ESBD_File_343744_RFP X0001005-ST VLB Social Media Data Analytics - Final Combined 20231129.pdf

Texas General Land Office and Veterans Land Board -i- RFP No. X0001005-ST

TEXAS GENERAL LAND OFFICE

AND

VETERANS LAND BOARD

are

REQUESTING PROPOSALS

for

Social Media Data Analytics Services for the

Veterans Land Board

REQUEST FOR PROPOSALS NO. X0001005-ST

Class 915 / Item 22; Class 958 / Item 84; Class 961 / Item 53

Release Date: November 29, 2023

Deadline for Submission: January 10, 2024 at 2:00 p.m. CT

Solicitation Point of Contact: Susan Tipton-Hines, CTCD, CTCM

Susan.Tipton-Hines@GLO.Texas.Gov

Any Addenda to this Solicitation will be posted to the Electronic State Business Daily (ESBD) website, http://www.txsmartbuy.com/esbd, under Agency Code 305 (General Land Office) and notification of such Addenda sent to all bidders in the relevant categories and regions listed on the

Comptroller’s Centralized Master Bidders List (CMBL) at the time of the Solicitation. Each

Respondent must check the website, or the means of communication established in its CMBL registration (if applicable) for any Addenda to this Solicitation. Failure to check for Addenda does not release any Respondent from its responsibility for complying with additional requirements or providing additional information listed in any Addenda.

mailto:Susan.Tipton-Hines@GLO.Texas.Gov http://www.txsmartbuy.com/esbd

Texas General Land Office and Veterans Land Board -ii- RFP No. X0001005-ST

TABLE OF CONTENTS

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

Executive Summary

Definitions

Authority

ARTICLE II. SCOPE OF WORK

Scope of Services Requested

2.1.1 Data Collection and Analysis

2.1.2 Targeted Audience Segmentation

2.1.3 Campaign Optimization

2.1.4 Reporting and Evaluation

2.1.5 Optional Media Placement Purchases

2.1.6 Deliverables and Reports

Contract Term

No Guarantee of Volume or Usage

Performance Tracking

ARTICLE III. ADMINISTRATIVE INFORMATION

Schedule of Events

Inquiries

3.2.1 Contact

3.2.2 Clarifications

3.2.3 Responses

3.2.4 Prohibited Communications

Solicitation Response Composition

3.3.1 General Requirements

3.3.2 Solicitation Response Format

3.3.3 Page Limit and Supporting Documentation

Solicitation Response Submission and Delivery

3.4.1 Deadline

3.4.2 Labeling

3.4.3 Delivery

Texas General Land Office and Veterans Land Board -iii- RFP No. X0001005-ST

3.4.4 Alterations, Modifications, and Withdrawals

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

Evaluation Criteria

4.1.1 Conformance with State Law

4.1.2 Minimum Qualifications

4.1.3 Selection Criteria

4.1.4 Detailed Scoring Methodology

Best and Final Offer (BAFO)

Contract Award

ARTICLE V. REQUIRED RESPONDENT INFORMATION

Respondent Information

5.1.1 Company Narrative

5.1.2 Company Profile

5.1.3 Key Staffing Profile

Technical Proposal

Samples of Work

Major Subcontractor Information

Litigation History

Historically Underutilized Business (HUB)

Conflicts

ARTICLE VI. COST PROPOSAL FORM

ARTICLE VII. TERMS AND CONDITIONS

General Conditions

7.1.1 Amendment

7.1.2 Informalities

7.1.3 Rejection

7.1.4 Irregularities

7.1.5 Offer Period

7.1.6 Open Records

7.1.7 Contract Responsibility

7.1.8 Public Disclosure

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7.1.9 Remedies

Insurance

7.2.1 Required Coverages

7.2.2 Alternative Insurability

Financial Capability

7.3.1 Financial Capability Review

7.3.2 Annual Reports

Protest

Contract Terms and Solicitation Acceptance

7.5.1 Terms and Conditions

7.5.2 Affirmations and Solicitation Acceptance

Vendor Performance Reporting

ARTICLE VIII. SUBMISSION CHECKLIST

EXHIBIT A. AFFIRMATIONS AND SOLICITATION ACCEPTANCE ......................... A-1

EXHIBIT B. SAMPLE CONTRACT ..................................................................................... B-1

EXHIBIT C. HUB SUBCONTRACTING PLAN .................................................................. C-1

EXHIBIT D. HUB SUBCONTRACTING PLAN PRESENTATION ................................. D-1

Texas General Land Office and Veterans Land Board -1- RFP No. X0001005-ST

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

EXECUTIVE SUMMARY

The Texas General Land Office (“GLO”) and Veterans Land Board (“VLB”) (collectively the “GLO/VLB”) are seeking proposals from qualified data analytics service providers to assist in the development and execution of targeted social media campaigns for the VLB.

The GLO/VLB seeks to contract with a Provider to leverage data-driven insights and advanced analytics techniques to optimize marketing campaigns in order to increase the number of VLB land loans, meet the demand for VLB housing loans, meet the demand for

Texas State Veterans Home and Cemetery program benefits, and increase awareness of the

VLB among military members and veterans in Texas.

