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REQUEST FOR PROPOSALS

PREVENTIVE MAINTENANCE AGREEMENT

FOR FIRE AND SAFETY PROTECTION SYSTEM

RFP # 717-27-704

DEADLINE FOR SUBMITTAL:

1:00 p.m., Central Time, Tuesday, October 27, 2026

(Proposals received after the date and time specified will not be accepted)

Texas Southern University

PROCUREMENT SERVICES

Attn: Sceffers Ward 3100 Cleburne Street

Mack O. Hannah Hall, Suite 333 Houston, Texas 77004 - 4598

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GENERAL INFORMATION

1.1 SCOPE. The State of Texas, by and through Texas Southern University (TSU), seeks sealed proposals to establish a contract for Preventive Maintenance Services Agreement needed by the University, in accordance with the specifications contained in this Request for Proposal (RFP).

1.2 CONTRACT TERM. The services requested shall be provided for a period of three (3) plus years, beginning with the execution of the contract, with two (2) single-year options upon written agreement from both parties.

1.3 DEFINITIONS. The following is a list of generic definitions to be used only if the terms appear in the RFP:

(a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed

(b) Addendum - A modification of the specifications issued by TSU and distributed to prospective Respondents prior to the opening of responses

(c) Best and Final Proposal (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal

(d) Contract – The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent’s Proposal, any BAFO, and subsequent submission by

Respondent, shall all be fully incorporated therein as exhibits

(e) Contractor – Respondent whose proposal results in a contract with TSU

(f) Electronic State Business Daily (ESBD) – The Electronic State Business Daily, which is available on-line at http:esbd.state.tx.us/

(g) Gov’t Code – Texas Government Code.

(h) Proposal – The response submitted by a vendor to TSU as a result of this solicitation.

(i) Respondent – Any person, firm or vendor who submits a Proposal in response to this solicitation.

(j) RFP – Request for Proposals, which is the type of solicitation embodied in this document.

(k) TAC – Texas Administrative Code, which is the publication for administrative rules.

1.4 CONFLICTS OF INTEREST:

Actual and Perceived Conflicts

By submitting a Proposal, the Respondent represents and warrants that neither it nor its employees and subcontractors have an actual or potential conflict of interest in entering a Contract with the TSU. The Respondent also represents and warrants that entering a Contract with the TSU will not create the appearance of impropriety. In its Proposal, the

Respondent shall disclose any existing or potential conflict of interest that it might have in contracting with the TSU.

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The requirement to disclose any actual or potential conflict of interest shall begin at initial request for bids and continue during the term of the contract and shall survive until the end of the recordkeeping requirement in Section

1.5. TSU will decide, in its sole discretion, whether an actual or perceived conflict should result in Proposal disqualification or Contract termination.

Current and Former TSU Employees

In addition to the disclosures required above, the Respondent shall also disclose any of its personnel who are current or former officers or employees of the TSU or who are related, within the third degree by consanguinity (as defined by

§573.023, Gov’t Code) or within the second degree by affinity (as defined by §573.025, Gov’t Code), to any current or former officers or employees of the TSU.

Respondents must comply with all applicable Texas and federal laws and regulations relating to the hiring of former state employees (e.g., Texas Government Code Chapters 572 and 573). Such “revolving door” provisions generally restrict former agency heads from communicating with or appearing before the agency on certain matters for two years after leaving the agency. The revolving door provisions also restrict some former employees from representing clients on matters that the employee participated in during state service or matters that were in the employees’ official responsibility. Respondent, by signing this solicitation, certifies that it has complied with all applicable laws and regulations regarding former state employees.

1.5 RECORDS RETENTION

The Respondent shall retain all financial records, supporting documents, statistical records, and any other records or books relating to the performance called for in the Contract. The Respondent shall retain all such records for a period of seven (7) years after the expiration of the Contract, or until TSU and/or State Auditor's Office is satisfied that all audit and litigation matters are resolved, whichever period is longer. The Respondent shall grant access to all books, records and documents pertinent to the Contract to TSU, the State Auditor of Texas, and any federal governmental entity that has authority to review records due to federal funds being spent under the Contract.

1.6 INSURANCE AND OTHER SECURITY

Contractor represents and warrants that it will, within five (5) business days of executing this agreement, provide

Texas Southern University with current certificates of insurance or other proof acceptable to Texas Southern

University of the following insurance coverage:

Standard Workers Compensation Insurance covering all personnel who will provide services under this

Contract;

Commercial General Liability Insurance, personal injury and advertising injury with, at a minimum, the following limits: $500,000 minimum each occurrence; $1,000,000 per general aggregate.

Contractor represents and warrants that all of the above coverage is with companies licensed in the state of Texas, with

“A” rating from Best, and authorized to provide the corresponding coverage. Contractor also represents and warrants that all policies contain endorsements prohibiting cancellation except upon at least thirty (30) days prior written notice to Texas Southern University. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract and shall provide Texas Southern University with an executed copy of the policies immediately upon request.

