REQUEST FOR PROPOSAL

CM02-27

PORTABLE CONSTRUCTION AND MAINTENANCE EQUIPMENT

3555 Timmons Ln

Houston, TX 77027

RELEASE DATE: October 7, 2026

DEADLINE FOR QUESTIONS: October 23, 2026

RESPONSE DEADLINE: November 19, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/h-gac https://procurement.opengov.com/portal/h-gac

Houston-Galveston Area Council

REQUEST FOR PROPOSAL

Portable Construction and Maintenance Equipment

I. Inquiries/Clarifications II. Submission Requirements

III. Solicitation Requirements IV. General/Additional Requirements V. Product-Specific Requirements / Allowed Categories

VI. Additional Resources/Website Links VII. Contract Term/Multiple Awards/Usage

VIII. DBE Sub-Contracting Goal IX. Submission Details/Uploads/Required Documents X. Evaluation Criteria

XI. Evaluation Process XII. Selection/Final Approval and Award

XIII. Presentation/Demo/Interview and Best and Final XIV. Debrief/Protest XV. Master Agreement General Contract (and Solicitation) Terms and

Conditions XVI. Additional H-GAC Solicitation Terms and Conditions

Attachments:

A - Sample HGACBuy Master Agreement General and Special Provisions

B - HGACBuy-Contractor-and-Customer-Handbook-

Oct26v15Footnote+LinkBox+Linkbox-Finaldraft

Request For Proposal #CM02-27 Title: Portable Construction and Maintenance Equipment

1. Inquiries/Clarifications

Respondents must submit questions by the Questions deadline indicated in this Solicitation.

Telephone/email inquiries are not accepted. H-GAC will respond as completely as possible to each question. Questions and answers will be posted as soon as available.

The names of respondents who submit questions will not be disclosed.

All clarifications will be available in the Question and Answer and/or Addenda Sections in OpenGov, only the information in these sections should be used in preparing a response; verbal communications and other written documents intended to clarify and interpret will not legally bind H-GAC. H-GAC does not assume responsibility for the receipt of any clarifying information. Respondents must periodically check for updates.

Each Respondent must carefully examine all Solicitation documents and become thoroughly familiar with all requirements before submission to ensure the response meets the intent of this Solicitation.

Respondent is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this Solicitation. Failure to make such investigations and examinations will not relieve the Respondent from the obligation to comply, in every detail, with all provisions and requirements of the Solicitation.

2. Submission Requirements

Submissions must be in PDF or Excel format ONLY where indicated and uploaded to the designated section. Documents uploaded into incorrect sections or other formats may be deemed non-responsive and the submission rejected. Additionally, zip files are not allowed.

All responses and required documents must be submitted via the OpenGov system before the deadline.

The system will close automatically at the specified time, and late or incomplete submissions will not be accepted. The OpenGov system will not transmit partial or incomplete submissions attempted after the deadline date and time specified in this solicitation. Recording of proposal submission time and date occur via OpenGov. To satisfy any required public opening, the respondent list is made available in the OpenGov Public Portal after the deadline.

Respondents are strongly encouraged to submit proposals well in advance of any deadline to ensure all uploads and submissions are completed successfully before the cutoff time. Respondents are also encouraged to double-check all uploads to ensure the file is correct and the document is uploaded to the proper section of the response. Respondents may modify submissions that have already been submitted, before the deadline.

Recording of proposal submission time and date occur via OpenGov. To satisfy any required public opening, the respondent list is made available in the OpenGov Public Portal after the deadline.

The H-GAC Procurement and Contracts Department will not respond to emails from potential respondents related to the acceptance or consideration of incomplete, incorrect, or late submissions.

3. Solicitation Requirements

Respondent must be compliant with all licensing, permitting, registration or other applicable legal or regulatory requirements imposed by any governmental authority. It is Respondent’s responsibility to ensure that this requirement is met. H-GAC reserves the right to request copies of any license, permit, or other compliance related documentation at any time. Listed below are other requirements of responding to the Solicitation:

3.1. Contractor Orientation and Training

H-GAC believes that Contractor's familiarity with the operational policies and requirements of the

Cooperative Purchasing Program is a key factor in achieving Customer satisfaction. The Contact Person listed on Contractor Status and Contact Form or an alternate, will be required to participate in an H-GAC vendor orientation and training as soon as possible after contract execution. In addition, other

Contractor's staff who will be involved in any way with the HGACBuy Program should participate in orientation. The orientation may be presented as a teleconference or webinar or may be held in H-GAC's offices as determined by H-GAC and Contractor to be the most efficient and effective form of delivery.

Please visit https://www.hgacbuy.org/events for more information.

3.2. Nationwide Sales Opportunity

HGACBuy contracts provide various products and services to local governments and qualifying non-profits throughout the nation, and desires to make established contracts available to Customers wherever and whenever practicable. Once a contract is executed, Contractor is expected to expand the scope of its marketing effort to include sales to Customers in all areas of the United States. Please also view important guidelines and additional information regarding marketing the program at:

https://www.hgacbuy.org/marketing

3.3. Corporate/Sales Commitment

Contractor is required to make some basic commitments to ensure the overall success of the HGACBuy program. By submission of a response, Respondent agrees that HGACBuy has the support of senior management and HGACBuy will be the primary government contracting vehicle when offering services/products awarded from this solicitation to eligible Customers nationwide. A further commitment to aggressively market the program, both independently as well in partnership with

HGACBuy, is required.