The GLO/VLB will consider proposals from business entities that demonstrate the ability to fulfill the GLO’s requirements within the guidelines of this Solicitation, in accordance with applicable federal, state, and local laws, rules, and regulations and in accordance with the terms and conditions outlined in the Sample Contract attached hereto as Exhibit B.

Respondents must execute Exhibit A, Affirmations and Solicitation Acceptance, and complete other items listed on the Submission Checklist (Article VIII of the Solicitation) to be considered. Additional information on the GLO/VLB and its programs can be found at http://www.glo.texas.gov and http://www.vlb.texas.gov.

DEFINITIONS

“Addendum/Addenda” means a written clarification(s) or revision(s) to the Request for

Proposals issued by the General Land Office. Respondents must acknowledge receipt of any Addenda in the submission of the Solicitation Response.

“Affiliate” means any individual or entity that, directly or indirectly, is in control of, is controlled by, or is under common control with, Respondent. Respondent shall be deemed to control another entity if either possesses, directly or indirectly, the power to direct or cause the direction of the management and policies of the other entity, whether through the ownership of voting securities, membership interests, by contract, or otherwise.

“BAFO” means Best and Final Offer.

“CMBL” means Centralized Masters Bidders List.

“ESBD” means the Electronic State Business Daily, http://www.txsmartbuy.com/esbd.

“GLO” means the Texas General Land Office.

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

Texas Government Code.

http://www.glo.texas.gov/ http://www.vlb.texas.gov/

Texas General Land Office and Veterans Land Board -2- RFP No. X0001005-ST

“HUB Subcontracting Plan” or “HSP” means the form required by Texas Government

Code §2161.252 and 34 Texas Administrative Code §20.285 for each contract with an expected value of $100,000 or more, in which Respondent must demonstrate a Good Faith

Effort to subcontract with HUBs. The HSP is included in this Solicitation as Exhibit C and must be included with the Solicitation Response.

“Owner” means the Texas General Land Office.

“PIA” means the Public Information Act, Chapter 552 of the Texas Government Code.

“Project” means the work solicited under this Solicitation. The GLO shall identify specific

Projects throughout the term of the contract.

“Provider” means the Respondent(s) awarded a contract under this Solicitation.

“Respondent” means the entity responding to this Solicitation.

“RFP” means Request for Proposals.

“SMS” means Short Messaging Service.

“Solicitation” means this RFP.

“Solicitation Response” means the Respondent’s entire response to this Solicitation, including all documents requested in Articles III and V.

“State” means the State of Texas and any state agency; the GLO/VLB or state agency identified in this Solicitation, its officers, employees, or authorized agents.

“TAC” means Texas Administrative Code.

“VLB” means the Texas Veterans Land Board of the State of Texas.

AUTHORITY

The GLO/VLB is soliciting the services listed herein under Chapter 2155.131 of the Texas

Government Code and Chapter 34 of the Texas Administrative Code, Section 20.82(e).

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Texas General Land Office and Veterans Land Board -3- RFP No. X0001005-ST

ARTICLE II. SCOPE OF WORK

SCOPE OF SERVICES REQUESTED

The selected Provider shall perform the following tasks:

2.1.1 Data Collection and Analysis

• Gather and aggregate social media data from various platforms, including, but not limited to, Facebook, Twitter, Instagram, and LinkedIn.

• Conduct comprehensive analysis of the collected data to identify data points, such as, but not limited to, patterns, trends, and audience preferences.

• Utilize advanced analytics techniques, including, but not limited to, sentiment analysis, network analysis, and clustering, to extract meaningful insights.

2.1.2 Targeted Audience Segmentation

• Develop a robust segmentation strategy based on the analysis of social media data.

• Identify and define distinct target audience segments to tailor VLB campaign messages and content effectively.

• Implement data-driven approaches to segment the audience, based on, but not limited to, demographics, interests, behaviors, and engagement patterns.

2.1.3 Campaign Optimization

• Collaborate with GLO/VLB Marketing and Outreach to define agency campaign goals, objectives, and key performance indicators.

• Provide recommendations on agency campaign optimization, including content strategy, ad targeting, and scheduling.

• Continuously monitor agency campaign performance, identify areas for improvement, and suggest actionable insights to maximize engagement and conversion rates.

2.1.4 Reporting and Evaluation

• Develop customized reports and dashboards that track and visualize key performance metrics and agency campaign outcomes.

• Regularly evaluate the effectiveness of VLB social media campaigns against predefined key performance indicators.

• Present comprehensive reports, including insights, recommendations, and data-driven strategies.

2.1.5 Optional Media Placement Purchases

• Ability to place television, radio, and streaming platform advertising buys.

• Ability to implement SMS campaigns based on targeted audiences.

• Ability to deliver VLB e-mail campaigns based on targeted audiences.

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2.1.6 Deliverables and Reports

The volume of work each month shall be variable; however, the GLO/VLB anticipates a minimum of six (6) reports each month; in addition to, any independent reports requested for each campaign, all of which are to be presented during a weekly status meeting and submitted via email to the GLO/VLB. The

GLO/VLB anticipates a mixture of weekly and monthly reports as listed below:

a) Monthly/Weekly Reports

• Data Analytics Reports: One (1) a month to be included in the monthly status report.

• Audience Segment Report: One (1) a month to be included in the monthly status report.

