ESBD_File_340420_RFP_808-24-232173_Antisemitism Study.pdf

Texas Historical Commission

P.O. Box 12276 Austin, Texas 78711

Request for Proposals for

Antisemitism Study

For the Texas Holocaust, Genocide, and Antisemitism Advisory Commission

RFP# 808-24-232173

THC CONTACT: ISSUE DATE: 10/20/2023

Will Harris, CTCD at (737) 226-1664 or PROPOSALS DUE DATE: 11/3/2023 William.Harris@thc.texas.gov 2:00 P.M. Central Time mailto:William.Harris@thc.texas.gov

RFP No. 808-24-232173

TABLE OF CONTENTS

Signature Page ____________________________________________________________________ 3

Section I- General Information _______________________________________________________ 4

Section II- Statement of Work ________________________________________________________ 6

Section III- Proposal Information _______________________________________________________ 9

Section IV- General Terms and Conditions ________________________________________________ 16

EXHIBITS

Exhibit A Execution of Offer (provided by THC, to be completed by bidder)

Exhibit B Conflict of Interest/Disclosure Statement/Certification Regarding Public Nature of the Offer (provided by THC, to be completed by bidder)

Exhibit C Price Schedule (provided by THC, to be completed by bidder)

Exhibit D Certification Regarding Lobbying (provided by THC, to be completed by bidder)

Exhibit E RFP Checklist (provided by THC, to be completed by bidder)

Exhibit F Previous Antisemitism Study for THGAAC

Exhibit G Texas Historical Commission Experience and References

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSALS

SIGNATURE PAGE

ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF PROPOSAL, ANY

EXCEPTIONS THERETO MUST BE IN WRITING

Return sealed proposals:

Express mail to -- Or hand-deliver or express mail to -- Email to --

(one original & 3 copies) (one original & 3 copies) (one complete RFP)

Texas Historical Commission Texas Historical Commission Texas Historical Commission

Attention : Will Harris Attention : Will Harris Attention : Will Harris

P. O. Box 12276 1700 N. Congress Avenue, Room B-65 William.Harris@thc.texas.gov

Austin, Texas 78711-2276 Austin, Texas 78701

Immediately below return address on SEALED ENVELOPE, annotate opening date and request for proposals number.

Faxed proposals will not be accepted.

Late proposals will NOT be considered under any circumstances and will be returned unopened.

Proposals are subject to negotiation and therefore only the names and addresses of respondents will be read at a public proposal opening upon request. Award will be posted on http://www.txsmartbuy.com/esbd

Respondent must sign proposal – the laws of the State of Texas must prevail on all proposals. By signing this signature page, Respondent certifies that if a Texas address is shown as the address of the Respondent, Respondent qualifies as a Texas Resident Bidder as defined in Rule 1 TAC 111.2.

The Payee Identification Number (PIN) is the taxpayer number assigned and used by the Comptroller of Public Accounts of

Texas. This number needs to be entered in the spaces provided below. If this number is unknown, please enter either your federal employer’s identification Number or if sole owner enter your Social Security Number.

PIN: Phone: (_____) __________-___________

Business Name: Fax Number: (_____) _________-___________

Address: HUB Certified? [ ] Yes [ ] No

City-State-Zip: HUB #:

Email Address:

Signature: Print Name:

AWARD NOTICE: The State reserves the right to accept or reject all or any part of a proposal and waive minor technicalities. The State will award the contract to best serve the interests of the State.

Public RFP Opening Address

Texas Historical Commission RFP No.: RFP# 808-24-232173

1700 N. Congress, B-65 RFP Deadline: 11/3/2023

Austin, Texas 78701 RFP Closing: 2:00 P.M. C.T.

NOTE: THIS FORM MUST BE COMPLETED & RETURNED WITH THE PROPOSAL

http://www.txsmartbuy.com/esbd

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSAL

FOR

Antisemitism Study for the Texas Holocaust, Genocide, and Antisemitism Advisory Commission

RFP 808-24-232173

Class/Item:

956/30 (Historical Studies and Services)

SECTION I

GENERAL INFORMATION

1. SCOPE. The State of Texas, by and through the Texas Historical Commission (THC) seeks sealed Request for Proposals (RFP) to establish a contract from a qualified individual or firm for the creation of two reports, an antisemitism study and a survey on Holocaust Remembrance week for the Texas Holocaust, Genocide, and Antisemitism Advisory Commission (THGAAC) that will be presented to the Texas Legislature, including the Governor, Lieutenant Governor, and Speaker of the House of Representatives in accordance with the specifications contained in this Request for Proposal (RFP). The THC seeks a firm with proven experience with creating comprehensive studies to research and write two reports, one on antisemitism and the second on Holocaust Remembrance Week implementation, which will be presented to the Texas

Legislature.

