ESBD_573385_1793743835334_802-27-78559 RFP Marketing Services.pdf

Texas Parks and Wildlife Department Purchasing and Contracting C-1

4200 Smith School Road Austin, Texas 78744

REQUEST FOR PROPOSALS

RFP No. 802-27-78559

Blanket Contract for Marketing Services

NIGP Class/Items: 915-00, 915-01, 915-03, 915-04, 915-10, 915-22

RFP Issue Date: November 3, 2026 Questions Due: November 9, 2026; 2:00 PM CT

Proposal Due Date: November 19, 2026; 2:00 PM CT

Purchaser: Allye Potter, CPPB, CTCD 512-718-3703 Purchasing.BidBox@tpwd.texas.gov

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to this solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Contractor from “addenda or additional information” resulting in additional cost to meet the requirements of the RFP.

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Table of Contents

SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. Introduction

2. Background

3. Solicitation Method and Intent

4. Contract Term

5. Qualifications and Experience

6. Scope of Work and Specifications

7. Contractor Requirements

8. TPWD Responsibilities

9. Performance Measures

10. Contractor Selection For Individual Projects

11. Adding New Products/Services to Contract After Award

12. Modifications of Contract Terms and/or Amendments

13. Price Adjustments

14. Insurance

15. State of Texas VetHub Subcontracting Plan

16. Contract Administration

17. Invoicing and Payment

SECTION II – PROPOSAL REQUIREMENTS

1. Schedule of Events

2. Inquiries

3. Proposal Content

4. Proposal Submission

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5. Delivery of Proposals

6. Evaluation and Award

SECTION III – GENERAL TERMS AND CONDITIONS

EXHIBIT A – EXECUTION OF PROPOSAL

EXHIBIT B – VETHUB SUBCONRACTING PLAN

EXHIBIT C – PRICE SHEET

EXHIBIT D – COMPANY PROFILE

EXHIBIT E – KEY PERSONNEL

EXHIBIT F – PAST PROJECTS WITH CORRESPONDING REFERENCES

EXHIBIT G – TECHNICAL PROPOSAL

EXHIBIT H – RESPONSE SUBMISSION CHECKLIST

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SECTION I – GENERAL INFORMATION AND STATEMENT OF WORK

1. INTRODUCTION

1.1. Texas Parks and Wildlife Department (TPWD) is seeking proposals from qualified respondents to establish blanket contracts to provide Marketing Services and other support services as needed on a project-by-project basis to assist TPWD in creating and executing marketing and communications efforts that achieve the defined goals of each project.

1.2. Marketing Services shall include, but not be limited to, qualitative and quantitative consumer research;

planning and execution of results-oriented marketing strategies to include digital, broadcast, print, outdoor and other media planning, buying and placement; creative services including copywriting, design and production; event marketing; sponsorship and partnership development (media, retail, manufacturer, etc.); sales promotions; email marketing; direct mail marketing; and analysis and reporting.

1.3. Awarded Contractor(s) shall provide a variety of services on projects as they become available and shall provide the required services in partnership with, and augmenting the work of TPWD according to the needs of each project.

1.4. Individual project needs may range from providing a single support service to proving any combination of the services listed herein. Awarded contractor(s) may also be required to work on projects in collaboration with TPWD’s other contractors, providing services to meet the needs of the specific project.

2. BACKGROUND

2.1. TPWD is responsible for managing and conserving the natural and cultural resources of Texas and providing hunting, fishing, and outdoor recreation opportunities for the use and enjoyment of present and future generations. TPWD currently manages and participates in a full range of public education and outreach, and public involvement activities to engage Texans and visitors in protecting and enjoying its wide diversity of natural resources.

2.2. Several individual programs, products, and initiatives within TPWD are represented in this solicitation and each has separate goals. Historically, projects have included efforts to recruit, retain, or reactivate hunters and anglers (R3), campaigns to increase awareness of aquatic invasive species (“Protect the Lakes You Love” and “Never Dump Your Tank” campaigns), campaigns to generate revenue (Conservation License Plates, Big Time Texas Hunts), and campaigns to generate support of and participation in TPWD programs (Toyota ShareLunker, Neighborhood Fishin’, Texas Outdoor Annual). More information about the Texas R3 Strategic Plan can be found at this link: https://tpwd.texas.gov/r3/texas-r3-strategic-plan/

2.3. The size and scope of projects may range in complexity; from the development of a new logo design to the planning and execution of large, integrated communications campaigns including deliverables such as the creation and placement of outdoor media, digital, print, radio and TV ads; planning and execution of media events; and design and production of various promotional materials.

