ESBD_552034_1787604910773_802-26-63913 RFP Blanket Trail Services.pdf

RFP No. 802-26-63913 Page 1 of 56

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

Blanket Contract(s) for Statewide Trail Development and Improvement

NIGP Class/Items: 912-26, 912-52

RFP Issue Date: 08/24/2026 Questions Due: 08/31/2026; 2:00 PM CT

Proposal Due Date: 09/11/2026; 2:00 PM CT

Purchaser: Allye Potter, CPPB, CTCD 512-718-3703 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.

mailto:Purchasing.bidbox@tpwd.texas.gov

RFP No. 802-26-63913 Page 2 of 56

Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK ERROR! BOOKMARK NOT DEFINED.

1. INTRODUCTION ........................................................................................ Error! Bookmark not defined.

2. BACKGROUND ......................................................................................... Error! Bookmark not defined.

3. SOLICITATION METHOD AND INTENT ................................................. Error! Bookmark not defined.

4. CONTRACT TERM .................................................................................... Error! Bookmark not defined.

5. QUALIFICATIONS AND EXPERIENCE .................................................. Error! Bookmark not defined.

6. SCOPE OF WORK AND SPECIFICATIONS .......................................... Error! Bookmark not defined.

7. CONTRACTOR REQUIREMENTS

8. TPWD RESPONSIBILITIES

9. PERFORMANCE MEASURES ................................................................. Error! Bookmark not defined.

10. CONRACTOR SELECTION FOR INDIVIDUAL PROJECTS

11. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS Error! Bookmark not defined.

13. CRIMINAL BACKGROUND CHECKS 10

14. PRICE ADJUSTMENTS

15. INSURANCE

16. SUBCONTRACTING

17. VETHUB SUBCONTRACTING PLAN ..................................................... Error! Bookmark not defined.

18. CONTRACT ADMINISTRATION .............................................................. Error! Bookmark not defined.

19. INVOICING AND PAYMENT .................................................................... Error! Bookmark not defined.

SECTION II – PROPOSAL REQUIREMENTS ............................................. ERROR! BOOKMARK NOT DEFINED.

1. SCHEDULE OF EVENTS ......................................................................... Error! Bookmark not defined.

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2. INQUIRIES ................................................................................................. Error! Bookmark not defined.

3. PROPOSAL CONTENT ............................................................................ Error! Bookmark not defined.

4. PROPOSAL SUBMISSION ...................................................................... Error! Bookmark not defined.

5. DELIVERY OF PROPOSALS ................................................................... Error! Bookmark not defined.

6. EVALUATION AND AWARD ................................................................... Error! Bookmark not defined.

SECTION III – GENERAL TERMS AND CONDITIONS .............................. ERROR! BOOKMARK NOT DEFINED.

EXHIBIT A – EXECUTION OF PROPOSAL ................................................ ERROR! BOOKMARK NOT DEFINED.

EXHIBIT B(A) – SAMPLE SCOPE OF WORK: MARTIN CREEK LAKE STATE PARK

EXHIBIT B(B) – SAMPLE SCOPE OF WORK: MARTIN CREEK LAKE STATE PARK MAP

EXHIBIT B(C) – FEE SCHEDULE: MARTIN CREEK LAKE STATE PARK

EXHIBIT C – COMPANY PROFILE

EXHIBIT D – KEY PERSONNEL

EXHIBIT E – EQUIPMENT LIST

EXHIBIT F – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT G – TECHNICAL PROPOSAL

EXHIBIT H – PROFESSIONAL TRAIL BUILDERS ASSOCIATION MEMBERSHIP

EXHIBIT I – RESPONSE SUBMISSION CHECKLIST

ATTACHMENT 1 – MAP OF TPWD STATE PARKS REGIONS

ATTACHMENT 2 – PROJECT PROCESS AND GUIDELINES

ATTACHMENT 3 – STATE PARK RULES

RFP No. 802-26-63913 Page 4 of 56

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

Texas Parks and Wildlife Department (TPWD) is seeking a Contractor(s) to establish a blanket contract(s) to provide trail design, development, and maintenance services throughout the state on an ‘as needed’ basis. Future projects will vary by size and complexity to include the design and development of trails within new and proposed Texas State Parks. TPWD intends to award multiple Contracts to ensure availability within the designated location and terrain. Respondents may submit a response for any or all regions within the State of Texas, See Attachment 1 – Map of TPWD State Park Regions.

