ESBD_566783_1791574304786_RELL-26-270 Hazardous Weather Notification System RFP.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and HUB Program

REQUEST FOR PROPOSAL

RFP Number: RFP-01-RELL-27-270

HAZARDOUS WEATHER NOTIFICATION SYSTEM

PROPOSAL MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time on November 18, 2026

EMAIL PROPOSAL RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: RELL-27-270 Hazardous Weather Notification System

NOTE: Proposal response must be received by The Texas A&M University System Office of Procurement and Business Services before the date and time specified for receipt of proposal as stated within Section

2.3 of this Request for Proposals. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director Procurement and Business Services The Texas A&M University System soprocurement@tamus.edu

All proposals shall become the property of The Texas A&M University System and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Section 5G for more information regarding public information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:Soprocurement@tamus.edu

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION ____________________________________________________________ 3

SECTION 2. INSTRUCTIONS FOR RESPONDENTS _____________________________________________ 5

SECTION 3. SCOPE OF WORK ___________________________________________________________ 9

SECTION 4. PROPOSAL RESPONSE ______________________________________________________ 13

SECTION 5. GENERAL TERMS AND CONDITIONS ___________________________________________ 18

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance

Exhibit D – Master Service Agreement - Draft

Exhibit E – RELLIS Campus Maps

Attachment A – Subcontracting Plan

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SECTION 1 – INTRODUCTION

1.1 Introduction

The Texas A&M University System (“A&M System”) is seeking proposals from qualified vendors (“Respondent” or “Respondents”) to provide, install, and support a lightning and hazardous weather detection, alerting, and mass notification platform for the Texas A&M-RELLIS campus and RELLIS Proving Grounds, totaling more than 2,000 acres, as described within this RFP.

It is the intent of the A&M System to establish a services agreement (“Agreement”) with one vendor to meet the immediate needs of the RELLIS campus. The resultant Agreement will be between the selected Respondent and the A&M System.

By submitting responses, each Respondent certifies that it understands this RFP and has full knowledge of the scope and nature of the opportunity described herein. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this RFP.

1.2 The Texas A&M University System

The Texas A&M University System is one of the largest and most impactful higher education systems in the country, with an annual budget of $9.1 billion. Its statewide network includes 12 universities, a comprehensive health science center, eight state agencies, Texas A&M–Fort Worth and the Texas A&M–RELLIS campus. The A&M System also plays a direct role in U.S. national security as a member of the teams that manage and operate Los Alamos National Laboratory and the Pantex Plant for the U.S. Department of Energy’s National Nuclear Security Administration.

The A&M System serves approximately 175,000 students and reaches millions more through service, research and outreach programs each year. With nearly $1.6 billion in annual research expenditures, the A&M System fuels innovation, supports communities and drives Texas’ economy forward.

More information about the A&M System and all of its Members can be found at the A&M System About page (https://www.tamus.edu/system/about/).

1.3 Calendar Of Events

Release of RFP ......................................................................................... October 9, 2026 Deadline for Questions .......................................................................... October 21, 2026 Release of Addendum (if applicable) .................................................... October 29, 2026 Deadline for Receiving Proposals ...................................................... November 18, 2026 Anticipated Award Date ......................................................................... February 1, 2027

The A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. Schedule changes may be necessary for various reasons including but not limited to the need for further clarification of responses or terms of contract that are in the best interest of the A&M System, and/or in the event the A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

http://www.tamus.edu/about/ https://www.tamus.edu/system/about/

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1.4 Priorities/Expectations

Respondents should note the following priorities/expectations regarding the possibility of the A&M System establishing a contractual relationship with any Respondent:

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of goods and services that can be provided to the A&M System and its Members in a timely, cost-effective manner. The A&M System is seeking a Respondent that will ensure the provision of such quality in its delivery of goods and services through proven techniques and established metrics.

(b) Level of Experience and Expertise. Respondent must demonstrate their capabilities in providing the utmost level of experience and expertise to ensure a successful project as determined by the A&M System.

