ESBD_File_336426_RFP 808-23-231609 for Port Isabel Lighthouse Interpretive Master Plan.pdf

Mark Wolfe, Executive Director

Request for Proposals (RFP) for

Interpretive Planning Services for the Port Isabel Lighthouse State Historic Site

RFP No. 808-23-231609

Date of Release: September 13, 2023

Responses Due: October 12, 2023 by 2:00 p.m. Central Time

NIGP Class/Item Codes:

917-27 Contracted Services, Research Subject

924-19 Educational Research Services

924-60 Not-For-Credit Classes, Seminars, Workshops, etc.

956-70 Research Services, Other Than Business

961-90 Writing Services, All Kinds, Including Resumes, Calligrapher and Engrosser Services

Article I. Executive Summary, Definitions, and Authority

1.1 Executive Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services/Statement of Work/Specifications

2.2 Contract Award, Term, and Historical Compensation

2.3 No Guarantee of Volume, Usage, or Compensation

2.4 Performance measure, Sanctions, and Remedies Schedule

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.4 Solicitation Response Composition

3.5 Solicitation Response Submission and Delivery

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative/Technical Proposal

5.1 Narrative Proposal

Article VI. Required Respondent Information

6.1 Company Information

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.7 CORPORATE GUARANTEE

6.8 HUB SUBCONTRACTING PLAN

6.9 SECRETARY OF STATE CERTIFICATION

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.2 Insurance

8.3 Bonds

8.4 Protest

Article IX. List of Exhibits, Forms, and Attachments

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The State of Texas, by and through the Texas Historical Commission (THC) seeks sealed Request for Proposals (RFP) to establish a contract for services from a qualified individual or firm for the creation of a new comprehensive Interpretive Master Plan for the Port Isabel Lighthouse State

Historic Site, located in Cameron County, Texas in accordance with the specifications contained in this Request for Proposal (RFP).

The Texas Historical Commission seeks a firm that has proven experience with the creation of comprehensive Interpretive Master Plans for historic sites and other history-related venues to research and write a new Interpretive Master Plan for the Port Isabel Lighthouse State Historic

Site.

All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the THC Historic Sites Division Office in Austin, Texas or at the Port Isabel

Lighthouse State Historic Site in Port Isabel, TX.

The goal for the project is to create a comprehensive Interpretive Master Plan that will best identify and communicate the most important themes, subthemes, and stories, ideas, values, and meanings of the site of use in the creation and implementation of new programs and exhibits to best educate the visiting public, illustrating and enhancing the site’s history and significance.

THC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of

Solicitation Responses for review and evaluation.

Information regarding THC and its programs is available online and can currently be accessed at

THC Website Address https://www.thc.texas.gov/.

1.2 DEFINITIONS

Refer to Exhibit B, Texas Historical Commission (THC) Uniform Terms and Conditions

(UTC) – Vendor, Version 3.2.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued by THC PCS and posted to the ESBD.

“Advancement Criteria” means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas

Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

“ESBD” means the Electronic State Business Daily, the electronic marketplace where State of

Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HUB” means Historically Underutilized Business, as defined by Chapter 2161 of the Texas

Government Code.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required to be submitted with all responses to state agency contracts with an expected value of $100,000 or more where the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by the state agency during the term of the Contract.

“Interview” refers to a secondary evaluation method that may be used following the evaluation of the written responses for the purpose of further distinguishing between the Solicitation Responses through verbal questioning of the Respondents aimed at clarifying their written response.

“Oral Presentation” means a secondary evaluation method that may be used following the evaluation of the written responses. The method is utilized for the purpose of distinguishing between Respondents that meet the Advancement Criteria specified in this Solicitation.

“Oral Presentation Score” means the score provided to a Respondent following the evaluation of the Respondent’s Oral Presentation.

“Respondent” means the individual or entity responding to this Solicitation.

“Solicitation” means this RFP including all exhibits, attachments, forms, and Addenda, if any.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by

Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of

Events has passed.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=1&pt=15&ch=391&rl=107 http://www.txsmartbuy.com/esbd

“State” means the State of Texas and its instrumentalities, including THC, and any other state agency, its officers, employees, or authorized agents.

“THC” means the Texas Historical Commission.

