ESBD_File_345844_SREO-24-189 WTAMU Digital Billboard RFP.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and HUB Program

REQUEST FOR PROPOSAL

RFP NUMBER: RFP01 SREO-24-189

WTAMU DIGITAL BILLBOARD

PROPOSAL MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time (CST) on January 24, 2024

EMAIL RFP RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: RFP01 SREO-24-189

Attn: Jeff Zimmermann

NOTE: Proposal response must be received by The Texas A&M University System Office of Procurement and HUB Program before the date and time specified for receipt of proposal as stated within Section 2.3 of this RFP. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director

Procurement and Business Services | HUB Program The Texas A&M University System Email: soprocurement@tamus.edu

All proposals shall become the property of The Texas A&M University System and the State of Texas upon receipt.

Proposals may be subject to public review after contracts have been executed. Refer to Section 5.14 for more information regarding confidential and proprietary information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:soprocurement@tamus.edu

The Texas A&M University System RFP01 SREO-24-189 Page 2 of 24

TABLE OF CONTENTS

Section 1 Introduction 3

Section 2 Instructions to Proposers 6

Section 3 Scope and Requirements 10

Section 4 Proposal 13

Section 5 General Terms and Conditions 15

Exhibit A Execution of Offer 21

Exhibit B Non-Collusion Affidavit 23

Exhibit C Proposed Location 24

The Texas A&M University System RFP01 SREO-24-189 Page 3 of 24

SECTION 1 – INTRODUCTION

1.1 Scope

The Texas A&M University System (A&M System) is soliciting proposals from interested companies (“Respondent”) on behalf of West Texas A&M University (“WTAMU” or “University”) for a business opportunity to enter into a ground lease for the installation and operation of a 2-sided full-color, outdoor advertising LED sign located at 23rd Street and between 3rd and 4th Avenues (See Exhibit C). A commission from advertisements sold is to be paid to WTAMU and a number of advertising spots must be provided to WTAMU free of charge each year. The sign may be subject to approval by the City of Canyon for a signage permit, approval by TXDOT, and any other applicable approvals.

If a Respondent is selected, A&M System will enter into a long-term ground lease either with Respondent or an affiliated entity for the installation and operation of a 2-sided full-color, outdoor LED sign on A&M System land. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this Request for Proposal (RFP). It shall be the selected Respondent’s responsibility to comply with all applicable city, state and federal laws and regulations, including but not limited to the Antiquities Code of Texas, Chapter 191, Tex. Nat. Res. Code Ann., with regard to the construction and operation of the sign on A&M System land.

By submitting responses, each Respondent certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent.

1.2 Background

A&M System

The Texas A&M University System is one of the largest systems of higher education in the nation, with a budget of $7.8 billion. Through a statewide network of 11 universities, a comprehensive health science center, eight state agencies, and the RELLIS Campus, the Texas A&M System educates more than 153,000 students and makes more than 23 million additional educational contacts through service and outreach programs each year. System-wide, research and development expenditures exceed $1 billion and help drive the state’s economy. More information about the A&M System and all of its members can be found at http://www.tamus.edu/about/.

WTAMU

The passage of a bill in early 1909 by the Thirty-first Texas Legislature authorizing the establishment of a State normal school for the education of teachers located somewhere "west of the ninety-eighth meridian" set off a spirited bidding war as some 25 west Texas cities and towns competed to secure the educational institution. On Sept. 9, 1909, the location committee, consisting of the speaker of the Texas House of Representatives, the lieutenant governor and the superintendent of public instruction, announced its decision. The location for the school, already named West Texas State Normal College, would be Canyon, a young community of 1,400 located near the center of the rapidly developing Texas Panhandle. Many factors were involved in the location decision, but a pledge of 40 acres of land and $100,100 in cash made Canyon's bid particularly attractive. Although not mentioned in the official report, the city's lack of saloons also strengthened its case. More information can be found at www.wtamu.edu.

The mission of West Texas A&M University is to provide intellectually challenging, critically reflective, http://www.tamus.edu/about/ http://www.wtamu.edu/

The Texas A&M University System RFP01 SREO-24-189 Page 4 of 24 regionally responsive, and inclusive academic programs that discover, interpret, apply, and disseminate knowledge for preparing the next generation of global citizens.

Guided by its pioneering spirit, West Texas A&M University is recognized for its excellence in teaching and learning, and a strong focus on engaging students in experiences that aid in the development of skills, capabilities, and insights. Our vision is to become a Regional Research University responsive to the forces that shape who we are. Our distinctive focus on the people and places of the Panhandle region will be acknowledged throughout Texas, across the country, and around the world.