The goal of the project is to create two reports, one on antisemitism and the second on Holocaust

Remembrance Week, by discovering, identifying, and qualifying existing data sources that track and measure antisemitism in Texas and consolidate and interpret this information into reports that will be presented to the

Texas Legislature

1.1 CONTRACT TERM. Services are estimated to occur between November 12, 2023, through January 31, 2025, with the draft report due on September 1, 2024, with commission input and revisions; the final report is due on October 17, 2024, or the last signature date, whichever is earlier, and end one year from the start of the project or upon completion. The contract term may be extended for two one-year periods by the parties only by written amendment.

1.2 COMPENSATION.

A. Basis of Payment. The basis of payment and reimbursement of costs is set forth in Exhibit C. Acceptance by THC of deliverables specified in the contract is a condition of payment.

B. Invoices. The Respondent shall request payment by submitting the original of an itemized invoice in a form acceptable to THC. The invoice shall be supported by documentation required for the basis of payment listed in Exhibit C. The Respondent may submit an invoice no more frequently than monthly and no later than ninety calendar days after completing deliverables specified in the contract. Each invoice shall show the contract number, the total amount earned to the date of submission, and the amount due as of the date of the invoice.

C. Withholding Payments. If payment is withheld, THC shall notify the Respondent and specify conditions that would allow the THC to release the payment. THC reserves the right to withhold payment:

(1) If a dispute over the work or costs is not resolved within thirty (30) days;

(2) pending verification that work is satisfactory;

(3) if the Respondent becomes a delinquent obligor under Family Code, §231.006;

(4) if required work product is not received; or

(5) if the State Comptroller of Public Accounts will not issue a warrant to the Respondent.

D. Sub Providers and Suppliers List. The Respondent must provide THC with a list of all sub providers and suppliers that submitted quotes or proposals for subcontracts. This list shall include sub providers' and suppliers' names, addresses, and telephone numbers.

E. Funds Availability. This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the THC General Terms and Conditions shall apply.

F. Debt to the State. If the State Comptroller of Public Accounts is prohibited from issuing a warrant to the Respondent because of a debt owed to the State, the State shall apply all payments due the Respondent to the debt until the debt is paid in full.

1.3 DEFINITIONS. For purposes of this RFP, the following definitions apply;

a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed;

b) Addendum - A modification of the specifications issued by the THC and distributed to prospective Respondents prior to the opening of responses;

c) Best and Final Offer (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal;

d) Contract - The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits;

e) Days – Calendar days unless otherwise stated;

f) Electronic State Business Daily (ESBD) - The Electronic State Business Daily, which is available on-line at http://www.txsmartbuy.com/esbd

g) Gov't Code - Texas Government Code Title 2155

h) Proposal - The response submitted by a vendor to the THC as a result of this solicitation.

i) Respondent - Any person or vendor who submits a Proposal in response to this solicitation.

j) RFP - Request for Proposals, which is the type of solicitation in this document.

k) TAC - Texas Administrative Code, which is the publication for administrative rules.

1.4 RFP PROTEST PROCEDURES. Pursuant to 13 TAC §11.13:

a) The purpose of this section is to provide an internal protest procedure to be used by any actual or prospective bidder, offeror, proposer, or contractor who is aggrieved in connection with the solicitation, evaluation, or award of a contract by the commission from a delegated procurement. The following procedures are available for persons or firms not awarded the contract pursuant to authority delegated to the commission by the Comptroller of Public Accounts or by Texas Government Code, Chapters 2155 - 2158. These procedures are consistent with the rules of the Comptroller of Public Accounts insofar as such rules are applicable to an internal agency review.

b) Any actual bidder or offeror who is aggrieved in connection with the award of a contract may formally protest the award of the contract by submitting a protest to the executive director in accordance with the procedures in this section.

(1) Any bid protest must be in writing and received in the care of the executive director within five working days after the bidder is notified that the award of a contract is forthcoming or otherwise knows, or should have known, of the occurrence of the action which is protested.

(2) Formal protests must conform to the requirements of and shall be resolved in accordance with the procedures set forth in this section.