(c) Financial Stability. Respondent may be requested to demonstrate their financial stability and capabilities in providing the required services through financial statements or other means of substantiation.

1.5 Performance Period

Should A&M System, in its sole discretion, enter into an Agreement with the successful Respondent as a result of this RFP, the initial term of any such Agreement will continue for five

(5) years from the effective date, with the option to extend for one (1) additional five (5) year term, upon mutual written agreement executed by authorized representatives of both parties.

Any extensions shall be at the same terms and conditions plus any approved changes to be determined by the A&M System and negotiated in writing with the successful Respondent. The A&M System reserves the right to amend the terms of the Agreement as necessary to meet state or federal requirements.

An alternate length of performance period terms may be proposed by the Respondent for consideration by A&M System if additional discounts and/or savings are available.

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SECTION 2 - INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

The A&M System is seeking proposals from qualified Respondents for a lightning and hazardous weather detection and alerting platform capable of providing campus-wide detection, automated alerts, and mass notification coverage across the RELLIS campus (2,000+ acres). This RFP outlines the scope and requirements within Section 3. While it is the intent of the A&M System to effectively establish an Agreement with one qualified Respondent, there is no guarantee that an award will be made, or a contract executed.

Note, all A&M System Member universities and agencies have the option to utilize the awarded Respondent for their respective campus or facilities. However, nothing in this RFP shall be construed as granting the awarded Respondent any form of exclusivity or preferred status for other A&M System campuses or facilities.

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is critical.

In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference.

They do not purport to define, limit or extend the scope or intent of the respective clauses.

Whenever the terms “must”, “shall”, “will”, “is required”, or “are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent’s response. Any deviation or exception from RFP specifications must be clearly identified by the Respondent in its submittal.

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to the A&M System. All supporting documentation submitted with this submittal will become the property of the A&M System.

2.2 Examination of the Request for Proposal

Before submitting, each Respondent will be held to have examined the A&M System requirements outlined in Section 3 and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all the existing and/or revised conditions and accepts them “as is.”

2.3 Proposal Submission Instructions

All proposals must be received by the A&M System no later than 2:00:00 p.m. Central Time, November 18, 2026, electronically via email to soprocurement@tamus.edu with the subject line of: “RELL-27-270 – Hazardous Weather Notification System”.

The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. A file sharing tool may be used to submit the proposal response if large file sizes are an issue. If opting to use a file sharing tool it is recommended to send a test file prior to the due date.

mailto:soprocurement@tamus.edu

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It is each Respondent’s responsibility to ensure that the entire submittal response is received by the A&M System by the deadline stated above regardless of submission method. Late proposals will not be considered under any circumstances.

Submittal Format:

Submission shall be saved as two (2) separate files in Adobe Portable Document Format (“PDF”) according to the items listed below and named as such; I) “company name – Proposal, and II) “company name – Forms”.

2.4 Proposal Components

The following documents are to be returned as part of your proposal response. Failure to include each of these elements and documents may be the basis for response disqualification.

I. Proposal

Cover Letter to include a brief introduction with interest and capability of the Respondent.

Table of Contents Proposal Response (Section 4.1 – 4.3) Pricing Proposal (Section 4.4)

II. Forms and Documentation

Signed Execution of Offer (Exhibit A)

Non-Collusion Affidavit (Exhibit B) signed and notarized

Accessibility documentation as applicable (Section 3.3)

HECVAT Assessment (Section 3.5)

SOC2 Report (Section 3.6)

Attachment A - Subcontracting Plan (Section 4.6)

NOTE: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

• Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

• Non-Collusion Affidavit: The Respondent’s signature and notary on this document may be done electronically with an e-signature tool with that capability. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

2.5 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Jeff Zimmermann at soprocurement@tamus.edu. Respondent may not contact other individuals at the A&M System or Texas A&M-RELLIS to discuss any aspect of this RFP, unless expressly authorized by the A&M System Office of Procurement & Business Services to do so.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum. If you would like to receive addendums or any other notices regarding

The Texas A&M University System RFP-01-RELL-27-270 Page 7 of 42 this RFP, email your interest to soprocurement@tamus.edu. Deadline for submission of questions is October 21, 2026. The A&M System will publish all questions in the form of an addendum with responses according to the schedule in Section 1.3.