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1.7 COMMODITY CODE

The NIGP / State of Texas commodity code for this solicitation 340-00, 340-16, 340-87

1.8 BACKGROUND

Texas Southern University (“TSU”) is an elite, Carnegie R2 Institution and proud to be the premiere producer of talent for s strong Texas. The Owner one of the largest Historically Black College/University (“HBCU”) in the nation and destined to become the first HBCU with the coveted Carnegie R1 status.

Since its founding in 1927, TSU has evolved from its origins as a small junior college into an elite, nationally competitive, Texas Southern is proud to be one of 11 HBCU’s designated as a Doctoral University of High Research

Activity (R2) by The Carnegie Classification of Institutions of Higher Education. Recognized for not only its research, TSU has demonstrated a commitment in every facet of university life from academics to athletics. Texas Southern

University currently offers more than 120 undergraduate and graduate programs and concentrations at the baccalaureate, graduate-master, graduate-doctoral, and professional level. These programs are organized into 11 colleges and the campus is situated on more than 150-acres of land in the heart of Houston’s historic Third Ward community.

As the institution celebrates 95 years of providing learners with social and upward mobility through education, the administration has paid tribute to its rich past, while celebrating its present state, and envisioning its future.

Texas Southern University is committed to transforming lives and achieving unprecedented success at an accelerated pace. The Board of Regents, President, Administration, Faculty, and Staff live the mission of TSU everyday through their respective commitment to the students. Texas Southern University is PROUD to be the first public institution in

Houston.

End of Section I

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SECTION II

Scope of Work

RFP 717-27-704 – Preventive Maintenance Agreement

2.1 General Scope

Texas Southern University (“TSU”) is soliciting proposals from qualified, licensed, certified, and experienced contractors to provide a comprehensive Preventive Maintenance Agreement (PMA) for the University's Life

Safety, Electronic Security, Fire Protection, Fire Alarm, Fire Suppression, and Emergency Lighting systems.

The successful Contractor shall provide all labor, supervision, technical expertise, testing equipment, tools, programming, preventive maintenance, inspection, repair services, documentation, and other resources necessary to maintain the University's covered systems in safe, reliable, operational, and code-compliant condition.

The Contractor shall test, inspect, service, maintain, repair, and program applicable life safety and security equipment in accordance with applicable NFPA requirements, manufacturer requirements, and all applicable federal, State of Texas, and local laws, codes, regulations, and standards. The Contractor shall also complete all required regulatory testing, inspections, maintenance, and documentation on an annual, semi-annual, quarterly, and monthly basis, as applicable.

2.2 Comprehensive Preventive Maintenance Services

The Preventive Maintenance Agreement shall include, at a minimum:

• Scheduled preventive maintenance and inspections.

• Regulatory and code-required testing.

• Functional testing of covered systems and components.

• System programming and configuration as required.

• Troubleshooting and diagnostic services.

• Corrective maintenance and repairs for equipment covered under the applicable Parts and Labor Agreement.

• Identification and reporting of defective, damaged, obsolete, or non-compliant equipment.

• Replacement of covered parts and components where Parts and Labor Coverage applies.

• Maintenance of system integrity and operational readiness.

• Emergency and after-hours response services.

• Required testing reports, inspection records, service tickets, and compliance documentation.

• Coordination with University Environmental Health & Safety and designated University personnel.

• Maintenance of complete service records for all covered systems and locations.

The Contractor shall ensure that all work is performed in accordance with applicable NFPA standards and all

National, State, and local code requirements.

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2.3 Covered Systems

The PMA shall cover the following systems and equipment:

1. CCURE Access Control Systems

2. Sprinkler Systems, including wet, dry, and pre-action systems

3. Fire Pumps, including electric and diesel systems

4. Simplex Fire Alarm Systems

5. Ansul Kitchen Hood Suppression Systems

6. Sapphire Suppression Systems

7. Portable Fire Extinguishers

8. Fire Hoses

9. Emergency Lighting

The University's source document identifies specific service coverage for each system, including Parts and Labor

Coverage, Test and Inspect Only, or Test, Parts and Labor coverage.

2.4 Preventive Maintenance Frequencies

The Contractor shall perform preventive maintenance and inspections according to the frequencies established by the University and applicable regulatory requirements.

System Main Campus Housing/University Towers

CCURE Access Control Annual Annual

Sprinkler Systems Quarterly Quarterly

Fire Pumps Monthly & Annual Monthly & Annual

Simplex Fire Alarm Annual Annual

Ansul Kitchen Hood Semi-Annual Semi-Annual

Sapphire Suppression Semi-Annual Semi-Annual

Fire Extinguishers Annual Annual

Fire Hoses Annual Annual

Emergency Lighting Annual Annual

The Contractor shall not consider the University's stated frequencies to limit any additional testing, inspection, or maintenance required by applicable law, NFPA standards, manufacturer requirements, or the authority having jurisdiction.