2. BACKGROUND

Trails are the number one amenity provided to the public by the Texas Parks and Wildlife Department (TPWD) and the primary reason people visit state parks. Because of their central role in outdoor recreation, a wide range of trail services is required to ensure these resources remain safe, accessible, and sustainable. These services include the maintenance, rehabilitation, and improvement to existing trails and access points; and the development of new trails that expand recreational opportunities. Investing in comprehensive trail services not only protects the quality and longevity of existing trail systems but also ensures that visitors across the state continue to have reliable access to the diverse landscapes and experiences offered throughout Texas state parks.

The Texas State Park Centennial Fund was established in January 2024 to support the acquisition and development of new state parks, including trails. As new properties are acquired, emphasis will be placed on providing initial public access through the use of trails

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified contractors 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 trail design, development, and maintenance services throughout the state on an ‘as needed’ basis. It is TPWD’s sole discretion to determine best value. After award, TPWD will identify individual projects as they become available by issuing a Scope of Work detailing the work to be performed for each project. TPWD will select a contractor that is determined to provide the best value to the agency for each project. TPWD will identify individual projects as they become available and proceed with award in accordance with Section 9, Contractor Selection for Individual Projects.

3.3. Future project areas are to include TPWD sites in six (6) geographic State Parks Regions as described in Attachment 1 - Map of TPWD State Parks Regions. Reference Attachment 2 – Project Process and Guidelines and Attachment 3 – State Park Rules for additional information. TPWD’s intent is to award at least one (1) Contractor having capability and capacity to provide service(s) within each State Park Region.

Contractors may be awarded contracts for multiple Regions and TPWD reserves the right to award multiple Contractors per Region if determined to be in the best interest of the State. Respondents may submit their proposals to be considered for one or more of the State Parks Regions.

3.4. In addition to the six (6) geographic State Parks Regions shown in Attachment 1 – Map of TPWD State Parks Regions, the resulting contract(s), if any, may be utilized by any TPWD Division, Region, Program, or Facility within the agency.

RFP No. 802-26-63913 Page 5 of 56

3.5. Projects:

3.5.1. Unless this RFP states otherwise, the resulting contract(s) awarded does not guarantee volume of projects or commitment of funds. Projects will be awarded as the need is identified and the number of projects will vary amongst regions.

3.5.2. Projects awarded under these blanket contract(s) will not include trails and/or trail segments that require Professional Service design by licensed firms. These professional services will be bid as separate contracts, as needed.

4. CONTRACT TERM

4.1. Initial Contract Term: The Contract shall commence upon award, and continue for one (1) year, unless sooner terminated under the terms of the Contract.

4.2. Renewal Option: Contract may be renewed for up to two (2) additional two (2) year periods, provided both parties agree in writing 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.

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 under 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.

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. Shall be engaged in the business of trail services for a minimum of five (5) years, services similar in type and quantity to those listed herein. 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.)

5.1.1. Shall have available the necessary qualified personnel, skills, qualifications, organization, equipment and supplies required to fulfill all requirements under this RFP and any resulting Contract.

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

5.1.2. 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

RFP No. 802-26-63913 Page 6 of 56 potential impact or risk.

5.2. It is preferred that Respondent shall have experience in the construction of accessible trails to meet the US Access Board standards outlined in Chapter 10: Developed Areas https://www.access-board.gov/aba/guides/chapter-10-outdoor/#trails. (Ref. Section 9.2 Contractor Selection for Individual Projects)

5.3. It is preferred that the awarded Respondent should have a membership in good standing with the Professional Trail Builders Association (PTBA). (Exhibit H – PTBA Membership)

5.2. Supporting Documentation: Contractor shall complete and submit Exhibit C – Company Profile, Exhibit D –

Key Personnel, Exhibit E- Equipment List, Exhibit F – Past Projects with Corresponding References, and Exhibit G – Technical Proposal with proposal to provide documentation to support the above qualifications.