The core values of West Texas A&M University are reflective of, inspired by, responsive to the people we serve, regardless of background, family history, personal beliefs, or aspirations. The people of the plains, in towns and communities, on ranches and farms spend every day living out their commitment to family, faith, hard work, and service to neighbors—locally, regionally, and globally. From these same Panhandle values, grow WT’s core values:

Academic Freedom – We champion the free exchange of ideas.

Service – We put the needs of others first.

Pragmatism – We seek to apply what we learn for the betterment of our community.

Innovation – We embrace better ways to shape the future.

Respect – We treat others with dignity which flows from the humanity of each individual.

Engagement – We promote citizenship and being part of something larger than oneself.

1.3 Pre-proposal Conference

A pre-proposal conference will be held at 2:00 p.m. CST on Thursday, January 4, 2024, on the campus of West Texas A&M University. Please send an email to confirm your intent to attend to so-procurement@tamus.edu and the notice with location details will be provided. Attendance at this conference is not mandatory but highly encouraged. A tour of the sign location will take place at this time for those that attend in person.

1.4 Calendar of Events

Activity Date RFP Issuance December 19, 2023 Pre-proposal Conference January 4, 2024 Deadline for Receiving Proposals January 24, 2024 Finalist Interviews (A&M System’s option) Anticipated the week of February 5, 2024 Selection of Respondent TBD

A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. This may be in the event that further clarification of responses or terms of ground lease are in the best interest of A&M System and/or in the event A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

1.5 Priorities/Expectations

Respondents should note the following priorities/expectations with regard to the possibility of the A&M System establishing a contractual relationship with any Respondent:

mailto:so-procurement@tamus.edu mailto:so-procurement@tamus.edu

The Texas A&M University System RFP01 SREO-24-189 Page 5 of 24

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to all A&M System customers in a timely, cost-effective manner. The A&M System is seeking a Respondent that will ensure the provision of such quality in its delivery of service through proven training techniques and established metrics.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure a successful solution as determined by the A&M System. Respondent shall provide information describing the Respondent’s managed services and project execution experience, including the experience of the resources, account managers, and other key personnel on similar engagements, including past experience within the A&M System.

(c) Delivery Efficiency as it Relates to Total Costs. Respondent must demonstrate its ability to deliver the required solution in a cost-effective and timely manner while not sacrificing the quality required by the A&M System

The Texas A&M University System RFP01 SREO-24-189 Page 6 of 24

SECTION 2 – INSTRUCTIONS TO PROPOSERS

2.1 General Information

The Texas A&M University System (A&M System) is seeking proposals from qualified firms, hereafter referred to as Respondent(s), who can provide services to A&M System as specified and listed in Section 3 of this proposal. While it is the intent of the A&M System to establish a ground lease with a qualified provider for these services, there is no guarantee that a ground lease will be awarded.

This RFP outlines the basic scope and requirements as specified in section 3. Submittals are to be in accordance with the outline and specifications contained herein, are to remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent's cover letter. Please limit your proposal response to 10 pages or less (excluding the cover letter/executive summary, Execution of Offer, Non-collusion Affidavit, and HUB Subcontracting Plan).

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is critical. In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope of intent of the respective clauses. Whenever the terms "must" "shall" "will" "is required” or "are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent's response. Any deviation or exception from RFP specifications must be clearly identified by the Respondent in its submittal.

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to the A&M System. All supporting documentation and manuals submitted with this submittal will become the property of the A&M System.

2.2 Examination of the Request for Proposal

Before submitting, each Respondent will be held to have examined the A&M System requirements outlined in Section 3, and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all the existing and/or revised conditions and accepts them "as is."

2.3 Submittal Instructions

All proposals must be received by the A&M System, no later than 2:00 p.m. CST, January 24, 2024 electronically via email to soprocurement@tamus.edu with the subject line of “RFP01 SREO-24-189 – WTAMU Digital Billboard”. The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. Late proposals will not be considered under any circumstances.

A file sharing tool may be used to submit the proposal response if large file sizes are an issue. If opting to use a file sharing tool it is recommended that Respondents send a test file prior to the due date.

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Submittal File Format: Submission shall be saved as two (2) separate files in Adobe Portable Document Format (PDF) according to the items listed below and named as such; I) “company name – Proposal” and II) “company name – Forms”.