All such addenda/amendments issued by the A&M System prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in their proposal. Only those A&M System replied to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.6 Selection Process

The evaluation of the proposals shall be based on the information provided that the A&M System deems to represent the best value to the A&M System. The RFP provides the information necessary to prepare and submit proposals for consideration by the A&M System. All properly submitted proposals will be reviewed and evaluated by the A&M System. The A&M System will rank the Respondents in the order that they deem provide the overall best value to the A&M System based on an evaluation of the responses to the RFP. The A&M System may interview one or more of the top ranked Respondents as part of the evaluation process.

After proposal tabulation and such investigation of Respondents as the A&M System deems appropriate, an award may be made to the Respondent whose proposed Platform it judges to represent the best value to the A&M System. In determining what is the best value, the A&M System may consider (as applicable) but is not limited to the following: ability of the proposed Platform to meet the needs of the RELLIS campus , information provided in response to Sections 3 and 4, experience and qualifications of the Respondent, timeline for implementation of the Platform, on the reasonableness of the proposed cost and fees for the Platform; Respondent's past relationship with A&M System; and any other relevant factor that A&M System deems relevant and would consider in selecting a Respondent for award. Final determination for award of the contract will be made on the overall best value to the A&M System.

By submitting its proposal in response to this RFP, Respondent accepts the evaluation process and acknowledges and accepts that determination of the best value Respondent will require subjective judgments by the A&M System.

The selection of the successful Respondent may be made by the A&M System on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal may be made by the A&M System on the basis of negotiation with any of the Respondents. The A&M System shall not disclose any information derived from the proposals submitted by competing Respondents in conducting such discussions.

All proposals must be complete and convey all of the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFP, the A&M System alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

The A&M System may perform reference checks and seek further information, as needed from all Respondents whose proposals the System, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes the A&M System to contact these organizations to discuss the Platform and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to the A&M System and Respondent shall and hereby does release and

The Texas A&M University System RFP-01-RELL-27-270 Page 8 of 42 hold harmless the A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

The A&M System reserves the right to reject any or all proposals and re-solicit for new proposals, or to reject any or all proposals and temporarily or permanently abandon the project. The A&M System makes no representations, written or oral, that it will enter into any form of agreement with any respondent to this RFP for any project and no such representation is intended or should be construed by the issuance of this RFP.

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SECTION 3 – SCOPE OF WORK

3.1 Scope of Work

The A&M System is requesting proposals for a lightning and hazardous weather detection and alerting platform (the “Platform”) capable of providing campus-wide detection, automated alerts, and mass notification coverage across the RELLIS campus to include the RELLIS Proving Grounds (2,000+ acres). The Platform must provide timely, accurate, and actionable hazardous weather information and support reliable outdoor notification capabilities.

Refer to the map of the RELLIS campus in Exhibit E that identifies the area covered within the scope of this RFP. Exhibit E breaks the campus into four service areas. Areas A (Main Campus), B (Runways/Proving Grounds), and C (Southern Test Area) are listed in order of priority and require audible alerting. The two locations marked as Area D do not require audible alerting, however they shall include all other Platform services, such as detection, electronic notifications, and monitoring.

