REQUEST FOR PROPOSAL

RFP No. 721-26069

Texas School Climate Program – School of Social Work

Proposal and VetHUB Subcontracting Plan Submittal Deadline: Thursday, April 2nd, 2026 at 2:30 PM CST

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

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

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

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

SECTION 2: NOTICE TO PROPOSER……………………………………………………………………………………………………….Pg. 5

SECTION 3: SUBMISSION OF PROPOSAL……………………………………………………………………………………………….Pg. 9

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK……………………………………………………………………………..Pg. 11

SECTION 5: PRICING AND DELIVERY SCHEDULE…………………………………………………………………………………….Pg. 16

SECTION 6: PROJECT INSTRUCTIONS…………………………………………………………………………………………………….Pg. 18

Attachments:

Attachment One: General Information

Attachment Two: Sample Services Agreement and/or Business Associate Agreement

Attachment Three: VetHUB Subcontracting Plan – NOT REQUIRED

Attachment Four: Higher Education Vendor Assessment Tool (HECVAT)

Attachment Five: Access by Individuals with Disabilities

Attachment Six: Electronic And Information Resources Environment Specifications

Attachment Seven: Information Security Requirements and Questions

Attachment Eight: Certificate Of Interested Parties, Form 1295

Attachment Nine: Technical Specifications & Architectural Standards

Appendices:

Appendix 1: Execution of Offer

Appendix 2: Addenda Acknowledgement Form

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is the largest academic component of the University of Texas System, a Tier One (1) research university, and home to more than 50,000 students and 24,000 faculty and staff members.

The University of Texas was established by the state legislature in 1881; by popular vote, the Main University was located at Austin and the Medical Branch at Galveston. The Austin campus was opened in September 1883, with a faculty of 8 and a student body of 218. The central campus has grown from 40 to more than 360 acres, while the student body has increased to about 38,000 undergraduates and 12,000 graduate students. In 1967, with the creation of The University of Texas system, the name of the Main University was changed to The University of Texas at Austin.

Through teaching, research, and public service, the University’s activities support its core purpose:

To transform lives for the benefit of society through the core values of learning, discovery, freedom, leadership, individual opportunity, and responsibility.

University students represent both the diverse population of the state and the full range of contemporary scholarship: an undergraduate may choose courses from more than 160 fields of study while pursuing any of more than 100 majors. Undergraduate study is supported by extensive mainframe and microcomputer/supercomputer facilities and by one of the largest academic libraries in the nation.

Students also benefit from the broad range of scholarly and technical research conducted by the faculty and the research staff.

The City of Austin, with a population of about one (1) million, is a relaxed and cosmopolitan setting for the University. The city is home to respected professional communities in theatre, dance, art, and music offering a wide range of cultural events. Students may also take part in recreational activities made possible by the temperate climate and Austin’s location in the Hill Country of central Texas.

The University is accredited by the Southern Association of Colleges and Schools and is one of three Southwestern members of the Association of American Universities.

Maps for the University of Texas at Austin campus can be found at the following website:

http://www.utexas.edu/maps/

RESPONDENT(S) ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS SOLICITATION

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS

DIRECTED.

http://www.utexas.edu/maps/

1.2 Background and Special Circumstances

The Texas Institute for Excellence in Mental Health (TIEMH) at The University of Texas at Austin has partnered with Educational Service Center 16 and The Texas Education Agency to develop a web-based application that will support school districts and charter schools to conduct school climate measurement with students, staff, and families; visualize results in interactive graphs; and make actionable decisions to guide climate improvement (create goals and plan). The application will have the functionality to integrate with data stored within the Texas Education Exchange and data collected through the application will be stored within the Exchange and compliant with EdFi Data Standards. An example application with similar qualities can be seen at https://njschoolclimate.org/. We are seeking a qualified vendor to develop and deploy the web-based application.

1.3 Multiple Awards

University reserves the right to make multiple awards against this RFP. University will choose the services for each Contractor and can make adjustments as needed during the term of the Agreement.

1.3 Objective of Request for Proposal

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.7 (Scope of Work) of this Request for Proposal (RFP), including (1) the design and deployment of a web-based application; (2) the administration of surveys and analysis of resulting data; and (3) the provision of ongoing maintenance, support, and training services.

