ESBD_571457_1793195379849_582-27-02109 Shuttle Bus Services Solicitation_POSTPOD_FINAL.pdf

TEXAS COMMISSION ON ENVIRONMENTAL QUALITY

Cover Page

Date: 10/26/2026

Type of Solicitation: Request for Proposal

Name of Solicitation: Shuttle Bus Services

Solicitation Number: 582-27-02109

Class 961, Item 13

Responses Due: 11/30/2026 at 2:00 PM Central Time

Deadline for Submission of Questions: 11/06/2026 at 2:00 PM Central Time

Anticipated TCEQ reply to Vendor Questions (This date is only an estimate): 11/13/2026

Description:

The Texas Commission on Environmental Quality (TCEQ) is seeking a vendor to provide shuttle bus services for TCEQ staff attending the annual Environmental Trade Fair and Conference (ETFC). In 2027 and 2028, ETFC will be held at the Henry B. Gonzalez Convention Center (HBGCC) in San Antonio, Texas.

TCEQ is seeking staggered-route transit to and from HBGCC (see Exhibit A) and subsequent ETFC locations. In 2027-28, buses will pick up passengers from the TCEQ Campus at 12100 Park 35 Circle, Austin, TX 78753 and drop them off at HBGCC at 900 East Market Street in San Antonio, Texas and vice versa. Vendor will provide an on-site coordinator, multiple buses, and bus drivers. The onsite coordinator will be required onsite for a half day on the first day of transit routes and full days for the second and third days of transit routes.

Subcontracting Plan:

Subcontracting opportunities have been identified. See information regarding the Veteran Heroes United in Business (VetHUB) program and completing the Subcontracting Plan in the Responder General Instructions and the Subcontracting Plan form in Section 4 of this Solicitation.

PURCHASING AUTHORITY:

Competitive Sealed Proposals (RFP) Gov’t Code Chapter 2156, Subchapter C

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Solicitation Table of Contents

SECTION 1: General Information

• Cover Page

• Solicitation Table of Contents

• TCEQ Points of Contact for This Solicitation

• Response Submission Procedure

• Responder’s Quick Guide to Send Portal

• Responder General Instructions

SECTION 2: Scope of Work and Evaluation Criteria

• Scope of Work o Exhibits A - F

• Evaluation Criteria o Statement of Qualifications o Key Personnel and Experience o Technical Approach o Price

SECTION 3: Draft Contract Documents

• Contract Signature Page

• Contract Documents List

• Special Terms and Conditions

• General Terms and Conditions

• Insurance Section

• Notices, Project Representatives, and Records Location

• Attachment A: Release of Claims

SECTION 4: Response Documents

To be submitted with Response, unless otherwise noted below

• Responder’s Signature and Information

• Response Contents (not submitted as part of Response)

• Signed Cover Pages of Addenda

• Statement of Qualifications

• Key Personnel Qualifications and Experience

• Technical Approach

• Price Form

• Preferences

• Subcontracting Plan

• Certifications (read and confirm, but not submitted as part of Response)

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TCEQ Points of Contact for This Solicitation

TCEQ Procurements and Contracts Representative

Primary Contact

Name: Stacy Thompson Telephone: 512-239-0323 Email: stacy.thompson@tceq.texas.gov

Secondary Contact

Name: Dinene “Dena” Rotan Telephone: 512-239-0367 Email: dinene.rotan@tceq.texas.gov

Please allow one business day before contacting the secondary contact.

Exception: If there is less than 24 hours before a Solicitation deadline, you may contact the secondary contact after attempting to contact the primary contact.

Except for contacting the VetHUB Coordinator, all communication regarding this Solicitation must be directed to the TCEQ Procurements and Contracts Representative. If this requirement is not met, then the Response may be disqualified.

Email for Vendor Questions: Procurements&Contracts@tceq.texas.gov

TCEQ VetHUB Coordinator Name: Claribel Diaz Email: Claribel.Diaz@tceq.texas.gov

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Response Submission Procedure via TCEQ’s Send Portal

The Response (proposal) must be signed, and the Responder must submit the Response to TCEQ as one Adobe portable document format (PDF) searchable file.

Responses to the Solicitation may only be submitted through TCEQ’s Send portal. A user-friendly quick guide for using TCEQ’s Send portal can be found here: Responder's Quick Guide to Send Portal.

For more detailed information regarding TCEQ’s Send portal, please visit the following resources:

• Submitting To a File Drop

(https://send.tceq.texas.gov/img/help.html#external-filedrop)

• Send User Guide

(https://send.tceq.texas.gov/img/help.html)

582-27-02109 Shuttle Bus Services Page 4 of 71 https://send.tceq.texas.gov/img/help.html#external-filedrop https://send.tceq.texas.gov/img/help.html#external-filedrop https://send.tceq.texas.gov/img/help.html#external-filedrop https://send.tceq.texas.gov/img/help.html https://send.tceq.texas.gov/img/help.html

Responder’s Quick Guide to Send Portal

1. Enter this web address into your browser:

https://send.tceq.texas.gov/filedrop/Solicitation-Response.

This screen will appear.

Enter your email address and click the blue “Authenticate” button:

2. Check your email for a response from TCEQ Send.

Open the email to retrieve the unique Secure Token. Please note that the token has a time limit.

Click on the blue “Validate Email” button inside the email. This will return you to the Send portal (see screenshot in #3, below).

