ESBD_549968_1787002095146_0010514 Attachment H - Substitution Request Form.pdf
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- Solicitation number
- 0010514
- Issued by
- Texas
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Attachment H - Substitution Request Form
This is a substitution request form associated with a Texas state and local furniture and fixture procurement for the Access Student Housing Building, Classroom Expansion, and Security Entrance Improvement – Phase 1 project. The form provides a standardized template for bidders to request approval to substitute materials, products, or components specified in the original request for proposal with alternative options. The form requires bidders to identify the original specification item, provide detailed information about the proposed substitute including manufacturer name and product specifications, justify the substitution with technical data or performance comparisons, and obtain prior written approval from the procurement authority before implementing any changes. Submission of substitution requests is typically required at or before the bid deadline to allow adequate time for evaluation and approval determination.
The substitution request process is a standard procurement control mechanism designed to maintain project quality and consistency while allowing flexibility for product availability or cost considerations. Bidders must demonstrate that proposed substitutions meet or exceed the performance, durability, and aesthetic standards of specified items and provide supporting documentation such as technical specifications, test reports, samples, or manufacturer certifications. Approval of substitutions is discretionary and contingent upon the procurement authority's determination that alternatives are equivalent or superior to original specifications and do not compromise project requirements or timelines.
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SECTION 012501 - SUBSTITUTION REQUEST FORM
SUBSTITUTION REQUEST FORM 012501 - 1
PROJECT INFORMATION
Project Name: A/E Project No.:
Address:
Substitution Req # Issue Date:
From:
Copies to:
SPECIFIED PRODUCT, MATERIAL, SYSTEM OR EQUIPMENT IN THE CONTRACT DOCUMENTS:
Specification Title: Section Number
Page#
Article/Paragraph:
Item Specified:
Drawing No./Detail: Drawing Issue Date:
PROPOSED SUBSTITUTION:
Model No: Product Age New 1-4 years old 5-10 years old 10+ years old
Manufacturer: Tel:
Address:
Installer: Tel:
Address:
REASON FOR NOT PROVIDING SPECIFIED ITEM:
Substitutions for Cause: Substitutions for Convenience:
Product is no longer available due to: Contractor Initiated
Strike/Lockout Mfr./Supplier Bankruptcy Owner Initiated
Regulatory Changes. Will reduce construction time by ____days
Changed Product Compatibility or Warranty Terms Will result in cost savings of $_____________.
Other: Other Advantage:
Attachments Included:
Drawings Product Data Samples
Test Reports Comparative Data Research & Evaluation Reports
LIST (2) SIMILAR INSTALLATIONS OF REQUESTED SUBSTITUTE:
Project: 1 Date Installed:
Address:
Owner Tel:
Project: 2 Date Installed:
Address:
Owner: Tel:
COMPARISONS OF THE SPECIFIED ITEM AND THE PROPOSED SUBSTITUTION:
TSBVI Playground Equipment General Requirements TFC Project Number: 24-054-2561
CD 100
April 5, 2025
McKinney York Architects, Inc.
2112-5
1100 W. 45th Street, Austin, Texas, 78756
Playground Equipment, Surfacing, Shade Canopy(s), and Outdoor Furniture Package for Texas School for the Blind and Visually Impaired
Furniture & Fixtures for Texas School for the Deaf ACCESS General Requirements TFC Project Number: 24-001-8808
FFE CD 100
June 26, 2026
McKinney York Architects, Inc.
1102 S. Congress Avenue, Austin, TX 78704
Texas School for the Deaf ACCESS Student Housing Building, Classroom Expansion, and Security Entrance Improvement
SUBSTITUTION REQUEST FORM 012501 - 2
PHYSICAL CHARACTERISTICS: Compare physical characteristics of proposed product:
Items: Specified Product: Proposed Product:
Supplier/Distributor:
Mfr./Rep:
Size:
Weight:
Appearance:
PERFORMANCE: Insert testing feature/attributes, test protocol and performance below:
Features/Attributes Test Protocol Specified Performance: Proposed Performance
WARRANTY: Proposed product offers the same warranty? Yes No; explain
MAINTENANCE SERVICE: Same day service available? Yes No; explain:
SPARE PARTS: Source/Location:
CODE REQUIREMENTS
Reference Testing Items: Specified Product: Proposed Product:
ADA COMPLIANCE: Yes No; explain:
SUSTAINABLE DESIGN
Features/Attributes: Specified Product: Proposed Product:
TSBVI Playground Equipment General Requirements TFC Project Number: 24-054-2561
CD 100
April 5, 2025
McKinney York Architects, Inc.
