ESBD_574209_1793916124760_721-27041 - Elevator Renovation - UT Austin Bureau of Economic Geology (BEG).pdf

Elevator Renovation - UT Austin Bureau of Economic

Geology (BEG) Elevator Renovation - UT Austin Bureau of Economic Geo‐ logy (BEG)

Dec 11 2026, 02:30 PM CST

Juan Pinedo

Nov 4th 2026, 12:00PM CST - Dec 11th 2026, 2:30PM CST

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

NOTE: A public opening of responses will not be conducted for this RFP.

Table of Contents

Contents Page #

Project Details 5

1. INTRODUCTION 6

1.1. DESCRIPTION OF THE UNIVERSITY OF TEXAS AT AUSTIN 6

1.2. BACKGROUND INFORMATION AND SPECIAL CIRCUMSTANCES 6

1.3. PROJECT OBJECTIVE 7

1.4. GROUP PURCHASING AUTHORITY 7

2. NOTICE TO PROPOSER 8

2.1. SUBMITTAL DEADLINE 8

2.2. UNIVERSITY CONTACT PERSON 8

2.3. CRITERIA FOR SELECTION 8

2.4. KEY EVENTS SCHEDULE 10

2.5. VETERAN HEROES UNITED IN BUSINESS SUBMITTAL

REQUIREMENTS 11

2.6. PUBLIC INFORMATION 11

2.7. MANDATORY SITE WALK AND PRE-PROPOSAL CONFERENCE 12

3. SUBMISSION OF PROPOSAL 13

3.1. SUBMISSION 13

3.2. PROPOSAL VALIDITY PERIOD 13

3.3. TERMS AND CONDITIONS 13

3.4. SUBMITTAL CHECKLIST 14

4. SPECIFICATIONS AND SCOPE OF WORK 15

4.1. GENERAL INFORMATION 15

4.2. TERM OF AGREEMENT 15

4.3. MINIMUM REQUIREMENTS 15

4.4. SCOPE OF WORK, ACTIVITIES, AND DELIVERABLES 17

5. PRICING AND DELIVERY SCHEDULE 18

5.1. PROPOSAL PRICING 18

5.2. DISCOUNTS 18

5.3. ADDITIONAL AND/OR RELATED SERVICE FEES 19

5.4. PAYMENT TERMS 19

5.5. GROUP PURCHASING ORGANIZATION (GPO) CONTRACT

INFORMATION 19

5.6. PRICE PROPOSAL SIGNATURE 20

6. PROJECT INSTRUCTIONS AND QUESTIONNAIRE 22

6.1. GENERAL INSTRUCTIONS 22

6.2. PREPARATION AND SUBMITTAL INSTRUCTIONS 22

6.3. REQUIRED FORMAT FOR RESPONSE SUBMISSION 22

6.4. RESPONDENTS' RESPONSE 24

6.5. RESPONDENTS’ QUALIFICATIONS, ABILITIES, AND REPUTATION 24

6.6. RESPONDENTS' QUALITY OF PROPOSED SERVICES 25

6.7. RESPONDENTS' PRICING AND DELIVERY SCHEDULE PROPOSAL 26

6.8. RESPONDENTS’ STAFFING RESOURCES AND PAST BUSINESS

RELATIONSHIP STRENGTH WITH THE UNIVERSITY 27

6.9. RESPONDENTS' COMPANY AND FINANCIAL INFORMATION 27

7. ATTACHMENTS 35

7.1. ATTACHMENT ONE: GENERAL INFORMATION 35

7.2. ATTACHMENT TWO: SAMPLE AGREEMENT 35

7.3. ATTACHMENT THREE: SUBCONTRACTING PLAN 35

8. APPENDIX 36

8.1. APPENDIX ONE: EXECUTION OF OFFER 36

8.2. APPENDIX TWO: ADDENDA ACKNOWLEDGEMENT 36

Project Details

Project Elevator Renovation - UT Austin Bureau of Economic Geology (BEG)

Ref. # 721-27041

Type RFP

Description The University of Texas at Austin (University) is soliciting proposals from qualified vendors to perform work (Work) more specifically described in Exhibit A (Scope of Work) of this Request for Proposal (RFP), including replacing the hydraulic passenger elevator control and drive systems at the BEG Lab Building (BE1).