“THC PCS” means Procurement and Contracting Services (PCS), a division of THC.

“Total Score” means the Final Written Response Score plus any additional points for secondary evaluation activities, as outlined by this Solicitation.

“VPTS” means Vendor Performance Tracking System, as defined under Section 2262.055 of the

Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division 2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

1.3 AUTHORITY

THC is soliciting the services stated in this Solicitation under of the authority Texas Government

Code 2156.121(a), 2156.122, 2157.121(a); 34 TEX. ADMIN. CODE § 20.208

ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES/STATEMENT OF WORK/SPECIFICATIONS

2.1.1 Service Requirements. Services shall include, but are not limited to, the requirements contained in this RFP and gathered through in person or virtual public meetings. Input gathered from public meetings will be taken into account in refinement of project deliverables. Services set forth that contain the word "must" are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the commodities/services are provided. The requested services and corresponding deliverables are detailed in the subsections below.

2.1.2 Statement of Need for Requested Services. The Texas Historical Commission seeks a firm that has proven experience with the development of comprehensive Interpretive Master

Plans for history-related venues, including historic sites related to historic lighthouses, and the history of the Texas coast in the 19th and early 20th centuries, to develop a comprehensive

Interpretive Master Plan for Port Isabel Lighthouse State Historic Site, located in Cameron

County, Texas.

2.1.3 Project Objectives. The goals for the project is to create a new comprehensive

Interpretive Master Plan, to determine what interpretive services and techniques will best communicate the most important stories, ideas, values and meanings of the site to the visiting public, assuring the best and highest use of the site-related collections and available information about site and community-related individuals within the periods of significance https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=115 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=509 outlined in the Interpretive Master Plan, and recommendations for improved and expanded programming, both on site and as outreach, provide recommendation for the development of exhibits to inform the public about the site’s history and significance in meaningful experiences that will relate the site’s importance and relevance to visitor’s experiences today.

Preference will be given to vendors who have completed similar interpretive planning projects for historic properties in general, and more specifically with sites related to historic lighthouses, the history of the Texas coast in the 19th and early 20th centuries, and creative interpretive planning for sites with small physical collections. The contract team must include one academic scholar with a specialization related to the preference factors listed here. All face-to-face meetings regarding the project deemed necessary by Respondent and/or THC will take place at the Port Isabel Lighthouse State Historic Site, located in

Cameron County, Texas or the THC Historic Sites Division Office in Austin, Texas.

To the extent possible, the new Interpretive Master Plan will be informed by existing site-related materials including documents and photographs, collections records, and other previous site development, assessment, preservation, and restoration reports as available within the THC files and on-site files. The selected contractor must also plan to consult the other archive facilities in which important site-related information may be located.

The new Interpretive Master Plan must generate updated recommendations for the best interpretive services and programs possible. The plan must focus on desired learning, as well as behavioral and emotional outcomes. It will be a tool to justify and prioritize decisions about programs and exhibits so that resources can be used to maximum effect and recommend the most appropriate audience engagement techniques and program evaluation techniques.

The new Interpretive Master Plan must provide recommendations on how to best integrate the history of the Port Isabel Lighthouse interpretively and programmatically with other important historic sites in the state relating to the history of the Texas coast.

2.1.4 Elements of the new Interpretive Master Plan must include:

1. The significance of the site: Why should people visit the site?

2. The themes, subthemes, or stories embodied in the site: What will people learn about or experience when they come to the site?

3. The audience: To whom should interpretation and its components be targeted?

4. Location: At what site venues should various themes be interpreted, and how should those venues be presented to enhance the interpretive effect?

5. Collections use and evaluation within programmatic recommendations including both interior and exterior site features.

6. Projected expense estimates for implementation of all recommendations made within the plan.

7. Media: How should the interpretive themes be presented (e.g. guided tours, self-guided experiences, interpretive talks, seasonal or thematic exhibits changes, audiovisual presentations, facilitated dialog techniques and sessions, interactive experiences, classes, etc.)

8. Research: In what areas is further historic research and investigation are necessary to best interpret the themes and stories of the site.

