RFP_for_Air_Filter_Changing_Services.pdf

Texas Facilities Commission

P.O. Box 13047

Austin, Texas 78711-3047

REQUEST FOR PROPOSAL - GENERAL SERVICES

RFP FOR AIR FILTER CHANGING SERVICES

0007993

Dated: July 2, 2026

Deadline for Questions: August 5, 2026

Proposal Due Date / Opening: August 17, 2026, 3:00 pm

Request For Proposal - General Services #0007993

RFP for Air Filter Changing Services

TABLE OF CONTENTS

1. SCOPE

2. CONTRACT TERM

3. AGENCY POINT OF CONTACT

4. SCHEDULE OF EVENTS

5. DEFINITIONS

6. PROPOSAL REQUIREMENTS

7. PROPOSAL CONTENT AND SELECTION PROCESS

8. EVALUATION CRITERIA

9. SUBMISSION REQUIREMENTS

Attachments:

A - 0007993 Attachment A - Service Contract Template

B - 0007993 Attachment B - Execution of Proposal

C - 0007993 Attachment C - HUB Subcontracting Plan

D - 0007993 Attachment D - HUB Quick Information

F - 0007993 Attachment F - Facilities-Filter Information_and_Pricing Sheet_FINAL

G - 0007993 Attachment G - TFC Building List

J - 0007993 Attachment J - Permit Parking for Garage B

K - 0007993 Attachment K - FAQS

L - 0007993 Attachment L - OpenGov Submission Instructions

M - 0007993 Attachment M - HSP Instructions

EE - 0007993 Attachment E - Carbon Box and Washable Filter Instructions

HH - 0007993 Attachment H - Contractors Qualification Form

RFP for Air Filter Changing Services Page 1

1 SCOPE

1.1 SCOPE OF WORK

Pursuant to Texas Government Code Section 2165.001, Custodianship of State Property, and Section

2156.121, Use of Competitive Sealed Proposal, the Texas Facilities Commission is requesting responses to this Request for Proposal for the provision of air filter changing services at various facilities managed by the Texas Facilities Commission and located in Austin, Texas. TFC anticipates a single award from this solicitation.

A) Reference Attachment A – Service Contract for the Statement of Work.

2 CONTRACT TERM

This service shall be for a period beginning on the date the contract, as defined below, is executed by both parties, and shall expire on August 31, 2028. The contract may be renewed for two (2), two (2) year renewal options, provided the renewal is executed prior to expiration of the current contract term. Any renewals shall be in writing and at the same terms and conditions, plus any approved changes.

3 AGENCY POINT OF CONTACT

The contact listed below shall be the sole point of contact during this solicitation. Any discussions regarding this solicitation with other agency personnel or TFC contractors, or sub-contractors may be grounds for disqualification.

A. Primary Contact:

1. Purchaser Name: Monica Presson

2. Purchaser Phone: (512) 463-1879

3. Purchaser Email: monica.presson@tfc.texas.gov

B. Secondary Contact:

1. Purchaser Name: James Wooley

2. Purchaser Phone: (512) 936-1774

3. Purchaser Email: james.wooley@tfc.texas.gov

4. If the primary contact cannot be reached, reach out to the secondary contact.

4 SCHEDULE OF EVENTS

4.1 TIMELINE

The solicitation process for this RFP will proceed according to the following schedule:

Issue RFP: July 2, 2026

RFP for Air Filter Changing Services Page 2

Pre-Proposal Tele-Conference I (Mandatory): July 23, 2026, 11:00am https://us02web.zoom.us/meeting/register/ uS_Ipg0ERTmlNikOYCLMVQ

Pre-Proposal Tele-Conference II (Mandatory): July 24, 2026, 11:00am https://us02web.zoom.us/meeting/register/ fIjS6KLcS_ursOuUA-CTVA