3. SOLICITATION METHOD AND INTENT

3.1. The Request for Proposal (RFP) solicitation method allows qualified Respondents to submit a written proposal addressing pricing, qualifications, experience, location, availability, approach, and other factors that will be employed to ensure successful accomplishment of the requirements set forth herein. TPWD will review, compare, and evaluate responses based on the criteria and weights identified in this RFP.

3.2. It is TPWD’s intent to identify qualified vendors and award multiple contracts for Marketing Services. It is TPWD’s sole discretion to determine best value.

https://tpwd.texas.gov/r3/texas-r3-strategic-plan/

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3.2.1. After award, TPWD will identify individual projects as they become available by issuing a Scope of Work detailing the work to be performed for each project. TPWD will select a Contractor that is determined to provide the best value to the agency for each project. TPWD intends to select Contractors for individual projects based on (a) experience, location, availability, or low bid for the designated project as determined to be in the best interest of TPWD and Contractor’s availability, or; (b) request project quote from one or more awarded Contractor(s) for a specific project, and select the Contractor that is determined to provide best value for the agency for each project. See also Section 1, Subsection 10 for Contractor selection for individual projects.

4. CONTRACT TERM

4.1. Initial Contract Term: The contract shall commence on Date of Award and continue through August 31, 2028, unless sooner terminated under the terms of the contract.

4.2. Renewal Options: Contract may be renewed for up to three (3) additional one (1) year periods, provided both parties agree in writing prior to contract expiration date. Any renewal shall be in accordance with the original terms and conditions plus any approved changes. If renewal options are exercised, TPWD will provide a new timeline and delivery schedule to the Vendor.

4.3. Contract Extensions: In the event that the contract(s), if any, resulting from the award of this RFP shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, TPWD may, with the written consent of the awarded supplier(s), extend the contract for a period of time as may be necessary to permit TPWD continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be under the same terms and conditions, plus any approved changes.

4.4. Termination: The contract shall terminate upon full performance of all requirements contained in the contract, unless otherwise extended or renewed, as provided in accordance with the contract terms and conditions.

4.5. Amendments: The contract may be amended in writing by mutual consent of the parties.

4.6. Quantities: Unless this RFP states otherwise, the resulting contract award does not guarantee volume or a commitment of funds.

5. QUALIFICATIONS AND EXPERIENCE

5.1. Minimum Company Qualifications and Experience: Respondent (and awarded Contractor) shall meet the following minimum qualifications:

5.1.1. Shall be engaged in the business of providing Marketing Services for uninterrupted periods of service for a minimum of five (5) years within the past five (5) years, providing services similar in type, quantity, and scope to those listed herein. Recent start-up businesses do not meet the requirements of this solicitation. (A start-up business is defined as a new company that has no previous operations history or expertise in the relevant business and is not affiliated with a company that has that history of expertise.)

5.1.2. Shall have a minimum of three (3) years of experience providing additional capabilities such as consumer research, event marketing, sales promotions, strategic marketing alliances/partnerships, sponsorship development (including sales and fulfillment), public relations.

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

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

5.2. Additional Requirements:

5.2.1. Shall provide evidence demonstrating that Respondent serves as a full-service firm providing multi-media marketing campaigns to include research, planning and execution of results-oriented marketing strategies and creative services, as well as providing the placement of purchased or donated media most appropriate to reach their target audience.

5.2.2. Shall demonstrate ability to provide added value (Ex: “match” for what is spent) in media buying.

Added value is defined as bonus promotional space, time, or services that a media buyer secures from the media market above and beyond the paid advertising inventory. Examples include but are not limited to: free bonus commercial spots, on-air talent mentions, event sponsorships, extra banner ad impressions, complimentary email newsletter placements, free social media posts, premium print ad placements at a standard rate, or free mention in an editorial section of a publication.

5.3. Key Personnel – Minimum Qualifications & Experience: Respondent shall assign the following key personnel for this procurement.

5.3.1. Senior Account Manager:

5.3.1.1. Respondent shall assign one (1) Senior Account Manager with a minimum of five (5) years of experience in project management for marketing, advertising, and other related services.

5.3.1.2. This role shall be involved at a high level in TPWD projects, providing oversight of the Account Manager(s) and providing strategic guidance as needed.

5.3.1.3. The Senior Account Manager shall NOT be the day-to-day project contact for TPWD.

5.3.1.4. The Senior Account Manager must have at least five (5) years of experience in handling projects in public or private sectors for medium-to-large-scale projects.

5.3.2. Account Manager(s):

5.3.2.1. Respondent shall assign one (1) or more Account Manager(s), each with a minimum of five (5) years of experience within the last ten (10) years in project management for marketing, advertising, and other related services.