3.4. Manufacturer as Respondent

If Respondent is a manufacturer or wholesale distributor, the response received will be evaluated based on a response made in conjunction with that manufacturer’s authorized dealer/reseller network. Unless stated otherwise, a manufacturer or wholesale distributor Respondent is assumed to have a documented relationship with their dealer/reseller network where that network is informed of, and authorized to accept, purchase orders pursuant to any Contract resulting from this Solicitation on behalf of the manufacturer or wholesale distributor Respondent. Any listed dealer/reseller will be considered a sub-contractor of the Respondent. The relationship between the manufacturer and wholesale distributor Respondent and its dealer/reseller network must be indicated at the time of the submission.

https://www.hgacbuy.org/events https://www.hgacbuy.org/marketing

3.5. Dealer/Reseller as Respondent

If Respondent is a dealer/reseller of the products/services proposed, the response will be evaluated based on the Respondent’s authorization to provide those products and services from the manufacturer.

3.6. Approval by Manufacturer

Any awarded contractor must be approved by the manufacturer to sell, install, and service the brand of equipment submitted. Respondents to this solicitation must submit an approval letter from each manufacturer; authorization letters must include the regions in which equipment may be sold or serviced.

3.7. Structure of Response

Depending on the Product or Service, market structures and sales practices can differ substantially. For example, dealers may sell into any market or may be restricted to certain territories, manufacturers may sell direct or be limited by law to selling through independent dealerships, etc. H-GAC’s objective is to ensure that Customers, no matter where located, can buy contracted products/services and receive quality and timely service and support, while allowing for the most appropriate and effective response to this Solicitation. Responses to this Solicitation will only be accepted in conformance with the below scenarios and requirements. Note: Respondent can only be a party to one response structure.

A. Single Respondent Acting Alone Or As "Lead" For A Group: Respondent must complete and sign a Signature Page and all other required forms and, if contracted, will be solely responsible for all contractual requirements including administration, processing of purchase orders and handling of payments for transactions which may involve other dealers/distributors who deliver the products or services. Unless stated otherwise, a manufacturer or wholesale distributor

Respondent is assumed to have a documented relationship with their dealer network where that dealer network is informed of, and authorized to accept, purchase orders pursuant to any

Contract resulting from this Solicitation on behalf of the manufacturer or wholesale distributor

Respondent. Any listed dealer will be considered a sub-contractor of the Respondent. The use of any dealer or reseller is not required if manufacturer or distributor does not employ such.

B. Multiple Respondents Acting Jointly: A single Response will be submitted, and each party to the

Response must complete and sign a Signature Page and all other required forms must be included in the single Response. If the Response is successful, each party will sign a separate contract with H-GAC and will be individually responsible for compliance with all terms and conditions. Only those parties which have executed a contract with H-GAC are authorized to process purchase orders for sales and payments under the HGACBuy program.

Contractor may sell through HGACBuy anywhere subject to compliance with applicable laws and regulations. If the market structure in which Contractor operates requires a contract assignment for any sale, in certain limited circumstances, H-GAC may allow the contract to be assigned to a Manufacturer or another Dealer(s). Such assignment must be specific and detailed and must be approved by the

Contractor and H-GAC. Once assigned, the Contractor and assignee may NOT sell or service the same product line or category.

Depending on the structure of the network, H-GAC recognizes in some cases it may be necessary for the

Purchase Order to be issued in the name of the reseller/dealer, etc., however the reseller, dealer, etc. is recognized only as a sub-contractor and will not receive a separate contract award or be assigned any portion of the contract. Any Lead Respondent utilizing a dealer/reseller network who is awarded a contract will be responsible for the processing of the Purchase Order through the network and the activities of the sale, reporting requirements, and remittance of applicable order processing fees.

3.8. Contractor Status

Contractor is required to provide a status form, which is not part of any evaluation, but may be relevant to other state or local procurement requirements that apply to HGACBuy Customers. The following information will need to be captured:

A. Contractor’s status as a minority/woman-owned business enterprise, historically underutilized business, or service-disabled veteran; etc.

B. Whether Contractor or its ultimate parent or majority owner has its principal place of business in Texas or employs at least 500 persons in Texas; and

C. Whether Respondent is a Texas resident or a non-resident business.

3.9. Administrative Fee

Fee established. For all completed transactions under an awarded contract, Supplier will pay a 2%

Administrative Fee directly to H-GAC. Supplier will include the Administrative Fee within its proposed pricing. Supplier may not directly charge Participating Entities to offset the Administrative Fee. H-

GAC will invoice the Supplier directly for the 2% H-GAC Administrative Fee. It is the Supplier’s responsibility to remit the Administrative Fee within thirty (30) days after delivery of goods or services to Participating Entity.

Fee Calculation. The 2% Administrative Fee payable is calculated based upon the purchase order total amount of the Supplier’s awarded and contracted pricing. On transactions where the Supplier extends an additional point of purchase discount, H-GAC Administrative Fee will be calculated before any such discounts are applied. Supplier agrees that H-GAC will have the right, with reasonable notice, to inspect its records pertaining to purchase orders processed and the accuracy of the fees payable to H-GAC.

For purchase orders processed on this contract for complete and new motor vehicles, H-GAC

Administrative Fee will be a flat processing fee paid by the H-GAC member, equal to the corresponding amount from the current HGACBuy fee schedule.

Noncompliance. H-GAC reserves the right to seek all remedies available at law for unpaid or underpaid

Administrative Fees due under this Agreement. Failure to remit payment, delinquent payments, underpayments, or other deviations from the requirements of this Agreement may be deemed a material breach and may result in cancellation of this agreement and disbarment from future agreements.