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2.5 Access Control – CCURE 9000

The Contractor shall provide preventive maintenance, troubleshooting, programming, testing, inspection, and repair services for the University's CCURE 9000 Access Control System, including associated panels, doors, devices, controllers, and system components.

The Main Campus inventory identified in the source document includes approximately 68 panels and 733 doors, while Housing/University Towers includes approximately 23 panels and 236 doors and Transformation Village which includes 1 panel, vehicle gate and 2 pedestrian gates.

Where Parts and Labor Coverage applies, the Contractor shall provide the labor and covered parts necessary to maintain the system in operational condition.

2.6 Fire Alarm Systems

The Contractor shall provide comprehensive testing, inspection, programming, preventive maintenance, troubleshooting, and repair services for the University's Simplex fire alarm systems, including applicable panels and associated devices.

The Contractor shall maintain the systems in accordance with applicable NFPA requirements, manufacturer specifications, and applicable State and local requirements.

The source document identifies approximately 92 Simplex fire alarm panels on the Main Campus and 25 panels within Housing/University Towers and Transformation Village which includes 14 Fire Alarm panels.

2.7 Fire Sprinkler and Fire Pump Systems

The Contractor shall perform all required inspection, testing, preventive maintenance, and documentation for the

University's wet, dry, and pre-action sprinkler systems and associated floor controls.

The Main Campus inventory includes approximately 47 sprinkler systems, while Housing/University Towers includes approximately 8 systems. Fire pump services shall include applicable electric and diesel pumps, with monthly and annual testing and inspection. The source document identifies approximately 8 Main Campus fire pumps and 3 Housing fire pumps.

2.8 Fire Suppression Systems

The Contractor shall provide testing, inspection, preventive maintenance, and repair services for applicable kitchen hood and specialized fire suppression systems.

Services shall include:

• Ansul kitchen hood suppression systems;

• Associated tanks and fusible links;

• Sapphire suppression systems;

• Required semi-annual inspections;

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• Testing and documentation; and

• Corrective maintenance for covered equipment.

The source document identifies 9 Ansul systems, 7 additional tanks, and 15 links on the Main Campus, and 5 systems, 3 additional tanks, and 13 links within Housing.

2.9 Fire Extinguishers and Fire Hoses

The Contractor shall perform annual inspection, testing, maintenance, and applicable repair or replacement services for University fire extinguishers and fire hoses.

The Main Campus inventory includes approximately 986 portable fire extinguishers and 103 fire hoses.

Housing/University Towers includes approximately 100 portable fire extinguishers.

2.10 Emergency Lighting

The Contractor shall inspect, test, maintain, troubleshoot, and repair emergency lighting systems and associated components as required to ensure operational readiness and compliance with applicable requirements.

Emergency lighting is identified as an annual service requirement with Parts and Labor Coverage.

2.11 On-Site Technician Requirements

The Contractor shall provide qualified, certified, and licensed technicians on-site on a recurring basis to support preventive maintenance, troubleshooting, and repairs.

The University requires a minimum on-site presence of:

• Main Campus: Five (5) days per week.

• Housing/University Towers/Transformation Village: Three (3) days per week.

• Normal service hours shall be 7:00 a.m.–3:00 p.m. or 8:00 a.m.–5:00 p.m.

The Contractor shall also provide rates for services performed after normal business hours, weekends, and

University holidays.

No truck or fuel surcharges shall apply to services performed under this Agreement.

2.12 Contractor Qualifications

The Contractor and its personnel shall possess all licenses, certifications, training, and qualifications necessary to perform the services.

At a minimum, the Contractor shall demonstrate:

• Appropriate State of Texas licenses for the services being performed;

• Factory-trained and certified technicians for the applicable systems;

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• NICET Level II or higher technicians where applicable;

• A minimum of ten (10) full-time qualified technicians/installers for the applicable system categories;

• Experience maintaining the University's installed systems;

• Required manufacturer/system certifications;

• Required CCURE 9000 certifications and licenses;

• Required Simplex fire alarm qualifications; and

• Required fire suppression system licenses and qualifications.

The University's source document specifically requires CCURE personnel to include at least six full-time employees holding CCURE 9000 Installer/Maintainer licenses and at least one full-time employee holding a

CCURE 9000 Advanced Integrator license.

For Simplex systems, personnel must possess applicable Texas fire alarm licensing, be familiar with the University's facilities, and be capable of programming the installed Simplex panels.

2.13 Experience and References

The Contractor shall demonstrate substantial experience providing preventive maintenance and life safety services for systems comparable to those identified in this RFP.

The Contractor shall have a minimum of ten (10) years of experience in the applicable life safety/security service industry and shall provide at least three (3) references demonstrating experience installing and maintaining comparable systems.

2.14 Personnel Requirements

All personnel assigned to University work shall be appropriately trained, licensed, certified, and qualified for the specific systems they service.

Untrained, undocumented, or otherwise unqualified personnel shall not perform any portion of the

University's Electronic Safety and Security system work. Personnel performing the work shall meet all applicable licensing and certification requirements. The source document also requires applicable personnel to be permanent employees of the Contractor.

