address is peter.b.byers2.nfg@cfmo.mil.texas.gov

The Contract Monitor is not authorized to make any representations or commitments of any kind on behalf of TMD or the State of Texas.

The Contract Monitor does not have the authority to alter Contractor’s obligations or to amend the Contract in any way.

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C.8 INSURANCE REQUIRED UNDER THE CONTRACT

In its response, Respondent must provide a statement of its intent to obtain and maintain for the term of the Contract (and any renewal periods or additional extensions) the minimum insurance coverage specified. Respondent should also describe other insurance coverage maintained by Respondent in the ordinary course of business and provide proof of same in its response. Proof of insurance and bond coverage may be provided in the form of current certificates of insurance. TMD and the State of Texas do not accept “self-insurance” coverage.

The awarded Contractor is required, within five (5) business days of Notice of Award or Purchase Order, to provide TMD with current certificates of insurance or other proof acceptable to TMD.

Failure to submit acceptable proof of insurance within such time period may result in TMD’s revocation of the award. Contractor must maintain the required insurance during the initial term and any optional renewal period exercised. Contractor is responsible for ensuring its subcontractors’ compliance with all insurance requirements.

Minimum Required Amounts of Insurance Coverage Type of Insurance Each Occurrence/Aggregate Workers’ Compensation Statutory Limits for the State of Texas or for any state Contractor’s employee resides in Employer’s Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Each Accident $1,000,000 Each Employee $1,000,000 Policy Limit

Commercial General Liability (occurrence based)

Bodily Injury and Property Damage $1,000,000 Each Occurrence Limit $2,000,000 Aggregate Limit $2,000,000 Products/Completed Operations Aggregate Limit $1,000,000 Personal Injury and Advertising Liability $50,000 Damage to Premises Rented $5,000 Medical Payments

Automobile Liability All Owned, Hired and Non-Owned Vehicles

$500,000 Combined Single Limit (for each accident)

Umbrella/Excess Liability $1,000,000 Per Occurrence Commercial Crime $50,000 Each Occurrence Builders Risk Insurance $250,000

All required insurance coverage must be issued from a company or companies with a Financial Strength Rating of “A” or better from A.M. Best Company, Inc.

All insurance policies for required coverage must be issued by companies authorized to do business under the laws of the State of Texas and in a form satisfactory to TMD. All required insurance contracts must:

(1) be written on a primary and non-contributory basis with any other insurance coverages Respondent currently has in place; and

(2) include a Waiver of Subrogation Clause.

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(3) Contractor shall procure Builder’s Risk insurance with a limit equal to the total contract value (materials + labor), naming the Texas Military Department as insured.

All certificates of insurance for required coverage other than workers’ compensation and professional liability must name the Texas Military Department as additional insured.

Contractor shall:

A. provide written documentation under this section to the Contract Administrator by email at least 30 calendar days prior to any cancellation, non-renewal, or material change of a required policy.

B. ensure all insurance policies and certificates of insurance for required coverage are written to include all products, services, and locations related to Contractor’s performance under the Contract; and

C. deliver all renewals policies at least ten calendar days prior of any expiration of a required policy to Contract Administrator by emails. All renewal policies and corresponding certificates of insurance must meet all terms set forth in the Contract.

D. ensure that all provisions of the Contract concerning liability, duty, and standard of care, together with the indemnification provision, are underwritten by contractual liability coverage sufficient to include the Contractor’s obligations under the Contract.

E. obtain and maintain insurance policies that provide coverage for Contractor’s principals, officers, directors, shareholders, partners, owners, agents, employees, subcontractors, independent contractors, and any other representatives who may provide services under the Contract.

C.9 BONDS REQUIRED UNDER THE CONTRACT

Bonds will be required from Contractor before commencing any work as follows:

A. For a contract in excess of $100,000.00 a performance bond will be executed in the amount of the contract conditioned upon the faithful performance of the work in accordance with the plans, specifications, and contract documents. Said bond will be solely for the protection of the state.

B. For a contract in excess of $25,000.00 a payment bond will be executed in the amount of the contract, solely for the protection of all claimants supplying labor and material.

C. Any bids submitted will include the cost of any applicable bond. Costs will be included in the base Bid and will not be itemized separately.

If a bond is required, Respondent will be notified by mail. The bond must be received by TMD within ten calendar days and must reference the solicitation number. A purchase order will not be issued until the bond is received and no work will begin until Contractor is notified.

C.10 SERVICE CALL RESPONSE TIME

Response time will vary dependent upon the complexity and/or location of the service. After receiving a call for service, Contractor must have a technician on-site within the specified time requirements for the following types of service calls:

a. SERVICE CALLS DURING REGULAR WORK HOURS (8:00 a.m. to 5:00 p.m.): Within 4 hour(s) of notification.

b. SERVICE CALLS OUTSIDE REGULAR HOURS: Within 6 hour of notification.