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Alternatively, you can manually return to the Send portal and type in the Secure Token and click the blue “Verify” button. The Secure Token is case-sensitive.

Either method will take you to the next screen (see the screenshot in #3, below).

3. Complete this screen to submit your response. Fields marked with an “*” are required.

Subject: Enter a subject line. (i.e.: solicitation name, etc.)

Solicitation Number*: Enter the solicitation number found on the front of the solicitation document. Use the complete solicitation number as shown on the document.

Submitter Company Name*: Enter your company’s name.

TCEQ Contact Name*: Enter the name of the individual listed as the Primary Contact. This is found on the solicitation page named “TCEQ Points of Contact for this Solicitation”.

Message: Use the optional field to include information you feel is pertinent (e.g., ”3 files uploaded”). The message text will not be scored as part of the Response.

Upload all files that are part of your response to the solicitation. You have the option to either drag and drop files into the “Drop Files Here” box, or you can upload the files by clicking on the green “+Add Files…” button.

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Note: A list of uploaded files will display under the “Attached files” area at the bottom of the screen.

When all files have been uploaded and you are ready to submit your response, click the blue “Send” button.

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4. After submitting your response, this screen will appear.

You can now logout.

5. A confirmation email will be sent to the email address you used to submit your response.

Keep this for your records.

-End-

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Responder General Instructions The terms response, proposal, and offer are used interchangeably to mean the submission by the Responder to this Solicitation. Responder is defined as the business entity that proposes to enter a contract with TCEQ to perform the Work described in this Solicitation as a prime Contractor.

Pre-Proposal Conference

None

Questions Regarding the Solicitation

Deliver questions in writing no later than the Deadline for Submission of Questions listed on the Cover Page. Questions must be submitted to the following email address:

Procurements&Contracts@tceq.texas.gov.

Please include the following information in the subject line of the email: Solicitation Number, Solicitation Name, and the Due Date for Responses.

TCEQ will provide answers to questions in one or more addenda posted on the ESBD.

TCEQ may, at its sole discretion, extend the Due Date for Responses to provide Responders additional time to make revisions.

Addenda

Any changes to the Solicitation, deadline/due dates, and all responses to questions will be posted as addenda on the ESBD. All addenda are part of the Solicitation. No other explanations, interpretations, or changes will be considered official or binding. It is Responder’s responsibility to review all addenda and submit signed and dated cover sheets to confirm receipt.

Changes to the Terms and Conditions

Exceptions that are not advantageous to TCEQ may result in the deduction of points in the evaluation or disqualification of the Response. Requested changes to the terms and conditions must be labeled and included behind Tab 7.

Cost of Preparing the Response

The Responder is responsible for all costs incurred in the preparation and submission of a Response.

Quantity and Nature of the Work

Responders are required to inform themselves of all conditions that may affect the performance or the prices. By submitting a Response, Responder expressly waives any claims that there was a misunderstanding concerning the quantities or the nature of the Work.

Subcontracting Plan

This Solicitation requires a Subcontracting Plan for any contracted staffing, services, materials, supplies, or any other portions of Work. Failure to submit a complete Subcontracting Plan will result in rejection of the Response. Responders must submit a Subcontracting Plan even if they are self-performing.

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The Subcontracting Plan forms and additional information about the VetHUB Program are found at the Texas Comptroller’s website:

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

Responders are encouraged to seek assistance in completing the Subcontracting Plan from the TCEQ VetHUB Coordinator. You may also request a Subcontracting Plan courtesy review from the TCEQ VetHUB Coordinator. Requests for Subcontracting Plan courtesy reviews must be made well in advance of the Response due date, and assistance may depend upon staff availability and resources.

Responders understand that if awarded a Contract, the Subcontracting Plan becomes part of the Contract terms, and any changes to the Subcontracting Plan must first be reviewed and approved by TCEQ to ensure the good faith effort requirements found in 34 Texas Administrative Code §20.285 were followed. This includes subcontracting for any contracted staffing, services, materials, supplies, or any other portions of the Work with a subcontractor not listed on the approved Subcontracting Plan.

Preparation of Responses

Responses become TCEQ records and cannot be returned, except for Responses withdrawn by the Responder prior to the due date and time for Responses. Responses must be in the format of one (1) electronic searchable PDF document of the entire Response and must not be password protected or submitted in a portfolio format. In order for the Response to be deemed responsive, the electronic version must contain the entire Response. Additionally, the electronic version must contain a signed Responder’s Signature and Information page. If these requirements are not met, then the Response may be disqualified.

Prepare the Response as follows:

• Include all information listed on the Response Contents page.

• Obtain any missing applicable forms from TCEQ with sufficient time to complete and submit them in the Response.

• Complete the applicable, required forms in this Solicitation.

• Create any other applicable documents.

• Insert all applicable documents behind cover pages for the specified tabbed sections. If there is no information to include behind a tab, include a page behind the cover page for the tab stating “Not Applicable”.

• All pages of the Response shall be submitted to allow for printing on standard 8.5-inch x 11-inch paper. Any maps may be submitted to allow for printing on 11-inch x 17-inch paper. Standard font size for the Response shall be 10 to 12 point. Charts and maps may use smaller font size, but not less than 8 point.

Language shall be American English.

• If page limits are specified, any information provided by the Responder in excess of the allowable page limits will not be evaluated.

• Each page of the Response shall be labeled with the Responder’s name and the Solicitation number.