(3) In the event of a timely protest, the commission shall consider the protest and reply in writing before proceeding with the solicitation or with the award of the contract unless the executive director makes a determination that the award of contract without delay is necessary to protect substantial interests of the state.

(4) If the executive director determines that a violation of the rules or statutes has occurred in a case where a contract has been awarded, the executive director shall inform the protesting party and other interested parties of that determination by letter. The letter shall set forth the reasons for the determination and may set forth any appropriate remedial action, which may include canceling or voiding the contract to the extent allowed by law.

(5) A bid or a bid protest that is not submitted in a timely manner is not eligible for consideration under this section.

c) A formal protest shall be addressed to the executive director and must be sworn and contain the following:

(1) a specific identification of a statutory or regulatory provision(s) that the action complained of is alleged to have violated;

(2) a specific description of each act alleged to have violated the statutory or regulatory provision(s) identified in paragraph (1) of this subsection;

(3) a precise statement of the relevant facts;

(4) an identification of the issue or issues to be resolved;

(5) argument and authorities in support of the protest; and

(6) a statement that copies of the protest have been mailed or delivered to all other identifiable interested parties. Upon request, the commission will furnish to the requestor a list of interested parties, as reflected in the records of the commission.

d) The executive director may request additional information from the party submitting the protest, any other interested party, or commission staff.

e) If the protest is not resolved by mutual agreement, the executive director will issue a written determination of the protest.

(1) If the executive director determines that no violation of rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination.

(2) If the executive director determines that a violation of the rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination and the appropriate remedial action.

f) A decision by the executive director shall be the final administrative action.

g) The commission will maintain all documentation about the purchasing process to be used in the event of a protest or appeal in accordance with the commission's record retention schedule.

SECTION II

STATEMENT OF WORK

2.1 SERVICE REQUIREMENTS. Services shall include the requirements contained in this RFP. Services set forth that contain the words "must" or "shall" 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.

Antisemitism Report For the antisemitism report, there are non-profit organizations, including the Anti-Defamation League (ADL), the American Jewish Committee (AJC), the Academic Engagement Network (AEN), as well as Synagogues, Hillel’s on college campuses, and Jewish Federations that have researched, tracked, and in some cases have put together surveys on antisemitism. Additionally, local and national law enforcement agencies, including the Federal Bureau of Investigation (FBI) monitor antisemitic activities.

To the extent possible, the antisemitism report should capture, discover, identify, and quantify the existing data sources from the various organizations that cover antisemitism so that this data is represented in the comprehensive report that is presented to the Legislature. The expectation is that this data will be digestible, concise, and that conclusions can be drawn about areas of vulnerability and opportunity in Texas.

The antisemitism report should generate recommendations for combating antisemitism and include service and program opportunities as well as behavioral and emotional outcomes. It will be a tool to justify and prioritize decisions for the Texas Holocaust, Genocide, and Antisemitism Advisory Commission (THGAAC) so that resources can be used to the maximum effect to prevent and fight antisemitism in Texas.

Holocaust Remembrance Week Report For the survey on Holocaust Remembrance Week and subsequent reports, the chosen vendor will work with the THGAAC to produce a survey for school districts to review each district's implementation of Holocaust Remembrance Week instruction. A written report that includes the survey’s findings and recommendations for the legislature or other action will be produced.

2.1.2 Elements of the Antisemitism Study must include:

1. Defining antisemitism (using the International Holocaust Remembrance Association (IRHA) definition) and why this matters to Texans.

2. Data and analytics on antisemitism in Texas and a description of how antisemitism is expressed or manifests in society, particularly across the State of Texas.

3. Collection and interpretation of data on antisemitic incidents across the state, where these incidents occur, and what the impact is on local communities. The information can come from organizations that Texas Historical Commission Antisemitism Study for the THGAAC RFP No. 808- 22-221893 have conducted surveys and/or tracked antisemitic incidents.

4. Explanation, acknowledgment, and evaluation of data to be presented in a concise manner.

5. Summary of data that includes an assessment of what sorts of programming/educational opportunities might be available based on the information gathered and what organizations in Texas would be able to carry out these opportunities gathered and what organizations in Texas would be able to carry out these opportunities

2.1.3 Elements of the Survey on Holocaust Remembrance Week implementation must include:

1. Provide background and information about Holocaust Remembrance Week.

2. Data and analytics for Holocaust Remembrance Week from the school districts, including professional development for educators' lesson plans and other classroom resources.

