10-RFP 721-25099 Freight Forwarder Services.pdf

REQUEST FOR PROPOSAL

721-25099

Freight Forwarder (University-wide)

Domestic, International, and Specialty

Proposal Submittal Deadline: Tuesday, November 14, 2025, at 2:30 PM CST

PROCUREMENT OFFICER:

Michelle Bernal

HUB CONTACT:

HUB/SB Program Office

HUB E-mail: uthub-hsp@austin.utexas.edu

PROPOSALS ARE DUE IN THE UNIVERSITY BONFIRE PORTAL SHOWN BELOW NO LATER THAN:

Tuesday, November 14, 2025, at 2:30 PM CST local time https://utexas.bonfirehub.com/portal/?tab=openOpportunities mailto:uthub-hsp@austin.utexas.edu https://utexas.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION……………………………………………………………………………………………………………………... 3

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: SPECIFICATIONS AND ADDITIONAL QUESTIONS

SECTION 5: PRICING AND DELIVERY SCHEDULE

SECTION 6: PROJECT INSTRUCTIONS

Attachments:

Attachment One: Proposal Requirements

Attachment Two: Sample Agreement and/or Business Associate Agreement

Attachment Three: Electronic HUB Subcontracting Plan [B2G]

Attachment Four: Higher Education Vendor Assessment Tool (HECVAT)

Attachment Five: Access By Individuals with Disabilities [Bonfire]

Attachment Six: Electronic And Information Resources Environment Specifications [Bonfire]

Attachment Seven: Information Security Requirements and Questions [Bonfire]

Attachment Eight: Certificate Of Interested Parties, Form 1295

Appendices:

Appendix 1: Execution of Offer

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff, and top national programs across nineteen colleges and schools. As Texas’s leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

1.2 Background and Special Circumstances

The University of Texas at Austin has experienced a steady increase in global logistics complexity and volume over the past three fiscal years. In Fiscal Year 2023, freight-related expenditures totaled approximately $779,800, with projections reaching $3.5 million in Fiscal Year 2025. While this figure may be considered moderate in the context of international logistics, it reflects a growing need for specialized freight services. The University’s shipments often include lighter-weight cargo, with specialty freight— such as temperature-controlled and hazardous materials—contributing significantly to overall costs. For example, transporting 13,000 kilograms of sensitive cargo requires temperature control and specialty handling.

To support this evolving demand, the University seeks a freight forwarder capable of managing complex, multimodal logistics operations with precision and scalability. The selected provider will be responsible for ensuring the compliant, secure, and timely movement of goods across domestic and international destinations. This includes customs brokerage, regulatory documentation, and specialized handling of research equipment and sensitive materials. A responsive and adaptable logistics solution is essential to maintain cost efficiency, regulatory adherence, and high service reliability in support of the University’s academic, research, and operational initiatives.

This includes coordination of multimodal transportation, customs brokerage, regulatory documentation, and specialized handling of sensitive materials such as research equipment, hazardous goods, temperature-controlled items, biological specimens, biomaterials, and live organisms (e.g., plants, animals).

1.3 Objective of Request for Proposal

The University of Texas at Austin (“UT Austin” or “University”) is soliciting performance capabilities and proposals from qualified licensed freight forwarders to provide comprehensive international, domestic, and specialty logistics services on an as-needed basis, including customs brokerage, regulatory compliance, multimodal coordination, and specialized handling of sensitive shipments, including those with insurance options as specifically described in Section 4.5 (Scope of Work) of this solicitation.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation. In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

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SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Tuesday, November 14, 2025 (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Bonfire portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before Thursday, October 16, 2025 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will respond as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Respondent, if any, selected by University through this RFP will be the Respondent that submits a proposal on or before the Submittal Deadline that is the most advantageous to University.

Contractor means the successful Respondent or Proposer under this RFP.

