PM-1415_CSP Instructions 00 21 00.pdf

SSC Service For Education Facilities Services Revised 03/2025

Instructions for CSP Projects over $100,000 Page - 1 of 9

REQUEST FOR COMPETITIVE SEALED PROPOSALS

SECTION 00 21 00

INSTRUCTIONS

For SSC Services for Education

West Texas A&M University, Canyon, TX

Project No.: PM-1415

Project Title: Pkg C – PPHM Roof Replacement & Coating

Date: 2/5/2026

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Table of Contents

Instructions for Proposals

Proposal Form and Pricing Schedule (Part 1)

Technical Proposal (Part 2)

Safety, Risk Assessment & Quality Control (Part 3)

HUB Subcontracting Plan (Part 4)

Sample Master Agreement Contract - Appendix A

UGSC

Special Conditions

Contractor Submittal Checklist (Please use this checklist to ensure all the proper documents are provided)

Are parts 1-4 complete?

Is part 1 executed in ink?

Is submittal addressed correctly?

Is submittal on time?

Is submittal (hard copy and Flash Drive) properly labeled?

Is submittal in sealed envelopes?

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SSC SERVICES FOR EDUCATION

INSTRUCTIONS FOR COMPETITIVE SEALED PROPOSALS

SECTION 00 21 00

1.0 GENERAL:

1.1 SSC Services for Education (SSC) as Owner Designated Representative (ODR) for West Texas A&M University, Canyon, TX is requesting Competitive Sealed Proposals (CSP) from general construction contractors.

1.2 All data submitted with a Proposal, except as noted herein, is deemed to be part of the

Contract.

1.3 Purchases made for State of Texas use are exempt from the State Sales tax and Federal

Excise tax. Do not include tax in bid. Excise Tax Exemption Certificates are available upon request.

1.4 Payment for work performed will be in accordance with the SSC Uniform General and

Supplementary Conditions ("UGSC"). The UGSC will not be changed.

1.5 Proposal documents will be available via a Web Based file sharing program in a PDF format. All printing is the responsibility of the bidder.

2.0 RECEIPT OF PROPOSALS:

2.1 The review and approval of the CSP process is a multi-step process which requires variable amounts of time. Responders are advised that these projected dates may change as required.

Pre-Proposal Meeting 02-12-26, 10:00 AM Deadline for Questions 02-16-26, 5:00 PM Deadline for Addenda (Min.10 business days prior to proposal) 02-17-26, 5:00 PM Deadline for Receipt of Proposals 02-26-26, 2:00 PM Deadline for Receipt of HSP (Part 4) 02-26-26, 2:00 PM Public Proposal Opening 02-26-26, 2:30 PM Evaluation of Proposals Completed 03-05-26 Award of Contract 03-05-26

2.2 Location: Proposals are to be received at the office of the Owners Designated

Representative:

Stephanie Young – Construction Project Manager WTAMU Physical Plant 2401 Russell Long Blvd, Canyon TX 79016

3.0 INFORMATION INQUIRIES:

3.1 Questions regarding the proposal process should be directed:

Stephanie Young – Construction Project Manager 806.672.1839

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Stephanie.young@sscserv.com

3.2 Inquiries regarding the technical aspects of the Construction Documents shall be directed to:

Greg Carroll Armko Industries Gcarroll@armko.com 806.789.3267

3.3 Inquiries regarding the HUB documents shall be directed to:

Bryon McCafferty

WTAMU

806.651.2111 bmccafferty@wtamu.edu

4.0 DISCREPANCIES AND INTERPRETATIONS:

4.1 Notify the ODR and A/E, in writing, at least ten (10) business days prior to the scheduled Proposal opening date, if discrepancies, ambiguities or omissions are found in the Proposal/Construction documents, or if further information or interpretation is desired.

4.2 Answers will be provided in addenda format. All provisions and requirements of such addenda will supersede or modify affected portions of the Proposal documents. All addenda will be incorporated in and bound with the Contract Document. No other explanation or interpretation will be considered binding. Notice of Addenda are posted on the Texas Smart Buy website on the original project posting. Any additional documentation needed will be uploaded to e-Builder on the same original link shown on the Notice of Project.

5.0 SUBMITTAL CONTENT & PROCEDURE:

5.1 Contents

• Proposal Form & Pricing Schedule (Part 1, Section 00 42 13) o Base Proposal & Alternates o Construction Time

• Technical Proposal (Part 2, Section 00 45 16) o Company Information & History o Experience & Qualifications o Ability & Qualifications of Professional Personnel o Project Approach & Methodology o List of Subcontractors

• Safety, Risk Assessment & Quality Control (Part 3, Section 00 45 17) o Safety Program o Site Specific Risk Assessment o Quality Control Program

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• HUB Subcontracting Plan (Part 4) Refer to HUB Subcontracting Plan (see separate attachment) for information and requirements (refer back to 3.3 for Inquiry information).