3. Collection and interpretation of data from the survey of school districts.

4. Explanation, acknowledgment, and evaluation of data to be presented in a concise manner.

5. Summary of data that includes assessing what sorts of programming/educational opportunities might be available based on the information gathered and any legislative or other action recommendations.

2.1.4 Services Details. The selected contractor shall:

1. Provide a project timetable outlining how they will accomplish the stated scope of work within the allotted time frame for each submission in the project timeline, not including any time required by the contractor to make required/requested changes.

2. Provide two reports that may include surveys/investigations/data collection related to the subject of antisemitism in the State of Texas and Holocaust Remembrance Week; gather the data into a comprehensive document that synthesizes the information discovered.

3. Work to identify resources that may assist in providing educational programming to combat antisemitism in Texas and increase Holocaust Remembrance Week implementation in schools.

4. Develop, with THGAAC staff and others, the number of antisemitic incidents in Texas, educational opportunities, and areas of vulnerability.

2.1.5 Agency-Provided Services and Materials: As part of the project, the THGAAC will provide the following project elements and services:

1. Contact information for relevant partners who may be assets

2. Assistance in organizing meetings including providing meeting rooms as necessary for meetings.

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

2.2 REPORTING AND DELIVERABLES. Services are estimated to occur between November 12, 2023, through January 31, 2025, with the draft report due on September 1, 2024, with commission input and revisions; the final report is due on October 17, 2024.

Upon commencement of the contract, around November 12, 2023, a written status report of progress and evidence of work must be provided and delivered to the THGAAC’s designated Project Manager by email. The required monthly (due the 15th of every month) written reports must contain, at a minimum, three sections as follows:

o Current Status of All Milestones: This section will require that each of the outstanding milestones provided in the original proposal response have the Respondent to state the percent to completion associated with each of the outstanding milestones provided in the original proposal response. This section should also contain a brief summary of the current activity driving outstanding milestones to completion. Any changes to the initial milestones or adjusted target dates from those communicated in the original proposal are required to be noted in the monthly status update.

o Risk Statement: Any significant risk factor jeopardizing the completion of a milestone in the expected time frame will need to be communicated and described in this section of the status report.

o Risk Mitigation: This section should outline A specific mitigation strategy for significant risk factors, and target milestone completion dates must be explained.

It is the awarded Respondent’s sole responsibility to ensure that all status reports are delivered to the proper location at the proper time. Documents will be considered delivered only when received by THGAAC’s designated Project Manager. Services under this contract award are deemed completed when THGAAC has reviewed the reports and physical work, all requested revisions have been addressed, and THGAAC has given final, written approval of all services required of the contract. Milestones shall be established based on the Respondent’s project information provided in their proposal, including a timeline/work schedule outlining how and when Respondent proposes to complete the project and its deliverables. Services shall be performed under the coordination of THC’s Deputy Executive Director of Historic Sites and/or their designated Project Manager.

2.3 SUBCONTRACTORS. Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for providing the requested services. Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors and the proposal shall include a letter from each proposed subcontractor, agreeing to work on the team.

2.4 HUB SUBCONTRACTING In accordance with the Texas Government Code, Sections 2161.181-182 and Title 34, Chapter 20, Subchapter B, §20.10- §20.28 of the Texas Administrative Code (TAC), the Texas Historical Commission (THC) shall make a good faith effort to utilize Historically Underutilized Businesses (HUBs) in contracts for construction services, including professional and consulting services; and commodities contracts. The purpose of the HUB Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the THC projected goals:

•11.2 percent for heavy construction other than building contracts, •21.1 percent for all building construction, including general contractors and operative builders’ contracts, •32.9 percent for all special trade construction contracts, •23.7 percent for professional services contracts, •26.0 percent for all other services contracts, and •21.1 percent for commodities contracts.

This solicitation has been identified as one that does not require a HUB subcontracting plan. However, if you plan on using subcontractors during this contract, you must request, complete, and submit a HUB subcontracting plan. You many request the HUB Subcontracting Plan from the listed purchasing contact in this solicitation.

If you have any questions, please contact the THC HUB Coordinator Eric McKiver by email at Eric.McKiver@thc.texas.gov

2.5 PERFORMANCE TRACKING. THC will monitor the performance of the Contract issued under this RFP. All services under the Contract shall be performed at an acceptable quality level. All deliverables will be submitted in accordance with the timeline agreed upon at contract signing. Performance tracking methods may include, but are not limited to, meetings and documentation requirements deemed necessary by the agency to assess progress of the contractor toward meeting the identified goals and outcomes established in response to assessments of unsatisfactory performance in accordance with this procedure. The main contract monitoring tool for this project is the monthly status reports detailed in Section 2.2, Reporting and Deliverables.