Respondents are encouraged to propose terms and conditions offering the maximum benefit to University in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in section 51.9335, of the education code:

Criteria Scored Criteria Weight Respondents’ Qualifications, Experience, and Reputation (See Section 6, subsection 6.5 below)

Respondents’ Quality of Proposed Services (Methodology and Approach) (See Section 6, subsection 6.6 below)

Respondents’ Price Proposal (See Section 6, subsection 4.7 below)

Respondents’ Staffing Resources and Business Relationship Strength (See Section 6, subsection 6.8 below)

Total 100

2.3.2 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation.

All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.3 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break.” Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.4 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in Section 5, shall be included in the Respondent's final written score. After the initial assessment, the University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post-interview scoring along with the Initial Price Proposal or BAFO Price Proposal, when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section 3.

2.3.5 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation, and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above, and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

2.4 Key Events Schedule

The expected solicitation schedule and key milestone dates are listed on Bonfire's event details page.

Solicitation Milestone Proposed Date RFP Issued October 3, 2025

Pre-Proposal Meeting via Teams Microsoft Teams Registration Link:

October 15, 2025, at 10:00 AM CST https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8- 414e-9e97-bea998ebdfe1

Deadline for Questions from Supplier October 16, 2025, at 2:30 PM CST

Answers to Supplier Questions (estimated) October 24, 2025

RFP Proposal Submittal Deadline November 14, 2025, at 2:30 PM CST

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1

2.5 Historically Underutilized Businesses

All agencies of the State of Texas are required to make a good faith effort to assist historically underutilized businesses (“HUBs”) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. Pursuant to the HUB program, if under the terms of any agreement or contractual arrangements resulting from this solicitation, contractor subcontracts and Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Responses that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this solicitation. Respondent acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this solicitation. Furthermore, any subcontracting of Work by the Respondent is subject to review by University to ensure compliance with the HUB Program.

2.5.1 Statement of Probability: University has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent’s response. Respondents shall develop and administer an HSP as a part of the Respondent’s response in accordance with the Policy on Utilization of HUBs (ATTACHMENT THREE).

2.5.2 Each Respondent must complete and return the HSP in accordance with the Terms and

Conditions of this solicitation, including ATTACHMENT THREE. Respondents that fail to submit the HSP will be considered non-responsive to this solicitation as required by 2161.252, Government Code.

Questions regarding the E-HSP may be directed at:

Contact: HUB/SB Program Office Email: uthub-hsp@austin.utexas.edu

2.5.3 HUB Subcontracting Goal: The goal for this solicitation is 26%. Respondent will be expected to make a good faith effort to meet this goal.

2.5.4 Contractor will not be permitted to change its HSP unless: (1) Contractor completes a new HSP in accordance with the terms of APPENDIX THREE, setting forth all modifications requested by Contractor, (2) Contractor provides the modified HSP to University, (3) University approves the modified HSP in writing, and (4) all agreements resulting from this solicitation are amended in writing to conform to the modified HSP.

2.5.5 At the same time Respondent submits its response (no later than the Submittal

Deadline (ref. Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted the HSP. Respondent’s failure mailto:uthub-hsp@austin.utexas.edu to submit the HSP will result in University’s rejection of the response as non-responsive due to material failure to comply with advertised specifications.

2.5.6 University may offer Respondent an opportunity to seek informal review of its draft

HSP by University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Submittal Conference or by other means.

Informal review is designed to help address questions Respondent may have about how to complete its HSP properly. Concurrence or comment on Respondent’s draft HSP by University will not constitute formal approval of the HSP and will not eliminate the need for Respondent to submit its final HSP to University as instructed by Section 2.5.

2.6 Public Information

Respondents are hereby notified that University strictly adheres to all statutes, court decisions and the opinions of the Texas Attorney General with respect to the disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref.

Chapter 552, Government Code). Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

2.7 Pre-Proposal Conference

University will hold a pre-proposal conference at 10:00 AM, Central Time on October 15, 2025, via TEAMs.

The pre-proposal conference will allow all Respondents an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP.

Any questions in connection with this solicitation will need to be submitted in writing via the University Bonfire portal.