Jobsite Walk-Through/Site Visit: July 27, 2026, 9:00am

Central Services Building, 1711 San Jacinto

Blvd., Austin, Texas 78701

Deadline for Submission of Questions: August 5, 2026, 12:00pm

Question Response Deadline: August 10, 2026, 5:00pm

Deadline for Submission of Proposals/RFP

Opening:

August 17, 2026, 3:00pm

Notification for Interview: September 1, 2026

Interview Date: September 9, 2026

Expected Contract Start Date: October 1, 2026

4.2 PRE-PROPOSAL TELECONFERENCE

A. The Mandatory Pre-Proposal Teleconferences are scheduled for:

PPC 1: Thursday, July 23, 2026, 11:00 am

PPC2: Friday, July 24, 2026, 11:00 AM

B. Pre-registration for the pre-proposal teleconferences is required. Register for the teleconferences at the links below:

PPC 1: https://us02web.zoom.us/meeting/register/uS_Ipg0ERTmlNikOYCLMVQ

PPC 2: https://us02web.zoom.us/meeting/register/fIjS6KLcS_ursOuUA-CTVA

C. Attendance of at least one (1) of the two (2) scheduled pre-proposal teleconferences is MANDATORY. Only those Respondents whose names and represented firm are on the pre-proposal conference attendee list shall be allowed to submit a response. Please do not be late.

4.3 JOBSITE WALKTHROUGH/SITE VISIT

OPTIONAL WALK SITE VISIT:

https://us02web.zoom.us/meeting/register/uS_Ipg0ERTmlNikOYCLMVQ https://us02web.zoom.us/meeting/register/uS_Ipg0ERTmlNikOYCLMVQ https://us02web.zoom.us/meeting/register/fIjS6KLcS_ursOuUA-CTVA https://us02web.zoom.us/meeting/register/fIjS6KLcS_ursOuUA-CTVA https://us02web.zoom.us/meeting/register/uS_Ipg0ERTmlNikOYCLMVQ https://us02web.zoom.us/meeting/register/fIjS6KLcS_ursOuUA-CTVA

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i) The OPTIONAL walk site visits will be conducted on the dates and times shown below. You will meet at the front lobby of Central Services Building (CSB) and greeted by a TFC employee representative. Please do not be late.

ii) There is metered parking (coins) on the street, or free parking is available on the top of State

Parking Garage B, 1511 San Jacinto Blvd, Austin, TX. Print out the Attachment J – Parking Facilities to place on your dashboard.

iii) All attendees shall sign the “Onsite Walk Attendance Sheet” for each walk. Copies of the sign-in sheets will be provided through an addendum which will be posted on the Electronic State Business

Daily.

Meeting Location: Meeting Date/Time:

Attendees will meet in the front lobby:

Central Services Building (CSB) 9:00 AM Monday, June 27, 2026

1711 San Jacinto Blvd.

Austin, TX 78701

Tour group will then proceed to the following locations:

Barbara Jordan Building (BJB)

1601 Congress Avenue

Austin, Texas 78701

Lyndon B. Johnson Building (LBJ)

111 E. 17th Street

Austin, Texas 78701

5 DEFINITIONS

The following definitions apply to this solicitation.

5.1 Addendum

A modification of the specifications issued by TFC.

5.2 Best and Final Offer (BAFO)

A formal request made to acceptable or potentially acceptable Respondents for revision to the originally submitted proposal

5.3 Contract

The Contract attached to this solicitation as Attachment A.

5.4 Contract Administrator

The individual designated by TFC to represent TFC during the performance of the contract.

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5.5 Contractor

The individual, legal partnership, or corporation whose proposal is accepted and who enters into a contract with TFC.

5.6 Electronic State Business Daily (ESBD)

The designated website that state agencies, universities, and municipalities use to post formal solicitations (over $25K), addenda to posted solicitations, and awards. The link to the ESBD is https://www.txsmartbuy.gov/esbd.

