tamu-cc-rfp-25-0005-landscaping-and-lawncare-services-for-islander-housing-draft-6.24.25.pdf

TEXAS A&M UNIVERSITY- CORPUS CHRISTI

PURCHASING DEPARTMENT

6300 OCEAN DRIVE

CORPUS CHRISTI, TX 78412

REQUEST FOR PROPOSAL

RFP NUMBER: TAMU-CC-RFP-25-0005

Landscaping and Lawncare Services for Islander Housing

PROPOSAL MUST BE RECEIVED PRIOR TO:

2:00 P.M. Central Time on July 31, 2025

PROPOSALS SHOULD BE UPLOADED TO:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

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

REFER INQUIRIES TO:

Will Hobart, Director of Procurement & Disbursements

Texas A&M University-Corpus Christi Purchasing Department

361-825-2616 Email: Will.Hobart@tamucc.edu

All proposals shall become the property of Texas A&M University-Corpus Christi and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Section 5G for more information regarding confidential and proprietary information.

mailto:Will.Hobart@tamucc.edu

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION

SECTION 2. INSTRUCTIONS FOR RESPONDENTS

SECTION 3. SCOPE & SUPPORT

SECTION 4. PROPOSAL RESPONSE

SECTION 5. GENERAL TERMS AND CONDITIONS

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance

Exhibit D – Master Services Agreement (Draft)

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 3 of 40

SECTION 1 - INTRODUCTION

1.1 Scope

Texas A&M – Corpus Christi is seeking pricing to from vendors to provide services described in the scope of work below to support the care and maintenance for Islander housing lawns and landscape beds. Islander Housing has two locations, one on main campus (Ward Island) which contains 300 Apartment Units and 928 Residence Units. The second location is at Momentum Village located on the corner of Islander Way and Ennis Joslin, approximately ½ mile away wh ich includes 220 apartments and 48 townhomes.

It is the intent of Texas A&M University-Corpus Christi to establish a master services agreement (“Agreement”) with a preferred vendor (referred to as “Respondent” or “Vendor”) to meet the needs of the University per the requirements listed in Section 3.

Vendor acknowledges that as a third-party servicer participating in a program, it is subject to the authority and governance of the Department of Education (DOE) including without limitation, dear colleague letters and any related laws, rules, or regulations, as may be amended and published by the DOE from time to time.

By submitting responses, each Respondent certifies that it understands this Request for Proposal (“RFP”) and has full knowledge of the scope and nature of the opportunity described herein. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this RFP.

1.2 About Texas A&M University-Corpus Christi

Texas A&M University-Corpus Christi is a vibrant, Hispanic and Minority Serving Doctoral Research Institution recognized for its academic programs and renowned faculty. Undergraduate, master’s, and doctoral students choose from more than 85 academic programs, and students benefit from individualized and immersive learning experiences. The university is one of 135 institutions listed as an R2-High Research Activity campus by the Carnegie Commission on Higher Education. It is the premier, urban doctoral-granting institution in South Texas, supporting a UAS test site, two institutes, and more than 40 research centers and labs. The Island University proudly continues its heritage of teaching excellence, innovation, and community engagement as part of the Texas A&M University System.

1.3 Priorities/Expectations

Respondents should note the following priorities/expectations with regard to the possibility of Texas A&M University-Corpus Christi establishing a contractual relationship with any Respondent:

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

https://www.tamucc.edu/programs/index.php https://www.tamucc.edu/research/index.php

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 4 of 40

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure successful completion of services as determined by Texas A&M University-Corpus Christi.