2.1.5 Services Details. The selected contractor must:

A. Provide a project timetable, that outlines how they will accomplish the stated scope of work within the allotted time frame, allowing a minimum of 20 business days for extensive review and comments from THC for each submission in the project timeline, not inclusive of any time required by the contractor to make required/requested changes.

B. Conduct a minimum of four (4) workshops. Three (3) workshops with Texas Historical

Commission staff, and one (1) workshop with constituent and stakeholder group identified by

THC to seek input, identify issues, and gather information to determine/re-affirm main interpretive themes and sub-themes for the overall site interpretation, and areas requiring further historic research. This will require a minimum of four (4) separate trips and in person meetings involving the project’s primary point of contact and contract team members with THC staff at the Port Isabel Lighthouse State Historic Site, Port Isabel, Cameron County, Texas or at the THC offices in Austin, Travis County, Texas. The selected contractor must designate a single Project

Manager who is expected to attend all four workshop/meetings. Some workshops, site visits, or other portions of this project will necessitate multi-day/over-night stays in the Port Isabel, TX area to accomplish the necessary work under the Service Requirements of this RFP.

C. Work to identify the physical resources that present the best opportunities for interpretation and determine the scope of work needed to support the interpretive goals.

D. Evaluate existing and potential target audience groups. Identify the special interests/needs of each segment, and prioritize each group within the plan. This evaluation should be based on information about area and regional relevant comparable historic sites. The evaluation should include a visitor analysis for the site with:

1. An analysis of visitation numbers and trends at comparable sites over the past 3-5 years.

2. An analysis of visitation to the site which has occurred over the last 3-5 years.

3. Basic market profile – who are the potential visitors, where will they be traveling from, what is the optimum duration of their site experience, gender, and age variables, etc.

4. Visitor experience, desires, or focuses

5. Seasonal visitation trends or issues applicable.

6. School group and curriculum based interpretive planning needs and issues.

7. Visitor Management Issues.

E. Develop, with THC staff and others, the specific objectives for each interpretive venue/media to include the learning, behavioral, and emotional objectives for the Port Isabel Lighthouse State

Historic Site. Propose a total interpretive program and/or services to include:

1.Learning Objectives

2. Behavioral Objectives

3. Emotional Objectives a. Main Interpretive Theme and rationale.

b. Main Sub-themes and rationale.

c. Interpretive story-line flow bubble diagram showing theme location in relation to site areas and features.

F. Develop a comprehensive Interpretive Master Plan document that shall address and contain the following elements:

1.Introduction and Scope of the Plan. 2.Significance statement for the site/resources

3.Mission & Vision Statements in line with THC Mission and Core Values

4.Main Interpretive Themes and Sub-themes

5.Create a research plan, identifying continued research and investigations necessary to provide accurate information relevant to the defined site themes, and resources where relevant information may be located.

6.Identify each interpretive venue at the site.

7.Identify the best visitor flow through the site, providing necessary diagrams to illustrate the flow.

8.Identify what specific themes and stories should be addressed and what media should be used at each interpretive venue.

9.Identify specific thematic curriculum connections to current Texas Essential

Knowledge and Skills (TEKS)

10.Propose a projected budget for each interpretive element and program development recommended in the plan.

11.Provide recommendations for evaluating each element of the plan.

12.Provide appendices to the Interpretive Master Plan as needed.

G. Perform research as necessary to write and compile the Interpretive Master Plan as described in this RFP.

H. Formulate recommendations of best use of existing site collections to best illustrate the Period of Significance and educational goals outlined in the new Interpretive Master Plan.

I. Formulate recommendations for additional artifacts/replicas necessary for acquisition to best illustrate the Period of Significance and educational goals outlined in the new Interpretive Master

Plan

J. Provide four bound print copies of the Interpretive Master Plan, and an electronic copy of the final document.

2.1.5 Additional Factors-

1. The new Interpretive Master Plan is strongly encouraged to include recommendations for elements of interactivity, both high-tech and low-tech within interpretive venues at the site, and with consideration of existing resources and infrastructure.

2. The new Interpretive Master Plan must make recommendations for the most efficient use of the entire site, site features, historic structures and interiors, and Visitor Center facilities.

3. The new Interpretive Master Plan should recommend physical and facilities improvements to the site that will enhance the visitor experience.