5.7 Good Faith Effort

Good Faith Effort Effort required by Respondents when completing the HUB Subcontracting Plan which demonstrates the Respondent has completed one of the following for the planned subcontracting needs: A) Performing “Traditional Good Faith Effort” of soliciting bids from two

VetHUBs for each subcontracting opportunity, and allowing seven business days for response, B)

Self-Performing Contract (performing all work with own materials and labor), or C) Utilizing a

Mentor Protégé Relationship.

5.8 HUB Subcontracting Plan (HSP)

The HSP required by Chapter 2161 of the Texas Government Code (TGC) and by Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas Administrative Code (TAC).

5.9 Historically Underutilized Business (HUB)

As defined in Title 34, Rule 20.282 of the Texas Administrative Code.

5.10 Mentor Protégé Relationship

A formal agreement that is recognized by the State of Texas Comptroller of Public Accounts. For a listing of Mentor Protégé agreements click on link: https://mycpa.cpa.state.tx.us/mentorprotege/ctg/menproPairs/

5.11 Respondent

An individual, partnership or corporation that responds to this solicitation.

5.12 RFP

The Request for Proposal.

6 PROPOSAL REQUIREMENTS

TFC is using the electronic procurement system OpenGov. Respondents interested in submitting a response must register for an account via the Commission's eProcurement Portal hosted by OpenGov.

(No Charge). Proposals may be received up to but not later than Monday, August 17, 2026 at 3:00 pm via the Commission's eProcurement Portal located at https://procurement.opengov.com/portal/tfctexas/projects/280813. The Commission's eProcurement Portal Clock is the official clock for determining all deadline dates and times. Without exception, responses will not be accepted after the submission deadline, regardless of any technical difficulties, such as poor internet connections. TFC strongly recommends completing your response well ahead of the deadline. Facsimile and email proposals are not acceptable responses to this RFP.

https://www.txsmartbuy.gov/esbd https://mycpa.cpa.state.tx.us/mentorprotege/ctg/menproPairs/ https://procurement.opengov.com/portal/tfctexas/projects/280813

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6.1 REQUIRED DOCUMENTS

Respondent shall upload the following documents in the designated question in the SUBMISSION

REQUIREMENTS section of this RFP:

(1) Package 1 – Required Documentation:

(a) Attachment B – Execution of Proposal

(b) Litigation History

(2) Package 2 – Scored Evaluation Materials:

(a) Attachment H – Contractor’s Qualifications Form

(i) Relevant Experience and Qualifications

(ii) Proposed Methodology

(iii) Quality Control and Safety Programs

(b) Copies of certifications/licenses for staff that will be servicing this contract

(c) Resumes of staff that will be servicing this contract

(d) Experience Modification Rate on Insurance Carrier Letterhead

(3) Package 3 – HUB Subcontracting Plan

(a) Attachment C – HUB Subcontracting Plan

(b) Good Faith Effort backup documentation, as applicable

(4) Package 4 – Compensation and Fees

(a) Attachment F – Facilities/Filter Information and Compensation and Fees

6.2 ADDITIONAL REQUIREMENTS

A. File Formats Allowed: Unless specified elsewhere, all submitted documents shall be in

Adobe Acrobat (.PDF) format, version 9.0 or higher.

B. File Organization: If combining files in packages, pages should be numbered and contain an organized table of contents corresponding to each section.

C. COSTS: Respondents to this RFP are responsible for all costs of proposal preparation and delivery and any costs associated with interview.

6.3 PUBLIC INFORMATION

TFC will not consider any proposal that bears a copyright. As a state agency, TFC will strictly adhere to the requirements of Chapter 552 of the TGC (the "Texas Public Information Act") regarding the disclosure of public information. As a result, by participating in this solicitation process Respondent acknowledges that all information, documentation, and other materials submitted in response to this solicitation may be subject to public disclosure under the Texas Public Information Act. TFC does not have authority to agree that any information submitted will not be subject to disclosure. Disclosure is governed by the Texas Public Information Act. Respondents are advised to consult with their legal counsel concerning disclosure issues resulting from this process and to take precautions to safeguard trade secrets and proprietary or otherwise confidential information. TFC assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Respondents.