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

1.4 Calendar of Events

Activity Date

Release of Request for Proposal June 27, 2025

Deadline to Submit Questions July 11, 2025

Release of Addendum (if applicable) July 16, 2025

Responses Due July 31, 2025 by 2:00 p.m. Central Time

Interviews (at Texas A&M University-Corpus Christi’s option) TBD

Selection of Respondents TBD

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

1.5 Performance Period

Should Texas A&M University-Corpus Christi, in its sole discretion, enter into an Agreement with one or more successful Respondents as a result of this RFP, the resultant Agreements shall be effective upon execution for a one (1) year period, with the option to extend for four (4) additional one (1) year periods. Texas A&M University-Corpus Christi reserves the right to amend the terms of any resultant agreement as necessary to meet state or federal requirements. The University shall give the Contractor written notice of its intent to extend no less than ninety (90) days prior to the expiration of the Contract, and if the University elects to extend, any proposed changes in Contract terms shall be specified in writing as part of the written notice. The Contractor shall have thirty-(30) days from the date of receipt of this written notice to accept or take exception to any of the proposed renewal terms. The exceptions shall be negotiated between the University and the Contractor during, the following thirty (30) days. Upon mutual agreement of the parties concerning extension terms, the Contractor shall sign the extension notice and send it back to the University. If no agreement can be reached, the Contract shall terminate. In the event of termination, the contractor shall continue services under the original contract terms until a new contractor can be identified. In the event of Contract extension, the Contractor will be required to provide complete and current submittals prior to each extension, including, but not necessarily limited to, insurance certificates and financial statements.

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SECTION 2 - INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

Texas A&M University-Corpus Christi is seeking proposals from qualified companies to provide Cleaning Services for Islander University Housing. This RFP outlines the scope and requirements within Section 3. While it is the intent of Texas A&M University-Corpus Christi to establish an Agreement with a single qualified provider for the services stated within this RFP, there is no guarantee that an award will be made, or any agreement executed.

Submittals are to be in accordance with the outline and specifications contained herein, are to remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent's cover letter.

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

Clause headings appearing in this RFP have been inserted for convenience and ready reference.

They do not purport to define, limit, or extend the scope of intent of the respective clauses.

Whenever the terms "must" "shall" "will" "is required” or "are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

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

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to Texas A&M University-Corpus Christi. All documentation submitted with the proposal response will become the property of Texas A&M University-Corpus Christi and the State of Texas.

2.2 Examination of the Request for Proposal

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

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

2.3 Submittal Instructions

All proposals must be received by Texas A&M University-Corpus Christi, no later than 2:00:00 p.m.

Central Time, July 31, 2025. Preferred method:

Electronically via https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU.

The sent time indicated within AggieBid, Texas A&M University System’s (TAMUS) online bidding application used to administer Sourcing Events, server shall be used for the receipt and https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 6 of 40 acceptance of the response. It is each Respondent’s responsibility to ensure that the entire submittal response is received by Texas A&M University-Corpus Christi by the deadline stated above regardless of submission method. Please note: The AggieBid portal will close promptly at 2:00 p.m. CT. Late proposal responses will not be considered under any circumstances.

The preferred submittal preference is via the AggieBid portal; however, may be submitted via:

U.S. POSTAL SERVICE: HAND DELIVER or EXPRESS MAIL TO:

Texas A&M University-Corpus Christi Texas A&M University-Corpus

TAMU-RFP-25-0004 TAMU-RFP-25-0004

Purchasing Department Purchasing Building 6300 Ocean Drive, Unit 5731 6300 Ocean Drive, Room 115A Corpus Christi, TX 78412-5731 Corpus Christi, TX 78412-5731

2.4 Proposal Components

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

I. Proposal

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

✔ Table of Contents

✔ Proposal response, to include Sections 4.1 – 4.7

II. Forms

✔ Signed Execution of Offer (Exhibit A)

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

✔ HUB Subcontracting Plan (Section 4.8)

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

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

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

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

● Respondents shall submit one (1) original HUB Subcontracting Plan (HSP), one (1) of Section 5, Execution of Proposal, along with one (1) original and one (1) digital copies (on USB thumb drives) of the Proposal.

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2.5 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Will Hobart, Purchasing Department to will.hobart@tamucc.edu. Respondent may not contact other individuals at Texas A&M University-Corpus Christi to discuss any aspect of this RFP.

Questions regarding the RFP, including questions for more data or information beyond that included in this RFP and any attachment, should be presented in writing. Deadline for submission of questions is July 11, 2025. Texas A&M University-Corpus Christi will publish all questions with responses according to the schedule in Section 1.4.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum/amendment and posted on the AggieBid portal, TAMU-CC-RFP-25-0004 link.