• On-going Social Media Campaign Status Reports: One (1) a week to be included in the weekly status report.

b) Independent Reports

• Campaign Optimization Reports: One (1) independent report for each campaign. The GLO/VLB anticipates running a minimum of one (1) new campaign each month.

• Post Social Media Campaign after action reports: One (1) independent report for each campaign.

• AD-Hoc Custom Reports that are in line with the current scope of work:

One (1) independent report for each campaign.

GLO/VLB shall ensure Provider has sufficient subject matter descriptions and policy position information to research and prepare for deliverables referenced above. Any documents prepared and/or edited by Providers are considered confidential prior to publication and are not approved for public release without the GLO/VLB’s express written authorization.

Provider shall invoice the GLO/VLB a flat monthly fee for all services performed during the billing period.

CONTRACT TERM

The GLO/VLB intends to award one contract for the services requested under this

Solicitation. Any contract resulting from this Solicitation shall be effective from the date of execution (estimated to be March 15, 2024) until March 15, 2026. The GLO, at its own discretion, may renew any contract awarded pursuant to this Solicitation for one additional one-year term, subject to terms and conditions mutually agreeable to both parties.

The selected Respondent(s) shall be bound to specific terms and conditions found in

Exhibit B, the GLO/VLB’s sample contract. These terms and conditions are subject to change prior to the execution of any contract that may result from this Solicitation.

Texas General Land Office and Veterans Land Board -5- RFP No. X0001005-ST

NO GUARANTEE OF VOLUME OR USAGE

The GLO/VLB makes no guarantee of volume or usage under any contract resulting from this Solicitation.

PERFORMANCE TRACKING

The GLO/VLB 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.

Texas General Land Office and Veterans Land Board -6- RFP No. X0001005-ST

ARTICLE III. ADMINISTRATIVE INFORMATION

SCHEDULE OF EVENTS

EVENT DATE/TIME

Issue Solicitation

November 29, 2023

Deadline for Submitting Questions December 15, 2023 at

2:00 PM CT

Anticipated Release Date of Answers to Questions

December 20, 2023

Deadline for Submission of Solicitation Responses January 10, 2024 at

2:00 PM CT

Evaluation Period January 11, 2024 to

February 1, 2024

Estimated Selection and Notice of Intent to Award

February 14, 2024

Contract Negotiation Period March 1, 2024 to

March 15, 2024

Expected Execution of Contract(s)

March 15, 2024

NOTE: These dates represent a tentative schedule of events. The GLO/VLB reserves the right to modify these dates at any time prior to the deadline for submission of Solicitation

Responses upon notice posted on the Electronic State Business Daily (ESBD) website at:

http://www.txsmartbuy.com/esbd. Please search under Agency Code 305 (General Land

Office). Any modification of dates after the deadline for submission of Solicitation Responses will not be posted.

INQUIRIES

3.2.1 Contact

All requests, questions, or other communications about this Solicitation must be made in writing to the GLO’s Purchasing Department, addressed to the person listed below.

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Name Susan Tipton-Hines, CTCD, CTCM

Address 1700 N. Congress Ave., Austin, Texas 78701

Phone 800.998.4456 or 512.475.0226

Email Susan.Tipton-Hines@GLO.Texas.Gov

If you receive an “out of office” reply from the point-of-contact listed above, please forward your e-mail to the secondary point-of-contact listed below.

Name Sarah Bergmann, CTCD, CTCM

Address 1700 N. Congress Ave., Austin, Texas 78701

Phone 800.998.4456 or 512.475.5147

Email Sarah.Bergmann@GLO.Texas.Gov

Notwithstanding the above, Respondent(s) may direct questions about the state’s

Historically Underutilized Businesses (HUB) Program or HUB Subcontracting

Plans (HSPs) to the GLO/VLB HUB Team contacts listed in Section 5.6 of this

Solicitation.

3.2.2 Clarifications

The GLO/VLB will allow written requests for clarification of this Solicitation.

Questions may be e-mailed to the point-of-contact listed in Section 3.2.1 above.

Respondents’ names shall be removed from questions in the responses released.

Questions shall be submitted in the following format. Submissions that deviate from this format may not be accepted:

a) Identifying Solicitation number in email subject

b) Section number

c) Text of passage being questioned

d) Question

NOTE: The deadline for submitting questions is noted in Section 3.1 above.

Please provide company name, address, phone number, e-mail address, and name of contact person when submitting questions.

3.2.3 Responses

All accepted questions will result in written responses with copies posted to the

ESBD at: http://www.txsmartbuy.com/esbd. Responses shall be posted as an

Addendum to the Solicitation. It is Respondent’s responsibility to check the ESBD for updated responses.

3.2.4 Prohibited Communications

On issuance of this Solicitation, except for the written inquiries described in Section

3.2.1 above, the GLO/VLB, its representative(s), or partners will not answer mailto:Susan.Tipton-Hines@GLO.Texas.Gov mailto:Sarah.Bergmann@GLO.Texas.Gov

Texas General Land Office and Veterans Land Board -8- RFP No. X0001005-ST questions or otherwise discuss the contents of this Solicitation with any potential

Respondent or their representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Failure to observe this restriction may disqualify the Respondent. Respondent shall rely only on written statements issued through or by the GLO/VLB’s purchasing staff. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation.