https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710082 https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710082

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If it is necessary for Respondent to include trade secrets or proprietary or otherwise confidential information in its submission, Respondent must clearly mark in bold red letters the term

“CONFIDENTIAL” using at least 14 point font, on the specific part or page of the submission which

Respondent believes to be confidential. Respondents should also include in the filename the word

“CONFIDENTIAL”, or include the word "CONFIDENTIAL" in any prompts within the SUBMISSION

REQUIREMENTS section of this RFP. All submittals and parts of submittals that are not marked confidential will be automatically considered to be public information. If TFC receives a public information request seeking information marked by Respondent as confidential, Respondent will receive notice of the request as required by the Texas Public Information Act. If TFC receives a public information request for submittals and parts of submittals that are not marked confidential, the information will be disclosed to the public as required by the Texas Public Information Act. Note that pricing is not considered confidential under the Texas Public Information Act. Upon award, a full tabulation that includes all submitted pricing and scores will be distributed to all Respondents. Do not mark your entire submission as “Confidential”.

6.4 QUESTIONS & ADDENDA

Respondents are required to register for an account via the Commission's eProcurement Portal hosted by OpenGov. Once the Respondent has completed registration, they may click “Follow” on this bid to receive an email notification when answers or addenda are posted.

A. All non-HSP related questions shall be submitted through the Commission's eProcurement

Portal, located at https://procurement.opengov.com/portal/tfctexas. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the

Commission's eProcurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

B. All addendum notifications will be posted to the ESBD and the Commission's eProcurement

Portal hosted by OpenGov.

C. It is the responsibility of the interested parties to periodically check the ESBD or TFC's eProcurement Portal for updates to the solicitation prior to submitting a proposal.

Respondent’s failure to periodically check the ESBD or acknowledge addenda will in no way release the respondent from any obligations detailed in the addenda. Any additional costs incurred to meet the requirements of the RFP are the sole responsibility of each respondent.

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

6.5 PROPOSAL SUBMISSION

A. Submittals shall be uploaded via the Commission's eProcurement Portal located at https://procurement.opengov.com/portal/tfctexas, prior to 3:00 PM Central Time on the date specified in the Schedule of Events.

https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710082 https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710082 https://procurement.opengov.com/portal/tfctexas

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B. All proposals shall be fully uploaded and submitted by 3:00 PM on the date specified in the

Schedule of Events above. TFC reserves the right to accept late submittals.

C. Telephone, facsimile, and email proposals will not be accepted.

D. Any issues with uploading shall first be addressed with OpenGov Technical Support. Contact

Monica Presson if there are issues with the site prior to the deadline for alternate arrangements if needed. Failure to contact the purchaser prior to the deadline to make alternative arrangements will disqualify any subsequent submittal of response.

6.6 PROPOSAL OPENING

A. Only the names of the Respondents will be made available after the opening date and time.

B. All submitted Proposals become the property of TFC after the RFP submittal deadline/opening date.

C. Proposals submitted shall constitute an offer for a period of ninety (90) days or until an award is made by TFC, whichever occurs earlier.

7 PROPOSAL CONTENT AND SELECTION PROCESS

Listed below is a summary of all information to be included in a proposal submitted in response to this RFP. Proposals submitted without all the required information may be rejected. TFC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State of Texas. Proposals that fail to submit the required information shall be disqualified.

7.1 RELEVANT EXPERIENCE AND QUALIFICATIONS

1. Complete and submit Attachment H – Contractor’s Qualifications Form.

2. The following minimum requirements are required of Respondents:

(a) Out of state Respondent’s doing business in the State of Texas shall have a Certificate of

Authority to do business in Texas, a copy of which shall be submitted with the proposal.