• Sign all documents that require a signature, including the Response on the Responder’s Signature and Information page. Create a PDF of each signed

582-27-02109 Shuttle Bus Services Page 10 of 71 https://www.comptroller.texas.gov/purchasing/vendor/hub/forms.php document and place behind the required tab. Responses not containing a PDF of a signed Responder’s Signature and Information Page may not be considered.

• Create a PDF of the entire Response for submission to the TCEQ.

Submission of Responses

• Submit the Response by the due date and time on the Cover Page using the TCEQ Send portal, as specified under Response Submission Procedure section.

TCEQ will not consider Responses submitted via any other method.

• If the Response lacks required information or does not follow these instructions, the Response may be considered non-responsive and disqualified.

TCEQ is not responsible for documents that cannot be read. Unreadable Responses may be rejected as non-compliant, at TCEQ’s discretion.

• Responses cannot be altered, amended, or withdrawn after the Due Date and Time. To withdraw a Response prior to the Due Date and Time, the Responder must submit the request to: Procurements&Contracts@tceq.texas.gov.

• The Responder shall notify the TCEQ of material changes to the Response (such as changes in staffing structure) during the time interval between the due date for the Response and date of contract award.

Due Date/Late Responses

It is Responder’s responsibility to ensure timely delivery of the Response to TCEQ by the date and time on the Cover Page of this Solicitation. Except under extreme circumstances beyond the control of the Responder, late Responses will not be considered.

TCEQ’s Acceptance of Responses

TCEQ may reject Responses that do not comply with requirements in the Solicitation and state and federal laws. TCEQ may accept or reject all or any part of any Response, waive procedures for submitting Responses, waive formalities and/or minor technicalities, and award by item or groups of items, whichever best serves the interests of TCEQ. TCEQ may also cancel this procurement and withdraw this Solicitation at any time before a contract is signed by TCEQ. TCEQ shall have sole discretion of what is in the best interests of TCEQ.

Evaluation

The pricing and all terms and conditions of Responses are fixed for 120 days from receipt by TCEQ. Best and Final Offers (BAFOs), if requested by TCEQ, are fixed for 60 days. To determine the most advantageous Response, in addition to price, TCEQ may consider other relevant criteria, which are described more fully in Section 2, Evaluation Criteria. TCEQ may use information regarding the Responder’s performance on past TCEQ contracts in the evaluation of qualifications. In addition, TCEQ will use the information contained in the Texas Comptroller of Public Account’s vendor performance tracking system in the evaluation of qualifications.

Selection

Scoring will be done in accordance with evaluation criteria published in this Solicitation.

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Depending on the type of solicitation, applicable procurement method, and legal requirements, TCEQ may take one or more of the following actions in the selection process:

• Accept the highest scoring Response without changes.

• Request clarifications, assurances, and corrections.

• Modify the selection criteria and apply it to BAFOs, provided that the modifications do not materially affect initial applicant eligibility or invitation to submit a BAFO. Conduct discussions on Responses scoring within a competitive range/for RFQ’s, with the most highly qualified provider and request Best and Final Offers (BAFOs).

• Select the highest scoring BAFO and accept it without changes or negotiate acceptable terms.

• Award one or more contracts based on the amount of Work that TCEQ foresees needing performed.

• Award contracts to other contractors at a later date under this Solicitation or through another appropriate method, including another solicitation.

• In the case of a tie that cannot be resolved by application of one or more statutory preferences, make a selection, in the best interest of the State, by drawing lots, tossing a coin, or drawing names with two witnesses to oversee the tiebreaking activity.

• Reject all Responses or BAFO Responses and cancel the procurement.

Certification of Interested Parties

Section 2252.908 of the Texas Government Code states that a state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the state agency at the time the business entity submits the signed contract to the state agency. The contract is voidable if the business entity fails to provide the disclosure of interested parties as required by statute.

Form 1295 must be filed electronically through the Texas Ethics Commission at https://www.ethics.state.tx.us/filinginfo/1295/ . The web site includes a list of Frequently Asked Questions.

The selected vendor(s) for a contract that meet the requirements to provide a Certification of Interested Parties will be given instructions at the time of award on how to submit the certification form.

Protest Procedures

An actual or prospective Responder or Contractor who is aggrieved in connection with the Solicitation, evaluation, or award of a contract by TCEQ may formally protest to the TCEQ Manager of Procurements and Contracts. TCEQ Protest Procedures can be found at 30 Texas Administrative Code Part 1, Chapter 11, Subchapter B, § 11.2.

Public Information

The Response is a public record. By signing and submitting a Response, Responder hereby acknowledges:

• That the Response and subsequent documents submitted to TCEQ are subject to the Texas Public Information Act (PIA);

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• That it is Responder’s obligation to specifically identify information it contends to be confidential or proprietary and accepts that TCEQ may in its sole discretion deem a Response as non-compliant; and

• That Responder grants a royalty-free, irrevocable, world-wide, perpetual license to reproduce any copyrighted portions of the Response and subsequent documents to comply with Legislative Budget Board (LBB) reporting requirements, PIA disclosures, or any other reporting requirements mandated by law or statute.

Conflict of Interest

In Tab 6, Responder shall disclose apparent, potential or actual conflicts of interest known to it regarding the Responder or individuals who will work on the Contract or have access to Contract-related information. Responder has a continuing obligation to disclose conflicts of interest during this Solicitation, and if awarded a contract, during the Contract Period. TCEQ may refuse to contract with Responder or terminate any Contract due to an apparent, potential, or actual conflict of interest.