2.1.6 Agency Provided Services and Materials-

As part of the project the THC will provide the following project elements and services:

1. Research materials in the files of the Texas Historical Commission or on-site files such as:

a. Any previous program plans, historical, architectural, and archeological assessments, and extant historical and operational background documents in current agency files.

b. Site plans and maps, photographs, etc. as available.

2. Access to the Port Isabel Lighthouse State Historic Site artifact collection and collection records as necessary.

3. Assistance in organizing meetings, providing meeting rooms as necessary for meetings. All meetings to be held at either the Port Isabel Lighthouse State Historic Site or the main THC offices located in Austin, Texas.

4. Management of extensive THC review periods of each project deliverable, with combined comments returned to the contract team for corrections and edits.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

THC intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the THC executive director or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within fifteen days of THC’s determination to seek to contract with that Respondent, THC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be one and one-half years.

THC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to one additional year. The vendor will be given a minimum of five (5) days notice before any renewal or extension is processed.

Following the base term and any allowable renewals or extensions, THC may extend any resulting

Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

THC makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

THC reserves the right to cancel, make partial award, or decline to award a Contract under this

Solicitation at any time at its sole discretion.

2.4 PERFORMANCE MEASURE, SANCTIONS, AND REMEDIES SCHEDULE

2.4.1 General

Section 2261.101 of the Texas Government Code requires that all state contracts contain a remedies schedule, a graduated remedies schedule, or both. In accordance with that statutory requirement, sanctions and remedies will apply for the incidents specified in this section. This RFP will refer to the sanctions and remedies as “sanctions.”

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2261.htm

2.4.2 Assessment of Sanctions

Once THC has determined to assess sanctions, THC may notify the Contractor of the assessment(s). Failure to notify does not affect THC’s assessment of sanctions and is not a condition precedent to an assessment of sanctions. THC will withhold sanctions from payments to

Contractor. If THC is unable to withhold payments, THC will demand payment of sanctions from

Contractor. Contractor must make payment within 30 calendar days of THC’s demand. If

Contractor fails to pay within the 30-day period, THC may pursue collection of the sanctions in accordance with State laws and the terms of this RFP.

2.4.3 Failure to Access Sanctions

The failure of THC to assess sanctions in any instance where THC is entitled to sanctions pursuant to the terms of this RFP or the Contract shall not constitute waiver in any fashion of THC’s rights to assess sanctions.

2.4.4 Severability of Individual Sanctions Clause

If any portion of this sanctions provision is determined to be unenforceable, the other portions of this provision shall remain in effect.

2.4.5 Sanctions Matrix

No. Performance

Standard

Measurement

Period

Measurement

Assessment

Sanction

1. Contractor must submit progress reports by the 5th calendar day of each month which must include 1)

Current Status of

Milestones, 2) Risk

Statement, and 3)

Risk Mitigation

Plan...

Monthly Per incident of noncompliance

The failure of Contractor to submit required reports to THC by the 5th calendar of each month on the template provided by THC may result in Contractor being assessed sanctions up to $200 per day or portion thereof, for each day a report is late.

2. All submitted reports must be accurate.

Monthly Per incident of noncompliance

The failure of Contractor to submit an accurate report to THC may result in Contract being assessed sanctions up to $100 per incident.

3. Contractor must meet all confidentiality standards, under applicable State and federal laws, rules, regulations and this Contract’s requirements.

Ongoing Per incident The failure of Contractor to meet all confidentiality standards under applicable state or federal laws, rules and regulations, and this Contract’s requirements may result in

Contractor being assessed sanctions up to $500 for each incident.

2.4.6 Sanction Waiver for Good Cause

Sanctions may be waived for good cause at the discretion of THC. Contractor shall not be liable for any failure or delay in the performance of this Contract for the period that such failure or delay is beyond the reasonable control of the Contractor.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD SEPTEMBER 13, 2023

Deadline for Submitting Questions or Requests for

Clarification

SEPTEMBER 21, 2023 at 2:00 PM

Central Time

Tentative Date Responses to Questions or Requests for

Clarification Posted on ESBD

SEPTEMBER 29, 2023 at 2:00 PM

Central Time

Deadline for Submission of Solicitation Responses

[NOTE: Responses must be RECEIVED by THC by the deadline.]