3.10. Labor Hours Definitions

If the awarded contract contains hours for labor related services, the following definitions will apply:

A. “Business Day” Monday through Friday

B. “Business Hours” Standard Business Hours 8 a.m. to 5 p.m.

C. “Regular Time” Work that occurs during standard business hours

D. “Emergency Time” Work that occurs outside standard business hours

3.11. HGACBuy Contractor/HGACBuy Member General Procedures

A. Contracts are awarded through fair and open competition in compliance with applicable procurement rules and regulations.

B. The HGACBuy member sends a proposal request to an adequate number of Contractors in the desired Contract Category.

C. The Contractor prepares and sends a proposal/quote to the HGACBuy member. The HGACBuy member conducts an evaluation of cost or price reasonableness, if the HGACBuy member is using $250,000 (or current published Simplified Acquisition Threshold amount) or more of federal funds and an independent cost/price evaluation is necessary.

D. The Contractor and the HGACBuy member agree on a Purchase Order. Purchase

Orders/Supplemental Contracts are reported and sent by individual HGACBuy members to the

Contractor and to HGACBuy, where pricing is confirmed against the contract, an Order

Confirmation is issued to the HGACBuy Member and copies of the Purchase

Order/Supplemental Contract are logged and filed.

E. The Contractor delivers product(s)/service(s) directly to the HGACBuy member with a subsequent invoice the HGACBuy member upon completion of the work or delivery of the supplies.

F. The Contractor receives payment directly from HGACBuy member.

G. The Contractor reports and remits the administrative fee to HGACBuy.

H. Reference also HGACBuy Customer and Contractor Handbook - https://www.hgacbuy.org/bid-notices/solicitation-forms-resources

3.12. Licensing and Permitting Requirements for Motor Vehicle Sales

Respondent must be a properly franchised dealer authorized to sell and service, including warranty service, all products offered and sold in response to the Solicitation or under any H-GAC contract.

A. Contractor/Supplier will be responsible for securing any and all inspections required by law, including State Inspection stickers. Any fee charged for these inspections is the responsibility of the Contractor/Supplier.

https://www.hgacbuy.org/bid-notices/solicitation-forms-resources https://www.hgacbuy.org/bid-notices/solicitation-forms-resources

B. At the time of delivery to the Customer, Contractors/Suppliers are required to provide temporary paper license tags/plates for motor vehicles or other equipment required by the

State of Texas to be registered for operation on public highways.

C. TEXAS OCCUPATIONS CODE, TITLE 14, CHAPTER 2301 (Formerly known as “The Texas Motor

Vehicle Commission Code”):

1. Section 2301.251: License Required: Generally (a) Unless a person holds a license issued under this chapter authorizing the activity, the person may not (1) engage in business as, serve in the capacity of, or act as a dealer, manufacturer, distributor, converter, representative, vehicle lessor, or vehicle lease facilitator in this state.

2. Sec. 2301.252: License required: Sale of New Motor Vehicles:(a) A person may not engage in the business of buying, selling, or exchanging new motor vehicles unless the person: (1) holds a franchised dealer's license issued under this chapter for the make of new motor vehicle being bought, sold, or exchanged; or (2) is a bona fide employee of the holder of a franchised dealer's license.

D. Licensed Franchised Dealers submitting a Response for new cabs & chassis with installed bodies and other equipment, by this Statute, are required to employ properly licensed converters for the conversions of the new motor vehicles.

E. The Act of Submitting a Response is regarded as doing business, as the entity is soliciting a sale.

Accordingly, each Respondent must be a manufacturer or licensed franchised dealer at the time the Response is submitted.

F. The units bid shall be in full and complete compliance with all applicable safety and pollution requirements and regulations in effect at the time of submission. This includes but is not limited to standards established by the United States Department of Transportation, including the

Federal Motor Vehicle Safety Standards (FMVSS), the Occupational Safety and Health

Administration (OSHA), the Environmental Protection Agency (EPA), the Texas Department of

Transportation and the Texas Commission on Environmental Quality (TCEQ).

G. Contractor must have and maintain the appropriate license(s) as required by the State of Texas, Department of Transportation, Department of Motor Vehicles, Motor Vehicle Commission Code

[latest edition], or any other local, state and federal licenses required, and which are applicable to the respondent’s operations during the entire contract term. If during the contract period such licensing lapses, Contractor will be in default and become subject to contract termination unless issued a stay or waiver.

H. The prescribed licenses must include the manufacturer/respondent, and any and all dealers and their representatives as may be required by the Motor Vehicle Department. Contractor must ensure all vehicles sold are in accordance with the laws of the state where the sale and acquisition are made.

3.13. Warranty

Contractors must comply with the minimum warranty and maintenance requirements described below for any products or services provided under this Solicitation.

A. Contractor must furnish with response, and for all equipment sold through this H-GAC contract, the manufacturer's general warranty, which must be honored by all the manufacturer's authorized service locations.

B. All service/maintenance plan listings must clearly indicate the cost structure for such plans, clearly indicating which costs and fees are included (such as: hourly labor rates, shop fees, supply fees, environmental fees).

C. The Contractor will handle all warranty claims and all work must be completed within ten (10) calendar days after receipt of equipment/vehicle by the Contractor without cost to H-GAC or the

Customer. Delayed warranties must be available for all vehicles and equipment. Warranty start date will be effective the date that the completed unit is placed into service by the Customer.

The Contractor must furnish a delayed warranty card/document for each unit delivered and/or advise the Customer of the procedures to be followed for obtaining the delayed start of warranty coverage. Requests for delayed warranties will not exceed six months after delivery.

D. Any and all documents necessary to effect manufacturer’s warranty must be properly applied for and submitted by the Contractor and provided at the time of delivery. When additional warranties are available as standard, they must be included as a part of the response for the benefit of H-GAC and Customer.