3.2 Platform Requirements and Capabilities

3.2.1 Lightning Detection Requirements

The Platform shall:

A. Detect cloud-to-ground lightning.

B. Detect cloud-to-cloud lightning.

C. Detect and display strike distance, direction, and threat level.

D. Provide tiered hazard alerts (e.g., 20-mile awareness, 10-mile caution, 6-mile danger, 30-minute all-clear).

E. Support immediate hazard escalation and all-clear logic.

3.2.2 Hazardous Weather Detection Requirements

The Platform shall monitor, detect, and generate alerts for:

A. Thunderstorms.

B. Severe storms.

C. High winds and wind gust thresholds.

D. Hail probability and hail size indicators.

E. Tornado signatures / rotational markers.

3.2.3 Electronic Notification Requirements

The Platform shall provide:

A. Automated SMS text notifications.

B. Automated email alerts.

C. Configurable user groups.

D. Web dashboard and administrative console.

E. Integration with RELLIS operations workflows.

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3.2.4 Audible Alerting Requirements

Audible alerting is required for Areas A, B, and C as shown in Exhibit E, in that order of priority. Area D does not require audible alerting. The A&M System may choose to install audible coverage one area at a time, so the proposed design should allow areas to be added later without reworking the rest of the system.

The Platform shall provide:

A. Fully vendor-provided outdoor loudspeaker/public address system.

B. Coverage across >2,000 acres with clear intelligibility.

C. Pre-programmed automated verbal alerts, including:

i. “Lightning detected within XX miles”

ii. “Seek shelter immediately”

iii. “All clear”

D. Tiered alert tones with verbal follow-on announcements.

E. Live voice capabilities, enabling real-time manual announcements.

Respondent must provide mapping demonstrating sound coverage, sound pressure levels, and speaker placement.

3.2.5 Platform Architecture Requirements

The complete Platform shall provide:

A. All sensors, lightning detectors, radar inputs, or partner networks.

B. All communication components, including RF, cellular, fiber, or mesh as required.

C. All associated software and licenses.

D. All servers (cloud or on-prem with TX-RAMP compliance, if applicable).

E. Complete installation, commissioning, and validation.

3.2.6 Installation Requirements

The Respondent shall:

A. Deliver and install all Platform hardware

B. Install all loudspeakers, poles/towers (if needed), control cabinets, and power systems

C. Configure all software

D. Perform acceptance testing

E. Provide training for RELLIS personnel

F. Provide documentation, drawings, and maintenance manuals

3.2.7 Ongoing Support Services

Respondent must provide:

A. 24/7 technical support.

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B. Maintenance and repair plans.

C. Firmware/software updates.

D. Sensor calibration (if applicable).

E. Annual system performance reports.

3.3 Accessibility

A. Under Texas Government Code Chapter 2054, Subchapter M, the Texas Administrative Code Sections 206.70 and 213, Title II of the Americans with Disabilities Act, and implementing policy of the A&M System’s Regulations 29.01.04, the Texas A&M University System must procure products that comply with the accessibility standards when such products are available in the commercial marketplace or when such products are developed in response to a procurement solicitation. Accordingly, the Respondent must provide electronic and information resources and associated product documentation and technical support that comply with the Accessibility Standards, including the technical standards set forth in the Web Content Accessibility Guidelines 2.1, level AA (available at https://www.w3.org/TR/WCAG21), as published by the Web Accessibility Initiative of the World Wide Web Consortium

B. Provide your Accessibility Conformance Report (ACR) with your RFP response. At a minimum your ACR should address accessibility, keyboard navigation, and screen reader accessibility.

https://www.itic.org/policy/accessibility/

C. Provide Policy Driven Adoption Vendor Self-Assessment (PDAA) with your RFP response. This Information and Communications Technology (ICT) accessibility assessment is for vendor organizations to describe how they are currently implementing accessibility policy and practices within their organizations. https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment

D. Are all areas of your application fully Unicode compliant in terms of both data entry and display?

E. Does your application fully support the major world orthographies (i.e., Chinese, Japanese, Arabic), including those with non-English directionality (R-L, or top to bottom)? Can it accommodate any practical orthographic tradition (i.e., Cherokee syllabics) that can be handled within Unicode?

F. How is accessibility incorporated into your product roadmap and feature development?

3.4 TX-RAMP Certification

Should respondent’s product meet the Texas Department of Information Resources (“DIR”) definition of a cloud computing service, respondent shall provide A&M System with evidence of its TX-RAMP compliance and certification at least thirty (30) days prior to the start of any agreement. (See also Exhibit D: 12. INFORMATION TECHNOLOGY: C. Cloud Computing Services).