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c. EMERGENCY SERVICE CALLS DURING REGULAR WORK HOUR (8:00 a.m. to 5:00 p.m.):

Response time to emergency call-backs during regular business hours will be within 2 hours. TMD will identify emergency calls at time of notification.

d. EMERGENCY SERVICE CALLS OUTSIDE REGULAR HOURS: Within 2 hour(s) of notification.

An emergency call will be identified as any conditions that can potentially impact the health, safety and welfare of TMD’ employees and the public. TMD will identify emergency calls at time of notification.

C.11 WARRANTY CALL RESPONSE TIME

TMD requires Contractor to respond to any warranty call concerning this project within a 48-hour time period. For any warranty call issued, Contractor will have _3 weeks to replace defective products after receipt of notification by TMD that a warranty issue exists. This should be dependent on the availability of equipment and should stay in contact with TMD facilities with updates concerning the availability.

C.12 RETAINAGE

TMD reserves the right to withhold 10% retainage from final payment until all work is accepted by

TMD and warranty or equipment operation and maintenance documents are in hand (if applicable).

This includes required original Contractor provided installation letters on its letterhead, applicable material manufacturer industry standard warranties, any equipment operation and maintenance manuals, or other project inclusive documentation for the respective trades associated with this project.

C.13 WAGE RATES

TMD is the contracting agency for this state-funded project. The following statute requires any contracting agency to specify the generally prevailing rate of wages in contracts that are bid.

a) Texas Government Code § 2258. Prevailing wage rates pursuant to the requirements of this statute.

If applicable, TMD has ascertained the attached rates located in Attachment J are paid to various classifications of workers in the locality of this project.

b) The hourly rate for legal holiday and overtime work will be not less than 1½ times the base hourly rate.

A contractor or subcontractor who violates this section must pay to the state or a political subdivision of the state on whose behalf the contract is made, $60 for each worker employed for each calendar day or part of the day that the worker is paid less than the wage rates stipulated in the contract. The Texas Government Code § 2258 prevailing wage rate can be viewed at the following: http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2258.htm.

C.14 UNIFORM GENERAL CONDITIONS FOR CONSTRUCTION PROJECTS

The Contract incorporates by reference the Texas Facilities Commission’s Uniform General Conditions (UGC) in its current version and as may be subsequently amended. The UGC may be viewed at http://www.tfc.state.tx.us/divisions/facilities/prog/construct/formsindex/.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2258.htm http://www.tfc.state.tx.us/divisions/facilities/prog/construct/formsindex/

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SECTION D—CONTRACT COMPLIANCE REPORTS AND DATA

Contractor must submit the reports and all additional Contractor documentation requirements in this section during the course of the Contract. These deliverables may be revised or additional ones may be required at TMD’s sole discretion.

FREQUENCY DUE DATE REPORT ITEM AUTHORITY TMD PERSONNEL TO RECEIVE

REPORT

Other

Prior to Execution of Contract and upon renewal or replacement

Insurance Requirements IFB, Section C.8

Contract Administrator Procurement@military.texas.gov

State Frequency

Upon Completion

Invoicing – Specific to the Contract

IFB Section B.2 Payables@military.texas.gov with a copy to Contract Monitor

Monthly By the 10th day after the reporting period

HUB Progress Assessment Report (PAR) documenting subcontract payments, HUB utilization, deviations from the HSP, and good-faith efforts.

Section E.14

HUB

Requirements

Procurement@military.texas.gov with a copy to HUB program email address hub@military.texas.gov mailto:Payables@military.texas.gov mailto:hub@military.texas.gov

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SECTION E—INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS

E.1 RESPONSE PREPARATION INSTRUCTIONS

Purpose of Instructions

A. These instructions are designed to ensure the submission of information essential to the understanding and the comprehensive evaluation of Respondent’s response.

B. Responses must be prepared in accordance with these instructions providing all required information in the format specified.

C. Failure of a response to show compliance with these instructions and submit all documentation may be grounds for disqualification of the response from further consideration unless stated otherwise within this solicitation.

Submission of responses

A. Responses must be received by TMD no later than the deadline established and submitted to:

Texas Military Department Procurement and Contract Services Procurement@military.texas.gov Solicitation No. TMD26-FMO-0043405

B. Respondent must demonstrate that Respondent’s operations conform to applicable TMD, state, and federal policies and standards.

Respondent must submit only material directly pertinent to the requirements of this solicitation. Extraneous narrative, elaborate brochures, uninformative public relations material, including Respondent’s policies, procedures, and post orders for which no deviation to TMD Policy is being requested, and other similar documents will not be submitted.