OCTOBER 12, 2023 at 2:00 PM

Central Time

Evaluation Period OCTOBER 17-19, 2023

Respondent Oral Presentation and Interviews, if deemed necessary

OCTOBER 23, 2023

Anticipated Notice of Award OCTOBER 27, 2023

Anticipated Contract Start Date NOVEMBER 14, 2023

Respondents must submit their Solicitation Responses to THC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative, and THC reserves the right to modify these dates at any time. At the sole discretion of THC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. Each Respondent is responsible for checking the ESBD for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this

Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the

Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Must not contest the interpretation by THC of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to

THC PCS, addressed to the person listed below (Sole Point of Contact).

Name Abel Martinez, CTCD, CTCM

Title PCS Purchaser

Phone Phone # 512-463-5922

Email Abel.Martinez@thc.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole

Point of Contact), potential Respondents and Respondents are prohibited from any communication with THC regarding the Solicitation. THC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential

Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through THC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of

Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator Melissa Ramos at

Melissa.Ramos@thc.texas.gov.

b. Where it is expressly directed by the Sole Point of Contact that another designated THC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole

Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

THC will allow written questions and requests for clarification regarding this Solicitation.

Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

THC reserves the right to amend answers previously posted, prior to the Solicitation response deadline (Section 3.1). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. THC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

a. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit I – Cost Proposal”); and

4. Question for THC.

mailto:Melissa.Ramos@thc.texas.gov

b. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the deadline in Section 3.1 (Schedule of

Events), may be reviewed by THC but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 SOLICITATION RESPONSE COMPOSITION

3.4.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (Section 3.6.3, Submission Checklist). Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.4.2 Page Limit and Supporting Documentation

The narrative/technical proposal should not exceed 20 pages and should be formatted for 8 ½" x

11" paper with 1-inch margins and typed in Times New Roman, 12-pitch font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

3.4.3 Discrepancies

In the event of any discrepancies or variations between copies, THC is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, THC, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the

Respondent submits a redacted Solicitation Response as the “Original,” THC will disqualify the

Solicitation Response and it will not be evaluated. THC will not accept submissions after the

“Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.4.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit E to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit E may be rejected without consideration.

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by THC.

3.4.5 Assumptions

Assumptions must not be included in a Solicitation Response. All issues or questions that might be advanced or addressed by way of assumption must be submitted as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions). A Solicitation Response that includes assumptions may be rejected and the Respondent disqualified without further consideration. All assumptions included in a Solicitation Response are deemed rejected by THC.

3.4.6 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer will be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5 (Assumptions), the

Respondent may be disqualified from further consideration for Contract award.

3.5 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.5.1 Deadline

Solicitation Responses must be received at the address in Section 3.6.4 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by THC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 3.1 will be rejected and not considered for Contract award.

3.5.2 Submission Option [SELECT ONE OR MORE OF THE SUBMISSION OPTIONS

BELOW.]

b. Submission Option: Respondent shall submit two USB drives—one (1) labeled “Original

Proposal” and one (1) labeled “Copy”—containing the following documents:

1. Each USB must contain one file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting

Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. In accordance with Section 7.1, (Cost Proposal), each USB must contain one file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

3. In accordance with Section 6.8, (HUB Subcontracting Plan), each USB must contain one file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

3.5.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2

(Definitions) must be submitted by the deadline for Solicitation Response submissions, reference

Section 3.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, THC may request some or all of the Respondents to remedy missing elements of Award

Consideration Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

A. Proposal and Respondent Information

1. Narrative Proposal (Section 5.1) SC ____

3. Company Information (Section 6.1) SC ____

4. Franchise Tax Information (Section 6.2) AC ____

5. References (Section 6.3) AC ____

6. Major Subcontractor Information (Section 6.4) SC ____

7.

8.