It is the responsibility of all Respondents to check the AggieBid portal for any and all addenda issued for this RFP. All such addenda/amendments issued by Texas A&M University-Corpus Christi prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in Exhibit A – Execution of Offer. Only those Texas A&M University-Corpus Christi inquiries receiving a public reply via formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

2.6 Selection Process

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

Texas A&M University-Corpus Christi will base its choice on demonstrated competence, knowledge, and qualifications, on the reasonableness of the proposed fees for the services, and on the demonstrated ability to include businesses certified as a Historically Underutilized Business (HUB) in the state of Texas in the performance of a percentage of the scope of work; and if other considerations are equal, give preference to a Respondent who is certified as a HUB in the state of Texas, whose principal place of business is in the state of Texas, or who will manage the contract wholly from an office in the state of Texas.

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

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 8 of 40 incorporating by reference all the requirements, terms and conditions of the solicitation and the Respondent’s proposal as negotiated.

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

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

All proposals must be complete and convey all of the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFP, Texas A&M University-Corpus Christi alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

Texas A&M University-Corpus Christi may perform reference checks and seek further information, as needed from all Respondents whose proposals Texas A&M University-Corpus Christi, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes Texas A&M University-Corpus Christi to contact these organizations to discuss the services and other considerations that the Respondent has provided to such organizations and authorizes the organizations to provide such information to Texas A&M University-Corpus Christi and Respondent shall and hereby does release and hold harmless Texas A&M University-Corpus Christi, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

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

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 9 of 40

SECTION 3 - SCOPE AND SUPPORT

Texas A&M University-Corpus Christi is requesting proposals for provision of services described in the scope of work below to support the care and maintenance for Islander housing lawns and landscape beds. Ease of accomplishing the required scope will be included in the evaluation of every response within the Scope of Work.

Services shall include, but are not limited to, the requirements contained in this RFP. Services set forth that contain the words “must” or “shall” are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words “may” or “can” allow Respondents to offer alternatives to the manner in which the services are provided.

The requested services and corresponding deliverables are as follows:

3.1 General

Islander Housing has two locations, one on main campus (Ward Island) which contains 300 Apartment Units and 687 Residence Units. The second location is at Momentum Village located on the corner of Islander Way and Ennis Joslin, approximately ½ mile away which includes 220 apartments and 48 townhomes.

Period of performance is September 01, 2025, through August 31, 2026. Vendor can work five days a week. Work hours are normal business hours 0800hrs to 1700hrs.

After hours work is acceptable with proper notification to Owner.

Fees: At the end of each year of the Agreement, the Base Fees shall be adjusted by the Annual Adjustment Rate. The “Annual Adjustment Rate” is defined as the percentage change in the Employment Cost Index for total compensation, for private industry workers, by occupational group and industry (not seasonally adjusted), All workers, as found at this following link:

https://www.bls.gov/news.release/eci.t05.htm (“ECI”) for the most recently published 12 month period by the United States Department of Labor, Bureau of Labor Statistics, but not to exceed 3.75% in any year. Notwithstanding the forgoing, if the percentage change in ECI is a negative percentage, the Base Fees will remain the same from the prior year. Notice of such adjustments must be provided to university in writing at least 30 days prior to the effective date of the new Base Fees.

3.1.1 General Scope of Work

a. Vendor shall furnish all labor, tools, specialized equipment, material, supplies, supervision, and transportation to perform landscape maintenance services as specifically outlined in this section.

b. We anticipate a minimum of 30 mowings. Four (4) in the months of April, May, June, July, August, September and October and two (2) in the month of November and March with the final cut on or before November 20th.

If locations need additional service, it wi ll be outside of this contract it will require an approved PO before work can be completed.

c. The lawn care contractor is required to produce in writing the dates he has mowed at the project site. This can be an email a statement or the invoice itself if it breaks out the details on the invoice. Invoice will identify Zones for work performed during the invoice period.