2.4 Proposal Components

The following documents and all requirements from noted section(s) are to be returned as part of your proposal response. Failure to include these documents may be basis for response disqualification.

I. Proposal

Cover Letter to include a brief introduction with interest and capability of the Respondent.

Technical Proposal (Sections 4.1)

References (Section 4.2)

II. Forms

Signed Execution of Offer (Exhibit A)

Non-Collusion Affidavit (Exhibit B) – signed and notarized

HUB Subcontracting Plan (Section 4.3)

Proposal format: The proposal response shall be presented in the order listed above with sections noted accordingly for easy reference. The Table of Contents shall provide page numbers for each section of the proposal.

Note: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

● Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

● Non-Collusion Affidavit: The Respondent signature and notary on this document may be done electronically with DocuSign, Adobe or another similar tool. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

2.5 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Jeff Zimmermann at soprocurement@tamus.edu. Respondent may not contact other individuals at the A&M System to discuss any aspect of this RFP, unless expressly authorized by the A&M System Procurement & HUB Program office to do so. The A&M System will publish all questions in the form of an addendum with responses at least two (2) days prior to the Deadline for Receiving Proposals as stated in the schedule in Section 1.5.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum/amendment and posted to the Electronic State Business Daily (ESBD).

http://www.txsmartbuy.com/sp (Input Agency Number “710” and select “Posted” for the Status)

It is the responsibility of all Respondents to check the ESBD for any and all addenda issued for this RFP.

All such addenda/amendments issued by the A&M System prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in their proposal. Only those A&M System replied to inquiries which are made by formal written addenda http://www.txsmartbuy.com/sp

The Texas A&M University System RFP01 SREO-24-189 Page 8 of 24 shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.6 Selection Process

The evaluation of the proposals shall be based on the information provided that the A&M System deems to represent the best value to the A&M System. The RFP provides the information necessary to prepare and submit proposals for consideration by the A&M System. All properly submitted proposals will be reviewed, evaluated, and ranked by the A&M System. The A&M System will rank the Respondents in the order that they provide the overall “best value” to the A&M System based on an evaluation of the responses to the RFP. The A&M System may interview one or more of the top ranked Respondents as part of the evaluation process.

The A&M System will base its choice on demonstrated competence, knowledge, and qualifications as it relates to the scope and requirements of this RFP, and on the demonstrated ability to include businesses certified as a Historically Underutilized Business (HUB) in the state of Texas in the performance of a percentage of the scope of work; and if other considerations are equal, give preference to a Respondent who is certified as a HUB in the state of Texas, whose principal place of business is in the state of Texas, or who will manage the contract wholly from an office in the state of Texas.

The Respondent selected will be the one whose experience and qualifications, as presented in response to this RFP, establish them, in the opinion of A&M System, as well-qualified and offering the greatest benefits, experience and value to A&M System. A&M System may cancel this RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should A&M System determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and executed with that Respondent. The contract will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the Respondent’s proposal as negotiated.

The most qualified Respondents as determined by A&M System MAY BE REQUIRED to interview with the evaluation committee before the final selection(s). If interviews are required, they will be done online through video conferencing, or in person if allowed at the time by A&M System guidelines and agreed to by both parties. A&M System will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for proposal preparation, submission or interviews that may be conducted.

Submission of proposals indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by A&M System during the evaluation process. The selection of the successful proposal(s) may be made by A&M System on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal(s) may be made by A&M System on the basis of negotiation with any of the Respondents. A&M System shall not disclose any information derived from the proposals submitted by competing Respondents in conducting such discussions.

All proposals must be complete and convey all of the information requested to be considered responsive.

If a proposal fails to conform to the essential requirements of the RFP, A&M System alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

A&M System may perform reference checks and seek further information, as needed from all Respondents whose proposals A&M System, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes A&M System

The Texas A&M University System RFP01 SREO-24-189 Page 9 of 24 to contact these organizations to discuss the services and other considerations that the Respondent has provided to such organizations and authorizes the organizations to provide such information to A&M System and Respondent shall and hereby does release and hold harmless A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

No award will be made until the A&M System is fully satisfied that the Respondent and/or its affiliated entity or non-profit entity is professionally, financially and otherwise competent and capable of entering into a long-term ground lease and comply with the conditions specified in the lease.

A&M System reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, and/or to make the award to the most responsive Respondent(s).