Execution of Offer

Texas Historical Commission (THC)

Conflict of Interest/Disclosure Statement

(Section 6.5, Exhibit A)

(Section 6.5, Exhibit C)

SC

AC

9. Certification Regarding Lobbying (if applicable)

(Section 6.5, Exhibit G)

AC ____

10. Exceptions (if applicable) (Section 3.5.4, Exhibit E)

AC ____

11. Assurances – Non-Construction Programs

(if applicable)

(Section 3.5.5, Exhibit F)

AC ____

12. Dun and Bradstreet Report (Section 6.6.1) AC ____

13. Financial Statements and Financial Solvency (Section 6.6.2) AC ____

14.

15.

Corporate Guarantee

Certificate of Authority

(Section 6.7)

(Section 6.9)

AC

AC

16. Bonds (Section 8.3.1) SC ____

B. Cost Proposal (Article VII) SC ____

C. HUB Subcontracting Plan (Section 6.8 and

Exhibit H)

SC ____

3.5.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below.

U.S. Postal Service Overnight/Express Mail Hand Delivery

Texas Historical

Commission

ATTN: Abel Martinez

PO Box 12276

Austin, TX 78711-2276

Texas Historical

Commission

ATTN: Abel Martinez

1700 N Congress, B-65

Austin, TX 78701

Texas Historical Commission

ATTN: Abel Martinez

1700 N Congress Ave, B-65

Austin, TX 78701

Hours: 8:00 AM to 5:00 PM

CST

BE ADVISED, all Solicitation Responses become the property of THC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to THC PCS by the specified date. A U.S. Postal

Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS; a dated shipping label, invoice of receipt from a commercial carrier;

or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by THC. In no event will THC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by THC PCS by the Solicitation Response Deadline identified in Section

3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package. The sealed package and the USB drives shall be clearly labeled on the outside as follows:

SOLICITATION NO: RFP No. 808-23-231609

SOLICITATION NAME Port Isabel Lighthouse SHS Interpretive

Master Plan

SOLICITATION RESPONSE DEADLINE [Date and Time]

PURCHASER NAME: Abel Martinez, CTCD, CTCM

RESPONDENT NAME: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. THC will not be responsible or liable for any damage, and damaged Solicitation

Responses will not be considered at THC’ sole discretion.

THC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by THC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the

Solicitation Response to THC PCS by the specified date and time. THC will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.5.5 Modifications and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the

Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its

Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

Solicitation Responses shall be evaluated in accordance with Texas Government Code Sec.

2156.007. THC will not be obligated to select the lowest priced Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation or other methodology as outlined by this section. Interviews may be used to clarify the written responses. Oral Presentations may also be used to make a selection for Contract award, as outlined by this section.

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below.

a. Respondents must be currently licensed [license requirements, if any] and must have recently been in business for a minimum of five years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided Interpretive Planning Services;

b. Respondents shall have demonstrated experience in Interpretive Planning Services;

c. Respondents must be financially solvent and adequately capitalized, as determined solely by THC based on a review of documentation required by Section 6.6 (Other Reports);

d. Respondents have submitted the Solicitation Response in accordance with Section 3.6, (Solicitation Response Submission and Delivery) including all Solicitation

Consideration and Award Consideration Documents, see Section 3.6.3 (Submission

Checklist);

e. Respondents who receive an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

4.2.3 Initial Compliance Screening

THC will review Solicitation Responses for compliance with the Submission Checklist (Section

3.6.3) and for demonstrated ability to meet the Minimum Qualifications (Section 4.2.2) required to advance to evaluations. Failure to meet the Minimum Qualifications (Section 4.2.2), will result in the disqualification of the Solicitation Response.

THC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in

Submission Checklist (Section 3.6.3).

At its sole discretion, THC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.6.3 (Submission Checklist).

THC may contact references provided in response to this Solicitation. THC may contact

Respondent’s clients, or solicit information from any available source, including the Comptroller’s

VPTS. Any information received may be grounds for disqualification if that information, in THC’s sole discretion, suggests that the Respondent may perform poorly if selected.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the Solicitation Responses in preparation for evaluation. The evaluation team will score all Solicitation Responses that pass initial screening

(Section 4.2.3, Initial Compliance Screening). Solicitation Responses will be scored against the criteria in Section 4.2.5 (Written Response Evaluation Criteria).

Solicitation Responses will be evaluated utilizing aggregated individual scoring and any other methods outlined in Article IV, Solicitation Response Evaluation and Award Process. The individual evaluators’ scores will be aggregated and weighted, resulting in Final Written Response

Scores, unless Interviews or BAFOs are conducted.