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 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.

Left Blank Intentionally https://docs.ed-fi.org/reference/data-exchange/data-standard/ https://njschoolclimate.org/ 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

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Thursday, April 2nd, 2026 (ref. Closing Date).

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 the University’s Procurement 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 the Questions Due Date listed on the Project Details section or the Import Events of the University’s Procurement Portal, or (ii) if questions relate to Veteran Heroes United in Business, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Due Date. 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 Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful Proposer under this RFP.

Proposer is 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 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 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:

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

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

15%

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

20%

Respondents’ ability to meet University’s needs via Proposed Goods and/or Services (See Section 6, subsection 6.7 below)

35%

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services (See Section 6, subsection 6.8 below)

25%

Respondents’ Staffing Resources and Past Business Relationship Strength with the University (See Section 6, subsection 6.9 below)

5%

Total 100

2.3.3 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.

2.3.4 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.

2.3.5 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.

2.3.6 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

All RFP important or key events can be found on the Project Details section or the Import Events section of the University’s Procurement Portal.

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.

2.5 Public Information

Respondent is hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to 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 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm 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 12:00 PM Central Time on Thursday, March 12th 2026.

The pre-proposal conference will allow all Proposers an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP. Proposer can assess the conference details in the Events section of the University’s Procurement Portal. Attendance at the pre-proposal conference is optional.

Any questions in connection with this solicitation must be submitted in writing via the University’s Procurement Portal via the Public Q&A Messager Board. Potential Proposers who cannot participate are encouraged to submit questions in writing by the Questions Due Date listed on the Project Details section or the Import Events of the University’s Procurement Portal.

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

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Close Date (ref. Section 2.1) via University’s Procurement 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 2). 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 disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in 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

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal. Respondent must provide responses to all requests and requirements as listed in the RFP Document and on the University Procurement Portal (Bonfire).

3.4.1 Signed and Completed Execution of Offer (ref. Appendix 1)

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

3.4.2.1 include any supporting documents or BidTables as requested in Euna (previously Bonfire)

3.4.3 Responses to Proposer's Company/Financial Questionnaire (ref. Euna Requested Information)

3.4.4 Signed and Completed Addenda Checklist (ref. Addenda Acknowledgement Form)

3.4.5 Responses to questions and requests for information in the Specifications and Scope of Work (ref.

Section 4) and Project Instructions (ref. Section 6)

3.4.6 Responses Attachment Two and Attachment Five (ref. Euna Requested Information)

3.4.7 Response to Electronic and Information Resources Environment Specifications (ref. Attachment 6)

3.4.8 Response to Information Security Requirements and Questions (ref. Attachment 7)

3.4.9 Signed and completed Texas Ethics Commission Certificate of Interested parties, form 1295 (ref.

Attachment 8)

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

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

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to six (6) months with the initial term of the Agreement proposed to begin April 2026 and proposed to expire September 2026. The project described in this RFP must be completed by September 29, 2026. University may elect to renew the Agreement for application maintenance or upgrades.

4.3 Minimum Requirements

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

4.3.1 The selected Vendor must adhere to the technical constraints outlined in ATTACHMENT NINE, Technical Specifications and Architectural Standards. The proposed solution is required to be hosted and maintained within the Google Cloud Platform (GCP) ecosystem.

4.4 Additional Submittals Specific to this RFP

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

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

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

4.6.2 By signing the Execution of Offer (APPENDIX 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. Proposer 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.

4.6.3 In its proposal, Proposer 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 Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION. PROPOSER IS REQUIRED TO

SUBMIT COMPLETED VPAT (VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE) WITH PROPOSAL.

VPAT document to complete is located at the following website:

https://www.itic.org/dotAsset/47d8492f-a78a-46b8-b41a-fd656d773c5a.doc.

4.6.4 In its proposal, Proposer must respond to each item listed in ATTACHMENT SIX, Electronic and Information Resources (EIR) Environment Specifications. This will establish specifications, http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=46&interface=VIEW_TAC&part=2&title=1 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 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 representations, warranties, and agreements related to the EIR that Proposer is offering to provide to university. Responses will be incorporated into the Agreement and will be binding on Contractor.