5.3.2.2. Multiple Account Managers may be assigned to the contract, but a single Account Manager shall be designated for each project.

5.3.2.3. This role shall serve as the primary day-to-day project contact for TPWD and is expected to build relationships, guide marketing campaigns, and make sure TPWD’s marketing goals are achieved.

5.3.2.4. Account Manager(s) must have a minimum of five (5) years of experience within the last ten (10) years in handling projects in public or private sectors for medium-to-large-scale projects.

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5.3.3. Digital Strategist:

5.3.3.1. Respondent shall designate one (1) Digital Strategist with a minimum of five (5) years of experience within the past seven (7) years.

5.3.3.2. This role shall be responsible for optimizing digital strategies for business results, researching digital tools and trends, measuring the efficiency and effectiveness of digital channels, and analyzing and reporting on digital campaigns.

5.3.3.3. The Digital Strategist shall not be the same staff member who purchases digital media.

5.4. Supporting Documentation: Respondent shall complete and submit Exhibit C – Company Profile, Exhibit D – Key Personnel, Exhibit E – Past Projects with Corresponding References, Exhibit F – Technical Proposal with proposal to provide documentation to support the above qualifications. Upon request, Respondent shall provide additional documentation regarding their qualifications, ability and capability. TPWD will be the sole judge in determining the sufficiency of the Respondent's resources and ability to perform the contract or provide the service.

6. SCOPE OF WORK AND SPECIFICATIONS

Contractor shall provide strategic Marketing Services, as applicable, in accordance with the following specifications:

6.1. Marketing Project Groundwork:

6.1.1. Propose strategies that advance a program’s goals and objectives and align with the program’s stated mission/purpose, audience, and budget parameters. Refer to Section I, Subsection 2 for a list of potential TPWD programs.

6.1.2. Routinely includes quantitative and qualitative research, utilizing data such as media rankers, media trends, informal focus groups, web analytics, prior campaign performance and benchmarks, and existing TPWD research, in developmental and evaluation processes.

6.1.3. Marketing projects shall be developed and implemented to ensure cost-effectiveness and achieve desired outcomes.

6.1.4. Project outcomes must consistently identify key measurable objectives that are measured, optimized to reach the objectives of each campaign, and included in all reporting.

6.1.5. Recommend and implement tools for tracking, evaluating, and analyzing project results and effectiveness.

6.1.6. Shall demonstrate a genuine understanding of the specific project’s target audience(s) at every step, developing creative, information and messages that have meaning for that particular target audience, and reaching them through the most appropriate channels.

6.1.7. Shall work within the provided budget and consistently seek opportunities to provide added value.

6.1.8. Shall provide detailed project estimates to TPWD for review and ensure costs do not exceed the approved TPWD budget provided on the purchase order for that service period.

6.1.9. Request, review, evaluate, and recommend sponsorship and partnership marketing opportunities.

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6.2. Marketing Project Outcomes:

6.2.1. Research, recommend, and execute appropriate marketing, advertising and media strategies for each project and provide the marketing services, as needed, for each program.

6.2.2. Develop compelling, original messaging and visuals that appeal to the target audience and motivate the desired change in behavior or response.

6.2.3. Shall promptly notify and request written approval from TPWD if a project estimate needs to be revised or updated due to a change in direction beyond the initial scope, or due to other unforeseen changes.

6.2.4. Individual projects to be completed under the contract(s) may require one or a combination of the following types of marketing services:

6.2.4.1. Develop and produce creative materials that are audience-centered, research-driven and tested, and suited to fit the format of the selected media.

a. Media and materials shall include, but are not limited to, the following:

Media Type(s) Material Type(s)

i. Broadcast Radio and television spots

ii. Print Newspapers, magazines, books, brochures

iii. Over-The-Top (OTT) Streaming TV content

iv. Digital Digital radio, social media, online video, podcasts, display, email, mobile app, search engine marketing (SEM) – paid search ads, keyword-based advertising

v. Outdoor/Out-of- Home (OOH)

Billboards, posters, transit ads

vi. Audio Music, radio programs, podcasts

vii. Events Event backdrops and collateral

viii. Retail or Manufacturer Point-of-Purchase Material

In-store displays, shelf signage, packaging overlays, posters and banners, counter displays, or digital signage

ix. Direct Mail Print ads

x. Any other media types that may be requested as appropriate to the project

Any other material types that may be requested as appropriate to the project

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6.2.4.2. Develop and produce creative materials to support marketing efforts that shall include, but are not limited to:

Material Type Examples

a. Logos To promote programs

b. Signage To promote programs

c. Printed Collateral Brochures, Rack Cards, etc.

d. Promotional or Novelty Items Book Covers, T-Shirts

e. Digital Marketing Materials Email Blasts, Landing Pages

6.2.5. Formulate, develop, and execute event marketing strategies and promotions.

6.2.6. Develop and deliver sales promotions.

6.2.7. Provide value-adding services, such as leveraging relationships to provide bonus media, discounted rates, partnerships, or sponsorships to benefit TPWD.