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SCOPE OF WORK

1. Introduction:

The Texas Commission on Environmental Quality (TCEQ) is seeking a vendor to provide shuttle bus services for TCEQ staff attending the annual Environmental Trade Fair and Conference (ETFC). In 2027 and 2028, ETFC will be held at the Henry B. Gonzalez Convention Center (HBGCC) in San Antonio, Texas.

TCEQ is seeking staggered-route transit to and from HBGCC (see Exhibit A) and subsequent ETFC locations. In 2027-28, buses will pick up passengers from the TCEQ Campus at 12100 Park 35 Circle, Austin, TX 78753 and drop them off at HBGCC at 900 East Market Street in San Antonio, Texas and vice versa. Vendor will provide an onsite coordinator, multiple buses, and bus drivers. The onsite coordinator will be required onsite for a half day on the first day of transit routes and full days for the second and third days of transit routes.

Future service periods may require final destination and/or route location changes.

Any changes shall be agreed upon via contract amendment by both parties during the contract period. Future service periods are as follows:

• May 10-12, 2027 – Henry B. Gonzalez Convention Center

• May 15-17, 2028 - Henry B. Gonzalez Convention Center

• 2029 TBD

• 2030 TBD

• 2031 TBD

2. Vendor Requirements:

2.1. Selected responder (Contractor) must confirm routes and pick up/drop-off locations with TCEQ Event Staff thirty (30) days prior to service.

2.2. Contractor must provide driver’s license numbers for all scheduled drivers no later than fourteen (14) days prior to the event dates.

(See Exhibit B).

2.3. TCEQ will provide a digital placard to the Contractor fourteen (14) days prior to service. Contractor must print on an 8 ½ x 11in placard and position in the front window and side window near the door of each bus (See Exhibit C).

2.4. TCEQ will provide a passenger count sheet for the Contractor fourteen

(14) days prior to service (see Exhibit D). Contractor will instruct drivers to collect passenger counts from each route. All count sheets must be sent to TCEQ via email within seven (7) business days after the conclusion of the event.

2.5. Contractor must maintain and provide a Certificate of Insurance that meets the requirements as outlined in the Insurance Requirements section.

2.6. Contractor is responsible for proper maintenance of contracted buses to ensure optimal operation.

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2.7. Contractor must provide an equal or better replacement bus (at no additional cost to TCEQ) in the event of any buses becoming inoperable to ensure continuity of service.

2.8. Any substitutions to a bus must be equal or better than the specifications, capacity or quality or original bus and approved by TCEQ Event Staff.

2.9. Contractor will provide one (1) professional Onsite Coordinator for service arrivals and departures and provide communication with the TCEQ Events staff during event.

2.10. After the contract has been awarded, but no later than thirty (30) days prior to the event, TCEQ will verify Driver and Company insurance, registration, and driving records with the Texas Department of Motor Vehicles to ensure that vendor meets contract requirements (see Exhibit B). Vendors must have current insurance and registration prior to the event. If a driver is found to have a history of safety concerns, TCEQ may require a substitute driver.

2.11. Contractor shall have the ability to submit a request for price increase annually for fuel surcharges per Special Terms and Conditions.

3. Onsite Coordinator Requirements:

The Onsite Coordinator must:

3.1. Be available by phone for TCEQ Events staff, and in coordination with bus drivers, before the first scheduled departure of buses from the TCEQ campus.

3.2. Confirm departures from the TCEQ campus are departing on schedule with the TCEQ Events staff.

3.3. Arrive onsite each day at HBGCC no later than fifteen (15) minutes prior to the first scheduled bus arrival traveling from the TCEQ campus.

Coordinator must confirm arrival with TCEQ Events staff.

3.4. Facilitate loading and unloading passengers onsite and communicate general guidance for shuttle entry and exit.

3.5. Ensure TCEQ provided signage is displayed on each bus in the front and side windows.

3.6. Notify TCEQ Events staff of any service issues or delays.

3.7. Communicate any problems or concerns to TCEQ Events staff and vendor management.

3.8. Confirm with TCEQ Events staff if and/or when a standby bus needs to be deployed.

3.9. The Onsite Coordinator must remain onsite at HGBCC until the last bus departs from HBGCC each day. Coordinator must confirm with TCEQ Events staff that the last convention center departure of each day arrives at the TCEQ campus.

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3.10. The Onsite Coordinator must be present throughout the event(s). The coordinator is required for two (2) full eight (8) hour days and one (1) 3-4 hour half day per event.

4. Bus Requirements:

4.1. Buses must hold at least fifty-six (56) passengers.

4.2. All buses must be in good working order and be fueled prior to passenger pick up. Newer model buses are preferred.

4.3. All buses must be able to meet posted speed limits.

4.4. Buses must have operable air conditioning.

4.5. Buses must meet all federal and state regulations, including Americans with Disabilities Act requirements and state registration requirements.

4.6. Buses must be clean and smoke free. Buses must be sanitized each night.

4.7. Each bus must display an 8 ½ x 11-inch route sign. Sign must state the bus is a TCEQ shuttle (See Exhibit C). The signage must be positioned in the front window and side window near the door of each bus.