4.6.5 In its proposal, Proposer must respond to each item listed in ATTACHMENT FOUR, Higher Education Vendor Assessment Tool (HECVAT).

4.6.6 In its proposal, Proposer must respond to each item listed in ATTACHMENT SEVEN, Information Security Requirements and Questions. This will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to University.

Responses will be incorporated into the Agreement and will be binding on Contractor.

4.6.7 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.

4.6.8 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.

4.7 Scope of Work

The selected vendor shall design, develop, implement, and support a secure, web-based school climate survey application to be housed within the Texas Education Exchange. The application shall support survey planning, deployment, data collection, analysis, reporting, and school climate improvement planning, in accordance with the requirements outlined below. University will own all aspects of the website and all intellectual property related to the creation of the website.

4.7.1 General Responsibilities

The selected vendor(s) shall be responsible for the following:

• Integrating findings and artifacts produced during the UI/UX design research and prototyping phase into the development plan, ensuring logical information flow, intuitive navigation, high usability, and compliance with accessibility requirements (WCAG 2.1 Level AA).

• Designing and developing a web-based application within the Texas Education Exchange that provides an interface for planning, collecting, and securely storing school climate data.

• Incorporating video-based and text-based training resources to support users in planning for survey deployment.

o UT-TIEMH will be responsible for content development and approval of all training resources.

• Designing functionality to collect, store, and manage electronic parent consent forms using a modifiable template and to generate reports identifying students authorized to participate in school climate surveys.

• Enabling real-time visualization tools to monitor response rates during active data collection, as well as interactive data visualization and reporting capabilities following the close of data collection.

• Developing system functionality to generate recommendations for school climate improvement based on survey results and to support users in developing and printing a school climate improvement plan.

• Providing documentation and initial guidance to support application maintenance following initial deployment, including estimated ongoing maintenance costs and documentation to support future refinements or system upgrades.

4.7.2 Survey Management

The application shall support the following survey management capabilities:

• Design and deployment of school climate surveys that include required core items, optional modules selected by users, and locally developed survey items.

• Support for multiple question types, including but not limited to Likert scale, multiple choice, and open-ended responses.

• Ability for users to access surveys via external links without requiring platform login.

• Functionality to define survey scheduling windows, expiration dates, and verify enrollment and staffing data prior to deployment.

• Support for multiple language translations.

4.7.3 User Management

The application shall include robust user and data governance controls, including:

• District-level data ownership agreements defining decision-making authority related to data sharing with Educational Service Centers (ESCs), the Texas Education Agency (in de-identified form), or for approved research purposes.

• Role-based access control with defined permissions at the school, district, regional, and state levels.

• Secure login and authentication using single sign-on (SSO).

4.7.4 Technical Assistance and Support

The application shall provide built-in support resources, including:

• Hosting of video-based training resources to support planning and implementation of the school climate assessment.

• Interactive planning tools and training materials, such as timelines, checklists, and task trackers.

• If feasible within the proposed budget and timeline, inclusion of an AI-enabled agent to respond to user questions related to platform use and school climate guidance.

4.7.5 Data Collection

The application shall support secure and efficient data collection, including:

• Integration with student information systems (SIS) and staffing applications to link select demographic or role-based data to survey responses.

• Mobile-friendly and web-friendly survey interfaces.

• Ability to send targeted system-generated emails to users in specific roles, including notifications and response-rate visualizations to support monitoring of data sufficiency.

4.7.8 Data Visualization and Reporting

The application shall provide robust reporting and analytics capabilities, including:

• Aggregate data reports that include analysis of benchmark metrics for comparable campuses or districts.

• Interactive, customizable dashboards with filtering options (e.g., by campus, grade level, or demographic group).

• Capacity for longitudinal trend analysis across multiple school climate data collection cycles.

• Consideration of AI-enabled analysis of qualitative open-ended survey responses, if feasible within budget and timeline constraints.

• Ability to export or print reports in common formats (e.g., PDF).

• Functionality for importing and exporting data files (e.g., CSV).

4.7.9 Recommendations and Planning

The application shall support improvement planning, including:

• Functionality to provide targeted recommendations to guide school climate improvement strategies.