Respondents with existing GovRAMP or FedRAMP authorization should note that TX-RAMP has two assessment and certification levels:

• Level 1 for public/non-confidential information or low impact systems.

• Level 2 for confidential/regulated data in moderate or high impact systems.

Respondents with a GovRAMP Core, Ready, Provisionally Authorized, or Authorized status are granted a TX-RAMP Level 2 certification. Other GovRAMP designations must obtain a TX-RAMP certification through Texas DIR’s process.

https://www.w3.org/TR/WCAG21 https://www.itic.org/policy/accessibility/ https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment

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Respondents with a FedRAMP Authorized status are granted TX-RAMP Level 1 for FedRAMP Low (not including Li-SaaS) or TX-RAMP Level 2 for FedRAMP Moderate or High. Respondents with a FedRAMP In Process or Ready are granted TX-RAMP provisional certification until the FedRAMP authorization is complete.

For additional information on TX-RAMP Eligibility and Requirements, please refer to the state of Texas DIR site: https://dir.texas.gov/tx-ramp.

3.5 HECVAT Assessment

Respondents must submit their latest SOC2 and a completed HECVAT assessment using the current version published at the following site:

https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

3.6 SOC2 Report

Respondents must submit their most recent SOC2 Type 2 report for review.

https://dir.texas.gov/tx-ramp https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

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SECTION 4 - PROPOSAL RESPONSE

The Respondent recognizes that in its selection process, A&M System will rely, in part, on the answers provided in response to this Section. Accordingly, Respondent warrants to the best of its knowledge that all responses are true, correct and complete.

4.1 Company Profile

1. Provide a contact name for this RFP response, including title, address, telephone number and email address.

2. Number of years in business:

3. Is your company currently for sale or involved in any transaction to expend or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

4. Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with the Agencies.

5. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

6. Provide the legal status of your company (private, wholly-owned subsidiary, holding company, public, etc.)

7. Provide the corporate location of your firm.

8. Provide an overview of your corporate history, including any and all acquisitions and mergers in the last five (5) years or within the next five (5) years.

4.2 Technical Proposal

Respondent should describe how their services can address the overall needs and requirements of the A&M System as described in SECTION 3 – SCOPE OF WORK (all sections).

In responding to these requirements Respondent:

• Must provide narrative in response to the Scope described in Section 3.

• May provide other documentation and information to demonstrate the Respondent’s ability to provide the required Platform.

• Acknowledgment of the TX-RAMP certification requirements stated in Section 3.4 and provide any information relevant at this time.

4.3 Qualifications

Respondent shall provide a response to the following items:

1. Respondent shall furnish at least four references from clients from the past three years for a Platform similar in scope to that described in Section 3 above. If possible, the A&M System requests that two of the references come from institutions of Higher Education and/or other public sector entities. Include the following information for each reference:

● Company/Agency name & address

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● Contact person name & title

● Contact phone number

● Contact email address

● Summary of services provided

2. Has Respondent worked with the A&M System or any of its Members in the past two years?

If yes, provide the specific member of the A&M System, point of contact (name, title, phone number, and email address), and a brief description of the work performed.

3. Has Respondent had any work with A&M System Members non-renewed or cancelled for any reason in the past five years? If so, please provide details on work, agency, and time frame.

4.4 Pricing Proposal

Respondents shall provide a complete, itemized pricing proposal for all components, services, and deliverables associated with the proposed solution. All pricing shall be fully burdened and inclusive of materials, labor, equipment, hardware, software, integration, commissioning, travel, overhead, mobilization/demobilization, and any other costs necessary for full system implementation.

Respondents shall describe, in as much detail as possible, the methodology used to calculate pricing, including unit rates, assumptions, and any pricing variables that may apply. At a minimum, the pricing proposal must address the following items:

Pricing for audible alerting equipment and installation must be shown separately for each of the following areas identified in Exhibit E:

• Area A – Main Campus

• Area B – Runways/Proving Grounds

• Area C – Southern Test Area

This allows the A&M System to add or defer audible coverage by area as needed. All other costs, including the core detection platform, software licensing, recurring fees, and maintenance and support, should be priced separately for the complete proposed Platform solution. If any of those costs would change based on which areas are included, Respondents must note that in their pricing. Do not include audible alerting equipment for either Area D location.