6.2.8. Research, evaluate, negotiate, and place media, including public service announcements (PSA), partnerships, and other added-value opportunities.

6.2.9. Develop and implement strategies for generating earned or unpaid media utilizing public relations and/or social media.

6.2.10. Develop TPWD-approved sponsorships and strategic alliances/partnerships, and as needed, sell and fulfill those opportunities.

6.3. Marketing Project Evaluation:

6.3.1. Provide quantitative and qualitative consumer research (such as surveys, focus groups and stakeholder interviews) in order to evaluate project effectiveness and/or determine target audiences and the most effective media, creative messaging and visuals, events, or partnerships to reach or motivate them.

6.3.2. Utilize data mining and analysis to develop target audiences for advertising and to evaluate results.

6.4. Account Management Services:

6.4.1. Assign the most appropriate Account Manager to handle each project and maximize cost-effective labor fees.

6.4.2. Provide marketing campaign management, including scheduling and running meetings, writing meeting reports, developing project cost estimates and timelines, managing project budget, and confirming scheduling and placement of all project deliverables.

6.4.3. Propose recommended strategies, campaign plans, estimated budgets and timelines that align with the TPWD project goal(s), budget, and timeline.

6.4.4. Strategically identify target audience (demographic and psychographic variables), media market(s), formative-research need(s), marketing strategies (including rationale

RFP No. 802-27-78559 Page 10 of 61 and justification), objectives, key performance indicators and measurements, and evaluation processes.

6.4.5. Support research activities by collaborating with market-research firms to identify, clearly define, and meet research needs and objectives; reviewing survey instruments, discussion guides, or questionnaires; preparing professional concepts or storyboards for testing; making recommendations for applying research findings to overall communications and/or creative strategies.

6.4.6. Prepare and submit clear, timely reports, recaps, and an evaluation/analysis for each project, according to the individual project schedule. Reports to be provided, at a minimum, monthly throughout each project, with a final report to be provided within 30 calendar days of project completion.

6.4.7. Provide a comprehensive final report at the end of each project to document the work completed, the results, lessons learned, and recommendations for future projects.

6.4.8. Attend meetings as required by TPWD to discuss the project or campaign.

7. CONTRACTOR REQUIREMENTS

7.1. Contractor agrees to conduct all its services under the awarded contract by and through appropriate communications with TPWD. No work, installation or other services shall be undertaken by Contractor except with the prior written authorization by TPWD. Contractor understands and agrees that work, installation or other service performed without prior written authorization of the TPWD is work outside the scope of this contract and shall be performed exclusively at Contractor’s risk.

7.2. Contractor shall appoint a primary point of contact (POC) for each project.

7.3. Contractor shall assign qualified personnel who possess the skills necessary to support the various TPWD marketing projects.

7.4. Contractor must meet all interim and final deadlines associated with each project.

7.5. Contractor shall manage assigned personnel or subcontractors who have demonstrated success in delivering Marketing Services as outlined above in Section 6.

7.6. Contractor shall be responsible for remitting payment to media vendors and sponsors for marketing services secured under this contract.

7.7. Contractor shall reconcile project invoices and send a detailed, consolidated invoice to TPWD in accordance with Section I, Subsection 17.

7.8. Contractor shall provide detailed billing statements associated with the project within 30 calendar days of project completion.

7.9. Contractor may be required to travel to Austin, Texas, or any location within Texas, to attend formal meetings in person. The meeting location will be determined by TPWD based on the scope and location of the project.

7.10. Contractor shall attend all scheduled meetings in person or by teleconference.

7.11. Failure to attend a scheduled meeting without a minimum five (5) business days’ prior notification to reschedule may result in the work order being cancelled and project being reassigned.

7.12. Contractor is responsible for all travel expenses incurred while attending required meetings.

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7.13. Contractor shall be available to meet with and advise TPWD on prospective program projects and assist with the development of a marketing plan scope of work or budget.

7.14. Contractor POC shall be available as needed for communication and meetings via telephone, teleconferencing, and Internet.

7.15. Contractor shall have access to a stable and reliable email account and a File Transfer Protocol (FTP) site that will allow for the exchange of information and files.

7.16. Contractor agrees to conduct all its services under the awarded contract with the appropriate written approval from TPWD. Contractor shall obtain written approval via email before implementing any project plans, material designs, or budget changes.