• A planning and reporting tool that enables users to create a school climate improvement plan with defined goals, strategies, timelines, and benchmarks.

• Retention of data to inform and refine recommendation algorithms based on demonstrated effectiveness in improving climate outcomes.

• Consideration of AI-supported, evidence-based recommendations for school climate improvement.

4.7.10 Integration and Interoperability

The application shall be designed for interoperability, including:

• Compliance with all Ed-Fi data standards to support integration within the Texas Education Exchange.

• API access to enable integration with SIS platforms and other relevant systems.

4.7.11 Security and Compliance

The application shall meet stringent security and compliance requirements, including:

• Security procedures ensuring anonymity of survey responses while allowing secure linkage to underlying student, staff, and family data where authorized.

• Encryption of data both in transit and at rest.

• Compliance with FERPA, COPPA, and all other applicable federal, state, and institutional requirements.

• Completion of security audits and vulnerability assessments prior to launch and following deployment within the Exchange.

4.8 Deliverables

The selected vendor(s) shall provide the following deliverables as part of the Work. All deliverables are subject to review and acceptance by the University or its designated representatives.

4.8.1 Project Management and Coordination

Conduct weekly project meetings with UT-TIEMH project managers and/or designated partner representatives to review progress, confirm timelines, coordinate support needs, and identify and resolve risks or barriers to successful implementation.

4.8.2 Project Reporting

Provide formal written monthly status reports documenting project activities and accomplishments, progress toward milestones, identified risks or issues, and planned activities for the subsequent month.

4.8.3 Training

Deliver training sessions for designated UT-TIEMH partner staff to support effective use of the application. Training may include live sessions, recorded content, and supporting materials, as appropriate. Training must be offered to designated staff before the launch of the application.

4.8.4 Application Development and Deployment

Deliver a fully functional, production-ready web-based application that includes all features, capabilities, integrations, and requirements specified in this Request for Proposal, including accessibility, security, interoperability, and reporting requirements.

4.8.5 Documentation

Provide comprehensive technical documentation and support manuals sufficient to support system administration, maintenance, troubleshooting, and future enhancements.

4.8.6 Ongoing Support and Maintenance Planning

Provide a detailed plan for ongoing application support and maintenance following initial deployment, including service levels, support processes, and clearly defined costing models.

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721-26069

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below. The University will not accept proposals which include assumptions or exceptions to the work identified in this RFP.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2 Total Cost

Provide a total price for the proposed solution. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP. This price should encompass completion of all required Work described in Sections 4.7 and 4.8.

Total Cost for Project ______________________________

5.3 Total Cost Breakdown

Proposal shall include a detailed breakdown of pricing for all deliverables listed above (ref. section 4.8), including line-item pricing for all deliverables and rates for services. This cost will be entered into “BidTable A” in the Euna/Bonfire Portal.

5.4 Additional Services Related Services

Respondents shall provide a price list for any other optional or contingent services, or any benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested. Optional services shall be clearly labeled and not included in the base firm‑fixed price (ref. Section 5.2).

5.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

5.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

5.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

Section 6 – Project Instructions

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest. Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the comment section of the table provided.

6.1.7 Failure to comply with the requirements contained in this solicitation may result in the rejection of your response.

6.2 Preparation and Submittal Instructions

All Attachments noted are to be properly completed and submitted with the response. Signature by an authorized officer of Respondent must appear on the Execution of Offer (ref. APPENDIX ONE) of the submitted electronic copy of the response.

6.3 Document Format and Content

6.3.1 Response must be signed by Respondent’s company official(s) authorized to commit such response. Failure to sign and return these forms may subject your response to disqualification.

6.3.2 Response to this solicitation must include a response to the requirements set forth in Bonfire.

6.3.3 Response must be typed on letter-size (8-1/2” x 11”) paper. University requests that responses be submitted in an organized electronic fashion resembling a binder format to include section tabs as further defined below. Preprinted electronic material should be referenced in the response and included as labeled attachments. Sections should be divided by tabs for ease of reference.