7.2 PROPOSED METHODOLOGY

A detailed plan outlining the processes of implementation regarding the requirements of the contract. This shall include, but not be limited to:

1. Attachment H – Contractor’s Qualifications Form

7.3 QUALITY & SAFETY PROGRAM

A. Quality Assurance: Respondent shall provide the name and job title of the person in the organization who oversees the quality assurance program. Respondent shall describe its quality assurance program, quality requirements and means of measurement to ensure high quality and responsive service.

B. Quality Control: Provide process flow charts on how quality is measured, maintained and achieved. The Respondent shall describe the firm’s policy regarding establishing quality

RFP for Air Filter Changing Services Page 8 control processes similar to ISO 9000 or other in-place controls for adherence to budget, quality, safety and schedule.

C. Safety Program:

1. Respondent shall provide its workers' compensation experience modification rate

(EMR) for the last five (5) years. This shall be included in the proposal on the insurance broker’s letterhead.

2. Provide a description of your firm’s safety program and indicate the name and job title of the person in your organization who manages the program. TFC reserves the right to require a copy of your safety manual, which, if contracted, will become a contract document.

7.4 COMPENSATION AND FEES

Respondents must upload their Compensation and Fees in the SUBMISSION REQUIREMENTS section of this RFP.

Respondent may not add qualifications, conditions, exceptions, variations or additional items to the proposal, or otherwise modify the pricing structure of the RFP in any manner. Any such modifications will not be considered and may be cause for rejection of the proposal, at the full and sole discretion of TFC.

7.5 ADDENDA ACKNOWLEDGEMENT

Respondents shall acknowledge receipt of all addenda to this RFP electronically via the Commission's eProcurement Portal located at https://procurement.opengov.com/portal/tfctexas.

7.6 LITIGATION

A. Provide details of all litigation history, including but not limited to administrative claims and proceedings and arbitration within the past five (5) years.

B. Respondents involved in litigation, depending upon the circumstances of the litigation, may be disqualified at the sole discretion of TFC.

7.7 INSURANCE

Prior to the commencement of work under this Contract, Vendor agrees to carry and maintain insurance in the types and amounts required during the term of the contract, to furnish certificates of insurance including corresponding policy endorsements, and make available, at no cost to TFC, copies of policy declaration pages as evidence thereof, if requested. Any questions concerning insurance requirements may be submitted to TFC’s Insurance Analyst by email to:

insurance@tfc.state.tx.us.

7.8 HUB SUBCONTRACTING PLAN

HUB SUBCONTRACTING PLAN: In accordance with the Texas Government Code (TGC), Sections

2161.181-182 and Title 34, Part 1, Chapter 20, Subchapter D, §20.281- §20.298 of the Texas

Administrative Code (TAC), TFC shall make a Good Faith Effort to utilize VetHUBs in contracts for general services, construction services, professional and consulting services, and commodities https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710082 mailto:insurance@tfc.state.tx.us

RFP for Air Filter Changing Services Page 9 contracts. The purpose of the Office of Business Opportunities (OBO) Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with 34 TAC §

20.284.

Statement of Probability: TFC has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, a HUB Subcontracting Plan is required as a part of the Respondent's Proposal. The Respondent shall develop and administer a HUB

Subcontracting Plan as a part of the Respondent's Contract. Failure to complete and submit the HUB

Subcontracting Plan shall result in rejection of the response.

(1) As mandated by 34 TAC § 20.285 Respondents must submit a HUB Subcontracting Plan that identifies all subcontracting items and complies with good faith effort requirements.

(2) Pursuant to TGC § 2161.252(B), the Texas Facilities Commission shall reject any response that does not include a fully completed HUB Subcontracting Plan. An incomplete HUB Subcontracting Plan is considered a material failure to comply with the solicitation requirements.

(3) The HUB Subcontracting Plan shall become a provision of the contract between the awarded

Respondent and TFC. The awarded Respondent can only change the HUB Subcontracting Plan if: (a) the Respondent complies with 34 TAC Section 20.285; (b) the Respondent provides its proposed changes to TFC for review; (c) TFC approves the Respondent’s proposed changes to its HUB

Subcontracting Plan; and (d) TFC and the Respondent amends their contract by submitting a revised

HUB Subcontracting Plan containing the changes approved by TFC.