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

7.18. Contractor shall provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the contract.

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

7.20. Contractor shall comply with all laws, ordinances, statutes and regulations pertaining to the services requested herein, and shall obtain such permits, licenses or other authorizations as may be required.

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

8. TPWD RESPONSIBILITIES

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

8.2. TPWD will appoint a primary point of contact (POC) for each project.

8.3. TPWD will provide prompt feedback for proposed strategies and plans by the Contractor.

8.4. TPWD will provide a prompt response to the Contractor when written approval is required.

8.5. TPWD will furnish no material, labor, equipment, or facilities unless otherwise provided for in this contract.

9. PERFORMANCE MEASURES

9.1. Contractor will be responsible for the performance of any contractual obligations that may result from an award based on this RFP and shall not be relieved due to non-performance of any or all Sub-Contractor(s).

By submitting a proposal, the Respondent commits to providing the goods and services required in the RFP. The successful Respondent(s) will be required to abide by TPWD policies, procedures, standards and guidelines relevant to the execution of this contract.

9.2. TPWD will measure and evaluate the Contractor’s and/or Sub-Contractor’s performance under the contract. If the Contractor or Sub-Contractor does not meet any standards for deliverables and/or performance incentives (if applicable), TPWD may impose remedies if the Contractor or Sub-Contractor(s) fails to meet their responsibilities as outlined in the RFP and the terms and conditions of the contract. All services and deliverables under the contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, customs, and practices. In the event TPWD deems that the Contractor’s performance does not meet an acceptable quality level of service and deliverables, TPWD may seek or negotiate remedies with the Contractor.

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9.3. Contractor’s failure to meet agreed milestones, campaign launch dates, deliverable acceptance criteria, media placement requirements, or other material obligations shall constitute a material breach. In addition to any other contractual or legal remedies, TPWD may:

9.3.1. Reject any non-conforming deliverable;

9.3.2. Require rework or replacement at Contractor’s sole cost and expense;

9.3.3. Obtain a pro-rata refund or service credit for deficient services;

9.3.4. Offset damages, credits, or refunds against amounts otherwise payable to the Contractor;

9.3.5. Engage with another Contractor to complete the work and recover reasonable excess costs from Contractor; and

9.3.6. Terminate the contract for cause if the Contractor fails to cure the breach within the prescribed cure period.

9.4. The Contractor shall promptly remedy, at no additional cost to TPWD, any errors, omissions, inaccurate content, missed media placements, failure to meet approved specifications, brand guideline violations, or non-compliant advertising materials. The Contractor shall be responsible for reasonable rework, correction, replacement, and redistribution costs arising from such deficiencies.

10. CONTRACTOR SELECTION FOR INDIVIDUAL PROJECTS

10.1. TPWD will determine which, if any, programs require marketing services.

10.2. As specific projects become eligible, TPWD will develop a preliminary project Scope of Work and select a Contractor for each project by one of the following methods: (a) select Contractor from the awarded contracts based on experience, location, or availability for the marketing type as determined to be in the best interest of TPWD , or; (b) request project quote from one or more awarded Contractor(s) for a specific project. Each project will be awarded to the Contractor determined to provide best value to TPWD. It is TPWD’s sole discretion to determine best value.

10.3. Contractor(s) may, in some cases, be required to conduct site inspection prior to submitting quote for a specific project to confirm they are capable of meeting TPWD objectives and able to avoid non-target vegetation.

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

10.4.1. Purchase Order

10.4.2. Desired marketing services for specific program

10.4.3. Map(s) showing areas to be treated

11. ADDING NEW PRODUCTS/SERVICES TO CONTRACT AFTER AWARD

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to successful Respondent to quote on the proposed additional products/services.

Respondent shall submit proposals to TPWD as instructed. All prices are subject to negotiation with the Best and Final Offer (“BAFO”). TPWD may accept or reject any or all proposals and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

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12. MODIFICATIONS OF CONTRACT TERMS AND/OR AMENDMENTS

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

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

12.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added in a Purchase Order and given effect. No additional term or condition added in a Purchase Order can conflict with or diminish a term or condition of the Contract. In the event of a conflict between Purchase Order and the Contract, the Contract term shall control.

13. PRICE ADJUSTMENTS

13.1. Extension Period Pricing: A price escalation may be allowed upon renewal provided the Vendor notifies TPWD Contracting Section, in writing. The price escalation shall correlate with an appropriate U.S.

government published index. Baseline index shall be the index published the month of award. Prices may be adjusted for each renewal period in accordance with changes in index over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

13.2. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TPWD. Contractor’s failure to promptly notify TPWD of such industry-wide price decreases may constitute a breach of contract and the contract may be canceled.