E. In the event any component part of equipment or materials furnished under these specifications, or its subsequent contract(s), becomes defective by reason of material or workmanship during said period, and the end user agency immediately notifies Contractor of such defect, Contractor will, at no expense to the End User agency or H-GAC, repair or replace equipment or component with new equipment or component.

F. Warranty service of all system equipment is the sole responsibility of the Contractor under contract, but may be performed by their certified, designated agent.

4. General/Additional Requirements

All Product Items priced and sold pursuant to this Solicitation must, as applicable:

A. Meet all applicable requirements of federal, state and local laws and regulations.

B. Be manufacturer's normal offering with all standard features and functions and performance levels.

C. Be ready for turn-key operation upon delivery, including all standard and ordered optional equipment.

D. Respondent must include specifications, brochures, warranty information, and any other relevant product information with solicitation Response.

Note: “Unpriced/unpublished” options cannot be quoted on the Product Pricing Worksheet and may not be sold through this contract.

5. Product-Specific Requirements / Allowed Categories

This is an indefinite quantity/indefinite delivery offerings contract – The HGACBuy Customer is responsible to ensure adequate competition is performed between the various contractors or contractors outside of HGACBuy to determine price reasonableness that might be required per any funding agency. Customer will need to ensure compliance with any funding agency requirements before proceeding with a purchase order under this contract. Please consult legal counsel regarding questions concerning compliance as a contractor under this solicitation.

5.1. Overview

H-GAC is soliciting responses for selecting qualified manufacturers and/or distributors of portable construction and maintenance equipment in order to make these products available to members of the

HGACBuy Cooperative Purchasing Program under blanket type contracts.

5.2. Equipment Categories

This solicitation encompasses equipment categories as outlined below. Respondents may submit proposals for one, several, or all categories based on their product offerings and manufacturer authorizations. Responses addressing multiple categories will not receive additional weighted evaluation points. Our goal is to contract for a broad variety of equipment, products, and solutions, affording our members the broadest choice of solutions.

A. Portable Air Compressors

B. Light Towers and Site Lighting Products

C. Scissor / Personnel & Self-Propelled Vertical Lifts

D. Telescopic/Articulating Boom Lifts

E. Trench Shoring Equipment

F. Portable Trash Pumps

G. Submersible Pumps

H. Construction Site Signage and Marking Products

I. Welders and Equipment

J. Related Construction Site Equipment

NOTE: This solicitation does not include products currently available under existing HGACBuy contracts, including RH04-25 Refuse Handling Equipment, HT07-26, HT07-26A Medium and Heavy

Trucks and Trailers, SC06-24, SC06-24A, Sewer Cleaning Equipment, and PW10-25 Public Works

Equipment.

5.3. General Requirements

• Standard Equipment & Accessories: All products priced in response and later sold must be as per the manufacturer's current catalog and list price book, except as may be explicitly modified by these specifications, or by an H-GAC Member.

• Training: Suppliers must provide comprehensive training with each purchase. At a minimum, the standard owner’s manual or instructional video covering operation and maintenance. Members must also have continued access to technical support throughout the equipment’s useful life.

• Safety decals must be affixed at operator stations and hazardous areas.

5.4. Final Contract Deliverables

Contractor agrees to submit written quarterly reports to H-GAC detailing all transactions during the previous three (3) month period. Reports must include, but are not limited, to the following information:

• Customer Name and address

• HGACBuy confirmation number

• Product/Service purchased

• Customer Purchase Order Number

• Purchase Order Date

• Product/Service dollar amount

• HGACBuy Order Processing Charge amount

Reports must be provided to H-GAC in Excel or other acceptable electronic format by the 30th day of the month following the quarter being reported. If Contractor defaults in providing Products or Services reporting as required by the contract, recourse may be exercised through cancellation of the contract and other legal remedies as appropriate.

6. Additional Resources/Website Links

6.1. Reference Websites

• HGACBuy Website – www.hgacbuy.org

• HGACBuy Events – https://www.hgacbuy.org/events

• HGACBuy Marketing – https://www.hgacbuy.org/marketing

Note: Sample Contract and Handbook are reference material only, do not constitute a contract, or become incorporated as requirements of this Solicitation. Only information supplied in this Solicitation or by a Letter of Clarification posted to the HGACBuy website should be used in the preparation of a submission.

The actual final contract will be the same or nearly the same as the sample, however H-GAC reserves the right to update the actual contract as required for program or regulation requirements.

Note: Successful Respondents MAY NOT process any purchase orders for sales until all contract documents have been completely executed.

https://www.hgacbuy.org/ https://www.hgacbuy.org/events https://www.hgacbuy.org/marketing

7. Contract Term/Multiple Awards/Usage

Contract Term: H-GAC intends to award one or more contracts for the products/services requested under this Solicitation. The term of the resulting contract(s) will be for a period of four (4) years and until any outstanding orders against the contract have been fulfilled. H-GAC may, at its option, extend the contract for up to one (1) additional one-year term. H-GAC reserves the right to extend and/or expand the scope of the contract if deemed to be in the best interest of H-GAC and subject to H-GAC Board of

Directors approval.

Multiple Awards: H-GAC reserves the right to award contract(s) for line items or groups of line items, at its sole discretion. H-GAC will not make separate awards for sales in Texas and for sales outside the state of Texas. In the case of acquisitions governed by the Motor Vehicle Division, the dealer is awarded the contract in Texas, and the Manufacturer is awarded the contract outside of Texas.

No Guarantee of Usage: H-GAC makes no guarantee of volume or usage under any contract resulting from this Solicitation. Products/services will be requested and contracted on an as needed basis and the type and value of each assignment will vary.