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS. The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE

Issue RFP/ESBD Posting Date October 20, 2023 Deadline for Submission of Questions October 26, 2023 Official Response to Questions Posted on the ESBD October 31, 2023 Deadline for Submission of Proposals/RFP November 3, 2023 2:00 PM CT (Late responses will not be considered) Public Bid Opening November 3, 2023, 2:01 PM CT RFP Evaluations November 6-8, 2023 Interviews with Top Candidates (if necessary) November 9, 2023 Expected Award of Contract November 10, 2023 Expected Contract Start Date November 13, 2023

3.2 REVISIONS TO SCHEDULE. THC reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily (ESBD) as an Addendum. It is the responsibility of interested parties to periodically check the ESBD for updates to the RFP prior to submitting a Proposal. The Respondent's failure to neither periodically check the ESBD will in no way release the Respondent from the requirements of "addenda or additional information" nor will any resulting additional costs to meet the requirements be allowed after the award(s).

3.3 PROPOSAL REQUIREMENTS.

Listed below is a summary of all information to be included in a Proposal submitted in response to this RFP. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. If you are emailing your proposal, you are required to follow the below.

Respondents shall submit one (1) signed original

1. Signature Page

2. Exhibit A - Executive of Offer

3. Exhibit B - Conflict of Interest/Disclosure Statement/Certification Regarding Public Nature of the Offer

4. Exhibit C - Price Schedule (see 3.4.3; Must be returned in a separate envelope) mailto:Eric.McKiver@thc.texas.gov

5. Exhibit D - Certification Regarding Lobbying

6. Exhibit E - RFP Checklist

7. Acknowledgement of Addenda (if applicable)

And three (3) copies of:

8. Respondent Information

Include the following information related to the responding business entity: formal name and all assumed names used by the business entity; structure of business entity (i.e. sole proprietorship, partnership, corporation, etc.); state in which business entity was formed or incorporated; physical address and mailing address; principal place of business; whether, and to what extent, Respondent has established a physical presence in the State of Texas including relevant timeframes; and name, title, address, telephone number, facsimile number, and e-mail address of Respondent's primary contact

9. Sub-contractor Acknowledgement.

If applicable, include a letter from any subcontractor proposed for the work in which the subcontractor agrees to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) is aware of and agrees to the specified rate structure, (3) is aware of and agrees to the terms of the proposed contract, and (4) is aware of and agrees that the team member has no conflict of interest. The letter must be included in the bid package, not mailed under separate cover.

10. Project Approach Narrative (see 3.4.1)

11. Experience and Qualifications (see 3.4.2)

12. References (see 3.4.2.1)

13. Evidence of Financial Responsibility and Stability.

The Respondent must provide evidence of financial responsibility and stability for performance of the requirements/services for which a proposal is submitted. In addition, the Respondent must disclose the source of any outside financial resources that will be utilized by the Respondent to enable it to perform any Contract awarded pursuant to the RFP. If requested by THC Respondent must provide copies of documents to show the financial capability to demonstrate financial solvency, and to verify the capacity to fulfill the requirements of this RFP. The documents may include but are not limited to the Respondent's most recent audited financial statement. THC reserves the right to require any additional information necessary to determine the financial integrity and responsibility of a Respondent and to reject a response on the grounds of the Respondent's financial soundness.

Note: The one (1) original submitted proposal must contain all submission items 1-13 and three (3) copies must only contain items 8-13 as shown above, unless you are emailing your RFP response, then you will need to email the whole RFP with all required documents 1-13 to William.Harris@thc.texas.gov

Submittal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the submittal. Additionally, respondent shall provide a formatted USB Flash Drive containing an original, complete copy of the respondent’s proposal to this RFP. The format shall be Adobe Acrobat version 9.0 or higher.

a) Costs: The THC will not reimburse the Respondent for any cost related to its Proposal. The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

b) Proposals will be subject to the Texas Public Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request. The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies.