SOLICITATION RESPONSE COMPOSITION

3.3.1 General Requirements

Respondent shall complete and upload the documents listed below to the Box™

URL in Section 3.4.3:

a) One Proposal, including all documents requested in Part 1 of the Submission

Checklist, submitted as one Portable Document Format (.pdf) file; and

b) One HUB subcontracting plan, submitted as one .pdf file.

Respondent shall prepare a clear and concise Solicitation Response that focuses on the instructions and requirements of the Solicitation. Respondent is responsible for all costs related to the preparation of the Solicitation Response. Any terms and conditions attached to a Solicitation Response will not be considered unless specifically referred to in this solicitation and may result in disqualification.

3.3.2 Solicitation Response Format

For ease of evaluation, Respondent must present its Solicitation Response in a format that corresponds to the order requested in Article VIII, Submission

Checklist. Responses to each section and subsection shall be labeled clearly to indicate the item being addressed. Exceptions to this will be considered during the evaluation process.

3.3.3 Page Limit and Supporting Documentation

Proposals shall not exceed 25 pages in length. Exhibit A, Exhibit C (the HUB

Subcontracting Plan), signed acknowledgments of addenda, résumés, samples of work, and the Cost Proposal Form are considered supporting documentation and are not included in the page limit. The Solicitation Response should be formatted using 12-point or larger font, except for charts, graphs, or other graphical representations of data.

Texas General Land Office and Veterans Land Board -9- RFP No. X0001005-ST

SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.4.1 Deadline

Solicitation Responses must be uploaded to Box.com using the Box™ link provided in Section 3.4.3 no later than as specified in Section 3.1. Respondents may submit their Solicitation Responses any time prior to that deadline. Box™ will time stamp all uploaded Solicitation Responses; any other documentation of timely submission in lieu of the Box™ time stamp WILL NOT be accepted.

3.4.2 Labeling

Each file uploaded to Box™ shall include Respondent’s company name and the title of the document; for example: “Company X: Proposal.”

3.4.3 Delivery

Respondents must upload Solicitation Responses to Box.com using the following

Box™ link:

Upload Solicitation Responses to Box or https://txglo.app.box.com/f/a21ddda428364613aa370fc123f7f188

The GLO/VLB shall not accept Solicitation Responses submitted by any other means. Please contact the point-of-contact listed in section 3.2.1 above for assistance with Box™.

3.4.4 Alterations, Modifications, and Withdrawals

Solicitation Responses may be modified, altered, or withdrawn by notifying the point-of-contact listed in Section 3.2.1 above, provided such notice is received prior to the deadline for submission of Solicitation Responses. The GLO/VLB may request proof of authorization before accepting modifications, alterations, or withdrawal requests.

Texas General Land Office and Veterans Land Board -10- RFP No. X0001005-ST

ARTICLE IV. SOLICITATION RESPONSE EVALUATION & AWARD PROCESS

EVALUATION CRITERIA

4.1.1 Conformance with State Law

Solicitation Responses shall be evaluated in accordance with Chapters 2155-2156 of the Texas Government Code. The GLO/VLB shall not be obligated to accept the lowest priced proposal but will award a contract to the Respondent(s) that provide(s) the “Best Value” to the State of Texas.

4.1.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below. Solicitation

Responses that appear unrealistic, or unaligned with industry standards, in terms of technical commitment, that show a lack of technical competence, or that indicate a failure to comprehend the risk and complexity of a potential contract may be rejected.

Respondent shall submit a summary (not to exceed two pages) that provides specific support for meeting the minimum qualifications outlined in this Section.

This support can specifically state how the Respondent meets each minimum qualification or can direct the evaluators to the appropriate section of the

Solicitation Response that provides support for the Respondent satisfying each minimum qualification.

4.1.2.1 Respondent must have recently been in the data analytics services business for a minimum of three years within the last five years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided data analytics services for a minimum of three years within the last five years; and

4.1.2.2 Respondent shall have demonstrated experience performing the services enumerated in Article II, including development and execution of targeted social media campaigns.

4.1.3 Selection Criteria

The GLO/VLB will evaluate and score Solicitation Responses consistently in accordance with the following criteria:

4.1.3.1 Cost Reasonableness (40%);

4.1.3.2 Demonstrated relevant experience, qualifications, and past performance of Respondent’s company and key personnel, Texas General Land Office and Veterans Land Board -11- RFP No. X0001005-ST including references and samples of work, as demonstrated by the

Solicitation Response and the Texas Comptroller of Public

Accounts Vendor Performance Tracking System (20%);

4.1.3.3 Proposed personnel, methodology, and schedule (35%); and

4.1.3.4 Overall responsiveness, clarity, and organization of Solicitation

Response (5%).

NOTE: To clarify any response, the Solicitation evaluation committee may contact references provided in response to this Solicitation, contact

Respondent’s clients, or solicit information from any available source concerning any aspect of the Solicitation deemed pertinent to the evaluation process.