8. DBE Sub-Contracting Goal

H-GAC’s goal is to ensure that small and minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms (See U.S. Department of Labor's list) are used when possible in providing services under a contract. In accordance with federal procurement requirements of

2 CFR §200.321, if subcontracts are to be let, the prime contractor must ensure the firms are considered as set forth below:

Such consideration means:

(1) These business types are included on solicitation lists;

(2) These business types are solicited whenever they are deemed eligible as potential sources;

(3) Dividing procurement transactions into separate procurements to permit maximum participation by these business types;

(4) Establishing delivery schedules (for example, the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types;

(5) Utilizing organizations such as the Small Business Administration and the Minority Business

Development Agency of the Department of Commerce; and

Nothing in this provision will be construed to require the utilization of any firm that is either unqualified or unavailable.

The Small Business Administration (SBA) is the primary reference and database for information on requirements related to Federal Subcontracting https://www.sba.gov/federal-contracting/contracting-guide/prime-subcontracting.

The contractor agrees to work with and assist HGACBuy customers in meeting any targets and goals, as may be required by any rules, processes, or programs they might have in place. Assistance may include compliance with reporting requirements, provision of documentation, consideration of Certified/Listed subcontractors, provision of documented evidence that an active participatory role for the declared business type entity was considered in a procurement transaction, etc.

https://www.sba.gov/federal-contracting/contracting-guide/prime-subcontracting https://www.sba.gov/federal-contracting/contracting-guide/prime-subcontracting

9. Submission Details/Uploads/Required Documents

Submissions must be in PDF or Excel format ONLY where indicated and uploaded to the designated section. Documents uploaded into incorrect sections or other formats may be deemed non-responsive and the submission rejected. Additionally, zip files are not allowed.

9.1. Submission Upload Section

Please complete each section listed below and upload/respond to the questions or provide the information as directed.

9.1.1. Structure of Response*

Please select an option in accordance with Section 3.7 Structure of Response.

☐ Single Respondent Acting Alone Or As "Lead" For A Group: solely responsible for all contractual requirements including administration, processing of purchase orders and handling of payments for transactions which may involve other dealers/distributors who deliver the products or services.

☐ Multiple Respondents Acting Jointly: Each party will sign a separate contract with H-GAC and will be individually responsible for compliance with all terms and conditions.

*Response required

9.1.2. If proposing as Multiple Respondents acting jointly, please list the names of Joint Respondents*

If proposing as a Single Respondent, please state n/a.

*Response required

9.1.3. Executive Summary Response*

Provide a summary of key aspects of the contractor’s qualifications and indicate the Respondent’s commitment to provide the services proposed and certify that all statements and information prepared and submitted in the response to this Solicitation are current, complete, and accurate; and that the proposed solution for the project meets all the requirements of this Solicitation.

*Response required

9.1.4. Pricing*

Respondent must price complete product/service catalog(s), inclusive of its complete list pricing book and options, with a designated percentage discount that will be applied to all subsequent purchase orders (percentage discount applied to awarded list pricing). Acceptable formats:

(1) Manufacturer's official list price book in effect at the time of proposal submittal, with

Respondent including a separate percentage-off-list discount (e.g. "10%"); OR

(2) A custom, HGACBuy-specific price list created for this proposal.

Responses that fail to provide discounts for equipment / options / services in Option (1) above may be deemed non-responsive and disqualified from solicitation.

Respondents who are awarded contracts will be required to provide HGACBuy comprehensive price lists for all equipment / options / services included in the contract and will be required to provide pricing/product updates to HGACBuy throughout the entire contract period to keep the price lists and product offerings current. All pricing must be clear and easily understandable and clearly represent the total price to acquire the products/services covered in this contract.

Proposed pricing must be exclusive of freight. Shipping cost to the final H-GAC member location will be recognized at the time of each individual H-GAC purchase order, unique to each end user's delivery location and will not be included in equipment pricing. Unless otherwise specified by Respondent, freight will be assumed by H-GAC, and H-GAC Members, to be calculated as per commercial carrier invoice.

Installation: Options submitted with response are assumed inclusive of standard installation.

Respondent must indicate if otherwise and include a fee for installation. The cost of installation must be included in the base system cost for all systems proposed, including all equipment, components and software. Basic installation means the system is fully operational. To cover any additional installation that may arise, Respondent is strongly encouraged to include such labor pricing on the H-GAC Pricing

Form.

Please download the below documents, complete, and upload in Excel format.

• CM02-27_Pricing_Form.xlsx

*Response required

9.1.5. Published Options Listing/Catalog*

Please upload your Published Options Listing/Catalog, or a link to your catalog.

9.2. Business Practices and Operations

9.2.1. Business Practices*

Provide detailed information on your organization’s history, practices, and philosophies, demonstrating the ability to effectively support this contract and HGACBuy members’ needs.

Maximum response length: 5000 characters

*Response required

9.2.2. Operations*

Provide organizational structure chart, identifying key staff and their responsibilities, and how they would be involved in fulfilling this contract if awarded.

*Response required

9.2.3. Licenses/Certifications*

Provide any and all licenses and certificates as required by the Solicitation.

*Response required

9.2.4. Bankruptcies/Safety and Insurance Claims*

Provide detailed information on all bankruptcies and safety and insurance claims with which your organization has been involved during the past five (5) years.

https://government-project.s3.us-west-2.amazonaws.com/296553/398e690c-20f6-482a-b062-ba08ca315cce_CM02-27_Pricing_Form.xlsx

Maximum response length: 5000 characters

*Response required

9.3. Distinguishing Services

9.3.1. Value-Added Services and Excellance *

Provide details about value added services, product and service innovations, awards and recognitions, and planned activities or campaigns to pursue an increased level of excellence in products and services.