4.8. Each bus must have baggage compartments for storing passenger luggage.

5. Driver Requirements:

5.1. Drivers must have all state required commercial driver’s licenses to operate buses.

5.2. Drivers must meet all federal, state, and local regulations and follow associated traffic laws.

5.3. Drivers must not use a phone while driving the bus.

5.4. Drivers must adhere to the posted departure schedule and not depart early.

5.5. Drivers must announce the destination to passengers prior to departing on each route.

5.6. Drivers must be physically capable of loading/unloading passenger luggage up to fifty (50) pounds.

5.7. Drivers must not smoke on or within twenty-five (25) feet of the bus.

5.8. Drivers must not play music or videos on the bus.

5.9. Driver must log the number of riders loaded for each route on the passenger count form provided by TCEQ Events staff to Contractor (see Exhibit D). Driver must provide the count sheets to the Contractor upon completion of each day for reporting or upon request by TCEQ Events staff.

5.10. If refueling is necessary, drivers will fuel when buses do not have TCEQ staff onboard.

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5.11. TCEQ may provide sanitizing wipes and/or hand sanitizer. Drivers shall make these available to all riders as needed.

5.12. TCEQ reserves the right to overrule the Onsite Coordinator’s determination and request replacement of a driver who is not safely operating a bus or acting in a professional manner.

5.13. Drivers shall not expect any gratuities from passengers.

5.14. Any changes to drivers prior to or during service must be approved by TCEQ Events staff.

6. Shuttle Route Specifications:

6.1. Contractor and TCEQ Events staff will agree upon the number of buses, route(s), and bus schedules (Movement Details) sixty (60) days prior to ETFC. (See Exhibit A for example schedule).

6.2. Contractor shall choose the shortest reasonably available route between locations. Contractor will provide two (2) back-up routes. Drivers should observe the main route unless significant delays show benefit to taking back-up route. TCEQ must be informed if an alternate route is implemented. TCEQ should be always kept aware of the whereabouts of each bus.

6.3. Buses will follow schedule to pick up and drop off passengers at the curb of the main driveway between Buildings C and D, on the east-bound side of the road, at 12100 Park 35 Circle, Austin, TX 78753. A TCEQ Campus map is attached (See Exhibit F). For an online map of the complex, please go to: https://www.tceq.texas.gov/agency/directory/ austin_offices_map.htm l

6.4. Pick up and drop off at HBGCC will be in the shuttle lane at 900 E. Market St., San Antonio, TX. An image of the shuttle lane in front of the convention center’s main lobby entrance is included (See Exhibit E).

6.5. The Movement Details will include a standby bus. The Onsite Coordinator will request approval for any need to dispatch the standby bus from TCEQ Events staff.

6.6. The standby bus will be dispatched if the main buses are exceeding capacity during the service hours. If dispatched and carrying passengers, the standby bus must deliver passengers to their destination, whether TCEQ or HBGCC.

6.7. The standby bus will also provide emergency service for pickup at HBGCC and drop off at the TCEQ Campus in the event TCEQ staff miss the last scheduled bus each day.

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Exhibit A – Example Bus Schedule

Shuttle Bus Service

Texas Commission on Environmental Quality (TCEQ)

Environmental Trade Fair & Conference

May 11-12, 2027

Monday, May 10th Shuttle One Shuttle Two

Departs TCEQ Campus to HBGCC

(One-Way Only)

2:30 PM 3:00 PM

Tuesday, May 11th Shuttle

One

Shuttle

Two

Shuttle

Three

TCEQ Campus to HBGCC

HBGCC to TCEQ Campus

TCEQ Campus to HBGCC

HBGCC to TCEQ Campus

TCEQ Campus to HBGCC

6:00 AM

8:00AM

6:30 AM

8:30 AM

7:00 AM

9:00 AM

10:00 AM

12:00 PM

10:30 AM

12:30 PM

11:00 AM

1:00 PM

2:30 PM 3:00 PM 3:30 PM

Final Return to TCEQ Campus 4:30 PM 5:00 PM 5:30 PM

Wednesday, May 12th Shuttle

One

Shuttle

Two

Shuttle

Three

TCEQ Campus to HBGCC

HBGCC to TCEQ Campus

TCEQ Campus to HBGCC

HBGCC to TCEQ Campus

TCEQ Campus to HBGCC

6:00 AM

8:00 AM

6:30 AM

8:30 AM

7:00 AM

9:00 AM

10:00 AM 10:30 AM 11:00 AM

12:00 PM

2:30 PM

12:30 PM

3:00 PM

1:00 PM

3:30 PM

Final Return to TCEQ Campus 4:30 PM 5:00 PM 5:30 PM

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Exhibit B – Texas DMV Information Submission

Shuttle Bus Service

Texas Commission on Environmental Quality (TCEQ) Environmental Trade Fair & Conference

May 11-12, TCEQ will request the information below after the contract has been awarded, but no later than thirty (30) days prior to the event. When providing this information, please mark the information as “Confidential and Personal Identifying Information – not for release under a Public Information unless Driver’s License Numbers, Motor Vehicle Registration Numbers and Insurance Policy Numbers are redacted.”

Texas Department of Motor Vehicles Registration Numbers for the buses:

Driver’s license numbers for the proposed drivers:

Name: Driver’s License Number:

Please provide current vehicle insurance certificate(s)

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Exhibit C – Sample Bus Identification Sign

Shuttle Bus Service

Texas Commission on Environmental Quality (TCEQ)

Environmental Trade Fair & Conference

May 11-12, 2027

TCEQ BUS

to

Henry B.