Respondents who cannot participate remotely are encouraged to submit questions in writing by the Deadline for Questions as noted in the solicitation milestone schedule.

Potential respondents must RSVP via the following link to receive the pre-proposal conference details:

https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/ad21cda5-d448-4e84-ba04-76e1b6d957d3@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Bonfire portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions.

Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in the disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in the disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Submittal Checklist

Respondent is instructed to complete, sign, and return the following documents as a part of its proposal.

If Respondent fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. APPENDIX ONE)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.4.3 Signed and Completed Addenda Checklist (ref. BONFIRE Acknowledgement)

3.4.4 Respondent’s Proposal, addressing responses to questions in Section 4 – Instructions to

Respondents, complete Questionnaire in Bonfire and provide any support documentation.

Responses to questions and requests for information in the Specifications and Scope of Work Section (ref. Section 4) (ref. BONFIRE Questionnaire)

3.4.5 Response to Contract Terms and Conditions, provide list of exceptions or redlines (ref.

ATTACHMENT TWO)

3.4.6 Submitted E-HSP (HUB Subcontracting Plan) via the UT Austin HUB Compliance Reporting System (B2Gnow) (ref. Section 2.5 and ATTACHMENT THREE)

3.4.7 Response to Access by Individuals with Disabilities (ref. ATTACHMENT FIVE)

3.4.8 Response to Electronic and Information Resources Environment Specifications (ref. ATTACHMENT

SIX)

3.4.9 Response to Security Characteristics and Functionality of Contractor’s Information Resources (ref.

ATTACHMENT SEVEN)

3.4.10 Response to Certificate of Interested Parties, Form 1295 (ref. ATTACHMENT EIGHT)

SECTION 4

SPECIFICATIONS AND ADDITIONAL QUESTIONS

4.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Respondent as part of its proposal, are set forth below. As indicated in Section 2.3, Contractor means the successful Respondent or Proposer.

Approval by the Board of Regents: No Agreement resulting from this RFP will be effective for amounts exceeding two million dollars ($5,000,000) until approved by the Board of Regents of The University of Texas System.

Multiple Awards: University reserves the right to make multiple awards against this RFP.

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to seven (7) years, with the initial term of the Agreement proposed to be for an initial one (1) year base term, with the option to renew three (3) additional two (2) year terms, upon mutual written agreement of both parties. Further, the University reserves the right to extend the contract term on a month-to-month basis, not to exceed three (3) months upon the expiration of the initial term and any successive renewal term.

4.3 Responsible Respondent

Each Proposal must include information that clearly indicates that the Respondent meets each of the following minimum qualification requirements:

4.3.1 Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract.

4.3.2 Respondents must have resources (knowledge, experience, personnel, management, technology, and bandwidth) necessary to support The University of Texas at Austin simultaneously as a result of a contract.

4.3.3 Be able to comply with the required performance schedule, taking into consideration all existing business commitments.

4.3.4 Respondents must have a minimum of five (5) years’ experience as a licensed freight forwarder, experience should be related to the type and kind of projects described in this solicitation, and at other higher education institutions, and in specialty industries.

4.3.5 Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the resulting contract requirements.

4.3.6 Certify that the firm is not delinquent in any tax owed to the State of Texas under Chapter 171, Tax Code.

4.3.7 Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

4.3.8 Respondents must submit documentation verifying compliance with licensing, certification, and insurance requirements as part of their proposal. Failure to provide proof of licensing, bonding, and insurance may result in disqualification as described in the solicitation.

4.4 Additional Submittals Specific to this RFP

Respondent must submit the following information as part of Respondent’s proposal:

4.4.1 If Respondent takes exception to any terms or conditions set forth in the Agreement (ref.

ATTACHMENT TWO), Respondent must submit a red-lined version of ATTACHMENT TWO and a detailed list of reasons for the exceptions as part of its proposal. If Respondent agrees with terms or conditions set forth in the ATTACHMENT TWO, Respondent will submit a written statement acknowledging it.