Maximum response length: 5000 characters

*Response required

9.3.2. Sales Offices, Factory and Service Center Locations*

Provide information on the locations of your sales offices, factory and service centers.

Maximum response length: 5000 characters

*Response required

9.3.3. Technical and Maintenance*

Provide detailed information on the technical and maintenance services provided after a sale, and on what basis.

Maximum response length: 5000 characters

*Response required

9.3.4. Customer Service*

Provide detailed information on policies and procedures for handling problems and returns. Provide details that clearly show a level of distinction and how Respondent's business operates above the minimum/average standards within the industry.

Maximum response length: 5000 characters

*Response required

9.3.5. Delivery*

Provide detailed information on delivery procedures.

Maximum response length: 5000 characters

*Response required

9.3.6. Training*

Provide detailed information on customer training provided, and on what basis.

Maximum response length: 5000 characters

9.4. Geographic Areas Served

9.4.1. Describe the company’s Geographic Coverage and ability to meet the needs of

Customers throughout the United States.* Maximum response length: 5000 characters

*Response required

9.4.2. Detail the dealer network (nationwide) and describe how it will be used to provide products/services to H-GAC members nationwide.*

Maximum response length: 5000 characters

*Response required

9.4.3. Indicate the states anticipated to be served under the awarded contract. If products or services will differ between states, please provide details. By indication below, company affirms that it is authorized/certified to provide the goods/services in the areas selected. (Company must also be listed on the authorized dealer list included in solicitation response).*

Maximum response length: 5000 characters

*Response required

9.5. Planned Authorized Retailers Distributors Dealers

9.5.1. Please refer to Section 3.7 of this solicitation for guidance to determine if you need to complete this form, and if so, for instructions on completing this form.*

Attach an approval letter from each manufacturer; authorization letters must include the regions in which equipment may be sold or serviced.

If no authorized distributors are planned for use during a subsequent, then please provide a statement in your response that indicates no intent to use retailers/distributors, etc.

• Authorized_Dealer_Distribut...

*Response required

9.6. References

9.6.1. References*

Please download the below document, complete, and upload.

• References_v7.18.23.pdf

*Response required

9.7. Warranty, Service, and Technical Manuals

9.7.1. Submit detailed warranty, service, and technical manuals* https://government-project.s3.us-west-2.amazonaws.com/144061/206c5748-d90a-4ef1-8f0c-0728755a9997_Authorized_Dealer_Distributor_v9.27.24.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BJXGCYVH%2F20261007%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261007T100001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEEaCXVzLXdlc3QtMiJHMEUCIFuKaxVf242q5p%2Ba4DVcg0KuFgMiNe9Hu12q4UjP3H8aAiEAxK2Z%2FsFVJ0v5duSX7TDP1nqbMrv71m4pc8Y7JvZs0kEqjAUICRACGgw4OTIzNjQ2ODc2NzIiDLo3aKMCMqH8fzospyrpBFKMc2Df%2B18kmxIi5%2FdfpLDeTrKwaViSE6thhf0M8oHGpX5oZLgu78eRXVtfvdghvabOTzyKu6xhmfHZ3hyFG75edUDQKsV6DDN%2FNGj5z2IBNHNs2HHHgTh0o%2BOrg4rOdqWtZrQgmOTuMEYWMT02C0yQ%2Foq5VYexXzOoNJ1n%2FJe0LSxt1i6q8RemGYdmN17rd2r6SHhhQPy%2F%2BL3KMSpI1TeGbmVRFCglzxjuCAvczpPeTcQg4FQYMGMxi9SKZk5BOLBmBGb%2BGxFPXTow5OcfnwPV%2BL5kIgnVIaad5zyadVjVJtFXpN4ARiHezNGpyW3dL4vmXnprUbkqfrMfH9XZI9QgRiuHqAReXpw5acdzrXzLgUADJ9DykZNhcvRGfmMmLpuU8Sj5jEMDZGaRyxIMq%2Fb8bZIz2kqURaOHWOae1lbC9qSQG9ouV0TXmvEaf2CrZpE6jlSnY9vP0kmyBn7sOesvvk0uC3AGhE0l9z91sqTzv0dyVpExIi6EbS0dN2c9odHKrYTdeeVGgvUtMVaWwfNKbJ1JraW7EzQCl2XAHF3t0%2FXqlz%2BI%2BTMU1QbIfpPsfSySv5yx1M%2FwXJJPZ3iAA6XP3fDyXKKYNEHTZHkVM8cOWz%2BqcNefzPu9vWuVatrjZp2EdFXTfYMgEVHbrgCIhlica8zPrZI8%2F%2F5BPVTZV7mCX2v0LLUsYpDUBXErTE0ABzSPAEwjSdHdb8EHo6AgzHzjZW%2BpeR0eEsBY%2FBh18gY8B6NtzD6YynJ630GRgeqjRYRlH2IWC72MKJyvn4S77EzERxfKN0snKTuUnj2AFGepUwqHd2Z90CAwMLWImNYGOpkBzpYaUtlTxnm1jaff4IhevD0BA465BU1mWI8ExPP%2BHE4XEUqb8hXUwmkmniIhJWZScVM2gPeGXi44WJAQP47G6qz3FxWMuffErfVuqk53Xwf2vRCrjlnzkMwx0GIQsb1Ksyy5yJJA2xzSHckcyErEeWs2aNBJRntMZy8jl%2Bhm56BC6KyZBZakeTY7neso0idgZzWEfq6CcMAT&X-Amz-Signature=c3977350f11585c95af8885edae82519ecc4be85b7756dce4912fdc96e8f0db5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Authorized_Dealer_Distributor_v9.27.24.xlsx%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/49178/56f3ca2e-d242-48f3-be26-c14764b022a0_References_v7.18.23.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BJXGCYVH%2F20261007%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261007T100001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEEaCXVzLXdlc3QtMiJHMEUCIFuKaxVf242q5p%2Ba4DVcg0KuFgMiNe9Hu12q4UjP3H8aAiEAxK2Z%2FsFVJ0v5duSX7TDP1nqbMrv71m4pc8Y7JvZs0kEqjAUICRACGgw4OTIzNjQ2ODc2NzIiDLo3aKMCMqH8fzospyrpBFKMc2Df%2B18kmxIi5%2FdfpLDeTrKwaViSE6thhf0M8oHGpX5oZLgu78eRXVtfvdghvabOTzyKu6xhmfHZ3hyFG75edUDQKsV6DDN%2FNGj5z2IBNHNs2HHHgTh0o%2BOrg4rOdqWtZrQgmOTuMEYWMT02C0yQ%2Foq5VYexXzOoNJ1n%2FJe0LSxt1i6q8RemGYdmN17rd2r6SHhhQPy%2F%2BL3KMSpI1TeGbmVRFCglzxjuCAvczpPeTcQg4FQYMGMxi9SKZk5BOLBmBGb%2BGxFPXTow5OcfnwPV%2BL5kIgnVIaad5zyadVjVJtFXpN4ARiHezNGpyW3dL4vmXnprUbkqfrMfH9XZI9QgRiuHqAReXpw5acdzrXzLgUADJ9DykZNhcvRGfmMmLpuU8Sj5jEMDZGaRyxIMq%2Fb8bZIz2kqURaOHWOae1lbC9qSQG9ouV0TXmvEaf2CrZpE6jlSnY9vP0kmyBn7sOesvvk0uC3AGhE0l9z91sqTzv0dyVpExIi6EbS0dN2c9odHKrYTdeeVGgvUtMVaWwfNKbJ1JraW7EzQCl2XAHF3t0%2FXqlz%2BI%2BTMU1QbIfpPsfSySv5yx1M%2FwXJJPZ3iAA6XP3fDyXKKYNEHTZHkVM8cOWz%2BqcNefzPu9vWuVatrjZp2EdFXTfYMgEVHbrgCIhlica8zPrZI8%2F%2F5BPVTZV7mCX2v0LLUsYpDUBXErTE0ABzSPAEwjSdHdb8EHo6AgzHzjZW%2BpeR0eEsBY%2FBh18gY8B6NtzD6YynJ630GRgeqjRYRlH2IWC72MKJyvn4S77EzERxfKN0snKTuUnj2AFGepUwqHd2Z90CAwMLWImNYGOpkBzpYaUtlTxnm1jaff4IhevD0BA465BU1mWI8ExPP%2BHE4XEUqb8hXUwmkmniIhJWZScVM2gPeGXi44WJAQP47G6qz3FxWMuffErfVuqk53Xwf2vRCrjlnzkMwx0GIQsb1Ksyy5yJJA2xzSHckcyErEeWs2aNBJRntMZy8jl%2Bhm56BC6KyZBZakeTY7neso0idgZzWEfq6CcMAT&X-Amz-Signature=04741b76636e93b74d40148e6eca85a27cf001b4e785438634e31d186608b5c5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22References_v7.18.23.pdf%22&x-id=GetObject