(4) If TFC determines that the Respondent failed to implement the HUB Subcontracting Plan in good faith, TFC, in addition to any other remedies, may report non-performance to the Texas Comptroller in accordance with 34 TAC, Section 20.285, (h) (3).

(5) HUB subcontracting opportunities may be available in the following NIGP class/item codes and descriptions. The list below contains the ‘Class’ (three-digit) and ‘Item’ (two-digit) codes of potential subcontracting trades for this solicitation. These codes are defined by the National Institute of

Governmental Purchasing (NIGP).

A complete listing of all NIGP Class & Item Codes can be found at:

https://mycpa.cpa.state.tx.us/commbook/

Class/Item Description

031/45 Filters, Air Conditioning/ Furnace (Disposal Types)

910/36 Heating, Air Conditioning, and Ventilation Maintenance and Repair Services (Including

Installations)

(6) For assistance is needed in preparing the HUB Subcontracting Plan, potential Respondents may contact Office of Business Opportunities by email at opportunities@tfc.texas.gov.

(7) Requirement to Utilize HUB Compliance Reporting System. Pursuant to Texas Administrative

Code, Title 34 §§ 20.285(h) and 20.285(g), TFC administers HSP-PAR compliance monitoring through a HUB Compliance Reporting System commonly known as B2G. The successful Respondent and any subcontractors must submit required PAR information into the B2G system. Any delay in the timely submission of PAR information into the B2G system will be treated as an invoicing error subject to dispute under Tx. Gov’t Code Section 2251.042.

https://mycpa.cpa.state.tx.us/commbook/ mailto:opportunities@tfc.texas.gov

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7.9 PROPOSAL EVALUATION AND AWARD

A. TFC shall award to the Respondent(s) whose proposal is considered to provide the best value to the State of Texas as defined by TGC, Section 2155.074. TFC reserves the right to make multiple awards or no award under this RFP.

B. When considering best value and award, TFC reserves the right to set a minimum requirement regarding the weighted criteria listed in Subsection (d) below.

C. TFC also reserves the right to solicit any service that would normally be performed using this contract if it deems that by doing so would be in the best interest of the State of Texas.

D. An evaluation committee will be established to evaluate the submitted proposals. The committee will include employees of TFC and may include other persons invited by TFC to participate. By submitting a proposal in response to this RFP, the Respondent accepts the solicitation and evaluation process and acknowledges and accepts that scoring of the proposals may involve some subjective judgments by the evaluation committee. The

Evaluation Committee will evaluate and score each proposal based upon the criteria listed in the EVALUATION CRITERIA section of this RFP.

E. The Evaluation Committee will determine if BAFOs are necessary. Award of the contract may be made without BAFOs. A request for a BAFO is at the sole discretion of TFC and will be extended in writing.

F. In evaluating proposals to determine the best value for the State of Texas, TFC may consider information related to past contract performance of a Respondent including, but not limited to, CPA’s Vendor Performance Tracking System, available at http://www.txsmartbuy.com/vpts. Prior work performance with TFC, and other State agencies or governmental entities which are familiar with a Respondent’s performance, depending on problems encountered, may be grounds for disqualification. In addition, Respondents involved in litigation with TFC or another State agency may be disqualified.

G. Based on ranking determined by the scores, TFC may conduct interviews and/or oral presentations with those firms determined to be the most qualified. Such interviews are intended to:

1. confirm the information contained in the proposal;

2. evaluate Respondent’s methodology and work plan for the contract; and

3. evaluate the structure of contract team including qualifications of individual team members and other subcontractors. Scoring of the interview may replace part or all of the scoring of the proposal.