5.2 Procedure

5.2.1 Submit Parts 1-3 as (1) hard copy in a sealed envelope clearly labeled “CSP

Submission for Project Number PM-1415 Parts 1-3” with Respondent’s Company Name clearly identified on the outside.

5.2.2 Submit Part 4 (HUB Subcontracting Plan) in a separate sealed envelope clearly labeled “HUB Subcontracting Plan for Project Number PM-1415 with respondent’s Company Name clearly identified on the outside.

5.2.3 Submit (1) digital copy in .pdf format of Parts (1-4) on a flash drive, which is to be included in sealed envelope containing Part 4.

5.2.4 ALL Parts (1-4) and flash drive are to be submitted by deadline as set forth in 2.1.

THE ODR IS NOT RESPONSIBLE FOR DOCUMENTS THAT CANNOT BE READ OR

CONVERTED. UNREADABLE PROPOSALS MAY BE, AT ODR’S SOLE DISCRETION,

REJECTED AS NONRESPONSIVE.

5.3 If the Proposal and all parts are submitted by mail, the address is:

WTAMU Physical Plant 2401 Russell Long Blvd Canyon, TX 79016 ATTN: Stephanie Young

“PROPOSAL ENCLOSED”

5.4 Delivery of all Proposal parts prior to the advertised deadline(s) is the sole responsibility of the respondent.

6.0 PREPARATION OF COMPETITIVE SEALED PROPOSAL:

6.1 The Proposal must be based on conditions at the project site, the bidding documents and any addenda issued.

6.2 The Proposal, Part 1 must be authoritatively executed in ink and submitted on the Proposal Form.

6.3 A Proposal showing omissions, alterations, conditions, or carrying riders or qualifications which modify the Proposal Form & Pricing Schedule (00 42 13) will be rejected as irregular.

6.4 Only one Part 1 Proposal shall be submitted. If two or more Part 1 Proposals are submitted, either in one envelope or in separate envelopes, such multiple Proposals may be subject to rejection.

6.5 Proposal amounts may not be amended or modified in any manner after the time set for deadline for receipt of Proposals. After all Proposals are publicly opened, but before they are read aloud, they will be examined by the presiding official to determine if they are in

Page - 6 of 9 proper form and properly signed. Proposals which are illegible or incomplete will not be read, nor will the Proposal prices be revealed.

6.6 A respondent will receive no compensation or reimbursement of expenses incurred in the preparation of a Competitive Sealed Proposal submission.

6.7 All respondents are strongly urged to attend Pre-Proposal Conferences. Respondent attendance may be included as part of evaluation.

6.8 Proposals received after the advertised time for deadline for receipt of Proposals will be ineligible and will be returned unopened.

6.9 The ODR reserves the right to reject any or all Proposals at any time prior to award.

7.0 PUBLIC INFORMATION AND NOTICE OF CONFIDENTIALITY:

7.1 The ODR considers all Proposal information, documentation and supporting materials submitted in response to these instructions to be non-confidential and/or non-proprietary in nature, and therefore, shall be subject to the public disclosure under the Texas Public Information Act (Texas Government Code, Sec. 552.001 et seq.) after the award of the contract. Portions of the respondent’s Technical Proposal which contains trade secrets or other proprietary data which must remain confidential shall be identified as below:

7.1.1 Mark the cover sheet of the Technical Proposal with the following phrase: “This

Proposal includes data that shall not be disclosed outside of ODR and the A/E design team and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate this Proposal.”

7.1.2 Mark each sheet and specific data on that sheet that the respondent wishes to restrict with the following phrase: “Use or disclosure of this specifically marked data is subject to the restrictions regarding confidentiality cited on the cover sheet of this Proposal.”

8.0 RESPONDENT REQUIREMENTS:

8.1 The ODR may make such investigations as necessary to determine the ability of the respondent to perform the Work, and the respondent shall furnish any requested information data including an audited financial statement within five (5) days of the Proposal Opening. The ODR reserves the right to reject any Proposal if the evidence submitted by, or investigation of, such respondent fails to satisfy the ODR that this respondent is properly qualified to complete the Work. Any false statements or omissions will automatically disqualify applicants from consideration.

8.2 Each respondent submitting a Proposal must be prepared to furnish the firm’s State Comptroller Vendor Identification Number, or the date on which an application was submitted. Contract payments to the successful respondent are contingent on submittal of this identification number and on having a current Form W-9 on file with SSC.

