3-1. RFP-721-26001 - Athletic Rings Pendants and Jewelry 9.9.25.pdf

REQUEST FOR PROPOSAL (RFP)

RFP NO.: 721-26001

Athle�c Rings, Pendants, and Jewelry

ISSUED BY:

Procurement and Payment Services

FOR:

The Department of Intercollegiate Athle�cs

PROCUREMENT OFFICER:

Celina Mercado

PROPOSALS ARE DUE IN THE UNIVERSITY EUNA (PREVIOUSLY BONFIRE) PORTAL SHOWN

BELOW NO LATER THAN:

Thursday, October 9, 2025, at 2:30 PM local �me htps://utexas.bonfirehub.com/portal/?tab=openOpportuni�es

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

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

Rev 3.15.24

TABLE OF CONTENTS

1. Section 1 – Project Overview and Scope of Services

2. Section 2 – Price Proposal

3. Section 3 – Solicitation Evaluation

4. Section 4 – Project Instruction

5. Section 5 – Project General Information

6. Appendix 1 – Execu�on of Offer

7. Appendix 2 – Proposed Services Agreement

8. Appendix 3 – NCAA Bylaws

9. Appendix 4 – Cer�ficate of Interested Par�es (Form 1295)

SOLICITATION SCHEDULE

The following an�cipated solicita�on schedule, including a brief descrip�on of milestone dates, is also available on the events details page in Euna (previously Bonfire):

Solicita�on Milestone Proposed Date RFP Issued Tuesday, September 9, 2025 Pre-Proposal Mee�ng via Teams Microso� Teams Registra�on Link:

htps://events.teams.microso�.com/event/463f009c- 68c4-4d9b-bf96-243ea2755135@31d7e2a5-bdd8- 414e-9e97-bea998ebdfe1

Wednesday, September 17, 2025, at 1:00 PM

CT

Deadline for Ques�ons from Supplier Thursday, September 18, 2025, at 12:00 PM CT Answers to Supplier Ques�ons (es�mated) Thursday, September 25, 2025, by EOB RFP Proposal Submital Deadline Thursday, October 9, 2025, at 2:30 PM CT Evalua�on of Proposals (completed by) Friday, November 14, 2025

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 Euna (previously Bonfire) portal for your convenience.

https://events.teams.microsoft.com/event/463f009c-68c4-4d9b-bf96-243ea2755135@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/463f009c-68c4-4d9b-bf96-243ea2755135@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/463f009c-68c4-4d9b-bf96-243ea2755135@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1

Section 1 – Project Overview

SPECIFICATIONS AND ADDITIONAL QUESTIONS

1.1 Project Objec�ve

The University of Texas at Aus�n (“UT Aus�n” or “University”) is solici�ng responses from qualified vendors to provide design and manufacturing services for rings, pendants, and other jewelry items (“Work”) more specifically described in Sec�on 1.7 (Scope of Work) of this solicita�on for the Department of Intercollegiate Athle�cs (“Texas Athle�cs”) .

1.2 Contract Term

University an�cipates that the term of the Agreement will be three (3) years with the op�on to renew for two (2) addi�onal one-year terms. 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 expira�on of the ini�al term and any successive renewal term.

1.3 Mul�ple Awards

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

1.4 No Required Quan��es or Minimum Amounts

No minimum quan��es or minimum dollar amounts are guaranteed or implied. Any agreement that results from this RFP will be a blanket purchase agreement. Work will be requested by the University on an as-needed basis.

It is an�cipated that services under the resul�ng contract(s) may be used on an as needed basis over the life of the contract term, including any op�on to renew terms.

Medallions are occasionally ordered and are considered in the scope of this RFP. Rings, pendants and medallions (“Rings”) are ordered for student-athletes, as well as coaching staff, suppor�ng personnel, and other approved recipients (“Recipients”).

1.5 Licensing

Contractor will be required to maintain a license with the appropriate en�ty whose intellectual property is being u�lized on the design and/or obtain the appropriate approval for such use.

Licenses / approvals are not required to submit a proposal but must be in place prior to performing Services.

1.6 Background and Special Circumstances

Texas Athle�cs administers one of the largest intercollegiate athle�cs programs in the na�on.