2.15 Service Response and Corrective Maintenance

The Contractor shall maintain sufficient staffing and resources to respond promptly to system failures, alarms, deficiencies, and other service calls.

The Contractor shall provide:

• On-site troubleshooting;

• Emergency repairs;

• System restoration;

• Programming and configuration;

• Replacement of covered components;

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• Temporary measures when necessary to maintain safety and security;

• Written documentation of all repairs and corrective actions; and

• Recommendations for additional repairs or replacement when equipment is beyond economical repair or has reached the end of its useful life.

2.16 Documentation and Reporting

The Contractor shall provide the University with complete documentation for all services performed.

Reports shall, at a minimum, identify:

• Date and time of service;

• Building and system serviced;

• Equipment/components inspected or tested;

• Testing performed;

• Results of testing;

• Deficiencies identified;

• Repairs performed;

• Parts installed;

• Technician name and applicable certification/license;

• Recommended corrective action;

• System status upon completion; and

• Any code, NFPA, manufacturer, or regulatory deficiencies.

All required regulatory testing and inspection documentation shall be maintained and provided to the University upon request.

2.17 University Facilities

Services shall be provided throughout the University's Main Campus, Housing/University Towers, and other

University facilities identified in the RFP.

The attached source document identifies facilities including Hannah Hall, Gray Hall College of Pharmacy, Robert

James Terry Library, Nabrit Building, Fairchild Hall, Sawyer Auditorium, Recreation Center, Thermal Plants, Lanier Halls, Bell Hall, University Health Center, KTSU Radio Station, Law School, Student Life Center, Paige

Building, Jones School of Business, Jordan-Mickey Leland School, Warehouse and Receiving, Athletic Training

Facility, Technology Building, Science Building, University Courtyard, University Tower, Academic Learning

Center, Library Learning Center, Strength & Conditioning Building, Transformation Village, and TSU at the

Spaceport, among others.

2.18 Inventory and Quantities

The quantities provided in this RFP are approximate quantities for proposal and planning purposes. The Contractor shall verify existing equipment, system configurations, and quantities during the University's scheduled site visit or other designated inspection opportunity.

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The University reserves the right to add, remove, relocate, replace, or modify equipment and facilities during the term of the Agreement. Any resulting changes shall be addressed in accordance with the terms and conditions of the executed Agreement.

2.19 Compliance

The Contractor shall perform all services in accordance with:

• Applicable NFPA standards;

• State of Texas laws and regulations;

• Applicable local fire and building codes;

• Authority Having Jurisdiction requirements;

• Manufacturer specifications;

• Applicable licensing requirements;

• University policies and procedures; and

• All other applicable regulatory requirements.

The Contractor shall immediately notify the University of any condition that presents a life safety, fire protection, security, or regulatory concern.

2.20 Pricing and Coverage

The Contractor shall clearly identify pricing for each service category and distinguish between:

1. Parts and Labor Coverage;

2. Test and Inspect Only;

3. Test, Parts and Labor Coverage;

4. Regular-hour service;

5. After-hours service;

6. Weekend service; and

7. Holiday service.

The Contractor shall provide all pricing requested in the University's pricing schedule. No truck or fuel surcharge shall be permitted.

End of Section II

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SECTION III

CRITERIA

3.1 Criteria and Requirements

Specifications and requirements set forth in this solicitation that contain the words “must” or “shall” are mandatory and must be provided as specified, with no alteration, modification, or exception. Specifications and requirements set forth that contain the words “may” or “can” allow Respondents to offer alternatives to the manner in which the commodities/services are provided.

Respondents shall provide a clear and detailed response to each criterion below. Responses should be organized according to the criteria and subcriteria identified in this section. Failure to provide sufficient information may affect the University's evaluation of the Respondent's proposal.

The criteria under which responses will be evaluated are as follows:

Criteria 1: Experience of Firm

Criteria 2: Qualifications of Personnel

Criteria 3: Approach and Methodology

Criteria 4: Solutions and Deliverables

Criteria 5: Pricing

Criteria 1: Experience of Firm

The Respondent shall demonstrate its experience, qualifications, capacity, and successful performance providing comprehensive preventive maintenance services for life safety, fire protection, fire alarm, fire suppression, access control, and emergency lighting systems comparable to those identified in this RFP.

1.1 Company Experience

The Respondent must:

• Have a minimum of ten (10) years of experience providing applicable life safety, electronic security, fire protection, and preventive maintenance services.

• Demonstrate experience servicing systems comparable to those identified in this RFP.

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• Demonstrate experience performing preventive maintenance, regulatory inspections, testing, troubleshooting, programming, repairs, and corrective maintenance.

• Provide a description of its experience servicing higher education institutions, governmental entities, healthcare facilities, commercial facilities, or other complex multi-building environments.

• Identify the geographic area in which the Respondent provides services.

• Demonstrate the ability to provide the required recurring on-site technician presence at Texas

Southern University.

The attached requirements specifically identify a minimum ten-year experience requirement for the applicable life safety services and require references demonstrating experience with comparable systems.