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d. It is the responsibility of the lawn care contractor to remove all litter and debris before and after each mowing. Bagging is not required however care should be used to avoid blowing clippings into any of the porches, walkways, flower beds, sidewalks, driveways, and parking lots.

e. All grass clippings shall be removed from all play area equipment, porches, beds, walkways, sidewalks, driveways, sport courts, and parking lots after each mowing.

f. All areas around trees, shrubs, buildings, posts, fences, flower beds, sidewalks and curbs will be edged with lawn trimmers after each mow .

g. All perimeter fences that abut drainage channels/ditch to have one mower width on channel side of the fence to provide a buffer .

h. Lawn areas in the right’s -of-way along Ennis Joslin, Nile, Islander way to considered part of the adjacent Momentum Village Zone .

i. Miramar Hike and Bike trail – this contract maintains lawns up to one mower width from the hike and bike trail .

j. Contractor will be responsible for replacement of trees, shrubs or bushes damaged by inappropriate mowing or edging .

k. Contractor will promptly repair, at their cost, any damages to turf or vegetation or irrigation system.

l. Contractor will advise Facilities Manager and Property Manager at site of the need for reseeding or re-sodding of any areas.

m. All turf areas inaccessible to mowing equipment will be trimmed prior to mowing as needed to maintain a neat, well -groomed appearance.

n. Vendor shall supply all herbicides, fertilizers, chemicals, and the like for servicing the facilities that meet TAMUCC Islander Housing approval.

o. Vendor shall supply all necessary data sheets and meet requirements to comply with the State OSHA Regulations.

p. Contractor shall not dump any debris into TAMUCC Islander Housing containers.

q. The entrance drive, parking areas, sidewalks, curbs, and other hard surfaces shall be kept free of leaves, litter, and debris. The use of power blowers is acceptable, however, accumulations of debris must be removed from the site and not blown onto adjacen t property, street surfaces, sewer drains, fence lines or planting areas.

r. Undesired vegetation in sidewalks, curbs, cracks, and other hard surfaces need maintained so there are no weeds growing in them. Contractor can use environmentally friendly herbicide on them or cut them with a weed whip.

s. Mow all grass in all common areas of the property completely to maintain a uniform height not to exceed between 2 to 3 inches.

t. Use trimmers in locations where mowers cannot reach vegetation, The Texas A&M University System TAMU-CC-RFP-25-0004 Page 11 of 40

u. Apply an effective, safe, and environmentally friendly herbicide to immediately kill all grass and weeds growing up through cracks and openings in sidewalks, curbs, roads, parking areas, walls, etc.

v. Ruts, holes, and other disfigurement of mowed areas caused by mowing equipment shall be the responsibility of the Contractor to repair to original condition.

w. Landscape Maintenance work shall be performed during the regular hours of 8:00 A.M. through 5:00 PM Monday through Friday unless otherwise specified/approved by TAMUCC Islander Housing due to uncontrollable weather situations.

3.1.2 Spring Cleanup. Proposal should include the cost for Spring Cleanup for all Zones at Miramar and Momentum to include:

a. Must be completed by April 1st .

b. Removal of any leaves left over from Fall .

c. Cut back any winter growth on plants, shrubs, and bushes .

d. Rake and loosen compacted soil and mulch to allow new shoots & bulbs to push thru.

e. Supply and Spread 3” (minimum) of fresh dark mulch .

f. Clean up beds, walkways, sidewalks and foundations of weeds, overgrown vegetation, leaves, branches, and clutter .

g. Re-seed damaged areas of yard.

h. Re-edging of areas.

i. Apply crabgrass, dandelion, and other major weed inhibitors through the lawn.

j. Add fall lawn fertilizer with high phosphorus content to encourage root growth.

k. Add spring lawn fertilizer appropriate for our region encourage root growth.

3.1.3 Fall Cleanup. Proposal should include the cost for Fall Cleanup for all Zones at Miramar and Momentum to include:

a. Must be complete October 1st.

b. Clear out fallen leaves, litter & debris from lawns, beds, curbs, and sidewalks.

c. Trim shrubs and bushes.

d. Trim any dead branches off trees that are within reach no special equipment.

e. Required Cut back Perennials.