Athle�cs has twenty-one (21) intercollegiate sports programs which compete at the Division I level of the Na�onal Collegiate Athle�c Associa�on (the “NCAA”) as a member of the Southeastern Conference (“SEC”). Men’s athle�c programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Baseball, and Football. Women’s athle�c programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Rowing, Soccer, So�ball, Volleyball, and Beach Volleyball (all individually and collec�vely referred to as the “Athle�c Programs”). Annually there are an average of five-hundred-fi�y (550) students enrolled at the University that par�cipate in NCAA Division I intercollegiate athle�cs, which includes an average of one hundred twenty-five (125) student-athletes gradua�ng each year.

Athle�c Programs at the University regularly contend for SEC and NCAA championships and tournaments. Texas Athle�cs student-athletes, coaching staff, suppor�ng personnel, and other approved recipients receive awards. The awards are to honor the recipients who have achieved in academics and athle�cs. Awards include rings, medallions, and pendants, as specified under Sec�on 1.7, of this request for proposal solicita�on.

The University, on behalf of Texas Athle�cs, requests to contract with qualified vendors that can provide high-quality service at the best value to the University.

1.7 Scope of Work, Ac�vi�es, and Deliverables

The Contractor provides all artwork, labor, materials, equipment tools and opera�ons necessary to design and produce award rings, pendants, and accessories, as requested by appointed representa�ves of Texas Athle�cs on behalf the Athle�c Programs in accordance with the specifica�ons and requirements outlined below.

Contractor will provide the following services to the University:

1.7.1 Communica�on and Design

A. Communica�on

1. Contractor will provide a designated Customer Service Representa�ve (“CSR”) to work with Texas Athle�cs.

2. Texas Athle�cs will contact CSR via email when Services are required.

3. CSR will provide ini�al response to Texas Athle�cs within forty-eight (48) business hours. Texas Athle�cs and CSR will discuss high level details of the project. CSR will assign an ar�st from Contractor’s firm (“Ar�st”) to work with Texas Athle�cs.

4. Communica�on is expected to consist of telephone calls, emails, and virtual conference mee�ngs, and as applicable mee�ngs on University campus. If Contractor must visit University campus to perform Services, Contractor will bear all costs associated with the visit.

B. Design

1. Artist will work with Texas Athletics to design Rings. A representative designated by Texas Athletics will work directly with Artist on design elements Athletic Program require. Artist will email preliminary drawings

(colored artist sketch) based on design ideas provided to the CSR within seven (7) business days of initial response (ref. Section 1.7.1 A, Item 3).

2. Texas Athletics’ representative and Athletic Program will review preliminary drawings and provide direction to Artist on any needed changes.

3. Once design is complete Artist will have fourteen (14) business days to provide a wax sample mock-up (“Wax Mold”) of Ring design for review and final approval by Texas Athletics.

4. Texas Athletics will have five (5) business days to review and approve the

Wax Mold. Final approval will be emailed to the Artist and CSR so production can begin. Once Contractor has received final approval from Texas Athletics, Contractor will provide University with a copy of Ring cast dies used to create Rings. Final approval will include a list of all Recipient names, ring sizes, inside engraving requests and required quantities.

1.7.2 Ring and Pendant Specifica�ons

All requested Rings provided by Contractor must meet the following specifica�ons:

A. Material Material for Rings will be chosen by the Athletic Programs during the design phase. Rings will be made from one (1) of the following approved materials:

Gold:

• Polished ten (10) karat gold

• Six (6) karat gold (30 - 35 grams)

• Polished Silver Celestrium; or

• University pre-approved equivalent

Silver:

• Argentium Silver

• Elite Silver (silver with palladium & gold); or

Mixed Metal:

• Shadow Cast; or

University reserves the right to add other materials to approved list if new materials are introduced to the marketplace.

B. Construc�on

All casts will be made in one (1) solid piece. All rings will be sized to the individual in the wax stage. In order to maintain the structural integrity of the ring, no rings will be cut or pieced a�er the cas�ng is complete.

Brads and / or fi�ngs will not extend through the back of the ring.

All pendants / medallions will include a twelve-inch (12”) chain in the same material as the pendant / medallion.