(Ref: Section II, Subsection 3.3.) Upon request, Respondent shall provide additional documentation regarding their qualifications, ability and capability. TPWD will be the sole judge in determining the sufficiency of the respondent's resources and ability to perform the contract or provide the service.

6. SCOPE OF WORK AND SPECIFICATIONS

6.1. Description of Services for Future Projects:

6.1.1. Services may include, but are not limited to the following: trail design; mapping; trail assessment and inventory; GPS/GIS survey; trail flagging and layout; cutting trail corridor; construction of trail tread; and installation of: culverts, French drains, boardwalks, bridges, stone/timber steps, dry stack/masonry retaining walls, gabions, armored tread/drainages, paving, stabilized aggregate, soil stabilization/hardening, swales, ditches, turnpikes, rolling grade dips, accessibility audits of new and existing trails, accessibility improvements, creation and/or installation of trail signage, and other drainage structures or erosion control techniques. The scope of services will vary from project to project. Upon identification of a need for services, TPWD will submit a scope of work and request a proposal that includes project approach, and proposed schedule to Contractors for specified region. See Section 9 for Contractor Selection for Individual Projects.

6.1.2. TPWD will award individual projects to firm(s) identified as most qualified based on the contractor’s respective area of expertise, experience, and ability to support the project with proper equipment and staffing in the geographic area of the project.

6.1.3. The size, scale, and volume of individual contracts issued to a contractor will vary depending on agency needs, availability of funding and project schedule.

6.2. Contractor Responsibilities:

6.2.1. Contractor shall provide trail services with appropriate staffing at various TPWD sites throughout the State of Texas. In addition to new trail installation, maintenance services of existing trails may be requested.

6.2.2. Construct the work in accordance with the project specifications and scope of work.

6.2.3. Contractor shall follow all environmental “best practices” prescribed by TPWD for a specific project, including but not limited to equipment or time restrictions.

6.2.4. Contractor shall immediately clean up any debris on publicly accessible trails or roads.

6.2.5. Contractor shall provide an end of project report including a synopsis of all trail construction or improvement activities performed and any recommended maintenance activities, routines, and intervals.

https://www.access-board.gov/aba/guides/chapter-10-outdoor/#trails https://www.access-board.gov/aba/guides/chapter-10-outdoor/#trails

RFP No. 802-26-63913 Page 7 of 56

Contract shall abide by all project scope of work duties, Attachment 2 – Project Process and Guidelines, and Attachment 3 – State Park Rules.

7. CONTRACTOR REQUIREMENTS

7.1. 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.

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

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

7.4. 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.

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

7.6. Contractor shall organize and maintain a competent staff at the Project site with clearly defined lines of authority and communication as necessary to coordinate construction activities and monitor and direct progress of the work.

7.7. Contractor shall provide all labor, equipment, supervision and any other necessary and incidental materials to complete the project.

7.8. Contractor shall designate, in writing, a representative (by project/site) who is responsible for the day-to-day management of the trail services.

7.9. Contractor shall attend any regularly scheduled project progress meetings and fully advise TPWD of the project status.

7.10. Contractor shall obtain permits as required by law and/or the scope of work.

7.11. Contractor shall coordinate, monitor and inspect the work of Subcontractors to ensure conformance with the requirements outlined in the Scope of Work provided for each project, Section 7 Contractor Requirements, and any other requirements of the Contractor listed herein.

7.12. Contractor shall warrant that the materials and equipment provided for the project will be of good quality and new unless otherwise required or permitted by the scope of work.

7.13. Contractor is responsible for all materials and equipment stored at the work site. TPWD will not be responsible for contractor materials left on-site.

7.14. Contractor is responsible for the prompt removal of all debris, litter and rubbish regularly throughout the project.