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f. Add fall lawn fertilizer appropriate for our region to encourage root growth.

3.1.4 Resident Move-in (August). Proposal should include the cost for Resident Move-in for all Zones at Miramar and Momentum to include:

a. Work must be completed before move-in date what can be provided by Islander Housing but typically falls around August 20 th.

b. Clean up beds, walkways, sidewalks and foundations of weeds, overgrown vegetation, leaves, branches, and clutter.

c. Time lawn mowing to occur just prior to event.

d. Plant perennials and water to establish grown in designated beds not to exceed five (5) locations mutually agreed upon between contractor and Islander Housing.

3.1.5 Islander Family Weekend (October). Proposal should include the cost for Islander Family Weekend for all Zones at Miramar and Momentum to include:

a. Work must be completed prior to Parents Weekend date which can be provided by Islander Housing by typically falls around October 5th. Clean up beds, walkways, sidewalks and foundations of weeds, overgrown vegetation, leaves, branches, and clutter.

b. Time lawn mowing to occur just prior to event .

c. Plant perennials and water to establish grown in designated beds not to exceed five (5) locations mutually agreed upon between contractor and Islander Housing.

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SECTION 4 - PROPOSAL RESPONSE

The Respondent recognizes that in its selection process Texas A&M University-Corpus Christi will rely, in part, on the answers provided in response to this Section. Accordingly, Respondent warrants to the best of its knowledge that all responses are true, correct and complete.

4.1 Company Profile

A. Provide a contact name for this RFP response, including title, address, telephone number and email address.

B. Number of years in business: ______

C. Number of Employees: ______ (company wide) ______ (relevant branch office(s))

D. Annual Sales Volume: _____________________________(company wide)

E. Is your company currently for sale or involved in any transaction to expend or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

F. Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with the Agencies.

G. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

4.2 Technical Proposal

Respondent should describe how their services can address the overall needs and requirements of Texas A&M University-Corpus Christi as described in SECTION 3 – SCOPE AND SUPPORT.

In responding to these requirements Respondent shall discuss the steps to accomplish each requirement as identified and stated in Section 3. The Technical Proposal should be structured to address each sub-section in Section 3. Include screenshots, process flows, schedules, lists, etc.

that demonstrate how you will meet the scope of work.

4.3 Vendor Qualifications

Respondent shall provide a response to the following items:

A. Respondent must furnish at least four references from clients from the past three years for services provided similar in scope, size, and complexity to the scope of services described in Section 3 above. If possible, Texas A&M University-Corpus Christi requests that two of the references come from institutions of Higher Education and/or other public sector entities and ideally from schools within the Texas A&M University System.

● Company/Agency name & address

● Contact person name & title

● Contact phone number and email address

● Summary of services provided

B. Has Respondent worked with the Texas A&M University System or any of its Members in the

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 14 of 40 past two years? If yes, provide the specific member of the Texas A&M University System, point of contact (name, title, phone number, and email address), and a brief description of the work performed.

C. Has Respondent had any work non-renewed or cancelled for any reason in the past five years?

If so, please provide details on work, agency, and time frame.

D. Describe Respondent’s core service offerings with particular reference to institutional cleaning services and Texas A&M University-Corpus Christi’s requested services as discussed in this RFP.

4.4 Pricing Proposal

Respondent shall provide a complete pricing proposal for the services offered as detailed on the Pricing Proposal (Exhibit E). Room details are provided (as Exhibit F) in order to assist the Respondent in preparing their Pricing Proposals.

4.5 Project Management

A. Please provide a listing of key project personnel. Please provide resumes for each, and a brief description of the relevant experience.

B. Please detail and describe the Respondent’s quality control management approach.

C. Please provide a detailed schedule of work for the project.

4.6 Historically Underutilized Business (HUB) Requirements

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

As subcontracting opportunities may be possible, each Respondent is required to submit a properly completed HUB Subcontracting Plan (HSP) form for the scope of work defined within this RFP. A subcontracting opportunity is defined as any portion(s) of the scope contracted with a vendor to work, supply commodities for, or contribute towards completing work for a governmental entity.