4.1.4 Detailed Scoring Methodology

The GLO/VLB assembles an evaluation committee to evaluate each responsive

Solicitation Response. Each evaluator completes one evaluation worksheet for each response. The evaluator evaluates each proposal individually against the requirements of the solicitation document, and not against other responses. The evaluator assigns the number of points he or she believes each Solicitation

Response merits out of the possible points indicated on the evaluation worksheet for each selection criterion. Cost proposals are scored based on a reasonableness assessment of the proposed price, considering various factors such as: the appropriateness of the cost metric chosen by the Respondent; the impact of any identified assumptions or constraints on the proposed price; and whether the proposed price includes payment for goods and/or services that exceed the scope of

GLO/VLB’s needs as specified in the Solicitation. Each evaluator scores

Solicitation Responses independently and impartially. Scores are not divulged between committee members until after they have been finalized, submitted, and compiled by the purchaser. Members may ask questions of the purchaser, agency legal counsel, and designated technical experts if they are unable to find information, do not understand information in a response, or require technical assistance.

The purchaser averages all evaluators’ total scores for each Respondent to determine Respondent rankings.

BEST AND FINAL OFFER (BAFO)

Clarification discussions, at the GLO/VLB’s sole option, may be conducted with

Respondents who submit Solicitation Responses determined to be acceptable and competitive. The GLO/VLB will accord Respondents’ fair and equal treatment with respect to any opportunity for discussion and/or written revisions of the Solicitation Responses.

Such revisions may be permitted after submissions and prior to award solely for the

Texas General Land Office and Veterans Land Board -12- RFP No. X0001005-ST purpose of obtaining BAFOs. In conducting discussions, the GLO/VLB will not disclose any information derived from the Solicitation Responses submitted by competing

Respondents.

The GLO/VLB evaluation committee shall score BAFO responses in a manner consistent with the scoring of original solicitation responses. The criteria to be re-evaluated following a BAFO shall depend on the type of clarification requested by the GLO/VLB from

Respondent. Scores for any of the applicable selection criteria included in the GLO/VLB’s request for BAFO shall be replaced by the BAFO scores.

CONTRACT AWARD

It is the intent of the GLO/VLB to award one contract under this Solicitation. An award notice will be sent to the selected Respondent. Any award is contingent upon the successful negotiation of final contract terms and upon approval of the Chief Clerk of the GLO/VLB.

Negotiations shall be confidential and not subject to disclosure to competing Respondents unless and until an agreement is reached or negotiations are concluded without a contract.

If contract negotiations cannot be concluded successfully, the GLO/VLB may negotiate a contract with the next highest scoring Respondent or may withdraw this Solicitation.

NOTE: Solicitation Responses are subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code, and will be withheld from or released to the public only in accordance therewith.

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ARTICLE V. REQUIRED RESPONDENT INFORMATION

RESPONDENT INFORMATION

Respondent must provide satisfactory evidence of its ability to manage and coordinate the types of activities described in this Solicitation and to produce the specified services on time. In accordance with this requirement, Respondent shall provide the following information:

5.1.1 Company Narrative

Provide a detailed narrative explaining why Respondent is qualified to provide the services enumerated in Article II, focusing on its company’s key strengths and competitive advantages.

5.1.2 Company Profile

Provide a company profile to include:

a) The company ownership structure (e.g., corporation, partnership, LLC, sole proprietorship, etc.), including any wholly owned subsidiaries, affiliated companies, or joint ventures. (Please provide this information in a narrative and as a graphical representation). If Respondent is an Affiliate of, or has a joint venture or strategic alliance with, another company, please identify the percentage of ownership and the percentage of the parent’s ownership.

Finally, please provide your proposed operating structure for the services requested under this Solicitation and which entities (i.e. parent company, Affiliate, Joint Venture, subcontractor) will be performing them;

b) The year the company was founded and/or legally organized. If organized as a business entity other than a sole proprietorship (e.g., corporation, LLC, LLP, etc.), please indicate the type of entity, the state under whose laws the company is organized and the date of organization;

c) The location of your company headquarters and any field office(s) that may provide services for any resulting contract under this Solicitation, including subcontractors;

d) The number of employees in your company, both locally and nationally, and the location(s) from which employees may be assigned;

e) The name, title, mailing address, e-mail address, telephone number, and fax number of Respondent’s point of contact for any resulting contract under this Solicitation; and

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f) Indicate whether your company has ever been engaged under a contract by any Texas state agency. If “Yes,” specify when, for what duties, and for which agency.

NOTE: A Respondent that is not organized under the laws of the state of Texas must register with the Texas Secretary of State before it may transact business in Texas. Respondent must provide proof of registration before the GLO/VLB may award a contract under this Solicitation.

5.1.3 Key Staffing Profile

Respondent must provide a key staffing profile and résumés for key staff that will be responsible for the performance of the services requested under this Solicitation.

“Key staff” is defined as experienced, professional and/or technical personnel who will have major responsibilities under a contract and/or provide unusual or unique expertise essential for successful completion of the work performed. Provider shall ensure key staff remain available for the entire term of a contract.

If key staff become unavailable for work, Provider shall promptly notify the

GLO/VLB and assign alternative staff of equal ability and qualifications. The

GLO/VLB reserves the right to approve changes to key staff.

Staff members listed in the Key Staffing Profile who are independent contractors, and not employees, of Respondent may also qualify as subcontractors. Please evaluate your Key Staffing Profile and HUB Subcontracting Plan accordingly.