The Texas A&M University System RFP01 SREO-24-189 Page 10 of 24

SECTION 3 – SCOPE AND REQUIREMENTS

3.1 Description

• Lease space on the east side of 23rd Street and between 3rd and 4th Avenue for the installation of digital signage.

• Proposals must include a digital signage plan that will attract customers and include a destination sign for the University.

• Proposals must include a provision for University advertising space, public service and emergency messages, and attract positive attention to West Texas A&M University.

• A percentage of revenue or fixed annual amount must be provided to the University for Billboard Advertisements sold.

• Billboard sign design must be coordinated to be consistent with existing University signage and enhance the University brand.

• Advertisements must be consistent with West Texas A&M University Branding Guidelines, which are available on the web at https://www.wtamu.edu/news/identity-system/graphic-standards.html.

3.2 Construction, Operation and Maintenance Costs

All costs associated with the construction, operation and maintenance of the 2-sided digital billboard and destination sign for the University on the parcel of land designated by West Texas A&M University in Section 3.3 herein will be the responsibility of the successful Respondent.

3.3 Location

The digital signage will be located on an approximately 242 linear feet parcel of land on the east side of 23rd street within .05-mile radius of coordinates N 34°58’51” W 101° 55’09 in Canyon, Randall County, Texas, as generally depicted in Exhibit “C” attached hereto (the Leased Premises). The successful Respondent will meet with WTAMU to determine the exact location of the Leased Premises, and the successful Respondent will be responsible for obtaining a survey of the agreed upon location of the Leased Premises at Respondent’s sole cost, to attach to and incorporate into the ground lease.

3.4 Access

The digital sign must be accessible by road and without the use of special vehicles. If a specialized vehicle is required, it must be stated in the response along with the condition of the road so that the University may make a determination on whether site access is sufficient.

The A&M System will provide the resultant Lessee unlimited ingress and egress to this Site and the sign for the purposes of constructing, reconstructing, operating, maintaining, inspecting, using, replacing, repairing, moving, removing, etc., the sign (including any radio tower, footings, supporting foundations, guy wires, equipment, shelters, and any and all necessary appurtenances thereto) and for complying with any reasonable request for inspection by representatives of the FCC. The resultant Lessee will have access only to its own sign.

3.5 Sign and Supporting Structures

Sign and supporting structures must comply with the City of Canyon Sign Regulations and any other https://www.wtamu.edu/news/identity-system/graphic-standards.html https://www.wtamu.edu/news/identity-system/graphic-standards.html

The Texas A&M University System RFP01 SREO-24-189 Page 11 of 24 applicable laws and regulations. Respondents may contact the City of Canyon at 806-655-5014 for additional requirements which may be imposed.

3.6 Type of Contract

Any contract resulting from this solicitation will be in the form of a long-term ground lease agreement to be negotiated with the A&M System; and approved by the System Board of Regents. The ground lease will be a net lease, and will contain, among other terms, (i) the obligation of the Respondent, Respondent’s affiliated entity or non-profit entity to pay all ad valorem property taxes accruing as a result of the development, if applicable, (ii) covenants and restrictions on the use of the property, and (iii) a requirement to comply with the A&M System’s Developer Project Guidelines, including a requirement to submit site plans for approval and construction plans for compliance with applicable codes and payment of a fee for the A&M System’s review and approval of the plans.

Respondent will be required to ensure that resultant contracts with a construction firm, either by it, its affiliated entity or non-profit entity, includes requirements for publicly advertising all major trade contracts and subcontracts, with review of the proposals and selections being provided to the A&M System in a form acceptable to the A&M System.

3.7 Payment and Performance Bonds

Respondent shall be required to ensure that the construction agreement entered into by it, its affiliated entity or non-profit entity contains a requirement for the general contractor to issue payment and performance bonds in a penal sum equal to contract sum of the original construction contract. The performance bond shall be in an amount equal to the amount of the contract for the protection of the governmental entity and conditioned on the faithful performance of the contractor’s work in accordance with the plans, specifications, and contract documents. The payment bond shall be solely for the protection and use of payment bond beneficiaries who have a direct contractual relationship with the general contractor or a subcontractor, and shall conform to the bond requirement to pay liens or claims related to a mechanic’s, contractor’s, or materialman’s lien. The bonds shall be executed by a corporate surety or sureties authorized to do business in the state of Texas and in compliance with the relevant provisions of the Texas Insurance Code. Sureties shall be listed on the US Department of the Treasury’s Listing of approved Sureties stating companies holding Certificates of Authority as acceptable sureties on Federal Bonds and acceptable reinsuring companies (Department Circular 570) and have a rating of A- or better with A.M. Best Company.