TPWD reserves the right to award any canceled contract to the next lowest responsive Respondent or rebid, whichever is in TPWD’s best interest.

14. INSURANCE

14.1. Contractor shall procure and maintain during the entire period of their performance under this contract the following minimum insurance.

Type of Insurance Each Occurrence/Aggregate Workers Compensation STATUTORY LIMITS Employer's Liability Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease

$1,000,000 Ea. Accident $1,000,000 Ea. Employee $1,000,000 Policy Limit

Commercial General Liability General Aggregate Applies Per Project

$2,000,000 Aggregate $5,000 Medical Expense each person $50,000 Damage to Premises Rented to You $2,000,000 Products Completed Operations $1,000,000 Personal & Advertising Liability $1,000,000 Each Occurrence

Automobile Liability All Owned, Hired and Non-Owned Vehicles

$1,000,000 Combined Single Limit

14.2. Policy must contain an additional insured endorsement: The State of Texas, acting through Texas Parks and Wildlife Department and its officers and employees, is listed as an additional insured and loss payee.

14.3. The required coverage is to be with companies licensed in the state of Texas, with an “A” rating from A.M.

Best, and authorized to provide the corresponding coverage.

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14.4. Prior to the commencement of the job and not later than ten (10) business days following award, the Contractor shall furnish to TPWD, for approval, a certificate of insurance as proof that the required insurance is in full force and effect. The certificate of insurance shall be sent to: Allye Potter / Purchasing & Contracting, Texas Parks & Wildlife Department, 4200 Smith School Road, Austin, Texas 78744; or purchasing.bidbox@tpwd.texas.gov.

15. STATE OF TEXAS VETHUB SUBCONTRACTING PLAN

15.1. Respondent must complete, sign, and submit a State of Texas Subcontracting Plan (Exhibit B) with their response submission. Failure to complete and submit the State of Texas Subcontracting Plan (Subcontracting Plan) with the response will result in disqualification from consideration. Refer to Section III – General Terms and Conditions, Paragraph 56 – Subcontractors for additional requirements.

15.2. In accordance with Texas Government Code (TGC) §2161.252 and 34 Texas Administrative Code (TAC) §20.14, TPWD has determined that subcontracting opportunities are probable under this contract, and that the contract value may exceed $100,000. This probability is based on VetHUB availability, VetHUB utilization, geographic location of the project, the contractual scope of work, or other factors. TPWD estimates the value of this contract to be greater than $100,000 and further sets the VetHUB subcontracting goal at .05 % of the contract’s value. (Refer to Exhibit B)

15.3. It is the Respondent’s determination if they choose to subcontract any of the work under the contract with a Texas Veteran Heroes United in Business (VetHUB) vendor or other businesses. The Respondent shall identify all proposed VetHUB and other subcontractors at the time of response submittal by completing and submitting the State of Texas Subcontracting Plan. Respondents must allow at least seven business days for response, excluding weekends and state holidays.

15.4. Respondents may access a list of VetHUB subcontractors who may be able to perform this work by searching the Centralized Master Bidder’s List (CMBL), as maintained by the Texas Comptroller of Public Accounts. The CMBL search page is located here:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do.

15.5. Respondents are highly encouraged to contact TPWD VetHUB Administration at 512-389-4784 or hub@tpwd.texas.gov for assistance with completing the Subcontracting Plan forms, obtaining VetHUB lists if web access is not possible, and/or further explanation of the TPWD VetHUB program. Respondents should request assistance from TPWD VetHUB prior to the VetHUB Notification Deadline specified in the Schedule of Events (Section II, Subsection 1). TPWD VetHUB Administration cannot guarantee same-day assistance on the VetHUB Notification Deadline date.

15.6. VetHUB Subcontracting Plan (HSP) Prime Contractor Progress Assessment Report: After award of the contract, the Contractor shall report all VetHUB and non-VetHUB subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TPWD VetHUB Program no later than the 5th day of each month covering the prior month’s activity. The report shall be submitted monthly even during the months the Contractor is not invoicing TPWD. All payments made to subcontractors shall be reported. TPWD may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors. The PAR is also available at:

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

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

mailto:purchasing.bidbox@tpwd.texas.gov https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do mailto:hub@tpwd.texas.gov https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

RFP No. 802-27-78559 Page 15 of 61

16. CONTRACT ADMINISTRATION

TPWD will maintain on-going review and status of Contractor’s progress toward completion of services and will certify whether Contractor’s billings are reasonably comparable with the work completed. Payment(s) will not be made until all work has been reviewed and accepted by TPWD.