4.4.2 By signing the Execution of Offer (ref. Section 2 of ATTACHMENT ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC and set forth in ATTACHMENT EIGHT. Respondent may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.

4.4.3 In its proposal, Respondent must indicate whether it will consent to include in the Agreement the “Access by Individuals with Disabilities” language that is set forth in ATTACHMENT FIVE, Access by Individuals with Disabilities. If Respondent objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Respondent must, as part of its proposal, specifically identify and describe in detail all of the reasons for Respondent’s objection. NOTE: A

GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION.

4.4.4 In its proposal, Respondent must respond to each item listed in ATTACHMENT SIX, Electronic and Information Resources (EIR) Environment Specifications. ATTACHMENT SIX will establish specifications, representations, warranties, and agreements related to the EIR that Respondent is offering to provide to University. Responses to ATTACHMENT SIX will be incorporated into the Agreement and will be binding on Contractor.

4.4.5 In its proposal, Respondent must respond to each item listed in ATTACHMENT FOUR, Higher Education Vendor Assessment Tool (HECVAT). UTS165 defines “Information Resources” as any and all computer printouts, online display devices, mass storage media, and all computer-related activities involving any device capable of receiving email, browsing Web sites, or otherwise capable of receiving, storing, managing, or transmitting Data including, but not limited to, mainframes, servers, Network Infrastructure, personal computers, notebook computers, hand-held computers, personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the procedures, equipment, facilities, software, and Data that are designed, built, operated, and maintained to create, collect, record, process, store, retrieve, display, and transmit information. UTS165 defines “Data” as recorded data, regardless of form or media in which it may be recorded, which constitute the original data necessary to support the business of UT System or original observations and methods of a study and the analyses of such original data that are necessary to support research activities and validate research findings. Data includes, but is not limited to printed records, observations, and notes; electronic data; video and audio records, photographs, and negatives.

4.4.6 In its proposal, Respondent must respond to each item listed in Bonfire Questionnaire, ATTACHMENT SEVEN, INFORMATION SECURITY REQUIREMENTS AND QUESTIONS. This questionnaire will establish specifications, representations, warranties, and agreements related to the EIR that Respondent is offering to provide to University. Responses to questionnaire will be incorporated into the Agreement and will be binding on Contractor.

4.5 Scope of Work, Activities and Deliverables

The University of Texas at Austin (“UT Austin” or “University”) is soliciting performance capabilities and proposals from qualified licensed freight forwarders to provide comprehensive international, domestic, and specialty logistics services, including customs brokerage, regulatory compliance, multimodal coordination, and specialized handling of sensitive shipments, including those with insurance options specifically as described in Section 4 (Scope of Work) of this solicitation.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=2&ch=46&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=4&ti=1&pt=2&ch=46&rl=Y http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

The University of Texas at Austin seeks to award contract(s) in conjunction with the requirements and specifications within this Request for Proposal (RFP) for a comprehensive scope of deliverables that includes, but is not limited to, the following services:

• International Freight forwarding.

• Domestic Freight Forwarding.

• Specialty Freight Forwarding.

• Customs Brokerage.

• Reporting and Documentation.

• Supplier and Carrier Management.

The Contractor must be capable of adjusting resources dynamically to meet fluctuating volume demands and performance requirements. Shipment volumes are not guaranteed and may vary significantly;

however, the University expects the Contractor to maintain consistent service quality and responsiveness throughout the contract term.

Exceptional circumstances include the need to support UT Austin’s operations, which may involve complex regulatory environments, specialized handling requirements, and coordination across multiple time zones and jurisdictions. The Contractor must demonstrate the ability to navigate these challenges effectively and provide proactive solutions that minimize delays, ensure compliance, and protect the integrity of sensitive shipments.

4.5.1 Freight Forwarding:

4.5.1.1 Upon University request, Respondent shall provide the following services relating to both inbound and outbound shipping, but not limited to:

• Freight management for inbound and outbound shipments of capital equipment and associated sensitive shipments.