7.15. Contractor shall be solely responsible for the safe operation of all equipment used and for the safety of all personnel employed by or under Contract to the Contractor.

7.16. Contractor shall be solely responsible for any damage attributable to Contractor’s operation. Contractor, at his own expense, shall repair any such damage immediately, in a timeframe as agreed upon by the TPWD Project Manager. The repair work is subject to acceptance by TPWD.

RFP No. 802-26-63913 Page 8 of 56

7.17. Contractor is responsible for any and all clean-up of the park facilities or infrastructure as a result of the Contractor’s operation.

7.18. Equipment must be inspected daily for signs of fuel or oil leaks; such leaks must be repaired promptly, and measures will be taken to prevent soil contamination. When servicing equipment on site, waste oil and other fluids shall be drained into containers and properly disposed of in accordance with appropriate waste disposal practices. The Contractor shall immediately clean up any spillage of waste materials.

7.19. Contractor shall be solely responsible for maintaining safety at all work sites. Contractor shall take all reasonable steps to ensure safety for both workers and the public, including traffic control.

7.20. Contractor shall coordinate activities near trails and roads with park Superintendent or designee prior to the start of any operations on TPWD property.

7.21. Contractor will be permitted to leave heavy equipment on site per TPWD staff’s direction. TPWD will not be responsible for contractor equipment left on-site.

8. TPWD RESPONSIBILITIES

8.1. TPWD will designate a Project and Contract Manager upon Contract award.

8.2. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in the Contract.

8.3. TPWD will identify which trees will need to be removed and or protected/left unharmed.

8.4. TPWD may prescribe specific environmental best practices for an individual project or statement of work.

9. CONTRACTOR SELECTION FOR INDIVIDUAL PROJECTS

9.1. TPWD will determine which, if any, areas require trail design, development, and maintenance services throughout the state on an ‘as needed’ basis.

9.2. As specific projects are identified, TPWD will develop a project Scope of Work and select a contractor for each project by one of the following methods: (a) select a contractor based on contractor’s skills, experience and equipment for the designated service and contractor’s availability, or (b) request project quote from one or more awarded contractor(s) in that region for a specific project. Each project will be awarded to the contractor determined to provide best value to TPWD. It is TPWD’s sole discretion to determine best value

9.3. The invited contractor(s) is encouraged, and may be required, to visit the work site to attend a scheduled meeting as work sites and projects are identified. Contractor’s travel and related expenses for meeting shall be at the Contractor’s expense and will not be reimbursed. Contractor shall be responsible for costs associated with the preparation of proposals. Travel, labor, and materials will not be reimbursed.

9.4. TPWD will issue a detailed work order for each assigned project to the selected Contractor(s), to include the following documentations:

9.4.1. Purchase Order

9.4.2. Map(s) showing areas to be serviced

9.4.3. Project Scope of Work (Refer to Exhibit B(a) for a sample Scope of Work)

9.5. TPWD shall receive the invited contractor(s) proposal for the project by a predetermined date and time stated on the request.

RFP No. 802-26-63913 Page 9 of 56

9.6. TPWD will evaluate proposal(s) and select a contractor determined to provide the best value. Awarded

Contractor(s) shall be responsible for all expenses associated with the work identified in the purchase order (Labor, equipment, materials, travel, etc.) at the firm fixed price.

9.7. TPWD will provide contractor(s) the opportunity to accept and/or reject project assignment. If a contractor fails to notify TPWD of project acceptance within five (5) business days, TPWD may cancel award and proceed with the next contractor to avoid delay of the project.

10. PERFORMANCE MEASURES

10.1. 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 Contractor commits to providing the goods and services required in the RFP.

The successful Contractor(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of the Contract.

10.2. 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.

10.3. The Contractor shall make the necessary corrections and revisions to the satisfaction of TPWD. These corrections and revisions shall be made at the Contractor’s expense. TPWD may at its discretion withhold final payment until all errors are corrected.

11. 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 the 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. Contractor 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.

12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

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

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

12.3. 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.