Administration of the contract is a joint responsibility of TPWD Communications and the TPWD Purchasing & Contracting Branch. TPWD purchasing staff will be responsible for administering the contractual business relationship with the Contractor. Upon issuance of contract, TPWD will designate an individual who will serve as the contract manager and point-of-contact between the agency and the Contractor. The contract manager does not have any express or implied authority to vary the terms of the contract, amend the contract in any way or waive strict performance of the terms or conditions of the contract. This individual’s contract management and contract administration responsibilities include, but are not limited to:

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

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

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

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

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

17. INVOICING AND PAYMENT

The following procedures apply to invoicing and payment in addition to those listed in Section III, General Terms and Conditions, Paragraph 9:

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

17.2. Invoices must show:

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

17.2.2. Name of receiving entity

17.2.3. Contract/purchase order number

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

17.2.5. Total price

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

17.2.7. Attach supporting documentation, if required

17.3. Payment:

17.3.1. The Contractor will be paid for the services performed as invoiced. Additional invoicing requirements are provided in Section I, Subsection 7 of this solicitation. If another payment mailto:Accounts.Payable@tpwd.texas.gov

RFP No. 802-27-78559 Page 16 of 61 mechanism is agreed to by the parties, then Contractor will be paid in accordance with the agreement approved by the parties.

17.3.2. Under no circumstances shall TPWD be obligated to make any payment (whether a progress payment or final payment) to Contractor if any of the following conditions exists:

17.3.2.1. Contractor is in breach of this contract;

17.3.2.2. Any portion of a payment is for services that were not performed in accordance with this contract provided, however, payment shall be made for those services which were performed in accordance with this contract;

17.3.2.3. Contractor has failed to make payments promptly to consultants or other third parties used in connection with services for which TPWD has made payment to Contractor;

17.3.2.4. If TPWD, in good faith, determines that the balance of the unpaid fees are not sufficient to complete the services in accordance with this contract; or if Contractor has failed to achieve the level of performance necessary to maintain the project schedule. No deductions shall be made from Contractor’s compensation on account of liquidated damages or other sums withheld from payments to other Contractors or on account of the cost of changes in the Work other than those for which Contractor may be liable.

17.3.3. Payment normally will be made to the Contractor within 30 days after receipt of a properly prepared invoice or the receipt of and the acceptance of services ordered, whichever is later.

State agencies are required by state law to pay properly submitted invoices within 30 days, or the Contractor may charge a late payment fee established by law.

17.3.4. Payments for services purchased with state appropriated funds will be made through state warrants issued by the Comptroller of Public Accounts. Payments by qualified ordering entities will be made through the entities local payment system.

Electronic payment may be available through some ordering entities. Contact Accounts Payable at 512- 389-4833 for additional information.

RFP No. 802-27-78559 Page 17 of 61

SECTION II – PROPOSAL REQUIREMENTS

1. SCHEDULE OF EVENTS

TPWD intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TPWD reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily as an Addendum.

Event Date/Time RFP Issue Date: November 3, 2026 Questions Due: November 9, 2026; 2:00 PM CT Answers Posted on ESBD: November 12, 2026 Proposal Due Date: November 19, 2026; 2:00 PM CT Expected Contract Award Date: December 31, 2026

2. INQUIRIES

2.1. CONTACT: All requests, questions, or other communications about this Solicitation shall be made in writing to TPWD’s Purchasing Department, addressed to the following person:

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

Contact Info:

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

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

2.3. DEADLINE FOR SUBMISSION OF QUESTIONS: To provide TPWD with sufficient time to adequately prepare responses to vendor inquiries, all questions must be submitted by the deadline specified in Section II, Subsection 1.

2.4. ANSWERS TO QUESTIONS: The target date for answering questions is within three business days after deadline for questions. Official answers will be posted as an addendum to this solicitation, on the Electronic State Business Daily at http://www.txsmartbuy.com/esbd. Respondent names will be removed from questions in the responses released. TPWD reserves the right to amend answers prior to the proposal submission deadline. If Respondents do not have Internet access, copies may be obtained through the point of contact listed above. Note: It is the responsibility of interested parties to periodically check ESBD for updates to the procurement prior to submitting a proposal. Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected Vendor from “addenda or additional information” resulting in additional costs to meet the solicitation requirements.

2.5. PROHIBITED COMMUNICATIONS: Upon issuance of this solicitation, TPWD, its representative(s), or partners will not answer questions or otherwise discuss the contents of this Solicitation with any potential Respondent or their representative(s), except for the written inquires described in Section II, Subsection

2.2 above. Attempts to ask questions by phone or in person will not be allowed or recognized as valid.