• Special handling capital expenditure (CAPEX) shipments, particularly within the semiconductor industry.

• Demonstrated expertise in managing shipments with special handling requirements, including the use of monitoring devices such as ShockWatch and TiltWatch.

• Temperature-controlled vehicles when required.

• Comprehensive insurance coverage is in place to ensure risk mitigation and cargo protection.

• Established global partnerships and an extensive international logistics network.

• Negotiation and implementation of carrier rate schedules.

• Carrier selection and performance monitoring.

• Auditing freight charges and reporting on savings.

• Management of existing freight supplier relationships.

• Onboarding and change management support.

• Manage inbound and outbound cargo movements to and from international origins and destinations.

• Upon University request, Contractor shall provide Air freight, ocean freight (FCL/LCL), less-than-truckload (LTL), full-truckload (FTL), ground transportation, sea freight and specialized freight handling for University shipments, to include but not limited to:

• Flatbed, double drop, lowboy, drop-deck, step-deck, Conestoga, and trailer service.

• Priority, expedited, hotshot route service.

• bulk, liquid, and refrigerated freight container vehicles; and

• material handling equipment as necessary for loading.

• Upon University request, Contractor shall provide rail and intermodal service for University ground freight shipments when suitable for freight type, expense, and delivery requirements.

• Successful performance of this task is complete upon pickup, transit, and delivery of freight without loss, damage, or access control violations, and completion of all subtasks listed in Performance Standard – Freight and Regulatory Compliance and Coordination.

• Upon University request, Contractor shall provide LCL and FCL sea freight services for University shipments, to include but not limited to:

• container rental/use and loading

• stevedore services and fees; and

• crane and material handling equipment at origin/port/destination

• Contractor shall coordinate the transshipment of University sea freight shipments as necessary for delivery to overseas destinations as requested by University.

• Successful performance of this task is complete upon pickup, transit, and delivery of freight without loss, damage, or access control violations, and completion of all subtasks listed in Performance Standard –

• Upon University request, Contractor shall provide air freight services for University shipments, to include, but not limited to:

• solicit and prepare an air waybill in coordination with the air freight provider and University representative

• coordinate cargo terminal screening and inspection of University shipments

• coordinate material handling equipment as necessary for loading and transport

• Successful performance of this task is complete upon pickup, transit, and delivery of freight without loss, damage, or access control violations, and completion of all subtasks listed in Performance Standard –

4.5.2 Performance Standard-Freight:

• Successful performance of freight services across all modes of transportation identified within this solicitation, additionally, requires completion of the following subtasks by Contractor.

• Contractor shall confirm University freight requests within two business days of submission.

• For intra-U.S. shipments, Contractor shall provide advance scheduling and coordination of routine/non-emergency freight pickup within one business day of University acceptance of Contractor quote, to include facility entry requirements, required material handling equipment and truck assignment, with liftgates or other truck configurations/equipment such as may be requested by the University.

• For U.S. exports and U.S. imports, Contractor shall provide advance scheduling and coordination of routine/non-emergency freight pickup within five business days of University acceptance of Contractor quote, to include facility entry requirements, required material handling equipment and truck assignment, with liftgates or other truck configurations/equipment such as may be requested by the University.

• Contractor shall provide on-time arrival of all vehicles, operators and equipment scheduled for freight pickup, with advance notice of arrival provided by driver/dispatcher no less than 30 minutes prior to scheduled pickup. Early/late arrivals outside of one hour deviance from scheduled pickup time, or arrivals outside of facility receiving and shipping hours of operation will constitute nonperformance.

• Contractor shall provide in-transit visibility of University shipments to Department end users, to include notice of delay or transfer of freight, waypoint/node transit, and loss/damage/access control violation reporting and resolution.

• Contractor shall identify in advance and comply with all access, safety, and conduct requirements imposed by origin and destination facilities when transporting University freight.

• Contractor shall comply with access control restrictions for all University shipments as specified in

Regulatory Compliance and Coordination.