Open Date Nov 4th 2026, 12:00PM CST

Questions Due Date Nov 20th 2026, 2:30PM CST

Close Date Dec 11th 2026, 2:30PM CST

Events

Event Name Duration Description

Open Date Nov 4th 2026, 12:00PM CST Posting date for the Opportunity

Mandatory Site Walk and Pre- Proposal Meeting

Nov 18th 2026, 9:00AM CST

- Nov 18th 2026, 9:00AM

CST

Meet at the lobby area to be guided to the meeting room. The meeting will start at 9 am and the UT Team will remain on site until all vendor questions have been addressed.

Questions Due Date Nov 20th 2026, 2:30PM CST Deadline to submit Questions

Close Date Dec 11th 2026, 2:30PM CST Deadline for Submissions

1. INTRODUCTION

1.1 DESCRIPTION OF THE UNIVERSITY OF TEXAS AT AUSTIN

The University of Texas at Austin is the largest academic component of the University of Texas System, a Tier One (1) research university, and home to more than 50,000 students and 24,000 faculty and staff members.

The University of Texas was established by the state legislature in 1881; by popular vote, the Main University was located at Austin and the Medical Branch at Galveston. The Austin campus was opened in September 1883, with a faculty of 8 and a student body of 218. The central campus has grown from 40 to more than 360 acres, while the student body has increased to about 38,000 undergraduates and 12,000 graduate students. In 1967, with the creation of The University of Texas system, the name of the Main University was changed to The University of Texas at Austin.

Through teaching, research, and public service, the University’s activities support its core purpose:

To transform lives for the benefit of society through the core values of learning, discovery, freedom, leadership, individual opportunity, and responsibility.

University students represent both the diverse population of the state and the full range of contemporary scholarship:

an undergraduate may choose courses from more than 160 fields of study while pursuing any of more than 100 majors. Undergraduate study is supported by extensive mainframe and microcomputer/supercomputer facilities and by one of the largest academic libraries in the nation. Students also benefit from the broad range of scholarly and technical research conducted by the faculty and the research staff.

The City of Austin, with a population of about one (1) million, is a relaxed and cosmopolitan setting for the University.

The city is home to respected professional communities in theatre, dance, art, and music offering a wide range of cultural events. Students may also take part in recreational activities made possible by the temperate climate and

Austin’s location in the Hill Country of central Texas.

The University is accredited by the Southern Association of Colleges and Schools and is one of three Southwestern members of the Association of American Universities.

Maps for the University of Texas at Austin campus can be found at the following website: http://www.utexas.edu/ maps/.

RESPONDENT(S) ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS

DIRECTED.

1.2 BACKGROUND INFORMATION AND SPECIAL CIRCUMSTANCES

The project consists of replacing the elevator control and drive systems on one elevator. Control and operation switches and wiring will be replaced. The elevator cab shell, platform, and sling will be retained. The car speed will remain the same. A new hydraulic jack and power unit will be installed to make the elevator as efficient as possible.

The door operator will be replaced and will be adjusted for optimal performance. The hall door hangers will be replaced with new style hangers that incorporate safety retainers.

Project completion Date: The Construction shall be scheduled to begin 10 May 2027 and must be complete by 16

August 2027. Details will be discussed at a pre-construction meeting. This meeting will be scheduled with the http://www.utexas.edu/maps/ http://www.utexas.edu/maps/ http://www.utexas.edu/maps/ http://www.utexas.edu/maps/ building’s occupants after the Contract award. Once the Elevator is taken out of service for Modernization it shall be completed within the 14-week time frame.