1. Hazardous Weather Detection Platform (Equipment & Core System). Provide all costs associated with furnishing the complete lightning and hazardous-weather detection system, including sensors, system hardware, monitoring platforms, software, and all components required for full system functionality.

2. Loudspeaker / Public Address System. Provide all costs associated with the loudspeaker/PA infrastructure, including equipment, poles/towers, network connectivity, electrical requirements, and configuration.

3. Installation, Labor, Software Configuration, and Commissioning. Provide detailed itemized pricing for hardware installation, software setup and configuration, user account provisioning, dashboard and alert-rule configuration, system integration, testing, and commissioning. All costs for mobilization and demobilization must be included.

4. Recurring Service Fees and Licensing. Provide all annual or multi-year licensing fees, subscription fees, monitoring services, calibration services, data services, or other recurring charges required for ongoing system functionality.

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5. Maintenance, Support, and Extended Warranty Options. Provide pricing for preventive and corrective maintenance, replacement components, standard warranty terms, and any optional extended warranty or enhanced support packages. Include service-level agreements, response times, and any tiered support options.

6. Optional Components and Enhancements. Provide pricing for optional system enhancements such as additional detection nodes, towers, redundancy packages, integration add-ons, supplemental notification equipment, advanced analytics, or other value-added components.

7. Training and Documentation. Provide pricing for all required training services, including on-site or virtual training sessions, operator or administrator certification, training materials, and user documentation.

4.5 Proposal Considerations

1. Proposals shall describe any A&M System resources (people, processes, capabilities, etc.)

necessary to ensure the required Platform may be delivered successfully.

2. Any proposed pricing structure and methodology shall coincide with the initial term of an Agreement as stated within Section 1.5 of this RFP.

3. Pricing proposal shall include any costs associated with any software licensing necessary to deliver services.

4. Any additional costs such as travel must be included in the pricing proposal. Allowed travel expenses must be in compliance with the State of Texas Travel Guidelines as defined by the Comptroller of Public Accounts.

4.6 A&M System Members

Respondent shall indicate whether the pricing proposed in Section 4.4 for the RELLIS campus may be extended to other A&M System Members under similar terms and conditions. No other information regarding the Members is needed at this time, however Respondents may identify any scalable pricing models, and/or discount structures available.

4.7 Subcontracting Plan Requirements

The Veteran Heroes United in Business program (VetHUB) as part of the state of Texas Comptroller’s Statewide Procurement Division focuses on certification of service-disabled veterans (SDV) to facilitate their growth and development and increase opportunities for contracts and subcontracts with the state of Texas. For additional information on the VetHUB program visit the following site: https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php.

The A&M System requires a state of Texas Subcontracting Plan (SP) for contracts of $100,000 or more over the life of the contract (including any renewals), where such opportunities exist. The total expected value of this solicitation and subsequent contract is $100,000 or more and A&M SYSTEM has determined that subcontracting opportunities are probable. Therefore, Respondents to this RFP are required to develop and submit a completed Subcontracting Plan form with their proposal submission. (Texas Government Code Chapter 2161, Subchapter F; 34 Texas Administrative Code Section 20.285)

A subcontracting opportunity is defined as any portion or lot of work related to this solicitation that the Respondent will not complete with its own equipment, supplies, materials, and/or https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php

The Texas A&M University System RFP-01-RELL-27-270 Page 16 of 42 employees, and for which it will contract with another person or entity to provide services, supply commodities, or contribute toward completing the work. The Respondent will use the procedures prescribed below when completing the SP form.