Gonzalez

Convention Center

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Exhibit D – Passenger Count Form

Shuttle Bus Service

Texas Commission on Environmental Quality (TCEQ)

Environmental Trade Fair & Conference

May 11-12, 2027

Monday, May 10, 2027

Destination Scheduled Time

Departure Time

Passenger Count

Arrival Time

Tuesday, May 11, 2027

Destination Scheduled Time

Departure Time

Passenger Count

Arrival Time

Wednesday, May 12, 2027

Destination Scheduled Time

Departure Time

Passenger Count

Arrival Time

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Exhibit E - Henry B. Gonzalez Convention Center Shuttle Lane

Shuttle Bus Service

Texas Commission on Environmental Quality (TCEQ)

Environmental Trade Fair & Conference

May 11-12, 2027

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Exhibit F – TCEQ Campus Map

TCEQ Austin Offices

12100 Park 35 Circle

Austin, TX 78753

SHUTTLE PICKUP /

DROPOFF

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EVALUATION CRITERIA

Responses and Best and Final Offers will be scored on the basis of factors constituting the best value and best interest of the state using the following general categories for which maximum possible scores are shown:

1. Statement of Qualifications – 15 points

2. Key Personnel Qualifications and Experience – 25 points

3. Technical Approach – 35 points

4. Price – 25 points

TCEQ may consider, for the assignment of points for Qualifications, information regarding the Responder’s past performance for TCEQ, other governmental entities and businesses.

Response Requirements:

1. Statement of Qualifications – Selection Criteria: 15 Points

A. Company Organization:

1) Describe the Company's organization including at a minimum: type of business organization, e.g., corporation, partnership, sole proprietorship, etc.; date established; state of incorporation; Texas authorization(s) to conduct business; location of your company headquarters; relevant branch offices.

B. Company Ability to Perform

1) Give an overview of the Company's resources you deem necessary, including information about the Company’s fleet, to fulfill the requirements of the Scope of Work. Provide a general explanation and/or organizational chart which specifies project leadership and reporting responsibilities.

C. Company Complaint History

1) Responders must list their Texas Department of Motor Vehicles (DMV) number on their response. Responder must include any available safety records from the DMV Complaint Management System ((https://txmccs.txdmv.gov/truckstop/search) and U.S. Department of Transportation (USDOT) Safety and Fitness Electronic Records System (SAFER) (https://safer.fmcsa.dot.gov/) in their response.

2) Responders must include their Vendor Performance ranking with their proposal. This information can be found at https://www.txsmartbuy.gov/vpts. The Responder must have a vendor rating on the Comptroller’s Vendor Performance system of a “C” or better. For any responder who currently does not have a rating in the VPTS, TCEQ will assume a rating of “C”. Responses from vendors with a rating lower than “C” will not be considered.

2. Key Personnel and Experience – Selection Criteria: 25 Points

A. Key Personnel

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1) Responder shall describe the company's key personnel deemed necessary to fulfill the requirements of the Scope of Work.

2) Responder shall provide a general explanation and/or organizational chart which specifies project leadership, reporting responsibilities, and indicates which team members will interface with TCEQ Event Staff. Team members might include onsite personnel and their years of experience you deem necessary for TCEQ to evaluate your Response.

3) Responder shall include similar information for any subcontractors to be engaged for any Work under this Contract.

4) Responder shall include escalation procedures and contact information for resolving issues that arise during the planning process and during the event.

B. Company Past Performance:

1) Responders shall submit information on the three (3) most recently completed contracts or contracts currently in progress for similar work to that described in the Scope of Work. Three (3) examples should also be provided by each listed subcontractor. These example contracts may include contracts with Federal, State and/or local governments, as well as commercial businesses.

Some additional consideration/weight may be given to examples of projects that are similar to this project in type and scale or level of effort. Provide examples of entities comparable in size to TCEQ that have locations across the state. Demonstrate at least four (4) years of experience in the type of work described in the SOW. Include the following information for each contract and subcontract:

1. Name of contracting activity.

2. Contract number, if applicable.

3. Contract title.

4. Brief description of contract or subcontract.

5. Total contract amount.

6. Period of performance.

7. Project or program manager and telephone.

8. List of major subcontractors (if applicable).

9. Description of the services and how they were delivered to participants.

10. If the Responder has no relevant past performance history, the

Responder must affirmatively state that it possesses no relevant directly related or similar past performance. If the Responder does not indicate whether past performance history exists, the Responder’s proposal may be considered ineligible for award.

11. List all work performed for TCEQ as prime Contractor or subcontractor during the last twenty-four (24) months including contracts, purchase orders, and sole source and emergency procurements. For each specific project, list the TCEQ contact associated with the project and the TCEQ division and section in which the contact is or was employed.

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3. Technical Approach – Selection Criteria: 35 Points

A. Provide high level approach to performing the services described in the Scope of Work. These descriptions are not expected to exhaustively illustrate all the Responder’s capabilities but instead should provide examples of areas where Responder’s abilities can be of service to TCEQ.

B. Please provide the following:

1) A timeline of milestones for pre-event planning

2) An onsite communication and escalation plan

3) A schedule of Work for onsite coordinator

4) Quality Assurance procedures for performing the Work.

Note: The Technical Approach must demonstrate that the Responder is able to competently perform all required services in accordance with the schedule and within the budget the Responder provides.

4. Price – Selection Criteria: 25 Points For the purposes of scoring, the fuel surcharge price item will be multiplied by 88 miles (estimated distance between TCEQ HQ and HBGCC).