1.3 PROJECT OBJECTIVE

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Exhibit A (Scope of Work) of this Request for Proposal (RFP), including replacing the elevator control and drive systems on one hydraulic passenger elevator at the BEG Lab Building (BE1).

1.4 GROUP PURCHASING AUTHORITY

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation.

In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions http://www.utsystem.edu/institutions

2. NOTICE TO PROPOSER

2.1 SUBMITTAL DEADLINE

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Dec 11 2026, 02:30 PM CST (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 UNIVERSITY CONTACT PERSON

Interested parties will direct questions regarding this RFP via University's Procurement Portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section, Project Details or Important Events of the Procurement

Portal or before Nov 20 2026, 02:30 PM CST (Question Deadline listed), or (ii) if questions relate to

VetHUB, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 CRITERIA FOR SELECTION

The successful Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful

Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal.

University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of Respondent to comply with the Terms and Conditions (ref. ATTACHMENT TWO).

2.3.1.2 Ability of Respondent to comply with laws regarding Veteran Heroes United in Business

(ref. ATTACHMENT THREE).

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated

Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335 of the education code:

Criteria Scored Criteria Weight

Respondents’ Qualifications, Abilities, and Reputation

(See Section 6, subsection 6.5 below)

20%

Respondents’ Quality of Proposed Goods or Services

(Methodology and Approach)

(See Section 6, subsection 6.6 below)

30%

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services

(See Section 6, subsection 6.7 below)

30%

Respondents’ Staffing Resources and Past Business

Relationship Strength with the University

(See Section 6, subsection 6.8 below)

20%

Total 100%

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”. Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in

Section 5, shall be included in the Respondent's final written score. After the initial assessment, the

University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement

Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the

Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section

3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondent(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that

Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a

Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1)

Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

2.4 KEY EVENTS SCHEDULE

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna (previously Bonfire):

Solicitation Milestone Proposed Date

RFP Issued Nov 04 2026, 12:00 PM CST

Mandatory Pre-Proposal Meeting (details in

Section 2.7 below)

Wednesday, November 18, 2026 at 9:00 AM CT

Deadline for Questions from Supplier Nov 20 2026, 02:30 PM CST

RFP Proposal Submittal Deadline Dec 11 2026, 02:30 PM CST

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

2.5 VETERAN HEROES UNITED IN BUSINESS SUBMITTAL REQUIREMENTS

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business

(VetHUBs) in all contracts. The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (SP) is a required element of the Qualifications. Failure to submit a required SP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: University has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an SP is required as a part of the

Respondent's Qualifications. Respondents shall develop and administer an SP as a part of the

Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (ATTACHMENT

THREE).

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the SP in accordance with the Terms and Conditions of this solicitation. Refer to ATTACHMENT THREE for instructions on how to access the SP. Respondents that fail to submit the signed SP will be considered non-responsive to this RFP as required by

§2161.252, Government Code.

Questions regarding the VetHUB may be directed at:

Contact: Gary Hampton Jr., Vendor Management Office

Email: utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref.

Project Detail Page). University will review Respondent’s SP prior to opening the response to confirm

Respondent submitted SP. Respondent’s failure to submit the SP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications.

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft SP by

University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 PUBLIC INFORMATION

Respondents are hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the

Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code).

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:utvethub-HSP@austin.utexas.edu mailto:utvethub-HSP@austin.utexas.edu mailto:utvethub-hsp@austin.utexas.edu mailto:utvethub-hsp@austin.utexas.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm

Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

2.7 MANDATORY SITE WALK AND PRE-PROPOSAL CONFERENCE

University will hold a mandatory site walk and pre-proposal conference at 9:00 a.m., Central Time on Wednesday, November 18th, 2026 at the BE1 Building. The site walk and pre‑proposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Location information as follows:

Address: 10611 Exploration Way, Austin, TX 78758 Parking Pass to be shared once RSVP is complete Meet at Lobby to be guided to meeting location

The pre-proposal conference will allow all Respondents an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Any questions in connection with this solicitation will need to be submitted in writing via the University's Procurement

Portal via the Public Q&A Message Board by the Deadline for Questions as noted in the solicitation milestone schedule: Nov 20 2026, 02:30 PM CST.