6.3.4 Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement. Electronic response files should clearly indicate the company name on the file. Respondents shall upload files individually and not upload folders. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on the project detail page in advance before the Submittal Deadline. Any Response received after the specified time and date noted on the project details page will not be considered under any circumstance. University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive responses will not be considered.

6.4 Required Elements of Proposal

Proposal must address each of the following items in order to be considered responsive, compliant, and scorable.

6.4.1 Cover letter

Proposals must include a cover letter. The cover letter shall not exceed 1 page in length, summarizing key points in the response and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation, corporate charter number), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

6.4.2 Respondents’ Qualifications, Abilities, and Reputation

Proposals should describe the qualifications and experience of the Respondent and your ability to provide the services described in this solicitation.

6.4.2.1 Provide a brief description of your firm, including years in business, the geographic area served, and the total number of your personnel related to providing the services of the type and kind required in this solicitation.

6.4.2.2 Availability and commitment of the Respondent, its principals(s), and assigned professionals to undertake the services described in this solicitation.

6.4.2.3 Describe Respondent’s overall ability to provide the services required in this solicitation.

6.4.2.4 Demonstrate firm’s understanding, knowledge, and experience of the solicitation requirements.

6.4.2.5 Provide a summary of Respondent’s values.

6.4.2.6 This section should describe the past performance and references of the Respondent.

Provide a MINIMUM of three (3) clients where the Respondent has provided services of the type and kind required in this solicitation during the past five (5) years, including but not limited to public and private tier 1 research institutions of higher education or for other similarly complex organizations.

University may verify all information furnished. At a minimum, include the following project experience for the last five (5) years:

• Project Name, Location – Year Completed.

• Brief project description describing work performed by your firm, result, and work subcontracted.

• Owner’s Name, title, email, and current phone number.

• Identify firm’s role; completion date; and contract name(s). List of whether firm was prime or subcontractor.

• The methods of delivery used and how the firm maintains quality control.

• Provide documented experience in providing the types of services described herein especially related to tier 1-research institutions of higher education or similarly complex university system like The University of Texas System.

6.4.2.7 Demonstrate the capability and successful past performance of the Respondent firm with respect to producing high quality services, maintaining goods working relations for services of the required in this solicitation.

6.4.2.8 Describe lessons learned from previous clients for services of the type and kind required in this solicitation that were not successful and what steps Respondent has taken to effectively identify and mitigate from recurring.

6.4.2.9 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available.

Include a detailed explanation of the circumstances related therein for any such contracts noted.

6.4.2.10 Provide a list of any work that Respondent may have completed for the University of Texas at Austin during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with university or as a subcontractor under an engagement.

6.4.2.11 Demonstrated Qualifications and Experience of the Assigned Team & Key Personnel.

Identify Key personnel that would be assigned to university and that will provide the services described in this solicitation, include an organizational chart, which identifies key personnel and their roles in furnishing the services required. Describe how the team will be organized to deliver the services outlined by the University.

6.4.2.12 Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services described in this solicitation, to include but not limited to:

• A brief description of their unique qualifications, experience, and education as it pertains to services of the type and kind required in this solicitation.

• Personnel’s job function, role, percentage of time to be assigned to this account and physical office location.

• Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include detailed description of their particular role in the account and length of time on the account.

6.4.3 Respondent’s Quality of Proposed Services

6.4.3.1 Respondent shall provide a proposal that addresses all requirements noted in Section 4, Specifications and Scope of Work.

6.4.3.2 Proposals should describe and discuss the Respondent’s approach and methodology in providing the services of the type and kind required in this Request for Proposal. By reading the proposed approach and methodology overview, University must be able to gain a comfortable grasp and clear understanding of the level of services to be provided, and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirement of this solicitation.

6.4.3.3 Respondents must provide an approach and methodology overview, which consists of a detailed and comprehensive description of the services requested proposed in response to this solicitation.

6.4.3.4 Respondent shall provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to University. List any required University resources or expectations needed in order to meet the proposed timeline.

6.4.3.5 Respondents shall identify key areas and elements of risk based on prior experience and shall describe strategies to identify and mitigate such risk early in the process.

6.4.3.6 Respondent may provide an alternative or adjustments to the methodology outlined in the Scope of Work in order to enhance University…