However, subject to the Act, Respondents may protect trade and confidential information from public release. Respondent is required to make any information created or exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format this is accessible by the public at no additional charge to the state.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable, and shall make the entire Proposal subject to release under the PIA. In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.4 ELEMENTS OF PROPOSAL

3.4.1 Respondent’s approach to providing the required services (40% of score) Respondent will submit a detailed narrative and timeline describing the proposed approach for providing the required services. When preparing the Project Approach Narrative, Respondent must demonstrate a clear and concise understanding of the requested tasks and activities, along with an understanding of the discrete segments of the program, based on existing information. Discuss in detail the proposed approach to implement the requirements of the Scope of Work and meet the project’s objectives. Include details about any comparable project experience.

Submittal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the submittal. Additionally, respondent shall provide a formatted USB Flash Drive containing an original, complete copy of the respondent’s proposal to this RFP. The format shall be Adobe Acrobat version 9.0 or higher.

Costs: The THC will not reimburse the Respondent for any cost related to its Proposal. The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

Proposals will be subject to the Texas Public Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request. The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies.

However, subject to the Act, Respondents may protect trade and confidential information from public release.

Respondent is required to make any information created or exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format this is accessible by the public at no additional charge to the state.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable, and shall make the entire Proposal subject to release under the PIA. In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.4.2 Experience, Qualifications, and References 40%

Describe experience and qualifications of all personnel or team members who will be responsible for the management, development, and day-to-day operations of the services solicited in this RFP, including for any subcontractors bidder proposes to use located in Exhibit G. Three (3) years of conducting surveys for nonprofits governmental agencies of similar size and scope. Elaborate on experience and qualifications that are relevant or unique to this project. The specific anticipated role(s) of key team members towards completing the required scope must be identified. Respondents must provide evidence of experience conducting surveys.

3.4.2.1 References

Include a minimum of three (3) references from clients for whom cultural resources services were performed.

Include project description, contact names, position, and company name and telephone number for each reference listed located in Exhibit G. The Evaluation Committee, at their discretion, may follow up on references provided in material submitted for consideration. Negative responses or inability to contact listed references using contact information in the proposal will be considered non-responsive and may be grounds for disqualification.

3.4.3 Examples of Similar Work

Examples of similar work are not requested per this solicitation.

3.4.4.1 Classification of all employees and/or associates expected to perform the required services;

3.4.4.2 Hourly fee for employees and/or associates expected to perform the required services;

3.4.4.3 Estimated total working hours by employees and/or associates;

3.4.4.4 Estimated travel expenses to include cost for transportation, overnight lodging, and meals; and

3.4.4.5 Estimated expenses to include cost for administrative and related services, management, development, and day-to-day operations of the services solicited in this RFP, including for any subcontractors bidder proposes to use. Elaborate on experience and qualifications that are relevant or unique to this project. Key team members' specific anticipated role(s) towards completing the required scope must be identified.

Respondents must provide evidence of experience and success in data tracking and analysis. Knowledge on the subject of antisemitism would be preferred.

3.4.3 Price Schedule (20% of score)

The Respondent shall submit a price schedule in response to this RFP by utilizing the format provided in Exhibit C (Price Schedule). The Respondent shall include all expenses associated with performing the required services, traveling, administrative and related services. Exhibit C is intended to assist the Respondent in estimating all costs associated and that the total proposal price will cover those expenses.

It is the responsibility of the Respondent to pay for expenses incurred while traveling. Travel expenses can be estimated using the CPA’s Travel Reimbursement Rates located at:

https://fmx.cpa.state.tx.us/fm/travel/travelrates.php.

The Respondent shall provide a breakdown of elements for each of the following in order to provide a proposal price.

1) Classification of all employees and/or associates expected to perform the required services;

2) Hourly fee for employees and/or associates expected to perform the required services;

3) Estimated total working hours by employees and/or associates;

4) Estimated travel expenses to include cost for transportation, overnight lodging, and meals; and

5) Estimated expenses to include cost for administrative and related services.

Failure to submit a breakdown of elements for the proposal budget shall cause the Respondent to be disqualified.

The proposal price shall be firm for acceptance for ninety (90) days from the RFP closing date unless otherwise specified in the RFP.

All costs directly or indirectly associated to the preparation of a response to this RFP and/or any oral presentation requested to supplement a submittal shall be at the Respondent’s expense.