If Respondent submits a warranty which does not meet any minimum stated requirements in the

Solicitation, Respondent agrees by submission of the Response that such warranty is automatically amended to meet the minimums.

Supply technical specifications which clearly show all the standard features and capabilities of the equipment in the response listing.

*Response required

9.7.2. Factory Specifications*

Provide detailed factory specifications, covering the standard features and capabilities of the equipment, as priced in Response. For proposals with more detailed and/or custom/response-specific solutions, detailed quote sheets must be included.

*Response required

9.8. Required Documents/Certifications/Confirmations Section

The documents/certifications/confirmations below are required for every Solicitation.

9.8.1. Electronic Signature Agreement/Confirmation*

Submission must be signed by a duly authorized representative(s) of the respondent, which must be the actual legal entity that will perform the contract if awarded and any total fixed price contained therein will remain firm for a period of one-hundred eighty (180) days following the submission due date and can be further extended by mutual written agreement.

A signature (electronic) constitutes acknowledgement and acceptance of all the Solicitation Terms and

Conditions. Respondents, their authorized representative, and their agents are responsible for obtaining, and will be deemed to have, full knowledge of the conditions, requirements, and specifications of this Solicitation at the time a response is submitted to H-GAC. This Solicitation does not commit H-GAC to award a contract, issue a Purchase Order, or pay any costs incurred in the preparation of a submission to this Solicitation. The submission will become part of H-GAC’s official files without any obligation on H-GAC’s behalf. All Submissions will be held confidential from all parties other than H-GAC, and only released in accordance with Public Information Act requirements.

Respondent agrees and understands the above requirements, and by confirming, I certify that I am legally authorized to bind the entity to the Terms and Conditions of the Proposal as submitted. I also agree that any other related documents entered into in connection with this Proposal, which include a digital acknowledgement or electronic signature, are to be treated in all respects as having the same force and effect as original signatures.

☐ Please confirm

*Response required

9.8.2. Electronic Submission Signature*

Signature of the person authorized to bind Respondent company to any contract/purchase order that may result from this Solicitation and acknowledgement and acceptance of the full Solicitation Terms and

Conditions.