TECHNICAL PROPOSAL

Respondent must describe clearly, specifically, and as completely as possible, its proposed methodology for completion of the contract objectives. Respondents should identify all tasks to be performed to be responsive to Article II, Scope of Work, including Project activities, materials, and other products, services, and reports to be generated during the contract period and relate them to the stated purposes and specifications described in this

SAMPLES OF WORK

Respondent shall provide three to six non-GLO/VLB samples of work for projects of similar type and size performed within the last five years, preferably for state and/or local government entities.

Information provided shall include:

a) Client name;

b) Project description;

c) Sample of work provided to client for the project;

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d) Total dollar amount of project; and

e) Key staff assigned to the referenced project that will be designated for work under this Solicitation.

MAJOR SUBCONTRACTOR INFORMATION

Respondent must identify any major subcontractors whom Respondent intends to utilize in performing 15% or more of the contract. Respondent must indicate whether or not

Respondent holds any financial interest in any major subcontractor. It may be required as a condition of award that an authorized officer or agent of each proposed major subcontractor sign a statement to the effect that the subcontractor has read, and will agree to abide by, Respondent’s obligations under any contract awarded pursuant to this

Any major subcontractor the Respondent intends to utilize in performance of the work must also be included in the Respondent's HUB Subcontracting Plan. If a major subcontractor will not be utilized for this contract, so indicate in the appropriate section of the Solicitation

Response.

LITIGATION HISTORY

Respondent must include in its Solicitation Response a complete disclosure of any actual or alleged breaches of contract it has engaged in. In addition, Respondent must disclose any civil or criminal litigation or investigation pending at any time during the last three years that involves Respondent or in which Respondent has been judged guilty or liable.

For each instance of litigation or investigation, Respondent shall list: basic case information (e.g., cause number/case number, venue information, names of parties, name of investigating entity); a description of claims alleged by or against Respondent or its parent, subsidiary, or other affiliate; for each resolved case, a description of the disposition of Respondent’s involvement (e.g., settled, dismissed, judgment entered, etc.).

Failure to comply with the terms of this provision may disqualify any Respondent.

Solicitation Responses may be rejected based upon Respondent’s prior history with the state of Texas or with any other party that demonstrates, without limitation, unsatisfactory performance, adversarial or contentious demeanor, or significant failure(s) to meet contractual obligations.

If Respondent has no litigation history, as described above, so indicate in the appropriate section of the Solicitation Response.

HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

The GLO/VLB is committed to promoting full and equal business opportunities for businesses in state contracting in accordance with the goals specified in the State of Texas

Disparity Study. The GLO/VLB encourages the use of Historically Underutilized

Businesses (HUBs) through race, ethnic and gender-neutral means. Pursuant to Texas

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Government Code §2161.181 and §2161.182, and the GLO/VLB’s HUB policy and rules, the GLO/VLB makes a good-faith effort to increase HUB participation in its contracts. The

GLO/VLB does this by contracting directly with HUBs or indirectly through subcontracting.

The State of Texas HUB Subcontracting Plan form is included with this Solicitation as

Exhibit C. A Solicitation Response that does not contain a HUB Subcontracting Plan

(HSP) is not responsive and will be rejected without further evaluation. A Solicitation

Response will also be rejected if the GLO/VLB determines that the HSP was not developed in good faith.

Please refer to the cover letter included with Exhibit C for specific instructions for locating potential HUB subcontractors utilizing the state’s Centralized Master Bidders List

(CMBL). A presentation describing the procedure for completing the HSP is included with the Solicitation as Exhibit D.

Respondents may direct questions about HSPs or the HUB program to the HUB Team contact listed below. All other questions about this Solicitation must be directed to the single point of contact listed in section 3.2.1.

Daphne Grantham Vonda White

Daphne.Grantham@GLO.Texas.Gov Vonda.White@GLO.Texas.Gov

512.914.7777 512.947.6441

CONFLICTS

Respondent must disclose any potential conflict of interest it may have in providing the services described in this Solicitation, including all existing or prior arrangements. Please include any activities of affiliated or parent organizations and individuals who may be assigned to manage this account. If Respondent has no conflicts, as described above, so indicate in the appropriate section of the Solicitation Response.

mailto:Daphne.Grantham@GLO.Texas.Gov mailto:Vonda.White@GLO.Texas.Gov

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ARTICLE VI. COST PROPOSAL FORM

Respondent shall submit a cost proposal for the services proposed under this Solicitation, formatted as a flat monthly fee. The monthly fee shall be inclusive of all products and services specified in this

Solicitation and shall include all labor, materials, tools, supplies, equipment, insurance, personnel, associated costs, incidental costs, and all other costs necessary to provide the products and services according to the specifications, requirements, provisions, terms, and conditions set forth in this RFP.

Respondent may not include any amount for anticipated travel expenses in its Cost Proposal. Travel expenses approved by the GLO/VLB, if any, will be reimbursed in accordance with the contract, applicable law, and regulations and rates adopted by the Texas Comptroller of Public Accounts.