If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent's Proposal in response to this RFP and Respondent's proposed https://fmx.cpa.state.tx.us/fm/travel/travelrates.php alternative must also be provided in the Proposal. Respondents cannot take a 'blanket exception' to this entire RFP. If any Respondent takes a 'blanket exception' to this entire RFP or does not provide proposed alternative language, the Respondent's Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

3.5 INQUIRIES.

a) Should any Respondent find discrepancies among the Proposal Document, or should Respondent be in doubt as to their exact meaning, Respondent should notify the THC at once. All inquiries shall be submitted in writing by the date listed in the 3.1 Schedule of Events. Verbal inquiries and responses will not be valid or binding.

a. For questions contact Will Harris, THC, at (737) 226-1664 or William.Harris@thc.texas.gov

b) All inquiries will result in written responses as an addendum posted on the Electronic State Business Daily

(ESBD), available at http://www.txsmartbuy.com/esbd If a Respondent does not have internet access, a copy of all written responses may be obtained through the administrative point of contact listed above.

c) Except as otherwise provided in this Section, upon issuance of this RFP, other employees and representatives of THC will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

3.6 PROPOSAL SUBMISSION.

a) All Proposals shall be received, and time stamped at THC(1700 N. Congress, B-65, Austin, TX 78701) prior to 2:00 PM CST on the date specified in the Schedule of Events above (see 3.1). THC reserves the right to reject late submittals.

b) Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent's responsibility to appropriately mark and deliver the Proposal to THC 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 or receipt from a commercial carrier; or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

c) Telephone and facsimile Proposals will not be accepted.

d) Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal.

e) Emailed proposals must be received by the submittal deadline (not by when the respondent sent the email).

THC will use the “received email” (showing the time and date) as the time stamped, when the email was received at THC in Austin.

3.7 DELIVERY OF PROPOSALS. Proposals shall be submitted to THC by one of the following methods:

U.S. Postal Service Overnight/Express Mail Hand Deliver Email

Texas Historical Commission PO Box 12276 Austin, TX 78711- Attn: Will Harris

RFP#808-24-232173

Texas Historical Commission 1700 N Congress Ave, B- Austin, TX 78701 Attn: Will Harris

RFP#808-24-232173

Texas Historical Commission 1700 N Congress Ave, B-65 Austin, TX 78701 Hours - 8:00 AM to 5:00

PM (CT)

Attn: Will Harris

RFP#808-24-232173

Texas Historical Commission Attn: Will Harris Email Proposals To:

William.Harris@thc.texas.gov (Enter “Proposal Response To RFP#808-24-232173 in subject line) mailto:William.Harris@thc.texas.gov

3.8 PROPOSAL OPENING. Proposals will be opened at the Texas Historical Commission, 1700 N Congress Ave, B-65, Austin, TX 78701.

a) The THC reserves the right to reject any or all proposals and to waive any or all informalities in connection therewith. All submitted Proposals become the property of THC after the RFP submittal deadline/opening date. The submitted Proposals and accompanying documentation will not be returned.

b) Proposals submitted shall constitute an offer for a period of ninety (90) days or until selection is made by THC, whichever occurs earlier. After 90 days, the vendor shall have the option of withdrawing the offer but is not obligated to do so.

3.9 SCORING CRITERIA. Respondents shall carefully read the information contained in the following criteria and submit a complete response to all questions in this Section. Incomplete responses may be considered non-responsive and subject to rejection. The evaluation committee will determine the best value by applying the following criteria and assigned weighted values:

Criteria Weight

A). Respondent’s approach to providing the required services 40% B). Respondent’s experience, qualifications, and references that are relevant to this project 40% C.) Price Schedule 20%

3.10 PROPOSAL EVALUATION AND AWARD.

a) THC shall award a contract to a Respondent(s) whose Proposal is considered to provide the best value to the State of Texas, as defined by Tex. Government Code, Section 2155.074.

b) THC reserves the right to award contract(s) to one or more Respondents. THC will make its award, depending on what best serves the needs of the project.

c) A committee will be established to evaluate the Proposals. The committee will include employees of THC and other persons invited by THC to participate.

d) THC reserves the right to award contract without any negotiations and reserves the right to not make awards.

e) The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

In determining the best value THC shall consider the following best value factors:

1) Price of the item, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.

2) Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services, such as fitness for use that meets or exceeds Customer expectations, and the characteristics of the product or services that bear on its ability to meet the stated/implied needs.

3) Delivery time frame from receipt of purchase order.

4) Indicators of probable performance under the Contract include: past vendor performance, financial resources and ability to perform, experience or demonstrated capability and responsibility, references, and the vendor's ability to provide reliable maintenance agreements and support.