• Upon receipt of freight, commercial invoice, packing list and relevant declarations and supporting documentation from University, Contractor shall prepare, file, submit, and ensure the successful acceptance of Electronic Export Information (EEI) in the U.S. Customs Automated Export System (AES).

• Upon University request for import service for a freight import shipment by University or third party, and submission to Contractor of commercial invoice, packing list and relevant declarations and supporting documentation by University, Contractor shall prepare and submit arrival notice on behalf of University/importer of record, complete Automated Commercial Environment (ACE) reporting and Automated Broker Interface (ABI) import tasks, and arrange for examination of goods and release from port.

• Upon University request, Contractor shall identify, file, and satisfy foreign government import and export requirements for University shipments destined for or in transit through foreign territories, to include foreign government regulatory and customs processes.

• Upon University request, Contractor must provide clearance availability notice to foreign consignee’s designated customs broker.

• Upon University request, Contractor shall file and obtain an Admission Temporaries/Temporary Admission (ATA) certificate on behalf of University for temporary export shipment requirements.

• Contractor shall pay on behalf of the University all lawful and reasonable fees, excise, duties, tariffs, and other liabilities assessed by United States and foreign government authorities such as are necessary for the successful delivery of freight entrusted by University to the Contractor for transport.

• Contractor shall coordinate with domestic and foreign third-party vendors and shippers on behalf of the

University to obtain customs clearance and timely delivery of University procured and leased freight shipments.

• Contractor shall work with University, the ultimate consignee, and any third parties designated by the

University, such as United States and foreign government facilities, to identify and comply with requirements needed for proper import and delivery to the ultimate consignee.

• Successful performance of import and export services within this solicitation additionally requires completion of the following subtasks by Contractor.

• Contractor shall complete the timely submission of documentation to government and port authorities required for inspection and clearance of University shipments to prevent delay in port and demurrage charges incurred following the expiration of port free time.

• Contractor shall advise and inspect University freight shipments and documentation to prevent the assessment of regulatory penalties and fines against the University resulting from noncompliant, omitted, or erroneous documentation, labeling/placarding, packaging, and shipment of disallowed goods.

• Liquidated Damages-Supplies, Services, or Research and Development

a) The Contractor must pay the University liquidated damages equivalent to the actual transportation costs incurred if the Contractor is unable to deliver the supplies or execute the services within the time frame provided in this contract. These expenses will include all relevant fees associated with the cargo per delay and will be based on the carrier's billed rates.

b) If the University terminates this contract in whole or in part, the Contractor is liable for liquidated damages accruing until the University reasonably obtains delivery or performance of similar supplies or services. These liquidated damages are in addition to any excess costs incurred for repurchase under the Termination clause.

c) The Contractor will not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined in this contract.

4.5.3 Regulatory Compliance and Coordination

• Upon request by University, Contractor shall provide information and supporting documentation of driver/equipment operator nationality, license, certifications, background check, and other clearance and facility entry requirements as identified by University.

• In coordination with University representative, Contractor shall ensure correct classification and required labeling and markings are identified and present on University freight as required by the Federal Motor Carrier Safety Administration (FMCSA) Hazardous Materials Regulations (HMR.)

• As identified by the University and applicable to export-controlled freight, Contractor shall ensure that

University shipments across all modes of transportation are restricted from passage aboard vessels and access by nationals of designated countries as specified in the Export Administrations Regulations (EAR), the International Traffic in Arms Regulations (ITAR), and the Specially Designated Nationals and Blocked Persons list (SDN.) University shall retain responsibility for all licenses and license exception filing and acceptance for export-controlled freight.

• Contractor shall further prevent access to University shipments by nationals of countries on the foreign adversary list as designated by the United States Department of Commerce (15 CFR 791.2), to include transport of University shipments aboard foreign adversary-flagged vessels and entry of University shipments into foreign adversary territories.

• University shall retain responsibility for permit/license/exception application, submission, and compliance with regulations and regulatory agency policy applicable to its imported and exported freight shipments, to include, but not limited to, those listed below.