Having examined the Request for Proposals (RFP) No. X0001005-ST solicitation documents, the undersigned proposes to satisfactorily complete the work for the following amounts:

Services Monthly Fee Quantity Extended Cost

Year 1 Flat Monthly Fee 12 $

Year 2 Flat Monthly Fee 12 $

Total Initial Contract Cost: $

Optional 1 Year Renewal: 12 $

ADDENDA: Respondent acknowledges receipt of the following Addenda:

Number: Dated: Date Received:

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RESPECTFULLY SUBMITTED:

Authorized Signature:

Printed Name and Title:

Telephone:

Respondent’s Corporate Charter No.:

Date:

The Cost Proposal Form is intended to assist Respondents in estimating all costs associated with each specific section(s) applicable to their proposal, and that the total proposal price will cover those expenses. All such costs will be at the expense of the awarded Respondent.

The proposal price shall be firm for acceptance for one hundred twenty (120) days from the RFP closing date unless otherwise specified in the RFP.

The awarded Respondent shall request payment by submitting an original itemized invoice in accordance with the terms and conditions in the Contract issued pursuant to this RFP. The awarded Respondent may submit an invoice monthly which will be approved by the designated

GLO/VLB representative, and no later than ninety (90) days after completing monthly deliverables specified in the contract.

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ARTICLE VII. TERMS AND CONDITIONS

GENERAL CONDITIONS

7.1.1 Amendment

The GLO/VLB reserves the right to alter, amend, or modify any provision of this

Solicitation, or to withdraw this Solicitation, at any time prior to the award, if it is in the best interest of the GLO/VLB.

7.1.2 Informalities

The GLO/VLB reserves the right to waive minor informalities, errors, and irregularities in any Solicitation Response received.

7.1.3 Rejection

The GLO/VLB reserves the right to reject any or all Solicitation Responses received prior to contract award.

7.1.4 Irregularities

Any irregularities or lack of clarity in this Solicitation should be brought to the attention of the point-of-contact listed in Section 3.2.1 as soon as possible, so that corrective addenda may be furnished to prospective Respondents via the ESBD.

7.1.5 Offer Period

Solicitation Responses shall be binding for a period of 120 days after they are opened. Respondents may extend the time for which their Solicitation Response will be honored. Upon contract execution, prices agreed upon by the Respondent(s) are an irrevocable offer for the term of the contract and any contract extension(s).

No other costs, rates, or fees shall be payable to the Respondent unless expressly agreed upon in writing by the GLO/VLB.

7.1.6 Open Records

The GLO/VLB is a government agency subject to the Texas Public Information

Act (PIA), Chapter 552, Texas Government Code. The Solicitation Response and other information submitted to the GLO/VLB by the Respondent are subject to release as public information. The Solicitation Response and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Solicitation

Response or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to

Texas General Land Office and Veterans Land Board -20- RFP No. X0001005-ST disclosure of that information in the PIA. Merely making a blanket claim that the entire Solicitation Response is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Solicitation

Response subject to release under the PIA. In order to trigger the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Solicitation Response the Respondent considers proprietary or confidential must be clearly labeled as described above.

Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA, except as provided by law.

Respondents are required to make any information created or exchanged with the state pursuant to this solicitation and any contract that may result from this solicitation, and not otherwise excepted from disclosure under the Texas Public

Information Act, available in a format that is accessible by the public at no additional charge to the state.

Information related to the performance of this contract may be subject to the PIA and will be withheld from public disclosure or released only in accordance therewith. Respondent shall make any information created or exchanged with the state/GLO/VLB, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state/GLO/VLB. Respondent shall make any information required under the PIA available to the GLO/VLB in Portable Document Format (PDF) or any other format agreed between the parties. The original copy of each Solicitation Response shall be retained in the official files of the agency as a public record.

Solicitation Responses and all other documents associated with this Solicitation will be withheld or released upon written request only in accordance with the PIA.

To the extent that a Respondent wishes to prevent the disclosure of portions of its

Solicitation Response to the public, Respondent shall demonstrate the applicability of any exception to disclosure provided under the PIA in accordance with the procedures prescribed by the PIA. Respondent may clearly label individual documents “confidential” or “trade secret” to demonstrate that it believes certain information is excepted from disclosure and may legally be withheld from the public. Respondent thereby agrees to indemnify and defend the GLO/VLB for honoring such a designation. The failure of Respondent to clearly label such documents shall constitute a complete waiver of any and all claims for damages caused by the GLO/VLB’s release of these records.

Pursuant to Texas Government Code Chapter 2261, any contract that results from this Solicitation, including selected Respondent’s Solicitation Response, shall be posted to the GLO/VLB’s website.

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7.1.7 Contract Responsibility

Respondent shall be solely responsible for the performance of all contractual obligations that may result from an award based on this Solicitation. Respondent shall not be relieved of its obligations for any nonperformance by its subcontractors.

7.1.8 Public Disclosure

Respondent will not advertise that it is doing business with the GLO/VLB or use a contract resulting from this Solicitation as a marketing or sales tool without prior written consent of the GLO/VLB. Furthermore, Respondent may not distribute or disclose this Solicitation to any other vendors or companies without permission from the GLO/VLB.

7.1.9 Remedies

All remedies available to the GLO/VLB for breach or anticipatory breach of any contract that results from this Solicitation are cumulative and may be exercised concurrently or separately, and the exercise of any one remedy shall not be deemed an election of such remedy to the exclusion of other remedies. Liquidated damages, actual damages, cost projections, and/or injunctive relief may also be invoked either separately or combined with any other remedy in accordance with applicable law.