The HUB participation goal for this RFP is 13.06% and every effort shall be made to achieve this goal through subcontracting opportunities, mentor protégé relationships, or other means of meaningful business relationships to increase the capacity and utilization of HUB firms.

Maximizing meaningful opportunities to HUBs is of the utmost importance to Texas A&M University-Corpus Christi.

Failure to submit a properly completed HSP may be considered a material failure to comply with the requirements of this RFP and may result in rejection of the response.

HSP FORM REQUIREMENTS

The HSP form shall be completed in accordance with the instructions outlined on the form, which can be found here: Texas A&M University-Corpus Christi HSP form. The HUB goal stated within this RFP shall take precedence over any standard goal stated on the HSP form. The Respondent shall perform a Good Faith Effort, as applicable, and fulfill the requirements as stated in the HSP https://www.tamucc.edu/finance-and-administration/financial-services/purchasing/hub-program/forms.php

The Texas A&M University System TAMU-CC-RFP-25-0004 Page 15 of 40 form. The Respondent shall list each anticipated subcontracting opportunity, if any, in Section 2b on the HSP form and complete the applicable attachment (Method A or Method B).

ADDITIONAL INFORMATION & ASSISTANCE

For more information or assistance in properly completing this requirement of this RFP, the Respondent may contact Mr. Ruben Gonzalez at hub@tamucc.edu, or by phone at361-825-5822.

The Respondent may also submit a draft of their team’s HSP form prior to submittal of their response to the RFP for review by Mr. Gonazlez. Texas A&M University-Corpus Christi HUB Program requests that drafts be submitted at least five (5) business days prior to the RFP due date to allow sufficient time for the review.

mailto:hub@tamucc.edu

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SECTION 5 - GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: Texas A&M University-Corpus Christi reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFP. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which Texas A&M University-Corpus Christi determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. Texas A&M University-Corpus Christi reserves the right to award to the company, or companies, which in our sole judgment, will best serve our long-term interest.

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

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by Texas A&M University-Corpus Christi Office of General Counsel are essential prior to execution of any resultant agreement. In the event the Respondent does not supply terms and conditions with their submittal, Texas A&M University-Corpus Christi terms and conditions will govern this transaction.

B. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

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

D. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a proposal, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that Texas A&M University-Corpus Christi strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. Texas A&M University-Corpus Christi may seek to protect from disclosure all information submitted in response to this RFP until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, Texas A&M University-Corpus Christi will consider all information, documentation, and other materials requested to be submitted in response to this RFP to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas

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Government Code, Chapter 552. Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

H. ALTERNATE PROPOSALS: Texas A&M University-Corpus Christi reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to Texas A&M University-Corpus Christi, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq.

(1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of Texas A&M University-Corpus Christi or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of Texas A&M University-Corpus Christi or any of its Members, or (3) a person who employs a current or former executive head of Texas A&M University-Corpus Christi or any of its Members.

K. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit C attached hereto.

L. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D or, in the sole discretion of Texas A&M University-Corpus Christi, terms and conditions substantially similar to those contained in the attached agreement, will constitute and govern any Agreement that results from this RFP. If Respondent takes exception to any terms or conditions set forth in the attached agreement, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by Texas A&M University-Corpus Christi and may result in disqualification of Respondent’s proposal as non-responsive to this RFP.

If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then Texas A&M University-Corpus Christi may consider Respondent’s exceptions when Texas A&M University-Corpus Christi evaluates the Respondent’s proposal.