5) Other relevant factors, such as the vendor's anticipated economic impact to the state or a subdivision of the state, including potential tax revenue and employment, the effect of a purchase on agency productivity, and the cost of any employee training associated with the purchase.

f) The evaluation committee will determine if Best and Final Offers are necessary. Award of a contract may be made without Best and Final Offers. THC may, at its discretion, elect to have Respondents provide oral presentations and respond to inquiries from the evaluation committee related to their Proposals. A request for a Best and Final Offer is at the sole discretion of THC and will be extended in writing.

g) Proposal evaluation will be based on three sets of criteria: Respondent’s approach to providing the required services, Respondent’s experience and qualifications that are relevant to this project, and price schedule. Each of the criteria will be scored separately. THC will make its award, depending on what best serves the needs of the project.

h) Points may be deducted based upon internal evaluations or other evidence of unsatisfactory past performance on THC contracts of the proposer or the proposer’s team. The Respondent(s) deemed to be the best value will be awarded a contract.

3.11 COST TO THE STATE. Cost to the State of the overall score and will be scored based on the proposer’s price schedule (Exhibit C). Price will be scored from lowest to highest with the lowest price receiving the maximum score.

3.12 TIE BREAKERS. The following preferences are used in breaking tie proposals in accordance with current statutes: Gov’t Code §2155.444, 2155.441, 2156.010.

3.13 PAST PERFORMANCE. A Respondent’s past performance will be measured based upon pass/fail criteria, in compliance with applicable provisions of §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Gov’t Code.

Respondents may fail this selection criteria for any of the following conditions:

3.12.1 A score of less than 90% in the Vendor Performance System,

3.12.2 Currently under a Corrective Action Plan through the CPA,

3.12.3 Having repeated negative Vendor Performance Reports for the same reason,

3.12.4 Having purchase orders that have been cancelled in the previous 12 months for non-performance

(i.e. late delivery, etc.).

Contractor performance information is located on the CPA web site at:

https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ THC may conduct reference checks with other entities regarding past performance. In addition to evaluating performance through the Vendor Performance Tracking System (as authorized by 34 Texas Administrative Code §20.115), THC may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of contracts.

Any such investigations shall be at the sole discretion of THC, and any negative findings, as determined by THC, may result in non-award to the Respondent.

https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://www.comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

CONTRACT TO PERFORM

BETWEEN

TEXAS HISTORICAL COMMISSION

AND

CONTRACT NO. 808-24-232173

This agreement (Contract) is entered into by the Texas Historical Commission (THC), an agency of the State of

Texas, located at 1511 Colorado Street, Austin, Texas 78701, and _________ (Contractor), located at ______. The term “Party” or, collectively “Parties,” as used in this Contract, refers to the THC and Contractor.

I. RECITALS

Whereas, on 10/11/2023, the THC issued a Request for Proposals (RFP) from qualified, independent firms to provide services for the Antisemitism Study for the THGAAC; and

Whereas, Contractor submitted a proposal (Proposal), dated _______, in response to the THC’s RFP; and

Whereas, Contractor will be responsible for developing and delivering a comprehensive Interpretive Master Plan for the Antisemitism Study for the THGAAC.

Now, therefore, the THC and Contractor hereby agree as follows:

II. AUTHORITY

This Contract is entered into pursuant to Section 442.005 of the Texas Government Code.

III. SERVICES, STANDARDS OF PERFORMANCE, AND CONTRACT ADMINISTRATION

3.1 Attachments. The following documents constitute the Standards of Performance for this Contract. All of the following are attached to and incorporated as part of this Contract for all purposes (Attachments):

1. THC’s RFP No. 808-24-232173 (Attachment A)

2. Contractor’s Proposal (Attachment B)

3.2 Order of Precedence. In the event of any conflicts or inconsistencies between this Contract and the

Attachments, such conflicts or inconsistencies will be resolved by reference to the documents in the following order of precedence: this Contract prevails over all other documents, and Attachment A (THC’s RFP) prevails over

Attachment B (Contractor’s Proposal).

1. This Contract,

2. Attachment A (THC’s RFP),

3. Attachment B (Contractor’s Proposal)

3.3 Contract Administration. Contractor represents and warrants that it has the requisite qualifications, experience, personnel, and other resources to perform in the manner required by this Contract.

The THC will designate a Project Manager for this Contract. The Project Manager will serve as the point of contact between the THC and Contractor. The THC’s Project Manager will supervise the THC’s review of Contractor’s technical work, deliverables, draft reports, the final report, payment requests, schedules, financial budget administration, and similar matters.