INSURANCE

7.2.1 Required Coverages

For the duration of any contract resulting from this Solicitation, Respondent shall acquire and maintain insurance with financially sound and reputable insurers licensed by the Texas Department of Insurance in the type and form required by the

Contract (refer to Attachment B of the Sample Contract, Required Insurance).

Provider must submit to the GLO/VLB certificates of insurance and other documents necessary to establish to the GLO/VLB’s satisfaction that Provider carries the types and amounts of insurance specified in the Contract. If the insurance needs change or the GLO/VLB determines any policy does not comply with the terms of the Contract, Provider must secure such additional policies or coverage that the GLO/VLB may reasonably request or that are required by law or regulation.

If coverage expires during the term of this Contract, Provider must submit renewal certificates to the GLO/VLB evidencing continuity of coverage.

The required coverage is to be with companies licensed in the state of Texas, with an “A-” rating or better from A.M. Best, and authorized to provide the corresponding coverage. Work on any contract shall not begin until after

Respondent has submitted acceptable evidence of insurance. Failure to maintain insurance coverage or acceptable alternative methods of insurance shall be deemed a breach of contract.

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7.2.2 Alternative Insurability

Notwithstanding the preceding, the GLO/VLB reserves the right to consider reasonable alternative methods of insuring the contract in lieu of the insurance policies customarily required. It will be Respondent’s responsibility to recommend to the GLO/VLB alternative methods of insuring the contract. Any alternatives proposed by Respondent should be accompanied by a detailed explanation regarding Respondent’s inability to obtain the required insurance and/or bonds. The

GLO/VLB shall be the sole and final judge as to the adequacy of any substitute form of insurance coverage.

FINANCIAL CAPABILITY

7.3.1 Financial Capability Review

The awarding of a contract under this Solicitation is contingent upon the potential awardee’s demonstration of financial solvency and adequate capitalization. Within three (3) business days of a potential awardee’s acknowledgment of a Notice of

Intent to Award issued by the GLO/VLB, the potential awardee is required to submit:

• Annual Reports, as described in Section 7.3.2 of this Solicitation, submitted as one Portable Document Format (.pdf) file; and

• One completed Financial Statement Components Worksheet, posted on ESBD with the Solicitation, submitted as a Microsoft Excel (.xlsx) file.

To determine the financial capability of a potential awardee, GLO/VLB Financial

Management division staff shall review submitted annual reports and any other financial documentation that may be requested by the GLO/VLB for solvency, liquidity, and profitability and analyze the entity’s accounts receivable and inventory. A more comprehensive list of review factors follows:

• Current ratio

• Quick ratio

• Cash ratio

• Solvency ratio

• Debt to Equity ratio

• Capitalization ratio

• Debt ratio

• Operating Profit Margin

• EBIT/Tangible Net Assets

• Return on Assets

• Return on Equity

• Receivables Turnover ratio

• Average Collection Period

• Inventory Turnover ratio

• Days Sales of Inventory

• Altman Z-score

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A potential awardee that fails to comply with this Article or that is not financially solvent or adequately capitalized, as determined at the GLO/VLB’s sole discretion through GLO/VLB’s financial capability review and affirmed by the GLO/VLB’s

Chief Financial Officer or his or her designee, may be deemed to not have met the contingency to award.

7.3.2 Annual Reports

a) If a potential awardee is an entity that is required to prepare audited financial statements, the potential awardee shall submit annual reports that include:

1) The last two years of audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

2) If applicable, the last two years of consolidated statements for any holding companies or affiliates;

3) An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

4) A full disclosure of any events, liabilities, or contingent liabilities that could affect potential awardee’s financial ability to perform the awarded contract.

b) If a potential awardee is a privately-owned entity or sole proprietorship for which audited financial statements are not required, the potential awardee shall submit annual reports that include:

1) The last two years of un-audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

2) An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

3) A full disclosure of any events, liabilities, or contingent liabilities that could affect potential awardee’s financial ability to perform the awarded contract;

OR

1) Other financial information sufficient for the GLO/VLB, in its sole judgement, to determine if the potential awardee is financially solvent and adequately capitalized.

As part of the financial capability review process, the GLO/VLB may request additional or clarifying information from any potential awardee.

Personal financial statements and pro-forma financial statements will not be accepted as supporting documentation to the Financial Statement

Components Worksheet and other documentation provided by a potential awardee. The GLO/VLB may accept a Dun & Bradstreet Business Credit

Report from a smaller potential awardee, at the agency’s discretion.

Texas General Land Office and Veterans Land Board -24- RFP No. X0001005-ST

A potential awardee must provide a completed Financial Statement

Components Worksheet and balance sheet, income statement, and statement of cash flows for the potential awardee only as a stand-alone entity; parent or related party financials will not be considered. If a potential awardee presents consolidated or combined financial statements including its parent company’s or a related party’s financials and is unable to provide stand-alone Annual Reports, the GLO/VLB may proceed with the financial capability review process; however, all entities for which financial information is presented in the documentation must sign an awarded

Contract.

If a potential awardee is a joint venture, an official document memorializing the relationship between participating entities must be presented.