RFP No. 802-26-63913 Page 10 of 56

13. CRIMINAL BACKGROUND CHECKS

13.1. Contractor represents and warrants that Contractor and Contractor’s employees performing services outlined in this Solicitation and subsequent contract, 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.

13.2. 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 by TPWD prior to any employee performance of services and may be requested at any time thereafter throughout the duration of the contract.

13.3. 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.

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 rebid, 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

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

RFP No. 802-26-63913 Page 11 of 56

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: Allye Potter / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or purchasing.bidbox@tpwd.texas.gov.

16. SUBCONTRACTING

Refer to Section III – General Terms and Conditions, Paragraph 56 – Sub-Contractors.

17. VETHUB SUBCONTRACTING PLAN

17.1. VETERAN HEROES UNITED IN BUSINESSES’ (VetHUB) REQUIREMENTS: TPWD has determined that subcontracting opportunities may be probable regarding contracts for individual projects (Purchase Orders) awarded as a result of this RFP. However, specific project details and potential subcontracting opportunities for each project cannot be identified at time of award of Blanket Contracts as a result of this RFP. Therefore, Respondents are NOT required to submit a State of Texas Subcontracting Plan at time of RFP submittal.

17.2. If it is anticipated that a single project’s contract value will be $100,000.00 or greater, and TPWD determines probable subcontracting opportunities exist, the awarded Contractor shall be required to develop and submit a State of Texas Subcontracting Plan (Subcontracting Plan) with their bid for the project. The Subcontracting Plan must meet Good Faith Effort Requirements, as identified by Texas Administrative Code and as indicated on the Subcontracting Plan. The awarded Contractor shall comply with the Subcontracting Plan after it is approved by TPWD VetHUB Administration during the entire performance period of the Purchase Order. For further information regarding TWPD VetHUB requirements, please visit https://tpwd.texas.gov/business/bidops/hub/.

17.3. The awarded Contractor shall administer and implement this approved Subcontracting Plan throughout the Project. No changes shall be made to the Subcontracting Plan or declared subcontractors without receiving prior written approval from TPWD VetHUB Administration in the form of an approved Subcontracting Plan Change Request. Upon award of the individual project(s), TPWD VetHUB Administration shall send written requirements by email and shall provide the awarded contractor with the Subcontracting Plan Change Request Form and Subcontracting Plan Change Request instruction document.

17.4. Contractors will be required to submit a Progress Assessment Report (PAR) to TPWD VetHUB Administration no later than the 5th day of the month covering the prior month’s activity. Upon award of an individual project Purchase Order, TPWD VetHUB Administration shall advise the awarded Contractor by email of their PAR requirements and the date the first PAR is due to TPWD. The PAR is also available at:

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php.

17.5. TPWD VetHUB Administration shall monitor the Contractor's compliance with the Subcontracting Plan and track subcontractor payments for reporting purposes. Non-compliance with, or failure to seek approval prior to changes to the originally submitted Subcontracting Plan, will result in a negative vendor performance report.

mailto:purchasing.bidbox@tpwd.texas.gov https://tpwd.texas.gov/business/bidops/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

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17.1. All questions relating to Subcontracting Plan requirements or Progress Assessment Reporting for this solicitation shall be addressed directly to HUB@tpwd.texas.gov. VetHUB Administration will not answer questions about anything in this RFP other than the Subcontracting Plan requirements.

18. 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 State Parks 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:

18.1. Monitoring the Contractor’s progress and performance and ensuring services conform to established specification requirements.

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

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

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

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

19. 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:

19.1. Contractor to submit invoice(s) to: Accounts.Payable@tpwd.texas.gov

19.2. Invoices must show:

19.2.1. Name of Contractor exactly as shown on the contract, Texas Payee Identification Number (PIN), and correct "Remit to" address

19.2.2. Name of receiving entity

19.2.3. Contract/purchase order number

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

19.2.5. Total price

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

19.2.7. Attach supporting documentation, if required

19.3. Payment:

19.3.1. 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.

mailto:HUB@tpwd.texas.gov mailto:Accounts.Payable@tpwd.texas.gov

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19.3.2. 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:

19.3.2.1. Contractor is in breach of this contract;

19.3.2.2. 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;

19.3.2.3. 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;

19.3.2.4. 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.