1.2 Relevant System Experience

The Respondent shall identify its experience with the following systems, as applicable:

• CCURE 9000 Access Control;

• Simplex Fire Alarm Systems;

• Wet, Dry, and Pre-Action Sprinkler Systems;

• Electric and Diesel Fire Pumps;

• Ansul Kitchen Hood Suppression Systems;

• Sapphire Suppression Systems;

• Fire Extinguishers;

• Fire Hoses; and

• Emergency Lighting.

1.3 References

The Respondent must provide a minimum of three (3) client references for comparable work.

Each reference should include:

• Client name;

• Contact person;

• Telephone number;

• Email address;

• Description of services provided;

• Number and types of systems maintained;

• Contract term;

• Approximate contract value; and

• Current or previous status of the engagement.

The University may contact references to verify the information provided.

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1.4 Firm Capacity

The Respondent shall describe its organizational capacity to support TSU's multi-building environment, including:

• Number of full-time technicians;

• Number of licensed technicians;

• Number of certified technicians;

• Locations of service personnel;

• Emergency response capabilities;

• Administrative and technical support;

• Parts and equipment availability; and

• Ability to support simultaneous service requirements.

The attached requirements identify a minimum of ten full-time technicians/installers for applicable system categories.

Criteria 2: Qualifications of Personnel

The Respondent shall demonstrate that the personnel assigned to the University are appropriately licensed, certified, trained, experienced, and qualified to perform the required services.

2.1 Personnel Qualifications

The Respondent must identify the personnel proposed to perform services for TSU, including:

• Project/Account Manager;

• Lead Technician(s);

• CCURE technicians;

• Fire alarm technicians;

• Fire suppression technicians;

• Sprinkler technicians;

• Fire pump technicians;

• Fire extinguisher technicians; and

• Other personnel who will regularly perform services under the Agreement.

For each key individual, provide:

• Name;

• Position/title;

• Years of experience;

• Relevant certifications;

• State licenses;

• Manufacturer certifications;

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• System-specific certifications;

• Years with Respondent; and

• Proposed responsibilities under the Agreement.

2.2 CCURE 9000 Qualifications

The Respondent must demonstrate that it has personnel capable of maintaining, troubleshooting, programming, and repairing the University's CCURE 9000 system.

The Respondent shall provide evidence that:

• At least six (6) full-time employees hold CCURE 9000 Installer/Maintainer licenses; and

• At least one (1) full-time employee holds a CCURE 9000 Advanced Integrator license.

The Respondent must provide copies of applicable licenses/certifications with its proposal.

2.3 Simplex Fire Alarm Qualifications

The Respondent must demonstrate personnel qualifications applicable to the University's Simplex fire alarm systems.

Personnel shall:

• Hold applicable State of Texas fire alarm licensing;

• Be qualified to inspect, test, troubleshoot, repair, and program Simplex systems;

• Be familiar with the University's installed systems; and

• Be capable of programming the University's Simplex panels.

The source requirements also specify that untrained, undocumented, or otherwise unqualified personnel shall not perform Electronic Safety and Security system work.

2.4 Fire Suppression Qualifications

The Respondent shall identify personnel qualified to inspect, maintain, repair, and service:

• Sprinkler systems;

• Fire pumps;

• Ansul systems;

• Sapphire systems;

• Fire extinguishers; and

• Fire hoses.

Applicable State of Texas licenses and certifications must be provided for personnel performing these services.

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2.5 Staffing Continuity

The Respondent shall describe its plan for maintaining qualified staffing throughout the Agreement term.

The Respondent shall identify:

• Primary personnel;

• Backup personnel;

• Vacation/absence coverage;

• Emergency staffing;

• Personnel turnover procedures; and

• Training and certification maintenance.

Criteria 3: Approach and Methodology

The Respondent shall provide a detailed description of its proposed approach for delivering the Preventive

Maintenance Agreement.

The response shall demonstrate how the Respondent will maintain the University's systems in a safe, reliable, operational, and compliant condition.

3.1 Preventive Maintenance Program

The Respondent shall describe its preventive maintenance methodology, including:

• Initial system assessment;

• Preventive maintenance scheduling;

• Testing and inspection procedures;

• Routine system checks;

• Corrective maintenance;

• System programming;

• Troubleshooting;

• Parts replacement;

• Documentation; and

• Follow-up procedures.

The methodology shall address the required annual, semi-annual, quarterly, and monthly service frequencies identified by the University.

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3.2 Regulatory Compliance

The Respondent shall explain how it will ensure compliance with:

• Applicable NFPA requirements;

• State of Texas requirements;

• Local codes;

• Authority Having Jurisdiction requirements;

• Manufacturer requirements; and

• Other applicable regulatory requirements.

The Respondent shall explain how deficiencies discovered during inspections will be documented, communicated, prioritized, and corrected.

3.3 On-Site Service Approach

The Respondent shall explain how it will meet the University's required recurring on-site staffing.

