TEXAS MILITARY DEPARTMENT

SOLICITATION

962-52 Mapping and Geographical Information System (GIS) Services 925-86 Surveyor Services Land

SOLICITATION NO.

TMD26-ENV-0045087

TYPE OF SOLICITATION

INVITATION FOR BID (IFB)

DATE ISSUED

9/12/2026

INVITATION FOR BIDS (IFB) – VEGETATION COMMUNITY PLANNING SURVEY

Respondent must submit their responses via e-mail procurement@military.texas.gov and copy Dario.thomas@military.texas.gov no later than 1:00 P.M. CST on 09/26/2026

FOR INFORMATION CONTACT:

Dario Thomas

Contract Specialist IV, CTCD, CTCM

Contract Administrator

PHONE: (512) 782-3301

EMAIL: Procurement@military.texas.gov copy

Dario.thomas@military.texas.gov

RESPONSE (Respondent must fully complete)

DISCOUNT FOR PROMPT PAYMENT: 10 DAYS

20 DAYS

30 DAYS

___ DAYS

ACKNOWLEDGMENT OF ADDENDA:

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

ADDENDUM NO. DATE ADDENDUM NO. DATE

NAME AND ADDRESS

OF Respondent:

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 12 months effective on the effective date stated in the notice of award (or purchase order if there is no notice of award).

TMD will not allow changes after Date of Award to terms or pricing during the term of the Contract. The terms and conditions of this solicitation, version 8 dated 7/2/2026, are included with this solicitation: Attachment 4.

mailto:procurement@military.texas.gov mailto:

mailto:Procurement@military.texas.gov mailto:Dario.thomas@military.texas.gov

ANTICIPATED SCHEDULE OF EVENTS

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

Date Time CST Solicitation Posted to ESBD

September 16, 2026

2pm

Last day to submit written questions for clarification to

TMD

September 21, 2026

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

9/26/2026 5pm Deadline for TMD to receive Bids

TBD TBD

Anticipated date of Contract Award

Intentionally Left Blank

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TABLE OF CONTENTS

ANTICIPATED SCHEDULE OF EVENTS

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.3.1 Billing and Payment 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 SHEET

B.4.1 Contract Term Pricing

SECTION C - SPECIFICATIONS

C.1 INTRODUCTION

C.2 SPECIFICATIONS AND STATEMENT OF WORK

C.3 GENERAL REQUIREMENTS

C.4 DELIVERY

C.5 ACCEPTANCE CRITERIA

C.6 TMD PERSONNEL

C.6.1. TMD’s Contract Administrator C.6.2 TMD’s Project Manager C.6.3 TMD’s Assistant Project Manager

C.7 INSURANCE REQUIRED UNDER THE CONTRACT

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

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.11 AGENCY POSTING OF CONTRACTS

E.12 ANTICIPATED SCHEDULE OF EVENTS

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 Respondent’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.

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

“Business Hours” means 7:00 a.m. to 5:00 p.m. Central Time.

“CST” means Central Standard 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.

“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.

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

“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.

“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 services and commodities replaced with new services and commodities requested and authorized by TMD as provided under the Contract. Respondents must price the response on this basis.

B. Contractor must deliver and provide the services and commodities and replacement with new services and commodities 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 services and commodities and replacement with new services and commodities.

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

Contractor’s delivery of the services and commodities and replacement with the new services and commodities 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 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).

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

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;

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 (Attachment G.1).

B. Regardless as to whether Direct Deposit is chosen, Respondent must submit a completed Application for Texas Identification Number (Attachment 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-ENV-0045087 mailto:Payables@military.texas.gov

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Notes: Contact Dario Thomas when completed 512-782-3301 or Dario.thomas@military.texas.gov copy Procurement@military.texas.gov

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. TMD will not make any payments of any amount to Contractor until an accurate invoice is received that complies with Section B.2 above. TMD will notify Contractor if invoice is deemed to be inaccurate within 20 days of receipt.

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

C. 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. 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 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

Page 8 of 27 Approved 10/16/2021 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 with respect to any other contract or purchase order with TMD and apply such monies to the money due to TMD.

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B.4 MANDATORY PRICING SHEET

B.4.1 Contract Term Pricing

The Respondent must submit its bid price within the Mandatory Pricing Sheet located in Attachment G.3, replicating, as necessary, in its exact format.

Bid price must be submitted on the Mandatory Pricing Sheet. 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 – STATEMENT OF WORK

C.1 INTRODUCTION

Texas Military Department (TMD) is seeking cost proposals/bids to conduct Vegetation Community Planning Level Surveys (PLS) at training centers in four (4) locations. The term of the contract is for 12 months. The surveys will provide updates to the baseline information regarding the vegetation that can be used to make sound management and monitoring decisions.