Potential respondents must RSVP via the following link to receive the Pre-Proposal Conference Parking

Pass: RSVP 721-27041 - UT Austin Bureau of Economic Geology (BEG) Elevator Renovation – Fill out form http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=peLXMdi9TkGel76pmOvf4RJ5LcJo64tKl8vtsq44P1NUOEdQWUhEQzY4SUFYTE5TSk5XUTQzRDBZSy4u https://forms.cloud.microsoft/Pages/ResponsePage.aspx?id=peLXMdi9TkGel76pmOvf4RJ5LcJo64tKl8vtsq44P1NUOEdQWUhEQzY4SUFYTE5TSk5XUTQzRDBZSy4u

3. SUBMISSION OF PROPOSAL

3.1 SUBMISSION

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Euna

(previously Bonfire) portal.

3.2 PROPOSAL VALIDITY PERIOD

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty

(180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 TERMS AND CONDITIONS

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and

Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions. Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Waiver of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

Attachments (Documentation): Attachment_2_-_Sample_Agreement.pdf

3.4 SUBMITTAL CHECKLIST

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. APPENDIX ONE)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. SECTION 5)

3.4.2.1 include any supporting documents or BidTables as requested in Euna (previously Bonfire)

3.4.3 Acknowledged Addenda (ref. APPENDIX TWO)

3.4.4 Response to Proposer's General Questionnaire (ref. SECTION 6)

3.4.5 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents (ref. Section

2.5 and ATTACHMENT THREE).

4. SPECIFICATIONS AND SCOPE OF WORK

4.1 GENERAL INFORMATION

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by

Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful

Proposer or Respondent.

4.2 TERM OF AGREEMENT

University anticipates that the term of the Agreement may be up to six (6) months with the initial term of the

Agreement proposed to begin on April 1, 2027. University may elect to renew the Agreement for up to six (6) additional month term.

4.3 MINIMUM REQUIREMENTS

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements:

4.3.1 The Contractor shall provide proof they have maintained an organization in continuous operation for at least the past five years that can install the elevator listed. The Installation Contractor shall have operated an Elevator and Escalator maintenance service business in the Austin, TX area with an office and warehouse facilities for a minimum of five years prior to bid date of this project. Contractors shall provide proof they have maintained an office with a store front mailing address over the last five years in the Austin, TX area prior to the contract award. (Section 6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.2 The Contractor shall provide documentation of the qualified personnel available at Austin, TX to ensure proper installation and fulfillment of the maintenance and repair service required for the construction and warranty period on a 24-hour emergency call basis. Journey workers (installers or mechanics), and Apprentices (helpers) shall have training in the field of Elevator and Escalator Installation. The training shall follow a nationally recognized program approved by the U.S. Department of Labor Office of Apprenticeship. To ensure that work and training is performed in a safe and consistent manner the numeric ratio of Apprentices to Journey workers shall be one Apprentice to one Journey worker. At no time shall the ratio of Apprentices to Journey workers be exceeded.

(Section 6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.3 The Contractor shall submit with the bid written documentation of the Apprenticeship Program as submitted to the registration agency (U.S. Department of Labor Office of Apprenticeship) required by 29 CFR parts 29 and 30. (Section 6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.4 The Contractor shall submit documentation of Journey level workers having successfully completed the requirements set forth in the Apprenticeship Program. (Section

6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.5 The Contractor shall submit upon request the Apprenticeship Agreement and documentation of the competencies achieved by each Apprentice. (Section 6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.6 The Contractor’s employees shall include qualified experienced supervisory personnel toguarantee satisfactory performance of the contract. The Contractor shall furnish a statement declaring the direct employment of the necessary personnel, organization, and local facilities to fulfill the services and conditions required under these guidelines. (Section 6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.7 Consideration will not be given to bids submitted by a firm or corporation who has established an unsatisfactory record of performance in connection with installation, inspection, renovation, and repair of Elevator Equipment on former projects. The University reserves the right to determine the competency of the Installation Contractors being considered for the award of this contract. Proposer to confirm meeting the requirement.