The Respondent must provide:

• Main Campus coverage at least five (5) days per week; and

• Housing coverage at least three (3) days per week.

Normal service hours shall be 7:00 a.m.–3:00 p.m. or 8:00 a.m.–5:00 p.m., as established by the University.

3.4 Emergency and After-Hours Response

The Respondent shall describe its response procedures for:

• Fire alarm system failures;

• Access control failures;

• Fire suppression system deficiencies;

• Fire pump failures;

• Emergency lighting failures;

• Other life safety system emergencies.

Respondents shall provide their proposed response times for normal, urgent, emergency, after-hours, weekend, and holiday service.

3.5 Service Management

The Respondent shall describe its process for:

• Receiving service requests;

• Assigning technicians;

• Tracking work orders;

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• Escalating unresolved issues;

• Communicating with University personnel;

• Closing work orders; and

• Maintaining service history.

3.6 Inventory and Asset Management

The Respondent shall describe how it will maintain accurate records of University equipment, including:

• Equipment identification;

• Location;

• Serial/model numbers;

• Inspection history;

• Repair history;

• Parts replaced;

• Deficiencies;

• Certification/testing dates; and

• Recommended replacement dates.

Criteria 4: Solutions and Deliverables

The Respondent shall clearly identify the services, deliverables, reports, documentation, and other products that will be provided throughout the Agreement.

4.1 Preventive Maintenance Deliverables

At a minimum, the Respondent shall provide documentation for:

• Annual inspections;

• Semi-annual inspections;

• Quarterly inspections;

• Monthly inspections;

• Testing results;

• Repairs;

• Corrective maintenance;

• Programming;

• Parts replacement;

• Deficiencies; and

• Regulatory compliance activities.

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4.2 Inspection and Testing Reports

Each service report shall identify, at a minimum:

• Date of service;

• Building/location;

• System inspected;

• Equipment tested;

• Testing performed;

• Results;

• Deficiencies identified;

• Repairs performed;

• Parts installed;

• Technician;

• Technician license/certification, when applicable;

• Recommended corrective action; and

• Final system status.

4.3 Deficiency Reporting

The Respondent shall immediately notify the University of conditions that could affect life safety, security, fire protection, or regulatory compliance.

The Respondent shall categorize deficiencies according to severity and provide recommended corrective actions.

4.4 Corrective Maintenance

Where Parts and Labor Coverage applies, the Respondent shall provide the labor and covered parts necessary to restore systems to operational condition.

The Respondent shall identify any proposed work that is outside the contracted coverage before performing such work, unless immediate action is necessary to protect life, safety, property, or University operations.

4.5 Compliance Documentation

The Respondent shall provide documentation demonstrating completion of required regulatory testing and inspections.

Documentation shall be sufficiently detailed for the University to demonstrate compliance during audits, inspections, or regulatory reviews.

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4.6 Management Reporting

The Respondent shall provide periodic management reports summarizing:

• Preventive maintenance completed;

• Outstanding work;

• Emergency service calls;

• Recurring deficiencies;

• Equipment requiring replacement;

• Parts utilized;

• System failures;

• Compliance issues; and

• Other information requested by the University.

4.7 Technology and Service Enhancements

Respondents may propose technology-based solutions that improve the University's ability to monitor, document, schedule, or manage preventive maintenance services.

Examples may include:

• Online service portals;

• Digital inspection reports;

• Asset management systems;

• Automated notifications;

• Preventive maintenance dashboards;

• Electronic compliance records; and

• Real-time service tracking.

Any proposed alternative or enhancement must clearly identify how it will improve service delivery without reducing or eliminating a mandatory University requirement.

Criteria 5: Pricing

The Respondent shall provide complete and transparent pricing for all services required under RFP 717-27-704.

5.1 Base Preventive Maintenance Pricing

Respondents shall provide pricing for each applicable system and service category identified by the

University.

Pricing shall distinguish between:

• Parts and Labor Coverage;

• Test and Inspect Only;

• Test, Parts and Labor Coverage;

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• Main Campus;

• Housing/University Towers;

• Annual services;

• Semi-annual services;

• Quarterly services; and

• Monthly services.

The University's source document specifically separates the applicable coverage categories and service frequencies for Main Campus and Housing/University Towers.

5.2 Labor Rates

Respondents shall provide applicable labor rates for:

• Regular business hours;

• After-hours;

• Weekends; and

• University holidays.

5.3 Parts and Materials

The Respondent shall clearly identify how parts and materials will be priced under Parts and Labor Coverage and Test and Inspect Only coverage.

The Respondent shall identify:

• Covered parts;

• Non-covered parts;

• Applicable markups;

• Material costs;

• Special-order components; and

• Any exclusions.

5.4 Emergency Services

Respondents shall provide rates for emergency and after-hours services.

The University requires after-hours, weekend, and holiday rates to be provided as part of the proposal.

5.5 Additional Charges

No truck or fuel surcharges shall apply.

Respondents shall identify all other potential charges, fees, surcharges, or costs that could be incurred by the

University during the Agreement term.