• Contractor shall ensure that goods, packaging, labeling, and access provided to freight in transit are compliant with United States and foreign law.

• Foods, drugs, and controlled substances: United States Food and Drug Administration (FDA)/Customs and Border Protection (CBP), and Drug Enforcement Administration (DEA) permit/declarations for import/export, and DEA transshipment notification.

• Chemicals/chemicals of interest: United States Environmental Protection Agency (EPA) Toxic Substances Control Act (TSCA), submission through CBP ACE reporting in coordination with Contractor.

• Nuclear/radioactive materials: United States Department of Transportation shipping regulations, and Nuclear Regulatory Commission packaging regulations.

• Soil/biological samples/living organisms: United States Fish and Wildlife Services (FWS) eDecs submission, United States Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS) Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) permit.

4.5.4 Reporting and Documentation

• Upon request, Contractor shall provide an online repository, accessible by designated University personnel, containing customs entry forms, shipping invoices, bills of lading, proofs of delivery, declarations, and related supporting documentation generated in the course of shipment and customs clearance, such as the University may require for regulatory compliance and internal recordkeeping requirements.

• Contractor shall provide an online repository, accessible by designated University employees, permitting

University employees to run reports of past shipments.

4.5.5 Advisory and Logistics Coordination Services

• Contractor shall advise University representatives during the labeling, packaging, and freight loading process regarding industry association, transnational entity, and other non-United States governmental entity policies and procedures applicable to University freight shipments, to include, but not limited to:

• International Air Transport Association (IATA) requirements for air freight

• United Nations Dangerous Goods List and regulations for Lithium-ion batteries

(UN3480/3481) and other goods/chemicals

• Upon University request, Contractor shall advise University representatives of dangerous goods shipment requirements for dangerous goods as identified by University, whether shipped by air, ground or ocean. This may include, but not be limited to, verifying the proper labeling, placarding, outer packaging and shipper’s declaration of dangerous goods. Contractor shall make good faith efforts to note when University is shipping items with lithium-ion batteries (UN3480/3481) and notify the University, should University personnel not be aware of dangerous goods shipping requirements.

• Upon University request, Contractor shall advise University representatives on the appropriate industry and regulatory classifications of freight submitted for shipment, to include, but not limited to:

• United States and foreign harmonized tariff schedule (HTS) classification

• National Motor Freight Classification (NMFC)

• Customs Clearance and Documentation: Assistance with import/export documentation, customs brokerage, and compliance with regulations.

• Warehousing and Storage: If required, specify needs for warehousing, distribution, or temporary storage.

• Cargo Insurance: Whether cargo insurance is needed and if the freight forwarder offers it.

• Special Handling: If certain shipments require specialized handling (e.g., hazardous materials, fragile equipment).

• Technology and Transparency: Specify requirements for shipment tracking, online portals, real-time visibility, and reporting capabilities.

4.5.6 Work Material: Any work material prepared by Contractor or any subcontractors in connection with work will be the sole property of University. The work material will not be used by Contractor or any other party unless expressly authorized by University in writing.

4.5.7 University Responsibilities

• Coordination and Communication

• University will provide appropriate contacts to be available for meetings and review of performance.

• Designate University contacts for shipment coordination and issue resolution.

• Provide complete and accurate shipping documentation (e.g., invoices, packing lists, PO numbers).

• Facilitate facility access and scheduling for pickups and deliveries, including security and handling requirements.

4.5.7.2 Oversight and Financial Management

• Review and approve workplans, timelines, and performance reports.

• Monitor service quality and request corrective actions or personnel changes as needed.

• Validate invoices, approve pricing structures, and manage payment terms.

4.5.8 Staffing and Change Management

• Respondent must assign a designated project manager (“PM”), to be approved, with considerable experience and excellent communication skills. The PM will be responsible for leading various team members who may be needed to communicate issues with senior leaders.

• Respondent must provide and maintain a dedicated and experienced team to…