[Required] [Text]

4.3.8 The Contractor shall maintain in the Austin, TX area an adequate stock of parts for emergency and replacement purposes. Proposer to confirm meeting the requirement.

[Required] [Text]

(Vendor text input)

4.3.9 The Contractor shall submit with the bid the names of enough Journey level workers and documentation of having successfully completed the requirements set forth in the Apprenticeship Program to properly perform the requirements of this proposal. (Section

6.5.2 - Proposer to confirm requested files have been uploaded) [Required] [Text]

(Vendor text input)

4.3.10 Contractor shall meet the Qualifications and comply with the requirements of the Texas Department of Licensing and Regulation for the Installation and Maintenance of Elevator Equipment. Proposer to confirm meeting the requirement. [Required] [Text]

(Vendor text input)

4.3.11 A site visit is required to bid on this project and vendor confirms they have registered via RSVP link provided in Section 2.7. [Required] [Text]

(Vendor text input)

4.4 SCOPE OF WORK, ACTIVITIES, AND DELIVERABLES

Please refer to the following documents

Exhibit A - BEG Lab Building Elevator 1 Renovation SOW and Specification.

Attachments (Documentation): Exhibit_A_- _BEG_Lab_Building_Elevator_1_Renovation_SOW_and_Specification.pdf

5. PRICING AND DELIVERY SCHEDULE

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 PROPOSAL PRICING

Provide fixed pricing (to include all travel and living expenses) for goods and services. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP.

Pricing shall be clearly identified by unit of measure (e.g., per item, per day, per hour, per event).

5.1.1 Total Cost of Proposed Services [Required] [Currency]

(Vendor currency input)

5.2 DISCOUNTS

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts

(Respondents can either describe all discounts or upload file of all discounts).

5.2.1 Description of Discounts [Optional] [Text]

(Vendor text input)

5.2.2 Upload of Discounts [Required] [PDF]

(Vendor file uploads)

5.3 ADDITIONAL AND/OR RELATED SERVICE FEES

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested.

5.3.1 Price List and Description of Additional/Related Services [Required] [PDF]

(Vendor file uploads)

5.4 PAYMENT TERMS

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter

2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to

PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be Net 30 days after each service has been rendered.

5.4.1 Prompt Payment Discount [Required] [Percentage]

(Vendor percentage input)

5.4.2 Please indicate that you will accept payment under the SUA Program.

[Required] [Single Choice]

(Yes) / (No)

5.5 GROUP PURCHASING ORGANIZATION (GPO) CONTRACT INFORMATION

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

5.5.1 Is the Respondent identifying a GPO contract for this solicitation?

[Required] [Single Choice]

(Yes) / (No)

5.5.2 Cooperative Contract Name [Optional] [Text]

(Vendor text input)

5.5.3 Cooperative Contract Number [Optional] [Text]

(Vendor text input)

5.5.4 Cooperative Contract Term [Optional] [Text]

(Vendor text input)

5.5.5 Cooperative Contract Website Link [Optional] [Text]

(Vendor text input)

5.6 PRICE PROPOSAL SIGNATURE

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

5.6.1 Company Name [Required] [Text]

5.6.2 Contact Name [Required] [Text]

5.6.3 Contact Title [Required] [Text]

(Vendor text input)

5.6.4 Contact Email Address [Required] [Text]

(Vendor text input)

5.6.5 Date [Required] [Text]

(Vendor text input)

5.6.6 Signature [Required] [Text]

6. PROJECT INSTRUCTIONS AND QUESTIONNAIRE

6.1 GENERAL INSTRUCTIONS

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/ requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest.

Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref.

APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the comment section of the table provided.

6.1.7 Failure to comply with the requirements contained in this solicitation may result in the rejection of your response.

6.2 PREPARATION AND SUBMITTAL INSTRUCTIONS

All Attachments noted are to be properly completed and submitted with the response. Signature by an authorized officer of Respondent must appear on the Execution of Offer (ref. APPENDIX ONE) of the submitted electronic copy of the response.

6.3 REQUIRED FORMAT FOR RESPONSE SUBMISSION

6.3.1 Response Requirements

The Response must be signed by an individual authorized to bind the Respondent contractually. The Respondent shall provide a complete Response to all Solicitation requirements, certifications, questionnaire items, and requested attachments. Failure to provide required information, certifications, acknowledgments, or signatures may result in the

Response being determined non-responsive.

6.3.2 Response Organization and File Naming

The Response shall be organized in accordance with the Solicitation requirements and corresponding Bonfire questionnaire items. Each required document shall be uploaded separately in the designated location and shall contain information responsive to the applicable Solicitation requirement.

Uploaded files shall be clearly identified using a consistent naming convention that includes the Respondent's name and a concise description of the document.

Recommended format:

[Respondent Name] – [Document Description].[file extension]

Examples:

ABC Company – Executive Summary.pdf ABC Company – Qualifications and Experience.pdf ABC Company – Key Personnel.pdf ABC Company – References.pdf ABC Company – Technical Response.pdf ABC Company – Exceptions and Deviations.pdf ABC Company – Pricing Schedule.xlsx

Preprinted materials, brochures, catalogs, product literature, and other supporting documentation shall be referenced within the Response and uploaded as clearly labeled attachments, as applicable.

6.3.3 Submission Method

Responses shall be submitted electronically through the University's designated sourcing portal identified in the

Solicitation.

All documents shall be uploaded individually to the applicable Bonfire questionnaire item or file upload field.

Respondents shall not upload folders unless expressly requested by the University. File names shall correspond to the applicable Solicitation requirement, questionnaire item, or requested document.

The University does not require a consolidated PDF Response, electronic binder, tabbed binder, folder structure, or similar compilation document unless expressly required elsewhere in the Solicitation. The complete Response consists solely of the documents submitted through the designated Bonfire questionnaire items and upload fields.

Questions regarding the submission process shall be directed to the Procurement Contracting Officer identified in the

Solicitation and submitted sufficiently in advance of the Submittal Deadline to allow for a response.

6.3.4 Submittal Deadline and Respondent Responsibility

The Respondent is solely responsible for ensuring that all required information and documents are successfully submitted through the University's designated sourcing portal prior to the Submittal Deadline.

Any Response received after the Submittal Deadline will not be considered. The University is not responsible for transmission failures, internet connectivity issues, system errors, technical malfunctions, or operator errors experienced by the Respondent. Late, incomplete, or otherwise non-responsive Responses may be rejected.

6.4 RESPONDENTS' RESPONSE

General: Your Technical Response should clearly define (i) your Firm’s total capacity and capabilities, (ii) your qualifications to perform the work, (iii) your ability to perform the services outlined in the Scope of Services, (iv) your understanding of University, and (v) what differentiates you from your competitors.

The cover letter shall not exceed 1 page in length, summarizing key points in the response and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation, corporate charter number), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of

Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the

State of Texas for the services offered.

6.4.1 Response: Cover Letter [Required] [PDF]

(Vendor file uploads)

6.5 RESPONDENTS’ QUALIFICATIONS, ABILITIES, AND REPUTATION

This section should describe the qualifications and experience of the Respondent and your ability to provide the services described in this solicitation.

6.5.1 Provide a brief description of your firm, including years in business, the geographic area served, and the total number of your personnel related to providing the services of the type and kind required in this solicitation.