3.8 Compliance with Laws and Pre-Construction Requirements

Respondent must comply with all applicable Governmental Regulations with respect to the development, construction, ownership, maintenance, repair, management, leasing and operation of the project. The term “Governmental Regulations” means all laws, statutes, regulations, codes, ordinances, orders, permits, and requirements of any federal, state, or local governmental authority having jurisdiction over the property and the project as well as the orders of the fire marshal, board of fire underwriters, and similar bodies affecting the property and the project or the management, leasing, use, construction, maintenance, repair, or reconstruction thereof.

Respondent may be required to obtain a real property survey and a Phase I Environmental Site Assessment on the site prior to construction.

State antiquities law requires 30-day advance notice to the Texas Historical Commission prior to breaking ground on state-owned land. RESPONDENT IS EXPRESSLY PLACED ON NOTICE OF THE NATIONAL

The Texas A&M University System RFP01 SREO-24-189 Page 12 of 24

HISTORICAL PRESERVATION ACT OF 1966 (PB-89-66, 80 STATUTE 915; 16 U.S.C.A. §470) AND THE ANTIQUITIES CODE OF TEXAS, CHAPTER 191, TEX. NAT. RES. CODE ANN. BEFORE BREAKING GROUND AT THE PROPERTY, RESPONDENT MUST NOTIFY THE TEXAS HISTORICAL COMMISSION. AN ARCHEOLOGICAL SURVEY, AT RESPONDENT’S SOLE COST AND EXPENSE, MIGHT BE REQUIRED BY THE COMMISSION BEFORE

CONSTRUCTION OR INSTALLATION OF ANY IMPROVEMENTS CAN COMMENCE.

The Texas A&M University System RFP01 SREO-24-189 Page 13 of 24

SECTION 4 – PROPOSAL

4.1 Technical Proposal

Respondents shall address the following items in the proposal response:

• Highlight the capabilities and experience of your company as it relates to the scope of this RFP.

• Provide information to demonstrate your company’s ability to deliver the scope per Section 3. This shall include performance of similar signage in other locations.

• Proposed timeline for completion of the digital sign.

• The number and duration of advertising spots available to WTAMU.

• Proposed financial considerations.

4.2 References

Respondents shall provide at least three (3) references, from other industry partners with a similar project scope. Each reference shall include at least the following:

• Company name

• Contact person name and title

• Contact phone number and email address

• General description of the completed scope and services provided

4.3 HUB Participation Plan

It is the policy of the State of Texas and the A&M System to encourage the use of Historically Underutilized Businesses (HUBs) both directly and indirectly in our prime contracts and subcontracting efforts. The goal of the HUB Program is to promote equal access and equal opportunity in A&M System contracting and purchasing.

Subcontracting opportunities are defined as those opportunities contracted with a vendor to work, to supply commodities, or contribute toward completing work for a governmental entity. Respondents are required to submit a HUB Participation Plan describing in detail how they will commit to a “Good Faith Effort” to attract and use State of Texas certified HUB vendors.

A HUB Participation Plan is required to be submitted by each Respondent. Failure to submit a comprehensive, acceptable HUB Participation Plan may be considered a material failure to comply with the requirements of this RFP and may result in rejection of the response. This HUB Participation Plan shall be a detailed plan outlining your methodology of HUB Participation – a blueprint that accurately represents your company’s strategy for evaluation of intent.

Respondents shall address the following items at a minimum while developing the HUB Participation Plan.

1. The Respondent shall state whether it is a Texas certified HUB vendor.

2. State its commitment to making a good faith effort to include HUB vendors as it relates to the scope of this RFP.

3. Discuss general areas of potential subcontracting opportunities as it relates to design, construction, and operation of the sign.

4. Describe how you intend to locate HUB vendors for solicitation and possible inclusion in this opportunity. For example, will you use the CMBL/HUB Directory listings

The Texas A&M University System RFP01 SREO-24-189 Page 14 of 24

(https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do)? Will you advertise in minority or trade organization newsletters or newspapers? Etc.

5. Provide a list of the trade organizations or development centers that you intend to work with in your outreach efforts. Examples of these can be found at the following site.

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

For more information regarding the HUB Participation Plan requirements, please contact Porschia Tolbert at so-hubprogram@tamus.edu.