C.2 SPECIFICATIONS AND STATEMENT OF WORK

A. Contractor shall collect Geographic Information System (GIS) data to reflect vegetation communities on the four (4) training sites as identified in the National Community Classification System (NatureServe) and provide a report detailing methods and results of the project being produced. The objective of the project is to delineate existing and potential vegetation communities, determine fuel characteristics for each identified plant association, and to assess the condition for each identified plant association.

1. Camp Bowie, 5601 FM 45 S, Brownwood TX, 76801: the property consists of 8,931 acres.

The last PLS was conducted in 2012 and there has been 17,000 acres burned and over 1,200 acres of vegetation management since then.

2. Camp Maxey, US 271, Powderly, TX, 75473: the property consists of 6,424 acres. The last PLS was conducted in 2012 and there has been 10,000 burned and over 1,800 acres of vegetation management since then.

3. Camp Swift, 1705 HWY 95 N, Bastrop, TX, 78602: the property consists of 11,000 acres. The last PLS was conducted in in 2012 and there has been 11,000 acres burned and over 1,800 acres of vegetation management since then.

4. Fort Wolters, 7701 Wagner Rd, Mineral Wells, TX, 76067: the property consists of 3,989 acres. The last PLS was conducted in 2012 and there has been 3,700 acres burned and over 900 acres of vegetation management since then.

B. Contractor shall delineate vegetative communities at the various training sites

C. Contractor shall identify plant communities and associated fuel models using aerial imagery and systematic ground surveys. Communities will be determined by dominant plant species and existing fuel conditions.

D. Contractor shall determine actual vegetation series, potential vegetation series, plant alliance, plant association, fuel code, vegetation status/condition, and any comments associated with identified plant communities.

E. Vegetation series should be determined using the Texas Natural Heritage Program classification system.

F. Vegetation association and alliances should be classified using Nature Serve and the National

Vegetation Classification Standard. The fuel codes should reflect the fuel codes used with Rothermel's surface fire spread model.

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G. Contractor shall summarize results in reports; the reports shall discuss methods used for surveys, results of the surveys, and the descriptions of the vegetation series, alliances, and associations identified. Maps of the identified plant communities will be a part of the reports.

C.3 GENERAL REQUIREMENTS

A. Contractor and or personnel should have five (5) years of experience conducting Vegetation Surveys.

B. Contractor and or personnel must provide project history and references prior to contract award demonstrating required experience.

C. Contractor and/or personnel must submit with proposal a key staffing profile and résumés for staff that will be responsible for the performance of the services requested.

D. Contractor must comply with all applicable laws and regulations related to project.

E. Contractor must coordinate all site activity with Training Centers. Contact information will be provided after contract is awarded.

F. Contractor must make a good faith effort to take all applicable safety precautions and keep a first aid kit on site at all times.

G. Contractor must maintain a Foreman on site at all times who will be responsible for communicating with National Guard personnel and Supervising Contractor personnel.

H. Contractor shall be available for on-site meetings with the Project Manager as needed, and if needed, the contractor will provide a disposal and cleanup plan per project.

I. Contractor shall provide methods and survey designs to project manager for review:

including descriptions of work to be completed along with time frame of when work will take place.

J. Safety plans and control measures shall be in place by both parties.

K. Contractor shall provide reports of survey results to Project Manager for review and provide final reports with any necessary changes.

L. Contractor shall provide all GIS data associated with the project. GIS data must have Federal Geographic Data Committee (FGDC) compliant metadata provided in UTM NAD 83 and the appropriate UTM zone for installation.

M. Upon encountering any suspected cultural artifact, unexploded ordinance, or unanticipated obstacle to project completion, contractor must immediately cease work and report to Project Manager as soon as possible via phone and via e-mail.

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N. All GIS data must have 1-5 meter accuracy and the Contractor shall deliver the data in a Spatial Data Standards compliant Geodatabase or ArcGIS shapefile; copies of appropriately labeled photos must be provided with the final data and linked to the Geodatabase or ArcGIS shapefile.

O. Contractor must ensure that all items, waste products and debris, that require disposal are removed from the site and are disposed of in accordance with all Federal, State, and local laws, rules, and regulations.

P. Contractor shall provide quarterly updates to TMD Project Manager; these updates shall include progress, work expected within the next quarter and any complications or problems encountered.