6.5.2 Availability and commitment of the Respondent, its principal(s), and assigned professionals to undertake the services described in this solicitation.

6.5.3 Describe Respondent’s overall ability to provide the services required in this solicitation.

6.5.4 Demonstrate firm’s understanding, knowledge, and experience of the solicitation requirements.

6.5.5 Provide a summary of Respondent’s values.

6.5.6 This section should describe the past performance and references of the Respondent. Provide a MINIMUM of three (3) clients where the Respondent has provided services of the type and kind required in this solicitation during the past five (5) years, including but not limited to public and private tier 1 research institutions of higher education or for other similarly complex organizations.

University may verify all information furnished. At a minimum, include the following project experience for the last five (5) years:

· Project Name, Location – Year Completed.

· Brief project description describing work performed by your firm, result, and work subcontracted.

· Owner’s Name, title, email, and current phone number.

· Identify firm’s role; completion date; and contract name(s). List of whether firm was prime or subcontractor.

· The methods of delivery used and how the firm maintains quality control.

· Provide documented experience in providing the types of services described herein especially related to tier 1-research institutions of higher education or similarly complex university system like The

University of Texas System.

6.5.7 Describe lessons learned from previous clients for services of the type and kind required in this solicitation that were not successful and what steps Respondent has taken to effectively identify and mitigate from recurring.

6.5.8 Demonstrate the capability and successful past performance of the Respondent firm with respect to producing high quality services, maintaining goods working relations for services of the required in this solicitation.

6.5.9 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

6.5.10 Provide a list of any work that Respondent may have completed for the University of Texas at Austin during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with university or as a subcontractor under an engagement.

6.5.11 Demonstrated Qualifications and Experience of the Assigned Team & Key Personnel. Identify Key personnel that would be assigned to university and that will provide the services described in this solicitation, include an organizational chart, which identifies key personnel and their roles in furnishing the services required. Describe how the team will be organized to deliver the services outlined by the University.

6.5.12 Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services described in this solicitation, to include but not limited to:

· A brief description of their unique qualifications, experience, and education as it pertains to services of the type and kind required in this solicitation.

· Personnel’s job function, role, percentage of time to be assigned to this account and physical office location.

· Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include detailed description of their particular role in the account and length of time on the account.

6.5.1 Response: Qualifications, Abilities, and Reputation [Required] [Any]

(Vendor file uploads)

6.5.2 Response Minimum Requirements Documents Upload [Required] [PDF]

(Vendor file uploads)

6.6 RESPONDENTS' QUALITY OF PROPOSED SERVICES

6.6.1 This section should describe the Respondent's approach and methodology for providing the requested services, including timelines, quality measures, risk mitigation, and organizational capabilities, as specified in the Request for

Proposal. By reading the proposed approach and methodology overview, the university should be able to gain a comfortable grasp and clear understanding of the level of services to be provided, as well as the methods proposed by the firm to provide them. A detailed explanation must be included to understand how the services meet the requirements of this solicitation.

6.6.2 Respondent shall respond to all requirements and questions noted in Section 4 of the Request for Proposal

Project Overview and Scope of Services.

6.6.3 Respondents must provide an approach and methodology overview, which consists of a detailed and comprehensive description of the services requested proposed in response to this solicitation.

6.6.4 Respondent shall provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to University. List any required University resources or expectations needed in order to meet the proposed timeline.

6.6.5 Respondents shall identify key areas and elements of risk based on prior experience and shall describe strategies to identify and mitigate such risk early in the process.

6.6.6 Respondent may provide an alternative or adjustments to the methodology outlined in the Scope of Work in order to enhance University outcomes. Any alternative shall be clearly labeled “alternative approach” and may be considered at the sole discretion of the University. NOTE: Respondent must ensure that if an alternative approach is provided, that it is in addition to the required response to all other requirements in the solicitation. Failure by the

Respondent to only provide an alternative…