Upon execution of an Agreement, additional documentation may be required, including but not limited to, a complete HUB Subcontracting Plan for the design, construction and operation of the sign (as applicable), and Prime Contractor Progress Assessment Report (PAR) forms to document compliance with your HUB Subcontracting Plan. These forms can be found at the following site.

https://www.tamus.edu/business/hub-procurement/hub-programs-3/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/vendor/hub/resources.php mailto:so-hubprogram@tamus.edu https://www.tamus.edu/business/hub-procurement/hub-programs-3/

The Texas A&M University System RFP01 SREO-24-189 Page 15 of 24

SECTION 5 - GENERAL TERMS AND CONDITIONS

5.1 Terms and Conditions

The A&M System reserves the right to accept, reject, modify, and/or negotiate any and all proposals received in conjunction with this RFP. It reserves the right to waive any defect or informality in the proposals on the basis of what it considers to be in its best interests. Any submittal which the A&M System determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. The A&M System reserves the right to award to the firm, or firms, which in our sole judgment, will best serve our long-term interest.

This RFP in no manner obligates the A&M System to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the A&M System without penalty or obligation at any time prior to the signing of a lease agreement.

The RESPONDENT must include a formal copy of any RESPONDENT terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the A&M System Office of General Counsel are essential prior to the award of the lease. In the event the RESPONDENT does not supply terms and conditions with their submittal, the A&M System terms and conditions will govern this transaction.

5.2 Governing Law

RESPONDENT agrees that, in the event of a dispute, laws of the State of Texas will prevail.

5.3 Non-Discrimination

The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status, sexual orientation, gender identity, or disability protected by law. Such action shall include, but is not limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, RESPONDENTs certify that they will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

5.4 Immigration Reform and Control Act of 1986

By submitting a proposal, the RESPONDENT certifies it does not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

5.5 Debarment Status

By submitting a statement of qualification, RESPONDENT certifies it is not currently debarred from submitting proposals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

5.6 Indemnification and Hold Harmless

The RESPONDENT shall defend, indemnify and hold harmless the A&M System, its officers, employees and agents, against any and all liability of whatever nature which may arise directly or indirectly by reason of

The Texas A&M University System RFP01 SREO-24-189 Page 16 of 24 the RESPONDENT’s performance under the lease agreement.

5.7 RESPONDENT Liability

The RESPONDENT will be liable for any associated costs of repairs for damage to buildings or other A&M System property caused by the negligence of the RESPONDENT’s employees.

5.8 Civil Rights Requirements

All RESPONDENTs must comply with applicable civil rights laws.

5.9 Non-Collusion Clause

The Non-Collusion Affidavit found in EXHIBIT B must be executed as a part of the RESPONDENT’s submittal.

5.10 Entire Agreement

A lease agreement, when fully executed, shall supersede any and all prior and existing agreements, either oral or in writing, and will contain all the covenants and agreements between the parties with respect to the subject matter of the lease agreement. Any amendment or modification to the lease agreement must be in writing and signed by the parties hereto.

5.11 Severability

It is understood and agreed that if any part, term, or provision of the lease agreement is by the courts held to be illegal or in conflict with any law of the State of Texas, the validity of the remaining portions or provisions shall be construed and enforced as if the lease agreement did not contain the particular part, term, or provision held to be invalid.

5.12 Publicity

RESPONDENTs must refrain from giving any reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcements, without specific written approval from the A&M System.

Information provided to RESPONDENT by the A&M System, including but not limited to information from the members, officers, agents, or employees of the A&M System or any of its members, and information provided to RESPONDENT by members of the public or any other third party shall belong to the A&M System.

5.13 Independent Contractor

The successful RESPONDENT agrees that in all respects its relationship with the A&M System will be that of an independent contractor, and that it will not act or represent that it is acting as an agent of the A&M System or incur any obligation on the part of the A&M System without written authority of the A&M System. As an independent contractor, RESPONDENT will be solely responsible for determining the means and methods for performing the services described. RESPONDENT shall observe and abide by all applicable laws and regulations, policies and procedures, including but not limited to, those of the A&M System relative to conduct on its premises.

The Texas A&M University System RFP01 SREO-24-189 Page 17 of 24

5.14 Public Information Act

(a) PROVIDER acknowledges that A&M System is obligated to strictly comply with the Public Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law.

(b) Upon A&M System’s written request, PROVIDER will promptly provide specified contracting information exchanged or created under this Agreement for or on behalf of A&M System.