4.2.5 Written Response Evaluation Criteria

Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria.

a. Cost / Price or Reasonableness of Price - 20%

b. Past Performance, Qualifications, and Experience - 40%

c. Respondent’s Proposed Work/Project Plan for Providing the Requested - 40%

4.2.6 Best and Final Offer (BAFO)

THC may, at its sole discretion, following the execution of Section 4.2.1 (Selection Methodology) request BAFOs from all Respondents or, if applicable, only those Respondents whose Solicitation

Responses meet the Advancement Criteria (Section 4.2.6). The request for a BAFO will allow a

Respondent the opportunity to revise its original Solicitation Response, including pricing, or leave its Solicitation Responses originally submitted. Revisions must be submitted in the manner and form prescribed by the BAFO request. Requests will be sent to the point of contact provided by the Respondent. THC is not responsible for a Respondent’s failure to timely receive the BAFO request.

THC reserves the right to request more than one BAFO from each of the selected Respondents. If a response is submitted to a request for a BAFO, the Final Written Response Scores or Total Score will be revised in accordance with the stated criteria in Section 4.2.5 (Written Response

Evaluation Criteria) as to any changes made to the Respondent’s original Solicitation Response.

A request for a BAFO does not guarantee an award or further negotiations.

If BAFOs are requested by THC and submitted by the Respondent, they will be evaluated using the criteria stated in the BAFO invitation, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring Respondent. However, a Respondent should provide its best offer in its original Solicitation Response. Respondents should not expect or assume that THC will request a BAFO.

4.2.7 Final Written Response Score and Total Score

A Respondent’s Final Written Response Score is the score from the Written Solicitation

Response Evaluation (Section 4.2.4).

4.2.8 Summary of Best Value Determination

The final selection for award will be based on best value, as determined by this section. This includes any scoring adjustments for outliers, interviews, best and final offers, oral presentations, demonstrations, site visits, or other additional considerations as specified by this solicitation.

Scores from Best and Final Offers will replace scores based on proposal cost. Scores for oral presentations will be averaged with those from written proposals received. Respondents are encouraged to thoroughly review the processes outlined in this section, as it documents the best value considerations to be made by THC when selecting a Respondent for negotiation and Contract award.

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

By submitting a Solicitation Response, Respondent grants THC the right to ask questions, request clarifications and to obtain any information from any lawful source regarding the past history, practices, conduct, ability, and eligibility of the Respondent to supply Goods or Services and to fulfill requirements under this RFP, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Respondent. By submitting a Solicitation Response, the Respondent generally releases from liability and waives all claims against any party providing information about the Respondent at the request of THC. Such information may be taken into consideration in evaluating the Solicitation Response.

ARTICLE V. NARRATIVE/TECHNICAL PROPOSAL

5.1 NARRATIVE PROPOSAL

5.1.1 Executive Summary

Respondents must provide an executive summary of their proposal (excluding cost information) that asserts the Respondent is providing, in its proposal, all the requirements of this RFP, including

Article II, Scope of Work/Specifications. The summary must demonstrate Respondent’s understanding of THC goals and objectives for this Solicitation.

If the Respondent is providing goods or services beyond those specifically requested, those goods or services must be identified. If the Respondent is offering goods or services that do not meet the specific requirements of this RFP, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. The

Respondent should realize, however, that failure to provide the Goods and Services specifically requested may result in disqualification.

The executive summary must not exceed three pages and should represent a full and concise summary of the contents of the proposal.

5.1.2 Project Work Plan

Respondents must describe their proposed processes and methodologies for providing all components of the Scope of Work described in Article II, Scope of Work/Specifications, including their approach to meeting the Project schedule. Respondents should identify all tasks to be performed, including all Project activities, materials and other products, services, and reports to be generated during the Contract period and relate them to the stated purpose(s) and specifications described in this Solicitation.

5.1.4 Key Staffing Profile

Respondents must provide key staffing profiles and resumes for all key staff who will be responsible for the performance of the Services requested under this Solicitation.

ARTICLE VI. REQUIRED RESPONDENT INFORMATION

6.1 COMPANY…