FFE CD 100
June 26, 2026
McKinney York Architects, Inc.
Furniture & Fixtures for Texas School for the Deaf ACCESS
TFC Project Number: 24-001-8808
SUBSTITUTION REQUEST FORM 012501 - 3
CHANGE: Describe changes required in other elements of the Work to accommodate the proposed substitution, including work performed by the Owner and separate contractors:
IMPACT: Describe the impact the proposed substitution will have on the work schedule in comparison to the work schedule without approval of the proposed substitution:
Proposed Change in Contract Time: Yes No [Add] [Deduct] ___________________Days.
COST: Define detailed cost impact of the proposed substitution in relation to the originally specified item, including related modifications required to other Work:
Savings to the Owner for accepting substitution $______________________________
Contractor’s Certification/Waiver: Substitutions after Award of Contract shall be made effective only by Change Order and shall not relieve the proposer from responsibility for deficiencies that may exist in the substituted product, departure, or deviation from the Contract Documents. The Undersigned certify:
1. Except as otherwise expressly defined by this Request for Substitution and approved by Change Order, signer warrants that the proposed substitution:
a. Has been fully investigated and determined to be equal or superior to specified product.
b. Will satisfy requirements of the original specified product, material or equipment, including but not limited to appearance, quality, performance, code compliance, sustainability, and warranty.
c. Will have equal maintenance service and replacement part sourcing as the original
d. Will not have an adverse effect on other trades nor affect or delay progress schedule.
e. Will not affect dimensions, functional clearances or be incompatible with adjacent materials.
f. Will not affect compliance with a building code or performance standard in effect for project.
2. Cost data and change in contract time stated are complete. Claims for additional costs or additional time related to accepted substitution which may subsequently become apparent are waived.
3. If substitution affects a correlated function, adjacent construction, or the work of other trades or contractors, the necessary changes and modifications to the affected work shall be considered as an essential part of the proposed substitution, to be accomplished by the Contractor without additional expense to the Owner.
4. Payment will be made for changes to building design, including A/E design, detailing and construction costs caused by the substitution.
5. Coordination, installation, and changes in the Work necessary for accepted substation will be complete in all respects.
Contractor’s Signature: Date:
TFC Project Number: 24-054-2561
CD 100
April 5, 2025
McKinney York Architects, Inc.
FFE CD 100
June 26, 2026
McKinney York Architects, Inc.
Furniture & Fixtures for Texas School for the Deaf ACCESS
SUBSTITUTION REQUEST FORM 012501 - 4
ARCHITECT/ENGINEER’S REVIEW AND RESPONSE:
Conditions of Acceptance: Approval relies on data submitted, and the opinion, knowledge, information, and belief of the Architect/Engineer at the time decision is rendered. Approval is conditional in nature, and subject to re-evaluation and reconsideration, if additional data or materials submitted, or coordination with other work is observed to invalidate claims that substitution is equal to items originally specified.
Substitution Approved -- Make submittals and prepare Change Order
Substitution Approved as Noted -- Make submittals and prepare Change Order
Substitution Rejected -- Use specified materials.
Substitution Received too late -- Use specified materials.
More Information Required
Signed By: Date:
OWNER'S REVIEW AND RECOMMENDATIONS:
Substitution Approved -- Make submittals and prepare Change Order
Substitution Approved as Noted -- Make submittals and prepare Change Order
Substitution Rejected -- Use specified materials.
Signed By: Date:
END OF SECTION 012501
General Requirements TFC Project Number: 24-054-2561
CD 100
April 5, 2025
McKinney York Architects, Inc.
FFE CD 100
June 26, 2026
McKinney York Architects, Inc.
Furniture & Fixtures for Texas School for the Deaf ACCESS
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