(c) PROVIDER acknowledges that A&M System may be required to post a copy of the fully executed Agreement on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

(d) The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this agreement and the PROVIDER agrees that the agreement can be terminated if the PROVIDER knowingly or intentionally fails to comply with a requirement of that subchapter.

5.15 Ownership of Documents

Upon completion or termination of any lease agreement, all documents prepared by the RESPONDENT for the benefit of the A&M System shall become the property of the A&M System. At the A&M System’ option, such documents will be delivered to the System Procurement Office. The A&M System acknowledges that the documents are prepared only for the contracted services specified. Prior to completion of the contracted services, the A&M System shall have a recognized proprietary interest in the work product of the RESPONDENT.

5.16 INSURANCE

The RESPONDENT shall obtain and maintain, for the duration of the lease agreement or longer, the minimum insurance coverage set forth below. With the exception of Professional Liability (E&O), all coverage shall be written on an occurrence basis. All coverage shall be underwritten by companies authorized to do business in the State of Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code and have a financial strength rating of A- or better and a financial strength rating of VII or better as measured by A.M. Best Company or otherwise acceptable to the A&M System.

By requiring such minimum insurance, the Owner shall not be deemed or construed to have assessed the risk that may be applicable to the RESPONDENT. RESPONDENT shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverage. RESPONDENT is not relieved of any liability or other obligations assumed pursuant to the lease agreement by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. No policy will be canceled without unconditional written notice to the A&M System at least ten days before the effective date of the cancellation.

Coverage Limit

A. Worker’s Compensation Statutory Benefits (Coverage A) Statutory Employers Liability (Coverage B) $1,000,000 Each Accident $1,000,000 Disease/Employee $1,000,000 Disease/Policy Limit

Workers’ Compensation policy must include under Item 3.A. on the information page of the

The Texas A&M University System RFP01 SREO-24-189 Page 18 of 24 workers’ compensation policy the state in which work is to be performed for the A&M System.

Workers’ compensation insurance is required, and no “alternative” forms of insurance will be permitted

B. Automobile Liability

Business Auto Liability Insurance covering all owned, non-owned or hired automobiles, with limits of not less than $1,000,000 Single Limit of liability per accident for Bodily Injury and Property Damage;

C. Commercial General Liability

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products / Completed Operations $1,000,000 Personal / Advertising Injury $1,000,000 Damage to rented Premises $300,000 Medical Payments $5,000

The required commercial general liability policy will be issued on a form that insures RESPONDENT or its subcontractors’ liability for bodily injury (including death), property damage, personal and advertising injury assumed under the terms of the lease agreement.

D. Umbrella/Excess Liability Insurance with limits of not less than $5,000,000 per occurrence and aggregate and will be excess over and be no less broad than and “following form” of all included coverage described above. Inception and expiration dates will be the same as the underlying policies.

Drop-down coverage will be provided for reduction and/or exhaustion of underlying aggregate limits and will provide a duty to defend for any insured.

E. Professional Liability (Errors & Omissions) Insurance with limits of not less than $2,000,000 each occurrence, $4,000,000 aggregate. Such insurance will cover all professional services rendered by or on behalf of RESPONDENT and its subcontractors under the lease agreement. Renewal policies written on a claims-made basis will maintain the same retroactive date as in effect at the inception of the lease agreement. If coverage is written on a claims-made basis, RESPONDENT agrees to purchase an Extended Reporting Period Endorsement, effective for two (2) full years after the expiration or cancellation of the policy. No professional liability policy written on an occurrence form will include a sunset or similar clause that limits coverage unless such clause provides coverage for at least three

(2) years after the expiration of cancellation of the lease agreement.

F. RESPONDENT will deliver to the A&M System: Evidence of insurance on a Texas Department of

Insurance approved certificate form verifying the existence and actual limits of all insurance after the execution and delivery of the lease agreement and prior to the performance of any services by RESPONDENT under this Agreement. Additional evidence of insurance will be provided on a Texas Department of Insurance approved certificate form verifying the continued existence of all required insurance no later than thirty (30) days after each annual insurance policy renewal.

All insurance policies, with the exception of worker’s compensation, employer’s liability and professional liability will be endorsed and name The Board of Regents for and on behalf of The Texas A&M University System, The Texas A&M University System and West Texas A&M University as Additional Insureds up to the actual liability limits of the policies maintained by RESPONDENT.

Commercial General Liability and Business Auto Liability will be endorsed to provide primary and non-

The Texas A&M University System RFP01 SREO-24-189 Page 19 of 24 contributory coverage. The Commercial General Liability Additional Insured endorsement will include on-going and completed operations and will be submitted with the Certificates of Insurance.