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EXHIBIT A

EXECUTION OF OFFER

TAMU-CC-RFP-25-0004

DATE: ___________

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

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

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

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

Addenda Acknowledgment

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

No. 1 ______Date

No. 2 ______Date

A.2 Signature

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

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

(ii) it is not given, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount trip, favor or service to a public servant in connection with the submitted response or any subsequent proposal. Failure to sign below, or signing a false statement, may void the response or any resulting contracts at Texas A&M University-Corpus Christi’ option, and the Respondent may be removed from all future proposal lists at this state agency;

(iii) the individual signing this document and the documents made part of the RFP is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any contract which may result from the submission of the Response;

(iv) no relationship, whether as a relative, business associate, by capital funding agreement or by any other such kinship exists between Respondent and an employee of Texas A&M University-Corpus Christi;

(v) Respondent has not been an employee of Texas A&M University System within the immediate twelve (12) months prior to the RFP response;

(vi) no compensation has been received for participation in the preparation of this RFP (ref. Section

2155.004 Texas Government Code);

(vii) all services to be provided in response to this RFP will meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health law (Public Law 91-596) and its regulations in effect as of the date of this solicitation;

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(viii) Respondent complies with all federal laws and regulations pertaining to Equal Employment Opportunities and Affirmative Action;

(ix) to the best of its knowledge, no member of the Board of Regents of The Texas A&M University System, or the Executive Officers of the Texas A&M University System or its member institutions or agencies, has a financial interest, directly or indirectly, in the Project;

(x) if the Respondent is subject to the Texas franchise tax, it is not currently delinquent in the payment of any franchise tax due under Chapter 171, Texas Tax Code, or is exempt from the payment of such taxes. A false certification may result in the Respondent’s disqualification;

(xi) under Section 231.006, Family Code, the Respondent or applicant certifies that the individual or business entity named in this RFP, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that any resultant agreement may be terminated and payment may be withheld if this certification is inaccurate; and,

(xii) under Section 2155.006, Government Code, the Respondent certifies that the individual or business entity named in this bid or contract is not ineligible to receive the specified contract and acknowledges that any resultant agreement may be terminated and payment withheld if this certification is inaccurate.

Respondent shall provide their Federal Employer Identification Number (EIN), full VENDOR name, address and contact information in the spaces below. Failure to sign manually or with electronic signature (such as DocuSign or Adobe Sign) below will disqualify the proposal response. The person signing the submittal should show title or authority to bind his/her firm in contract.

Federal EIN/Taxpayer ID #: _______________________________________________________________

Vendor/Company Name: ___________________________________________________________

Authorized Signature: _____________________________________________________________

Name: __________________________________________________________________________

Title: ___________________________________________________________________________

Street: __________________________________________________________________________

City/State/Zip: ____________________________________________________________________

Telephone No.: ____________________________________________________________________

Fax No.: __________________________________________________________________________

E-mail: ___________________________________________________________________________

* By signing this RFP, Respondent certifies that if a Texas address is shown as the address of the respondent, respondent qualifies as a Texas Resident Bidder as defined in Texas Government Code, § 2252.001(4).

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EXHIBIT B

NON-COLLUSION AFFIDAVIT

The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in the submission of the foregoing Proposal (such persons, firms and corporations hereinafter being referred to as the "Respondent"), being duly sworn, on his or her oath, states that to the best of his or her belief and knowledge no person, firm or corporation, nor any person duly representing the same joining and participating in the submission of the foregoing Proposal, has directly or indirectly entered into any agreement or arrangement with any other Respondents, or with any official of Texas A&M University-Corpus Christi or any employee thereof, or any person, firm or corporation under contract with Texas A&M University-Corpus Christi whereby the Respondent, in order to induce acceptance of the foregoing Proposal by said Texas A&M University-Corpus Christi, has paid or is to pay to any other Respondent or to any of the aforementioned persons anything of value whatever, and that the Respondent has not, directly or indirectly entered into any arrangement or agreement with any other Respondent or Respondents which tends to or does lessen or destroy free competition in the letting of the contract sought for by the foregoing Proposal.

The Respondent hereby certifies that neither it, its officers, partners, owners, providers, representatives, employees and parties in interest, including the affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Respondent, potential Respondent, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other Respondents or potential Respondents, or to obtain through any unlawful act an advantage over other Respondents or Texas A&M University-Corpus Christi.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Respondent without consultation with other Respondents or potential Respondents or foreknowledge of the prices to be submitted in response to this solicitation by other…