Propose your fully-loaded, firm, fixed price. Prices shall include all costs of performance, including materials, equipment, labor, communication, and planning to successfully complete all services. All prices shall be considered as fully-loaded rates, that is, the rates include an accounting of all expenses. No other prices may be charged to TCEQ or paid by TCEQ. TCEQ may authorize reimbursement of specifically described necessary costs for items not on the Price Form if the authorization is made in writing prior to the Contractor incurring the cost.

𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃 𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆𝑆 = �1 −

Responder’s price total − Lowest price total of a Responder

Highest price total of a Responder � ∗ 25 𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝

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SECTION 3:

DRAFT CONTRACT DOCUMENTS

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CONTRACT SIGNATURE PAGE

TCEQ Contract 582-27-02109:

Contract Name: Shuttle Bus Services

The Maximum TCEQ Obligation is $XXXXXX.XX.

The Effective Date is the later of the date of the latest signature below or January 1, 2027.

The Expiration Date is 08/31/2027.

Parties to the Contract Texas Commission on

Environmental Quality (TCEQ) (Contractor Name)

By (Authorized Signature) Sample Contract Signature Page –

Do Not Sign

Printed Name

Title

Date of Signature

Vendor ID Number

Procurement and Contracts Representative (Authorized Signature)

Printed Name

Public Purchasing Certification

Date

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Contract Documents List

The entire Contract between TCEQ and Contractor consists of the Contract Documents listed on this page.

• Contract Signature Page

• Contract Documents List

• Scope of Work o Exhibits A-I

• Approved Price Form

• Special Terms and Conditions

• General Terms and Conditions

• Subcontracting Plan and Progress Assessment Report (PAR) (incorporated by reference)

• Insurance Section

• Insurance Certificate(s) Submitted by Contractor (incorporated by reference when completed)

• Notices, Project Representatives, and Records Location

• Attachments (listed below) o Attachment A: Sample Release of Claims Form to be returned with final invoice, unless otherwise specified in the Contract

• Solicitation, including any addenda and Request(s) for Best and Final Offer (BAFO), and related documents (incorporated by reference)

• Contractor’s Response to Solicitation, including any Best and Final Offer (BAFO) Response(s) (incorporated by reference)

All applicable statutes, rules and regulations and all other requirements imposed by law, including, but not limited to, those pertinent rules and regulations of the State of Texas, are incorporated into this Contract by reference for all purposes as if specifically written herein. All Texas Governor Executive Orders are incorporated into this Contract by reference for all purposes as if specifically written herein.

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SPECIAL TERMS AND CONDITIONS

These Special Terms and Conditions add to, or in the case of conflicts, supersede and take precedence, as set forth in the Order of Precedence provision in the General Terms and Conditions.

1. Contract Term. The term of this contract will commence on the date of last signature or January 1, 2027 and will terminate on August 31, 2027. The contract will include the option for four, one-year contract renewals, upon agreement between the Contractor and TCEQ.

2. Non-renewal for complaints and violations. TCEQ, in its sole discretion, may determine not to renew the Contract if it finds that Contractor has received more than five complaints, insurance violations, or registration violations within the previous five years.

3. Price Adjustment. General Terms and Conditions Article 5. Prices and reimbursement is amended by adding Subarticle 5.5 Price Adjustment.

a. Contractor may request one price adjustment for each of the four (4) renewal periods of the contract. Contractor must request the increase for the upcoming renewal term at least 90 days prior to the renewal. Contractor must provide any documentation necessary to support the calculation of the requested increase.

b. Basis for calculation. Any requested price adjustment must be supported by the relevant Consumer Price Index. The consumer price index rates will be taken from U.S. Department of Labor’s Bureau of Labor Statistics website at http:// www.bls.gov/cpi.

c. Method of calculation. The following method of calculation will be used:

(B – A) ÷ A x 100 = Percent of allowable price increase

For the purposes of the calculation, the following definitions apply:

A = Index for the month of the due date for the response (or the effective month of the most recent approved price increase) B = Current or latest baseline index

d. TCEQ has sole discretion on whether or not to grant the price increase and the amount of the increase.

e. Any price increase granted by TCEQ will become effective on the effective day of the amendment granting the increase and remain effective throughout the remaining term of the Contract unless a subsequent price increase is agreed to in a future amendment. Updated prices will be reflected in a new price form included in the amendment.

f. Percent increases will be rounded to two decimal places.

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GENERAL TERMS AND CONDITIONS

Revised August 3, 2026

1. DEFINITIONS

The following terms shall have the meanings ascribed below when used in this document:

1.1 “Conforming” and “Conformity” and similar words refer to the condition or status of a good, service, property or the Work as meeting and being compliant with the requirements of the Contract.

1.2 “Fiscal Year” means the period of time that begins on September 1 and ends on August 31. The fiscal year is designated by the calendar year in which it ends;

for example, Fiscal Year (FY) 2016 begins on September 1, 2015 and ends on August 31, 2016.

1.3 Whenever used in this contract, “include,” and similar words are intended to mean include but not limited to; they are not intended to be exhaustive.

1.4 “Nonconforming” or “Nonconformity” means a failure of a good, service, property or the Work to conform to this Contract, and includes a defect in a good, service, property or the Work.

1.5 “Work” means the services, goods and property the Contractor is required to provide in this Contract. The term includes the entire completed undertaking and the various separately identifiable parts. The term also includes all duties of the Contractor.