E.2 AMENDMENTS TO THE SOLICITATION

A. If this solicitation is amended all terms and conditions which are not modified remain unchanged.

B. Respondent must acknowledge receipt of all amendment(s) to this solicitation by signing and returning the amendment(s), identifying the amendment number and date in the space provided for this purpose on the form for submitting a response or by letter.

C. Respondent must submit the acknowledgement to TMD by the time specified for receipt of responses.

D. Failure to acknowledge amendment(s) by Respondent may subject its response to rejection.

E.3 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES

A. Responses will be stamped at the office designated in the solicitation on or before the date and time specified in this solicitation.

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B. Any response received at the designated location after the specified date and time will not be considered.

C. Responses cannot be altered, amended or modified by email, fax or otherwise after closing date and time.

D. Alterations made before closing time will be initialed by Respondent or its authorized representative.

E. No responses can be withdrawn after closing date and time without approval by TMD. Should a Respondent, after closing time, request its response be withdrawn, the request must be made in writing.

F. TMD is not responsible for submissions delivered to TMD after the date and time stated on the first page of this solicitation. This includes delays associated with courier delivery services. It is the Respondent’s responsibility to ensure that it submits, and that TMD receives, its complete response timely. TMD recommends that Respondent submit their complete response well in advance of the due date and time stated on the first page of this solicitation.

G. TMD takes no responsibility for electronic responses that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by any TMD anti-virus or other security software.

E.4 SIGNATURES ON RESPONSE SUBMITTED

A. Responses from a partnership will be signed in the firm name by at least one (1) general partner or in the firm name by an attorney-in-fact.

B. Responses signed by an attorney-in-fact, will include a Power of Attorney evidencing the authority to sign response, dated and executed by all partners in the firm.

C. Responses from a corporation will have the correct legal corporate name and the signature of an authorized officer of the corporation.

D. The title of office held by the person signing for the corporation will appear below the signature of the officer.

E. Responses from an individual doing business under a firm or fictitious name will be signed in the same name of the individual doing business under the proper firm name.

F. Joint venture responses will be signed by all members or by a member of the joint venture if there is attached to the response a copy of the joint venture agreement evidencing that the response is signed by the member with authority to bind the joint venture.

E.5 RESPONSE ACCEPTANCE PERIOD

A. All responses will be valid for 120 days after the solicitation opening date and will constitute an irrevocable response to TMD for the 120-day period.

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B. Such period may be extended beyond the 120 days upon mutual written agreement of both parties.

E.6 CONTRACT AWARD

A. TMD may award one (1) Contract resulting from this solicitation to the responsible Respondent, whose response, is lowest price meeting specifications.

B. A purchase order mailed or otherwise furnished to successful Respondent(s) within the time for acceptance specified in the response will result in a binding Contract without further action by either party.

E.7 TMD’S RIGHTS

A. TMD reserves the right to waive, change, add or delete any terms or conditions of this solicitation.

B. TMD may:

1. reject any or all responses if such action is in the public interest;

2. accept other than the lowest priced response; and

3. waive minor informalities and minor irregularities in responses received.

C. Waiver of deviations in any response will not constitute a modification of this solicitation and will not preclude TMD from asserting all rights against the Respondent for failure to fully comply with all terms and conditions of this solicitation. Copyrighted responses are unacceptable and are subject to disqualification as non-responsive. TMD reserves the right to make any corrections or include additional requirements in the resulting Contract prior to issuance which are necessary for TMD’s compliance, as an agency of the State of Texas, with all state and federal requirements. TMD reserves the right to disqualify any response which asserts any copyright on any TMD-created form which is specifically designated by this solicitation to be a form that will be completed and included in a response submitted in response to this solicitation.

D. TMD reserves the right to reject any one (1) response or all responses or portions of responses submitted in response to this solicitation.

E. The submission of a response has the effect of waiving proprietary rights or confidentiality.

F. All responses and any content provided by the Respondent are considered the property of TMD for use for the life of any resulting Contract as determined by TMD with respect to the scope of the project.

G. TMD is not liable for any costs or damages that may be incurred by Respondents or prospective contractors in the preparation, formulation, or presentation of a response.

H. In case of ambiguity or lack of clarity, TMD may adopt such interpretations as may be advantageous to TMD.

I. TMD reserves the right to withdraw this solicitation at any time for any reason.

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J. TMD reserves the right to award no Contract and to solicit additional responses at a later time.

K. TMD incurs no obligation regarding this solicitation unless and until a Contract is fully executed by the parties. However, all responses received by TMD will remain confidential until the evaluation process is complete.