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Any cost not specifically identified in the Respondent's pricing proposal may be considered included in the proposed pricing.

5.6 Pricing Structure

The Respondent shall provide a clear pricing schedule that enables the University to determine the total cost of the proposed Preventive Maintenance Agreement.

Pricing shall include all labor, supervision, tools, equipment, routine travel, administrative costs, and other costs necessary to provide the required services, except for specifically identified exclusions.

5.7 Pricing Alternatives

Respondents may provide value-added pricing alternatives, discounts, multi-year pricing, or other cost-saving opportunities.

Any alternative pricing must be clearly separated from the mandatory base proposal and must not replace the required pricing submission.

End of Section III

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SECTION IV

PROPOSAL INFORMATION

4.1 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE

Issue RFP (ESBD, TSU and GHBCC posting date) Friday, October 2, 2026

Deadline for Submission of Questions Tuesday, October 13, 2026

Deadline for Submission of Proposals Tuesday, October 27, 2026

4.2 REVISIONS TO SCHEDULE

TSU reserves the right to change the dates in the schedule of events above upon written notification through a posting on the Electronic State Business Daily (ESBD) and the TSU Purchasing website. It is the responsibility of interested parties to periodically check either website for updates to the RFP prior to submitting a Proposal. The Respondent’s failure to check the website will in no way release the selected Contractor from the requirements of addenda or additional information; nor will any resulting additional costs to meet the requirements be allowed after award(s).

4.3 PRE-PROPOSAL MEETING

There will not be a pre-proposal meeting.

Public parking is available behind (east) or across the side street (south) of the GSB.

4.4 PROPOSAL REQUIREMENTS

4.4.1 Submissions of your Proposal: Respondents shall submit one (1) paper copy of the Proposal. Proposal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the Proposal.

4.4.2 Please submit a flash drive version as well. Please ensure that your entire bid response is on the flash drive as this will be the official version of your bid response, and it will be the only copy we keep on file.

4.4.3 Format of Proposals - Respondents will be expected to provide the following information in the order and detail prescribed below. Each section should be tabbed accordingly:

Introduction Letter (2-page maximum)

Table of Contents

Tab 1: Criterion 1

Tab 2: Criterion 2

Tab 3: Criterion 3

Tab 4: Criterion 4

Tab 4: Criterion 5

Tab 6: TSU Terms and Conditions

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Tab 7: Exhibit A: Execution of Proposal

Tab 8: Exhibit B: Executive Order GA-48 Compliance Statement

Tab 9: Exhibit C: Veteran Heroes United in Business (VetHUB) program

Tab 10: Exhibit D: Form 1295

Tab 11: Addenda, if applicable

4.4.4 Cost of Preparation: TSU will not reimburse the Respondent for any cost related to its Proposal. The

Respondent is responsible for any expense related to the preparation and submission of its Proposal.

4.4.5 TSU will not consider any Proposal that bears a copyright. Proposals will be subject to the Texas Public

Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request.

The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA.

Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Proposal subject to release under the PIA.

In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA.

Subject to the Act, Respondents may protect trade and confidential information from public release. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be in boldface type at least 14-point font.

4.5 INQUIRIES / QUESTIONS

4.5.1 All inquiries and questions shall be submitted in writing (in Word format) via email to Mr. Sceffers Ward at sceffers.ward@tsu.edu by 12:00 noon Central time on Tuesday, October 13, 2026; the date listed as the deadline for submission of questions as specified in Section 4.1 above.

4.5.2 All inquiries will result in written responses with copies posted to the State of Texas Electronic State Business

Daily and the TSU Purchasing website. If a Respondent does not have Internet access, a copy of all written responses may be obtained through the point of contact listed above.

4.5.3 Except as otherwise provided in this Section, upon issuance of this RFP, other employees and representatives of TSU will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

4.5.4 If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent’s Proposal in response to this RFP and Respondent’s proposed alternative must also be provided in the Proposal. Respondents cannot take a ‘blanket exception’ to this entire

RFP. If any Respondent takes a blanket exception to this entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

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4.6 PROPOSAL SUBMISSION

4.6.1 All Proposals shall be received and documented in the Purchasing Office at TSU prior to the stated deadline date specified in the Schedule of Events above. TSU reserves the right to reject late submittals.

4.6.2 Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent’s responsibility to appropriately mark and deliver their Proposal response to Greg Williams in the Purchasing Office located in Hannah Hall, suite 333, by the specified date and time. A U.S. Postal Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS; a dated shipping label, invoice, or receipt from a commercial carrier; or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

4.6.3 Telephone, email and facsimile Proposal responses will not be accepted.

4.6.4 Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal.

4.6.5 The TSU Standard Terms and Conditions is included in this solicitation for your convenience with the thought that you can present it to your legal department, and they can begin reviewing them, in order to speed up possible negotiations.

4.7 DELIVERY OF PROPOSALS

Proposals are commonly shipped to TSU by one of the following methods: U.S. Postal Service, Fed Ex Overnight /

Express Mail, or Hand Delivery (recommended).