Q. Work Schedule to be determined by TMD Project Manager (TMD PM) and Contractor

Point of Contact (POC). It is estimated that this task can be completed over a 12 month period. Contractor shall begin work upon receipt of the executed contract, purchase order, and verbal or written Notice to Proceed (NTP) with the services of work conducted in the initial Contract Term. Field work at the training centers can be completed on non-work days with prior TMD PM approval.

R. Contractor must obtain authorization via a Notice to Proceed (NTP) and coordinate a kickoff meeting to create work schedule with the TMD PM before commencing work.

Contractor shall not to assume that notice of contract award is permission to commence work.

S. A workday is defined as Monday - Friday on non-federally recognized holidays. Any work on the weekends or holidays must be coordinated with TMD PM and training center Point of Contact (POC). Weekend work and hours must be coordinated and approved in writing by the training center and TMD Project Manager (PM).

T. Site access must be coordinated by the Contractor and training center staff. Any delays caused by site access conflicts or weather must be communicated to the TMD PM within 24 business hours of lost work time occurrence. The Contractor will communicate the status of site access to the project manager. Any delays caused by site access conflicts will not count against completion date.

U. Weather is an important factor in determining project schedule. Timing of management must be suitable to limit disturbance.

V. Services described should be completed within the contract term, unless unforeseen circumstances occur. Unforeseen circumstances or weather delays must be reported to the TMD PM within twenty-four (24) business hours of lost work time occurrence. Weather delays are defined as days including any precipitation. Upon mutual agreement in writing between both parties any delays caused by TMD or reasonable circumstances beyond contractor’s control will be allowed.

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W. The project will include an option to extend beyond initial end date at no cost provided both parties agree until the project is completed. All requests for no cost extensions must be submitted in writing to the PM with a justification for the extension. Any extensions shall be subject to the same terms and conditions.

X. Texas Military Department at its own discretion reserves the right to increase or decrease at any time quantity of tasks, survey times, days, visits, service technique, acreage, units, dates, times, technical job, survey method, treatment, transects, plots, number of locations, hours, and the frequency of services as needed depending on proposal results and budget constraints. Any modification shall be subject to the same terms and conditions upon mutual agreement in writing between both parties. The Project Manager and Contractor shall be notified of any anticipated modification.

C.4 DELIVERY

Delivery is to be turn-key, to include all labor equipment supplies and materials for this project.

Deliverables will be to:

Camp Bowie, 5601 FM 45 S, Brownwood TX, 76801.

Camp Maxey, US 271, Powderly, TX, 75473.

Camp Swift, 1705 HWY 95 N, Bastrop, TX, 78602.

Fort Wolters, 7701 Wagner Rd, Mineral Wells, TX, 76067.

C.5 ACCEPTANCE CRITERIA

In determining the best value, TMD shall consider the following best value factors:

A. Price of the item, to include total cost of ownership, such as, but not limited to, installation costs, life cycle costs, and warranty provisions.

B. Compliance with the stated specifications coupled with the quality and reliability of the goods and services, such as, but not limited to, fitness for use that meets or exceeds Customers expectations and the characteristics of the product or service that bear on its ability to meet the stated/implied needs.

C. Delivery timeframe from receipt of purchase order, after receipt of order (ARO).

D. Indicators of probable performance under the Contract to include but are not limited to past vendor performance; financial resources; ability, capacity, and skill to perform the Contract or provide the serviced required; experience or demonstrated capability and responsibility; references; and the vendor’s ability to provide reliable maintenance agreements and support.

E. Other relevant factors, such as, but not limited to, the vendor’s ability to comply with laws relating to the goods or services, the vendor’s anticipated economic impact to the State or

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C.6 TMD PERSONNEL

C.6.1. TMD’s Contract Administrator

A. The Contract Administrator for administration of the Contract is Dario Thomas.

B. The telephone number for the Contract Administrator is 512-782-3301.

C. The email address is Dario.thomas@military.texas.gov copy 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.

C.6.2 TMD’s Project Manager

A. The Project Manager for the Contract is Drew Payne.

B. The telephone number for the Project Manager is 512-782-5315.

C. The email address is drew.payne.nfg@cfmo.mil.texas.gov

C.6.3 TMD’s Assistant Project Manager

A. The Assistant Project Manager/Regional Manager for the Contract is Austin Lester.

B. The telephone number for the Project Manager is 512-782-6683.

C. The email address is austin.lester@nfg@cfmo.mil.texas.gov

TMD’s Project Manager for the Contract is responsible for the overall management and coordination of the Contract and will act as the central point of contact for TMD. The Project Manager/s has full authority to act for TMD in the performance of any project connected to the Contract. The Project Manager or a designated representative will meet with Contractor’s Project Manager to discuss problems as they occur.