Please type (sign) Authorized Signor Name and Title Here:

Maximum response length: 200 characters

*Response required

9.8.3. Contact by Respondent*

To ensure a fair and competitive environment, direct communication between H-GAC employees other than the Solicitation Contact or any party able to create an unfair advantage to Respondent or disadvantage to other Respondents with respect to the Solicitation process, or the award of a Contract is strictly prohibited. This restricted period of communication begins on the issue date of the Solicitation and for Respondent(s) not selected for award ends with the conclusion of the protest period identified in the Solicitation document and for Respondents(s) selected for award ends with the Contract execution. This restriction does not apply to communications to other H-GAC employees during a Pre-

Proposal/Bid or Response conference or other situations where the Solicitation Contact has expressly authorized direct communications with other staff. A Respondent who intentionally violates this requirement of the Solicitation process or otherwise deliberately or unintentionally benefits from such a violation by another party may have its Submission rejected in accordance with H-GAC Procurement

Policy. Respondent(s) will not offer any gratuities, favors, or anything of monetary value to any official or employee of H-GAC (including any and all members of the evaluation committee) for the purposes of influencing consideration of any Submission.

Respondent agrees and understands the above requirement.

☐ Please confirm

*Response required

9.8.4. Small and Minority Business, Women's Business Enterprise, and Labor Surplus Affirmation*

Please download the below documents, complete, and upload.

• Small-and-Minority-Business...

*Response required

9.8.5. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion for Covered Contracts*

Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award (2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award

Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive

Orders 12549 (3 CFR Part 1966 Comp. p. 189) and 12689 (3 CFR Part 1989 Comp. p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Respondent certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas and at all times during the term of the Contract neither it nor its principals will be debarred, suspended, proposed for debarment, https://government-project.s3.us-west-2.amazonaws.com/35456/ec453edf-3688-4efd-8f66-63961d9fd09e_Small-and-Minority-Business-Women-Business-Enterprise-Labor-Surplus-Affirmation-Form_%281%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4BJXGCYVH%2F20261007%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261007T100001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEEEaCXVzLXdlc3QtMiJHMEUCIFuKaxVf242q5p%2Ba4DVcg0KuFgMiNe9Hu12q4UjP3H8aAiEAxK2Z%2FsFVJ0v5duSX7TDP1nqbMrv71m4pc8Y7JvZs0kEqjAUICRACGgw4OTIzNjQ2ODc2NzIiDLo3aKMCMqH8fzospyrpBFKMc2Df%2B18kmxIi5%2FdfpLDeTrKwaViSE6thhf0M8oHGpX5oZLgu78eRXVtfvdghvabOTzyKu6xhmfHZ3hyFG75edUDQKsV6DDN%2FNGj5z2IBNHNs2HHHgTh0o%2BOrg4rOdqWtZrQgmOTuMEYWMT02C0yQ%2Foq5VYexXzOoNJ1n%2FJe0LSxt1i6q8RemGYdmN17rd2r6SHhhQPy%2F%2BL3KMSpI1TeGbmVRFCglzxjuCAvczpPeTcQg4FQYMGMxi9SKZk5BOLBmBGb%2BGxFPXTow5OcfnwPV%2BL5kIgnVIaad5zyadVjVJtFXpN4ARiHezNGpyW3dL4vmXnprUbkqfrMfH9XZI9QgRiuHqAReXpw5acdzrXzLgUADJ9DykZNhcvRGfmMmLpuU8Sj5jEMDZGaRyxIMq%2Fb8bZIz2kqURaOHWOae1lbC9qSQG9ouV0TXmvEaf2CrZpE6jlSnY9vP0kmyBn7sOesvvk0uC3AGhE0l9z91sqTzv0dyVpExIi6EbS0dN2c9odHKrYTdeeVGgvUtMVaWwfNKbJ1JraW7EzQCl2XAHF3t0%2FXqlz%2BI%2BTMU1QbIfpPsfSySv5yx1M%2FwXJJPZ3iAA6XP3fDyXKKYNEHTZHkVM8cOWz%2BqcNefzPu9vWuVatrjZp2EdFXTfYMgEVHbrgCIhlica8zPrZI8%2F%2F5BPVTZV7mCX2v0LLUsYpDUBXErTE0ABzSPAEwjSdHdb8EHo6AgzHzjZW%2BpeR0eEsBY%2FBh18gY8B6NtzD6YynJ630GRgeqjRYRlH2IWC72MKJyvn4S77EzERxfKN0snKTuUnj2AFGepUwqHd2Z90CAwMLWImNYGOpkBzpYaUtlTxnm1jaff4IhevD0BA465BU1mWI8ExPP%2BHE4XEUqb8hXUwmkmniIhJWZScVM2gPeGXi44WJAQP47G6qz3FxWMuffErfVuqk53Xwf2vRCrjlnzkMwx0GIQsb1Ksyy5yJJA2xzSHckcyErEeWs2aNBJRntMZy8jl%2Bhm56BC6KyZBZakeTY7neso0idgZzWEfq6CcMAT&X-Amz-Signature=34212852d66561bc5511422817f9074b40d3687e6a47947bb70603fe78a163aa&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Small-and-Minority-Business-Women-Business-Enterprise-Labor-Surplus-Affirmation-Form_%281%29.pdf%22&x-id=GetObject declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas. Respondent shall immediately provide the written notice to H-GAC if at any time the

Respondent learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances. H-GAC may rely upon a certification of the Respondent that the

Respondent is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract, unless the H-GAC knows the certification is erroneous.

Please download the below documents, complete, and upload.

• Certification-Regarding-Deb...

*Response required

9.8.6. Certification Regarding Lobbying/Byrd Anti-Lobbying Amendment* The undersigned certifies, to the best of his or her knowledge and belief, that:

(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or…