All insurance policies will be endorsed to provide a waiver of subrogation in favor of The Board of Regents of The Texas A&M University System, The Texas A&M University System and West Texas A&M University. No policy will be canceled without unconditional written notice to the A&M System at least ten days before the effective date of the cancellation. All insurance policies will be endorsed to require the insurance carrier providing coverage to send notice to the A&M System ten (10) days prior to the effective date of cancellation, material change, or non-renewal relating to any insurance policy required in this Section.

Any deductible or self-insured retention must be declared to and approved by the A&M System prior to the performance of any services by RESPONDENT under the lease agreement. RESPONDENT is responsible to pay any deductible or self-insured retention for any loss. All deductibles and self-insured retentions will be shown on the Certificates of Insurance.

Certificates of Insurance and Additional Insured Endorsements as required by the lease agreement will be mailed, faxed, or emailed to the following the A&M System contact:

The Texas A&M University System Attn: System Real Estate Office 301 Tarrow Street, 6th Floor College Station, TX 77840 Facsimile Number: (979) 458-6359 Email Address: sreo@tamus.edu

The insurance coverage required by this Agreement will be kept in force until all services have been fully performed and accepted by the A&M System in writing.

5.17 VENUE

Pursuant to Section 85.18, Texas Education Code, venue for any suit filed against the A&M System shall be in the county in which the primary office of the chief executive officer of the A&M System is located.

At the date of this RFP, such county is Brazos County, Texas.

5.18 STATE AUDITOR’S OFFICE

RESPONDENT understands that acceptance of funds under this Agreement constitutes acceptance of the authority of the Texas State Auditor's Office, or any successor agency (collectively, “Auditor”), to conduct an audit or investigation in connection with those funds pursuant to Section 51.9335(c), Texas Education Code. RESPONDENT agrees to cooperate with the Auditor in the conduct of the audit or investigation, including without limitation, providing all records requested. RESPONDENT will include this provision in all contracts with permitted subcontractors.

5.19 CONFLICT OF INTEREST

RESPONDENT and each person signing on behalf of RESPONDENT certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, that to the best of their knowledge and belief, no member of The A&M System or The A&M System Board of Regents, nor any employee, or person, whose salary is payable in whole or in part by The A&M System, has direct or indirect financial interest in the award of this Agreement, or in the services to which this mailto:sreo@tamus.edu

The Texas A&M University System RFP01 SREO-24-189 Page 20 of 24

Agreement relates, or in any of the profits, real or potential, thereof.

5.20 Prohibition on Contracts with Companies Boycotting Israel. By submitting a proposal, the RESPONDENT certifies it does not and will not, during the performance of this contract, boycott Israel. PROVIDER acknowledges this Agreement may be terminated if this certification is inaccurate.

5.21 Certification Regarding Business with Certain Countries and Organizations. Pursuant to Subchapter F, Chapter 2252, Texas Government Code, RESPONDENT certifies it is not engaged in business with Iran, Sudan, or a foreign terrorist organization. RESPONDENT acknowledges this Agreement may be terminated if this certification is inaccurate.

5.22 RESPONDENT shall neither assign its rights nor delegate its duties under this Agreement without the prior written consent of the A&M System.

5.23 Prohibition on Contracts Related to Persons Involved in Human Trafficking. Under Section 2155.0061, Government Code, the RESPONDENT certifies that the individual or business entity named in this Solicitation is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and payment withheld if this certification is inaccurate.

The Texas A&M University System RFP01 SREO-24-189 Page 21 of 24

EXHIBIT A

EXECUTION OF OFFER

RFP01 SREO-24-189

DATE:____________

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the respondent's proposal. Failure to complete, sign and return this execution of offer with the proposal may result in rejection of the proposal.

Signing a false statement may void the submitted proposal or any agreements or other contractual arrangements, which may result from the submission of respondent’s proposal. A false certification shall be deemed a material breach of contract and, at owner's option, may result in termination of any resulting contract or purchase order.

Addenda Acknowledgment

Receipt is hereby acknowledged of the following addenda to this RFP by entering yes or no in space provided and indicating date acquired. Enter “N/A" if none received.

No. 1 ______ Date No. 2 ______ Date

A.2 Signature

By signing below, the Respondent hereby certifies as follows, and acknowledges that such certifications will be included in any resulting contract:

(i) the Response and all statements and information prepared and submitted in response to this RFP are current, complete,…