H. Based on these and other factors which may apply, TFC in accordance with the TGC, Section

2156.121, will enter into the contract with the Respondent(s) that is determined to be most appropriate for the services to be provided, but if an agreement cannot be reached, may proceed with the next ranked Respondent, and so on as provided by statute.

https://procurement.opengov.com/portal/tfctexas/projects/280813/document?section=2710079 http://www.txsmartbuy.com/vpts

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I. TFC reserves the right to award or not award the contact if no responses are deemed acceptable and may re-solicit as determined necessary in the best interest of the State of

Texas.

J. Protests: Protests filed in accordance with this solicitation shall be governed by TAC Title 1, Administration, Part 5 Texas Facilities Commission, Chapter 111 Administration, Subchapter C Complaints and Dispute Resolution, §111.32 Protests/Dispute

Resolution/Hearings.

K. Public Disclosure: News or social media releases pertaining to this RFP or the services, study, data, or project to which it relates shall not be made without TFC’s prior written authorization. In the exercise of TFC’s sole and absolute discretion, any breach by the

Respondent may result in the disqualification of response or cancellation of this RFP and the disqualification of the Respondent to respond to any re-solicitation.

L. State Auditor’s Right to Audit: The state auditor may conduct an audit or investigation of any entity receiving funds from the state directly under the contract or indirectly through a subcontract under the contract. The acceptance of funds directly under the contract or indirectly through a subcontract under the contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds. Under the direction of the legislative audit committee, an entity that is the subject of an audit or investigation by the state auditor must provide the state auditor with access to any information the state auditor considers relevant to the investigation or audit.

M. Order Precedence: In the event of conflicts or inconsistencies between this RFP and its attachments, such conflicts or inconsistencies shall be resolved by reference to the documents in the following order of priority: Attachment A - Services Contract, Request for

Proposal, Attachments to RFP, and Respondent’s response to RFP.

8 EVALUATION CRITERIA

Listed below is a summary of all information to be included in a proposal submitted in response to this RFP. Proposals submitted without all the required information may be rejected. TFC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State of Texas. Proposals that fail to submit the Bid Bond, Attachment B – Execution of Proposal, Submit the HUB Subcontracting Plan through B2G, Attachment D – Compensation and

Fees, or Attachment F – Contractor’s Qualification Form shall be disqualified.

Phase 1 - Procurement Administrative Review

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Verification of Required Documentation

N/A N/A

Phase 2 - OBO Review

1. OBO Review

Vendor complied with HUB "Good Faith

Effort" requirement(s).

Pass / Fail 100 (100% of Total)

Phase 3 - Scored Documentation

1. Relevant Experience and Qualifications

1. Describe how you propose to fulfill the requirements outline in Attachment A –

Service Contract. Answer should include:

Company experience providing air filter changing services to federal or state government agencies and any other business.

2. Provide your experience changing air filters based on the quantity shown in Exhibit

E – Facilities, Filter Information, and Pricing

Sheet.

3. Contracts sometimes incentivize awarded vendors to not seek out the best pricing for parts or subcontracting. How will you ensure that TFC is receiving best value with your supplies and subcontractors?

4. Are there any other contracts that will

“share” assigned technicians? Explain how responsive service will be maintained for

TFC.

5. Provide your experience in establishing a labeling system for filter replacements being performed.

6. Describe detailed steps on how your company will identify shutting down equipment to have equipment taken out of service.

Points Based 25 (50% of Total)

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2. Proposed Methodology

1. Explain how services are ordered and technicians are dispatched to meet response times specified in the contract.

2. Provide methodology for labeling filters to indicate replacement or service date.

3. Explain how your staffing size and their roles will fulfill these requirements.

4. Explain your approach in coordinating with other Contractors hired by TFC.

5. Explain your processes and timelines when a quote is requested by contracted agency.

6. Explain how your company will meet the response times identified in Attachment A –

Service Contract.

7. Explain how Contractor will meet the following requirements: All work performed in accordance with the International

Mechanical Code, National Electrical Code, state and federal laws and the manufacturer’s standard recommendation manuals for service and repair.