The Respondent shall use the CMBL/VetHUB directory published on the comptroller’s website to identify VetHUBs. If the Respondent uses any alternate source, it accepts the risk that its SP may be noncompliant due to inaccurate VetHUB certification information. A business listed in the VetHUB directory at the time of the good faith effort is considered a VetHUB for purposes of evaluating a SP, even if the business later graduates or has its VetHUB status revoked or expired.

The VetHUB directory can be accessed via the following site:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

The A&M System VetHUB Program Office will review the information and documentation submitted and use it as a basis to determine if the plan was developed in good faith effort by the Respondent to utilize VetHUB subcontractors and/or suppliers on this project. The A&M System may reject a SP that was not developed in good faith or was not completed. The A&M System shall document the reasons for rejection in the contract file. If the A&M System finds that businesses identified in a SP are no longer VetHUBs, it may invite the vendor to submit a revised plan that identifies active VetHUBs.

An accepted SP form will become a part of any contract with the Respondent resulting from this solicitation. Any revisions to the SP must be approved by the A&M System VetHUB Program Office.

Procedures for Completing the SP Form

The A&M System requires the Respondent to submit an SP form for this RFP. The SP form must include all subconsultants, suppliers, subcontractors, and vendors intended to be included in the Respondent’s team. The A&M System has set a VetHUB goal of 2% for this solicitation. Please refer to page 1 of Attachment A for additional information and instructions.

In accordance with 34 TAC §20.285, as adopted the Respondent must demonstrate its good faith development of a subcontracting plan by either inviting small businesses to bid for subcontracts (the solicitation method) or stating that it does not intend to subcontract (the self-performing method). These two methods are further described within the SP form.

The SP form to be used for this RFP is included as Attachment A with information included in the instructions on page 1. Respondent must complete the SP according to the instructions within the form based on the applicable method. The SP form is also available on the following site:

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

State of Texas Subcontracting Plan (SP) Guidance:

To assist respondents in completing the required State of Texas Subcontracting Plan (SP) form, the Office of Procurement & Business Services has developed a brief tutorial addressing common errors and questions. The video may be accessed using the following link: How to Complete the State of Texas Subcontracting Plan (SP) Form. Respondents are strongly encouraged to review the tutorial before submitting their SP form to help ensure accuracy and completeness.

For more information or assistance in properly completing the SP form for this RFP, the Respondent may contact the A&M System at SO-HUBProgram@tamus.edu. Each Respondent is encouraged to submit a draft of their SP form prior to submitting their response to the RFP for review by the A&M System. To permit adequate time for the performance of the required good https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=05%2F12%2F2026&recordId=228524 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php https://www.youtube.com/watch?v=AKJgsPnqH2w&feature=youtu.be https://www.youtube.com/watch?v=AKJgsPnqH2w&feature=youtu.be mailto:SO-HUBProgram@tamus.edu

The Texas A&M University System RFP-01-RELL-27-270 Page 17 of 42 faith effort, we request that all drafts be submitted at least ten (10) business days prior to the RFP due date.

Awarded Respondent Requirements

If the Respondent is selected and awarded an Agreement for their proposed Platform in connection with this RFP, the Respondent will be required to comply with all good faith effort requirements.

The SP form submitted with the proposal response will be included within the Agreement and the A&M System will monitor compliance and progress with all requirements. Per Texas Government Code 2161.253(d), if a determination is made that the Respondent failed to implement the plan in good faith, the A&M System, in addition to any other remedies, may bar the Respondent from further contracting opportunities with the A&M System.

The Texas A&M University System RFP-01-RELL-27-270 Page 18 of 42

SECTION 5 – GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: The A&M System reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFP. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which the A&M System determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. The A&M System reserves the right to award to the company which in our sole judgment, will best serve our long-term interest.

This RFP in no manner obligates the A&M System to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the A&M System without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the A&M System Office of General Counsel are essential prior to the execution of any resultant Agreement. In the event the Respondent does not supply terms and conditions with their submittal, A&M System terms and conditions will govern this transaction unless otherwise allowed for consideration during negotiations.

B. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

C. NON-DISCRIMINATION: The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status or disability protected by law. Such action shall include, but is not limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, Respondent certifies that it will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

D. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a proposal, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that the A&M System strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. The A&M System may seek to protect from disclosure all information submitted in response to this RFP until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, the A&M System will consider all information, documentation, and other materials requested to be submitted in response to this RFP to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas Government Code, Chapter 552.

Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

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H. ALTERNATE PROPOSALS: A&M System reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the A&M System or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of the A&M System or any of its Members, or (3) a person who employs a current or former executive head of the A&M System or any of its Members.

K. EXECUTIVE ORDER GA-48 CERTIFICATION: Respondent certifies that pursuant to Executive Order GA-48, Hardening of State Government, Respondent is not and, if applicable, none of its holding companies or subsidiaries are a) listed in Section 889 of the 2019 National Defense Authorization Act (“NDAA”) regarding telecommunications and video surveillance; b) listed in Section 1260H of the 2021 NDAA regarding Chinese military companies in the US; c) owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4 (“15 C.F.R. § 791.4 List”); or d) controlled by any governing or regulatory body located in a country on the 15 C.F.R. § 791.4 List. Respondent acknowledges that a false certification is grounds for immediate termination of any resulting contract or purchase order with no further obligation on the part of A&M System.

L. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit C attached hereto.

M. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D or, in the sole discretion of the A&M System, terms and conditions substantially similar to those contained in the attached agreement, will constitute and govern any Agreement that results from this RFP. If Respondent takes exception to any terms or conditions set forth in the attached agreement, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFP. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal.

The Texas A&M University System RFP-01-RELL-27-270 Page 20 of 42

EXHIBIT A

EXECUTION OF OFFER

RFP-01-RELL-27-270

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the Respondent's proposal.

Failure to complete, sign and return this execution of offer with the proposal may result in rejection of the proposal.

Signing a false statement may void the submitted proposal or any agreements or other contractual arrangements, which may result from the submission of Respondent’s proposal. A false certification shall be deemed a material breach of contract and, at the A&M System's option, may result in termination of any resulting contract or purchase order.

Addenda Acknowledgment:

Receipt is hereby acknowledged of the following addenda to this RFP by entering yes or no in space provided and indicating date acquired. Enter “0" if none received.

No. 1 ______ Date No. 3 ______ Date

No. 2 ______ Date No. 4 ______ Date

A.2 Signature

By signing below, the Respondent hereby certifies as follows, and acknowledges that such certifications will be included in any resulting contract:

(i) the Response and all statements and information prepared and submitted in response to this RFP are current, complete, true and correct;

(ii) it is not given, 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 or any subsequent proposal. Failure to sign below, or signing a false statement, may void the response or any resulting contracts at the A&M System’s option, and the Respondent may be removed from all future proposal lists at this state agency;

(iii) the individual signing this document and the documents made part of the RFP is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any contract which may result from the submission of its response to the RFP;

(iv) no relationship, whether as a relative, business associate, by capital funding agreement or by any other such kinship exists between Respondent and an employee of the A&M System;

(v) Respondent has not been an employee of the A&M System within the immediate twelve (12) months prior to the RFP response;

(vi) no compensation has been received for participation in the preparation of this RFP (ref. Section

2155.004 Texas Government Code);

(vii) all services to be provided in response to this RFP will meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health law (Public Law 91-

596) and its regulations in effect as of the date of this solicitation;

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(viii) Respondent complies with all federal laws and regulations pertaining to Equal Employment Opportunities;

(ix) to the best of its knowledge, no member of the Board of Regents of The Texas A&M University System, or the Executive Officers of the Texas A&M University System or its member institutions or agencies, has a financial interest, directly or indirectly, in the Platform;

(x) if the Respondent is subject to the Texas franchise tax, it is not currently delinquent in the payment of any franchise tax due under Chapter 171, Texas Tax Code, or is exempt from the payment of such taxes. A false certification may result in the Respondent’s disqualification;

(xi) under Section 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in this contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that any resultant agreement may be terminated and payment may be withheld if…