L. TMD will not hold a public bid opening event.

E.8 RESPONSE SUBMISSION INSTRUCTIONS

E.8.1 Volume One – Contract Forms and Required Response Information

This section will contain the following completed contract sections (on original forms) with original signatures, where applicable:

A. Solicitation, Page 1 (with amendment(s) noted on this page or signed amendment(s) attached to this form);

B. Information and Certifications Form;

C. The name and address of Respondent’s insurance carrier(s), along with a statement of liability from the carrier(s) issuing the policies saying that such policies are available to Respondent.

For the purpose of responding to this solicitation, Respondent will not be required to purchase insurance but must show the ability to provide such insurance as specified in the section entitled “Insurance Requirements,” if Respondent’s response is selected.

D. A Redacted Solicitation and Contract response if applicable;

E. Exhibit G.1, Direct Deposit Authorization Form, completed if choosing direct deposit as a possible payment option;

F. Exhibit G.2, Application for Taxpayer Identification Number;

G. Documentation from the appropriate state entity that indicates that Respondent is properly certified to conduct business in the State of Texas (e.g., The Certificate of Existence from the Texas Secretary of State and the Certificate of Account Status from the Comptroller of Public Accounts); and

E.8.2 Volume Two – Information Section

A. Cover Page: List name and address of Respondent, date of response, solicitation identifier, and signature of authorized official.

B. Information Sheet: Including all information required of Respondent and any subcontractors.

1. Name and address (including telephone number) of Respondent and all subcontractors.

2. Business form of Respondent and its subcontractors (e.g., corporation, partnership).

3. Date and state of incorporation.

4. Names and addresses of principal officers, directors, or partners.

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C. Respondent must identify and provide in the enclosed Exhibit G.5, Verification of Experience, a minimum of three (3) past or current projects of similar size and complexity performed within the past five (5) years. Respondent must provide, at a minimum, the contact name, email address, phone number, and title for each reference provided. Additionally, Respondent must provide project begin and end dates, brief descriptions of deliverables, overall costs, and scope of work performed.

D. The Respondent must specifically address, within its response, the following requests for information as detailed throughout this solicitation. TMD has endeavored to include a complete listing of such submittal requests; however, in the event TMD omitted a requirement, Respondent is responsible for ensuring that all such information is included within its response

1. B.4 Pricing Schedule

2. C.7 Insurance

3. C.8 Bonds

4. All required submittals under Section E.8.1, Contract Forms and Required response

Information and Section E.8.2, Information Section.

E. Exceptions. No exceptions should be included in response. Bids received that take any exceptions to this solicitation will be disqualified and deemed non-responsive to the solicitation and TMD will remove the bid from further consideration.

E.8.3 Volume Three – Cost and Pricing Response

Respondents must provide updated pricing schedules in the exact format noted in Section B.4 of this solicitation.

E.9 DISCUSSION AND CORRESPONDENCE

A. All communications and questions concerning this solicitation, including any of a technical nature, will be made in writing only to:

Brent Morgan, CTCD, CTCM, Contract Administrator

TMD

Procurement and Contract Services Email: Procurement@military.texas.gov

B. Written responses to the questions will then be provided to all parties requesting copies of this solicitation through TMD’s Procurement and Contract Services.

C. Respondent should rely only on the written information provided in this manner. Respondent is specifically cautioned against relying on any oral information.

D. All Respondents are specifically barred from making contact with any TMD personnel involved in this solicitation for the purpose of discussing its responses.

E. Respondent may; however, seek clarifications of the solicitation through the written process described above.

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F. Respondent is reminded that 08/24/2026 at 2:00 P.M. Central Time is the last day to submit written questions for clarification by TMD.

G. Unauthorized contacts with TMD personnel by any Respondent may result in Respondent’s response being rejected in its entirety.

E.10 SUBMISSIONS SUBJECT TO THE TEXAS PUBLIC INFORMATION ACT

TMD is a governmental body subject to the Texas Public Information Act (PIA), Texas Government Code Chapter 552. The response and other information submitted to TMD by Respondent are subject to release as public information by TMD. The response and other submitted information is presumed subject to disclosure unless a specific exception to disclosure under the PIA applies.

If it is necessary for Respondent to include proprietary or otherwise confidential information in its response or other submitted information, Respondent must clearly label that proprietary or confidential information and identify the legal basis for confidentiality. Merely making a blanket claim that the entire response is protected from disclosure because it contains some proprietary information is not acceptable, and will make the entire response subject to release under the PIA.

In order to trigger the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the response that are considered by Respondent to be proprietary or confidential must be clearly labeled as described above. Any information which is not clearly identified by Respondent as proprietary or confidential will be deemed subject to disclosure under the PIA. Respondent will irrevocably deemed to have waived, and Respondent agrees to fully indemnify the State of Texas and TMD against any claim of infringement by TMD regarding the intellectual property rights of Respondent or any third party for any materials appearing in the response.

E.11 AGENCY POSTING OF CONTRACTS

After award, information, documentation, and other material in…