8. Explain how you will stock/purchase all types of identified filters as needed per the pre-approved schedule.

9. How do you dispose of used filters.

Points Based 20 (40% of Total)

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3. Quality and Safety Programs

(1) Attachment H – Contractor’s

Qualifications Form

(a) Quality Assurance: Respondent shall provide the name and job title of the person in the organization who oversees the quality assurance program. Respondent shall describe its quality assurance program, quality requirements and means of measurement to ensure high quality and responsive service.

(b) Quality Control: Provide process flow charts on how quality is measured, maintained and achieved.

The Respondent shall describe the firm’s policy regarding establishing quality control processes similar to

ISO 9000 or other in-place controls for adherence to budget, quality, safety and schedule.

(c) Safety Program and Safety

Records:

(i) Safety Program:

1. Indicate the name and job title of the person in your organization who manages your safety program.

2. Provide a description of your safety program.

3. TFC reserves the right to require a copy of your safety manual if your proposal is scored within the highest range of proposals, which will become a

Contract Document after award.

(ii) Respondent’s Safety

Record:

1. Provide the company’s workers' compensation experience

Points Based 5 (10% of Total)

RFP for Air Filter Changing Services Page 15 modification rate

(EMR) for the last five years as part of the proposal. This shall be submitted in your response on your insurance carrier’s letterhead.

Phase 4 - Compensation and Fees

1. Facilities, Filter Information and Pricing

Sheet

Attachment F - Facilities, Filter Information and Pricing Sheet

Points Based 50 (100% of Total)

Phase 5 - Program Review

1. Litigation History

Provide details of all past or pending litigation or administrative claims involving

Respondent within the past five years. If there is no litigation history, provide a statement on letterhead stating no litigation history.

Failure to provide this information may be grounds for disqualification.

N/A N/A

9 SUBMISSION REQUIREMENTS

1 REQUIRED DOCUMENTS

1.1 Package 1 - Required Documentation*

(a) Attachment B – Execution of Proposal

(b) Litigation History

*Response required

1.2 Package 2 - Scored Evaluation Materials*

Upload the following proposal contents here:

A. Attachment H – Contractor’s Qualifications Form

(i) Relevant Experience and Qualifications

(ii) Proposed Methodology

(iii) Quality Control and Safety Programs

B. Copies of certifications/licenses for staff that will be servicing this contract

RFP for Air Filter Changing Services Page 16

C. Resumes of staff that will be servicing this contract

D. Experience Modification Rate on Insurance Carrier Letterhead

Do not include pricing information in your response.

*Response required

1.3 Package 3 - HUB Subcontracting Plan*

(a) Attachment C – HUB Subcontracting Plan

(b) Good Faith Effort backup documentation, as applicable

*Response required

1.4 Package 4 - Compensation and Fees*

Please download the below documents, complete, and upload.

Submit pricing on the Attachment F – Facilities/Filter and Pricing Sheet.

• 0007993_Attachment_F_-_Faci...

*Response required

1.5 Conflicts of Interest*

No Conflicts of Interest: Respondent has disclosed in writing to TFC all existing or potential conflicts of interest relative to the performance of the contract. Any existing or potential conflicts of interest shall be disclosed and attached to this Execution of Proposal.

Do you have any Conflicts of Interest you need to disclose?

☐ Yes

☐ No

*Response required

When equals "Yes"

1.5.1 Conflicts of Interest Disclosure*

Upload a document detailing your Conflicts of Interest.

*Response required

1.6 Specialized Trainings*

Upload a document detailing the individuals and the specialized training(s) received that are relevant to providing the services required in this RFP.

*Response required https://government-project.s3.us-west-2.amazonaws.com/280813/daca62f1-c169-4a42-93f9-35bd0e43b2cf_0007993_Attachment_F_-_Facilities-Filter_Information_and_Pricing_Sheet_FINAL.xlsx