19.3.3. 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, or the Contractor may charge a late payment fee established by law.

19.3.4. 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.

19.3.5. Electronic payment may be available through some ordering entities. Contact Accounts Payable at

512-389-4833 for additional information.

RFP No. 802-26-63913 Page 14 of 56

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: 08/24/2026 Questions Due: 08/31/2026; 2:00 PM CT Answers Posted on ESBD: 09/04/2026 Proposal Due Date: 09/11/2026; 2:00 PM CT Expected Contract Award Date: 10/01/2026

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:

Allye Potter, Purchaser Texas Parks & Wildlife Department 4200 Smith School Road Austin, Texas 78744

Contact Info:

Phone: 512-718-3703 Email: purchasing.bidbox@tpwd.texas.gov

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

2.2 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 purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

http://www.txsmartbuy.com/esbd

RFP No. 802-26-63913 Page 15 of 56

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:

E-MAIL submittals are preferred for this solicitation; however, hard copies may be submitted as one

(1) proposal signed.

Respondents shall submit one (1) original copy of their proposal signed, including pricing (marked Original). In addition, Respondents should submit one (1) copy of their proposal without pricing.

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 signed, dated, and completed

Exhibit A - Execution of Proposal.

3.2.2. Exhibit B(c) – Fee Schedule for Initial Project at Martin Creek Lake State Park: Include completed Exhibit B(c) – Fee Schedule for Initial Project at Martin Creek Lake State Park.

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 Profile: Include completed Exhibit C (or reasonable facsimile).

3.3.2. Exhibit D – Key Personnel: Include completed Exhibit D (or a reasonable facsimile, or resumes)

3.3.3. Exhibit E - Equipment List: Include completed Exhibit E (or reasonable facsimile).

3.3.4. Exhibit F – Past Projects with Corresponding References: Include completed Exhibit F (or reasonable facsimile).

3.3.5. Exhibit G – Technical Proposal: Include Technical Proposal – tabbed Exhibit G, including numbered responses corresponding to each of the items listed in Exhibit G.

3.3.6. Exhibit H – Professional Trail Builders Association Membership: Include a copy of

Respondent’s Professional Trail Builders Association Membership – tabbed Exhibit H.

3.3.7. 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 6. Late proposals will not be considered under any circumstance and will be returned unopened.

RFP No. 802-26-63913 Page 16 of 56

4.2. EMAIL SUBMITTALS ARE PREFERRED FOR THIS SOLICITATION in accordance with Section II, Subsection 5. Links to proposals in shared drives such as DropBox, Google, or any other clickable link are not an acceptable submission.

4.3. Hard copy 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.

4.4. 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.

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

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

4.7. Proposals shall be submitted to TPWD Headquarters, Purchasing & Contracting, as noted in Section II, Subsection 5 below.

4.8. 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.

4.9. When Proposals are opened, only the names of the Respondents who submitted proposals will be read.

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

5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation. 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 responsible 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.

6.3. Proposals may be withdrawn by written notice at any time prior to award. An e-mail to the purchaser’s name, identified in Section II, Subsection 2 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

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 Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.Bidbox@tpwd.texas.gov

RFP No. 802-26-63913 Page 17 of 56

TPWD 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 for Initial Project Award Weight Fee Schedule (based on Exhibit B) 30 Qualifications, Experience, Capability, Facilities, Equipment, etc. (based on Exhibit C- Company Profile, Exhibit D- Key Personnel, Exhibit E- Equipment List and Exhibit F- Past Projects with Corresponding References)

Technical Proposal for Sample Project (based on Exhibit G) 40 Professional Trail Builders Association Membership in Good Standing (Exhibit H) 10

Total 125

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 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. 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.

6.7. 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 discussions 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.

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. 802-26-63913 Page 18 of 56

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.

1.1…