2. ORDER OF PRECEDENCE

The entire Contract between TCEQ and Contractor consists of the documents identified in the Contract Documents List. The Contract Documents are intended to be interpreted in harmony with each other. Any inconsistency in the solicitation or the Contract shall be resolved by giving precedence in the following order:

a. Contract Signature Page

b. Federal Conditions and Forms

c. Special Terms and Conditions

d. Procedures for Work Orders

e. Scope of Work

f. Price Form (completed)

g. Insurance Section

h. General Terms and Conditions

i. Subcontracting Plan and Progress Assessment Report (PAR)

j. Work Orders and Notices to Proceed (incorporated by reference)

k. Work Plans and other Work Order-related documents created during the

Contract (incorporated by reference)

l. TCEQ Solicitation (incorporated by reference)

m. Other documents, exhibits, and attachments listed in the Contract Documents

List.

3. CONTRACT AMENDMENTS

3.1 Material Changes. Material changes to the contract require a written amendment signed by both parties. These Amendments take effect when signed by the Contractor and TCEQ, unless otherwise designated in the Amendment. Material changes include the following:

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3.1.1 Changes in the total amount of funds in the Budget or the Contract;

3.1.2 Changes to the Contract’s Expiration Date;

3.1.3 Changes to the Scope of Work that affect TCEQ’s obligations to the entity providing funding, such as the United States Environmental Protection Agency (EPA), another state or federal agency, or the Texas Legislature; and

3.1.4 Changes that affect the material obligations of the Contractor in this Contract.

3.2 Unilateral Amendments. As specifically allowed by the Contract, TCEQ may issue unilateral amendments. Unilateral amendments take effect when issued by

TCEQ.

3.3 Minor Changes. The TCEQ Contract Manager and/or the TCEQ Project Manager has the authority, without a formal Amendment, to correct typographical errors;

make written Contract interpretations; and make minor, non-material changes to the requirements in the Scope of Work, the Procedures for Work Orders, or the Work Orders; or as agreed to elsewhere in the Contract. Contractor must provide TCEQ with a written objection to any Notice of Interpretation no later than five (5) business days from the effective date of the Notice. A copy of the agreed change must be retained in the appropriate file by both the Contractor and TCEQ.

3.3.1 Minor, non-material changes include:

3.3.1.1 Changes to the schedule in the Scope of Work including an extension of a deliverable due date, not to exceed the expiration date of the Contract;

3.3.1.2. Changes to the schedule in the Work Order including an extension of a deliverable due date, not to exceed the expiration date of the Work Order;

3.3.1.3 Changes to the individual tasks in the Scope of Work or Work Order, if applicable, that do not substantially change the obligations of the Parties relative to those tasks;

3.4 It is the Contractor’s responsibility to request extensions to the deliverable schedule and other changes that are within the authority of TCEQ.

4. TERM AND AMOUNT OF CONTRACT

4.1 Contract Period. The Contract Period begins on the later of: 1) the Effective Date on the Contract signature page, or 2) the latest date of the parties’ signatures shown on the Contract signature page. The Contract Period ends on the Expiration Date on the signature page.

4.2 Renewals and Extensions. This Contract may be renewed up to three one-year periods by amendment. TCEQ, by unilateral amendment, may extend the Contract for 180 days beyond any expiration of the Contract Period. In a renewal or extension, TCEQ may increase the Maximum TCEQ Obligation by an amount up to the original Maximum TCEQ Obligation.

4.3 Maximum TCEQ Obligation. The Maximum TCEQ Obligation is the greatest amount TCEQ may pay for the Work. There is no guaranteed minimum expenditure by TCEQ.

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4.4 Service Adjustment/Contingency Requirement (SACR). TCEQ may in its sole discretion make allowances for unforeseen circumstances or contingency requirements. TCEQ may increase the current Maximum TCEQ Obligation by an amount not to exceed 200% of the original Maximum TCEQ Obligation at the time the Contract was signed.

5. PRICES AND REIMBURSEMENT

5.1 Prices. Prices are firm, fixed, and fully-loaded.

5.2 Cost Reimbursement. Reimbursement is limited to direct costs for items specifically identified on the Price Form or in the Scope of Work and approved by the TCEQ Project Manager before the cost is incurred. Reimbursement requests must be itemized and documented in a format acceptable to TCEQ.

5.3 Records. Contractor must maintain records supporting its costs in accordance with generally accepted accounting principles.

5.4 Reimbursement for Travel. Travel reimbursement is limited to actual costs, and shall not exceed the maximum allowed for State employees by the Texas Comptroller of Public Accounts.

6. QUALITY AND ACCEPTANCE

6.1 Quality Standard. All Work must be complete and satisfactory to the TCEQ. All materials and equipment shall be handled in accordance with instructions of the supplier, except as otherwise provided in the Contract.

6.2 Acceptance. TCEQ relies on Contractor to inspect and test the Work to ensure that it conforms to the Contract requirements. TCEQ relies on the Contractor’s greater expertise in the field of the Work. Any act by TCEQ indicating acceptance, whether express or implied, shall not be deemed to mean that TCEQ has tested or inspected the Work, but rather that TCEQ has accepted the Work in reliance on Contractor’s greater expertise and Contractor’s representation that the Work conforms to all Contract requirements. Contractor's obligation to perform and complete the Work in accordance with the Contract Documents shall be absolute.