8.3 Respondents must be in a “Taxpayer is not on Vendor Hold” status with the Texas State

Comptroller’s Office in order to be awarded the contract. Respondent certifies this with

Page - 7 of 9 the submittal of a properly executed proposal. Ref: Texas Comptroller of Public Accounts Taxpayer and Vendor Information. http://mycpa.cpa.state.tx.us/coa/search.do.

8.4 As required by Chapter 231 Texas Family Code, a Proposal for a contract to be paid from state funds must include the name and social security number of the sole proprietor, each partner, shareholder or owner with an ownership interest of a least 25 percent of the business entity submitting the Proposal.

8.5 The Texas Family Code requires each Proposal to include the following statement: “Under

Section, 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in this contract Proposal or application, is not ineligible to receive the specified grant, loan or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate.” Respondent agrees with this certification statement upon submittal of a properly executed Proposal.

9.0 OWNERSHIP OF THE COMPETITIVE SEALED PROPOSAL:

9.1 Submitted Proposals, documentation and supporting materials shall become the property of the ODR.

10.0 SITE INVESTIGATION:

10.1 It is the responsibility of each respondent to examine the project site, existing improvements and adjacent property and be familiar with existing conditions before submission of a Proposal.

10.2 After investigating the project site and comparing the Drawing and Specifications with the existing conditions, the respondent should immediately notify the ODR, in accordance with paragraph 4.0 of these Instructions for Competitive Sealed Proposals, of any conditions for which requirements are not clear, or about which there is any question regarding the extent of the Work involved.

10.3 Should the successful respondent fail to make the required investigation and should a question arise later as to the extent of the Work involved in any particular case, after receiving recommendations from the A/E, the ODR will make the proper interpretation of the Contract Documents.

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11.0 CSP EVALUATION SCORING GUIDELINES:

11.1 Proposals will be opened publicly.

11.2 Proposals will be evaluated by the ODR/Owner and others as determined by SSC. The criteria for evaluation and selection of the successful respondent for this award will be based upon the factors listed below with the corresponding percentage of weighting:

• Base Proposal Amount & Alternates 51%

• Construction Time 10%

• Technical Proposal 24% o Company Information & History o Experience & Qualifications o Ability & Qualifications of Professional Personnel o Project Approach & Methodology o List of Subcontractors

The following will be rated as Pass or Fail. Pass = 5%, Fail =0%

• Litigation & Claims 5% o Project incompletion, judgements/claims/lawsuits

• Safety, Risk Assessment & Quality Control 5% o Safety Program o Site Specific Risk Assessment o Quality Control Program

• Quality Control 5%

HUB Subcontracting Plan Missing, incomplete, or late submission of HUB Subcontracting Plan will result in disqualification of entire submission.

12.0 CONTRACT AWARD PROCESS

12.1 After opening the HUB submissions and determining that each submission is qualified the Proposals pricing is read publicly. Afterwards, the ODR/Owner, A/E & others as determined by SSC will evaluate and rank each Proposal with respect to the published selection criteria described under Section 11. After opening and ranking, an award may be made on the basis of the initially submitted Proposal, without discussion, clarification or modification, or the ODR may discuss with the selected respondent, offers for cost adjustment and other elements of the Proposal. Other than the data read at the Proposal opening, the ODR shall not disclose any information derived from the Proposals submitted by competing firms in conducting such discussions.

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12.2 If the ODR/Owner determines that it is unable to reach a satisfactory agreement with the first ranked respondent, the ODR will terminate discussions with that respondent. The ODR will then proceed with negotiations with each successive respondent as they appear in the order of ranking until an agreement is reached, or until the ODR has rejected all Proposals. After termination of discussions with any respondent, ODR will not resume discussions with that respondent.

12.3 Following the ODR/Owner approval of the order of ranking of respondent and the ODR contract award or Proposal rejection action, the respondents may be notified via email of which firm has been selected.

12.4 The ODR/Owner reserves the right to accept or reject any or all alternates or to accept any combination of alternates considered advantageous.

12.5 The award or rejection action regarding the Proposal is at the sole discretion of the

ODR/Owner and the ODR makes no warranty regarding this Proposal that a contract will be awarded to any respondent.

12.6 The ODR agrees that if the Contract is awarded, it will be awarded to the respondent offering the best value to the Owner. The ODR/Owner is not bound to accept the lowest priced Proposal if that Proposal is judged not to be the best value for the Owner, as determined by the ODR/Owner.

12.7 SSC Agreement

If applicable, provide comments pertaining to SSC’s Sample Master Agreement Contract (attached as Appendix A).

NOTE: SSC will not make significant changes to its Master Agreement Contract. Minor changes may be considered, SSC will not guarantee acceptance of such changes.

END OF SECTION

REQUEST FOR COMPETITIVE SEALED PROPOSALS