** Please instruct your delivery service to avoid delivering your submittal to the University’s Warehouse / Central

Receiving as this will delay delivery and could ultimately result in your response being late; and consequently rejected.

All solicitation responses must be delivered to either the TSU Post Office or the TSU Purchasing Office located in room 333 in Hannah Hall, our main administration building.

4.8 PROPOSAL OPENING

4.8.1 Proposals will be opened by the assigned buyer in their office or their department conference room, whichever is most appropriate and available.

4.8.2 All submitted Proposals become the property of TSU after the RFP submittal deadline. The submitted

Proposals and accompanying documentation will not be returned.

4.8.3 Proposals submitted shall constitute a Proposal for a period of ninety (90) days or until selection is made by

TSU, whichever occurs earlier.

4.9 PROPOSAL EVALUATION AND AWARD

4.9.1 TSU shall award a contract to a Respondent whose Proposal is considered to provide the best value to the State of Texas and Texas Southern University, as defined by Tex. Government Code, Section 2155.074.

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4.9.2 A committee will be established to evaluate the Proposals. The committee will include employees of TSU and other persons invited by TSU to participate.

4.9.3 TSU reserves the right to award contract(s) without any negotiations, without a BAFO, and/or TSU reserves the right to not make an award at all.

4.9.4 The Respondent is strongly encouraged to provide its best price in its Proposal because TSU makes absolutely no guarantee that there will be any opportunity to negotiate or provide alternative pricing at any point during the RFP process.

4.9.5 The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

Criteria Weight

Criterion 1: Experience of the Firm 15%

Criterion 2: Qualifications of Personnel 10%

Criterion 3: Capability of the Firm 20%

Criterion 4: Solutions and Deliverables 25%

Criterion 5: Pricing 30%

4.9.6 The evaluation committee will determine if Best and Final Proposal (BAFO) are necessary. Award of a contract may be made without a BAFO, so you are encouraged to submit your best Proposal initially. A request for a BAFO is at the sole discretion of TSU and if requested, will be extended in writing.

4.9.7 TSU reserves the right to award to multiple vendors if deemed in the best interest of the University.

End of Section V

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EXHIBIT A

EXECUTION OFFFER

NOTE: THIS EXHIBIT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT INCLUDE THIS EXHIBIT WILL BE DISQUALIFIED. THE

PROPOSAL SHALL BE VOID IF FALSE STATEMENTS ARE CONTAINED IN THIS EXHIBIT.

By signature hereon, Respondent certifies that:

All statements and information prepared and submitted in the response to this RFP are current, complete, and accurate.

Respondent has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response.

Neither Respondent nor the corporation, partnership, or institution represented by Respondent or anyone acting for such respondent, corporation, or institution has (1) violated the antitrust laws of the State of

Texas under Texas Business & Commerce Code, Chapter 15, or the federal antitrust laws; or (2) communicated the contents of this Proposal either directly or indirectly to any competitor or any other person engaged in the same line of business during the procurement process for this RFP.

When a Texas business address shown hereon that address is, in fact, the legal business address of

Respondent and Respondent qualifies as a Texas Resident Bidder under 1 TAC § 111.2.

Under Government Code § 2155.004, no person who prepared the specifications or this RFP has any financial interest in Respondent’s Proposal. If Respondent is not eligible, then any contract resulting from this RFP shall be immediately terminated. Furthermore, “under Section 2155.004, Government Code, the vendor [Respondent] certifies that the individual or business entity named in this Proposal or contract is not ineligible to receive the specified contract and acknowledges that this contract May be terminated and payment withheld if this certification is inaccurate.”

Under Family Code § 231.006, relating to child support obligations, Respondent and any other individual or business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract May be terminated and payment withheld if this certification is inaccurate.

Under Government Code § 669.003, relating to contracting with an executive of a state agency, Respondent represents that no person who, in the past four years, served as an executive of the Texas

Comptroller of Public Accounts, Texas Southern University or any other state agency, was involved with or has any interest in this Proposal or any contract resulting from this RFP. If Respondent employs or has used the services of a former executive head of Texas Southern University or other state agency, then

Respondent shall provide the following information: Name of former executive, name of state agency, date of separation from state agency, position with Respondent, and date of employment with

Respondent.

Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

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Texas Southern University is federally mandated to adhere to the directions provided in the

President’s Executive Order (EO) 13224, Executive Order on Terrorist Financing – Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism, effective 9/24/2001 and any subsequent changes made to it via cross- referencing respondents/vendors with the Federal General Services Administration’s System for Award Management (SAM), https://www.sam.gov/SAM/ , which is inclusive of the United States Treasury’s Office of Foreign

Assets Control (OFAC) Specially Designated National (SDN) list.

Respondent certifies that the responding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that Respondent is in compliance with the State of

Texas statutes and rules relating to procurement and that Respondent is not listed on the federal government's terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov/SAM/

Under Section 2155.006(b) of the Texas Government Code, a state agency May not accept…