Failure to observe this restriction may disqualify Respondent. Respondent shall rely only on written statements issued through or by TPWD’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

http://www.txsmartbuy.com/esbd

RFP No. 802-27-78559 Page 18 of 61

3. PROPOSAL CONTENT

Below is a summary of required and requested information. Proposals submitted without this information will be evaluated accordingly. TPWD reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state.

3.1. GENERAL RESPONSE FORMAT:

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

3.2. REQUIRED RESPONSE CONTENT:

Respondent MUST include the following documentation in their response submission. Failure to submit with response will result in disqualification of the proposal.

3.2.1. Exhibit A – Execution of Proposal: Respondent must submit original signed, dated and completed Exhibit A - Execution of Proposal.

3.2.2. Exhibit B – HUB Subcontracting Plan: Respondent must comply with and submit Exhibit B - HUB Subcontracting Plan.

3.2.3. Exhibit C – Compensation and Fees Schedule: Include completed Exhibit C – Pricing

Schedule.

3.3. ADDITIONAL RESPONSE CONTENT:

Respondent shall include the following additional documentation in their response submission, or within one (1) business day of TPWD request. Failure to submit this additional documentation by TPWD designated deadline may result in disqualification of the proposal.

3.3.1. Exhibit D – Company Profile: Include completed Exhibit D (or reasonable facsimile).

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

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

3.3.4. Exhibit G – Technical Proposal: Include Technical Proposal – tabbed Exhibit G (max 2 pages), including numbered responses corresponding to each of the items listed in Exhibit G.

3.3.5. Addenda: Respondent shall acknowledge receipt of any addendums generated as part of this solicitation. The Respondents should include the signed and dated addendum(s) with their response submission.

4. PROPOSAL SUBMISSION

4.1. All proposals shall be received and time stamped by TPWD prior to 2:00 PM Central Time on the date specified in Section II, Subsection 1 and the place specified in Section II, Subsection 5. Late proposals will not be considered under any circumstance and will be returned unopened.

RFP No. 802-27-78559 Page 19 of 61

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

4.3. Hard copy proposals should be placed in a sealed envelope/package and correctly identified with RFP number, submittal deadline/opening date and time. It is the Respondent’s responsibility to appropriately mark and deliver the proposal to TPWD by the specified date.

4.4. Hard copies are not required, and electronic submissions via email can be accepted; Respondent may submit via hard copy OR electronic. If submitting electronically, TPWD can only accept an attachment to the email and cannot accept a link to a file.

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

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

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

4.8. All submitted proposals become the property of TPWD after the RFP submittal due date/ deadline.

Responses submitted shall constitute an offer for a period of ninety (90) days or until selection is made by TPWD, whichever is earlier.

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

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

5. DELIVERY OF PROPOSALS

E-MAIL submittals are preferred for this solicitation. If hard copies are submitted, Respondent shall submit to TPWD by one of the following methods:

6. EVALUATION AND AWARD

6.1. A contract will be awarded to the responsible Respondent(s) who submits the proposal determined to be the best value to the State and who meet all requirements included in this solicitation.

6.2. Cash discounts offered by the Respondent will NOT be a factor in proposal evaluation.

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

No proposals will be returned after award.

6.4. Step 1 – Administrative Review by Purchasing: Only a complete response with the listed required submittal documents will be considered. Failure to meet the minimum qualifications and submit the

U.S. Postal Service Overnight/Express Mail Email

Texas Parks and Wildlife Dept.

Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744

TPWD – Mail Room Attn: Purchasing & Contracting C-1 4200 Smith School Road Austin, TX 78744 Hours – 8:00 AM to 5:00 PM

Purchasing.Bidbox@tpwd.texas.gov

NOTE: Proposals must be date stamped in Purchasing & Contracting prior to the due date and time.

mailto:Purchasing.Bidbox@tpwd.texas.gov

RFP No. 802-27-78559 Page 20 of 61 required documents will result in a response being declared non-responsive. Proposals that do not conform to the instructions included in this RFP may be rejected by TPWD. TPWD reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. No proposal received in TPWD Purchasing and Contracting Section after the exact date and time specified as the deadline for responses will be considered.

6.5. Step 2 – Initial Evaluation: A TPWD evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the Respondent’s ability to best satisfy TPWD requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

Evaluation Criteria Weight Compensation and Fees (Exhibit C) 35% Qualifications, Experience, Capability, etc. (Exhibit D, E, and F) 35% Proposed Services (Exhibit G) 30% Total 100%

6.6. Step 3 – Short List: At TPWD’s sole discretion, a short-list may be developed. Then, TPWD may check references.

6.6.1. References may include past performance evaluations. References will be scored on a pass/fail basis. Any negative responses received may be grounds for disqualification of the proposal.

6.7. Step 4 - Best and…