C.7 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 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 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.

mailto:Dario.thomas@military.texas.gov mailto:Procurement@military.texas.gov mailto:drew.payne.nfg@cfmo.mil.texas.gov mailto:austin.lester@nfg@cfmo.mil.texas.gov

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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 term 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 Professional Liability Including errors and omissions

$1,000,000 Per Occurrence $2,000,000 Annual Aggregate

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.

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.

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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.

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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

State Frequency State Due Date Invoicing – Specific to the Contract IFB Section B.2 Payables@military.texas.gov with a copy to Contract Manager mailto:Payables@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 assure 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 will be typed, paginated, contain a full table of contents, and have component sections clearly identified bookmarks (electronic).

B. 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 copy Dario.thomas@military.texas.gov Subject: Solicitation No. TMD26-FMO-0045087

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

D. 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. Respondents 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. Respondents 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.

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E.3 LATE SUBMISSIONS, MODIFICATIONS AND WITHDRAWALS OF RESPONSES

A. Any response received after the specified date and time will not be considered.

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

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

D. 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.

E. 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.

F. 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’s 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 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. Financial Rating and Solvency Information;

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

F. Attachment G.2, Application for Texas 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. Respondents must identify and provide in the enclosed, Verification of Experience, a minimum of three (3) past or current projects of similar size and complexity performed within the past five (5) years. Respondents must provide, at a minimum, the contact’s 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. Organizational, biographical, and Financial Rating and solvency information for the Respondent and all third-party / subcontractors proposed to fulfill service requirements.

E. 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, Mandatory Pricing Sheet

2. C.7, Insurance

3. Verification of Experience (References)

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

Information and Section E.8.2, Information Section.

F. 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

Respondent must provide updated pricing sheets 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:

Dario Thomas, CTCD, CTCM, Contract Administrator TMD Procurement and Contract Services

P.O. BOX 5218

Austin, Texas 78763-5218 Email: Dario.thomas@military.texas.gov 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. Respondents should rely only on the written information provided in this manner.

Respondents are 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.

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

F. Respondent is reminded that 09/16/2026 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 deem 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 connection with this solicitation or the Contract may be subject to public disclosure under the Public Information Act.

Without prior written notice to Respondent, the redacted response may be posted on TMD’s website as part of the Contract per Texas Government Code § 2261.253(a).

E.12 ANTICIPATED SCHEDULE OF EVENTS

TMD reserves the right, in its sole discretion, to change the above date(s). Notices of changes to items directly impacting the original solicitation process will be posted on the Electronic State Business Daily (ESBD) located at: https://www.txsmartbuy.gov/ . Respondent should check the ESBD frequently for updates. Respondent is solely responsible for verifying receipt of its questions, if applicable, and responding by the deadlines stated. A Respondent’s failure to periodically check the ESBD for updates will in no way release the awarded Respondent from compliance with any requirements in posted “addenda or additional information” although such compliance may result in additional costs to meet the requirements.

https://www.txsmartbuy.gov/

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Questions regarding this solicitation must be in writing and must be submitted to TMD’s Contract Administrator by the date and time noted in the table listed in this solicitation. Telephone inquiries will not be accepted. Questions may be submitted by either facsimile or email. TMD intends to post answers to these questions on the ESBD on or before the date and time noted in the table listed in this solicitation. Respondent is solely responsible for verifying TMD’s timely receipt of its questions by the stated deadlines.

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SECTION F—EVALUATION CRITERIA

TMD will evaluate responses in accordance with the best value standard in Texas Government Code § 2156.007.

TMD reserves the right to conduct studies and other investigations as necessary to evaluate any bid.

TMD, in its sole discretion, may amend or modify any provisions of the IFB, or withdraw this IFB at any time prior to award of a Contract. TMD reserves the right, in its sole discretion, to reject any or all IFBs or to select one (1) or more qualified Respondents to this IFB without discussion of Bids with the respective Respondents.

The decision of TMD, or its designee with regard to the above, shall be administratively final. TMD, in its sole discretion, may waive administrative deficiencies and/or minor technicalities in Bids received.

TMD will not disclose any information regarding sealed IFBs to the public prior to Contract award.

Under the Freedom of Information Act (FOIA), Texas Public Information Act (TPIA)/Open Records, and Privacy Act (PA) the public may request Bids and information, after award, to the TMD at:

By mail to: Texas Military Department ATTN: Office of the General Counsel, JFTX-GC (FOIA Officer) P.O. Box 5218 Austin, TX 78763-5218

By email to: ng.tx.txarng.mbx.freedom-of-information-act@mail.mil

By fax to: 512-782-6988 (ATTN: FOIA Officer)

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