C. Engraving

Any engraving will be up to the individual Recipients or Athle�c Program with final approval from Texas Athle�cs. Contractor will be given engraving requests with a list of names at final approval (ref. Sec�on 1.7.1 B, Item 4).

D. Quan��es

The quan��es ordered will be dependent on team play in any given year. There is no guarantee of purchase.

E. The Contractor will have the ability to design and furnish trophies, plaques, watches, lapel pins, and other jewelry items, as requested by University.

1.7.3 Delivery and Warranty

A. Delivery

1. Delivery must be made within six (6) weeks from date of final approval (ref. Sec�on 1.7.1 B, Item 4).

2. Penal�es for late deliveries will be assessed as follows:

• Amount owed to Contractor will be reduced by five percent (5%) for Ring orders received up to two (2) weeks late.

• Amount owed to Contractor will be reduced by twenty percent (20 %) for Ring orders received more than two (2) weeks late.

B. Warranty

1. A limited life�me warranty will be included with all Rings.

2. University will be the sole judge of acceptable quality. If any ring or pendant is found to be unacceptable upon delivery, the Contractor will be no�fied and shall replace the item(s) within four to six (4 - 6) weeks of the request.

3. Contractor will verify any direct student-athlete requests to replace Rings with University to ensure student-athlete is eligible to receive the Ring.

4. Failure to correct to University’s sa�sfac�on may lead to termina�on of

1.7.4 Compliance

Contractor will be responsible for assuring that their officers and employees comply with all applicable federal, state, and local laws and regulations, and with the Constitution, Bylaws, and Rules of the NCAA and any intercollegiate athletics conference of which the University is a member.

Certain Rings must comply with any and all NCAA bylaws, and University licensing requirements, guidelines, rules and regula�ons as applicable to the services provided through a contract award pursuant to this RFP (ref. NCAA bylaw Ar�cle 16. Awards, Benefits and Expenses for Enrolled Student-Athletes, APPENDIX THREE. More informa�on about the NCAA can be found at: htp://www.ncaa.org/.

1.7.5 To simplify the ordering process, University prefers that the most commonly used features in collegiate sport themed awards rings, pendants, awards are included in the base price.

1.7.6 Criminal Background Checks

Each individual who is assigned to perform the Services under this Agreement will be an employee of Contractor or an employee of a subcontractor engaged by Contractor.

Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services, Contractor will (1) provide University with a list ("List") of all individuals who may be assigned to perform the Services, and (2) have an appropriate criminal background screening performed on all the individuals on the List. The criminal background screening will comply with the University policies and procedures as defined and set forth under the University criminal back ground checks policy statement (ref: htps://policies.utexas.edu/policies/hop/5-114 , VII.

Responsibili�es & Procedures item 9). All criminal background checks must be completed and compliant prior to commencement of any Services by Contractor, Contractor’s employees, or Contractor’s subcontractors. Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services. Contractor will not knowingly assign any individual to provide services who has a history of criminal conduct unacceptable for a university campus or healthcare center, including violent or sexual offenses. Contractor will update the List each �me there is a change in the individuals assigned to perform the Services.

Contractor’s employees, provided Workers and sub-contracted employees, who provide services under this Agreement, must report to their supervisor in wri�ng, within five business days, any criminal complaint, informa�on, indictment, no contest plea, guilty plea, or criminal convic�ons (and whether the employee is registered as a sex offender or will be required to register as a sex offender), excluding misdemeanor offenses punishable only by fine. Contractor must provide the University writen no�fica�on of any such reports; within three (3) business days of receiving the report from the employee. The University may require that Contractor remove the employee from University premises and services.

http://www.ncaa.org/

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a leter signed by an authorized representa�ve of Contractor cer�fying compliance with this Sec�on. Contractor will provide University an updated cer�fica�on leter each �me there is a change in the individuals on the List.

All personnel assigned to the perform services on University premises or designated Service Areas shall be subject to pre-employment background checks, to include criminal records check. The background checks shall be administered in accordance with state law and University of Texas at Aus�n’s personnel policies addressing disqualifying offenses, which will be provided to Contractor in wri�ng. The background checks shall be conducted and paid for by Contractor.

1.7.7 Invoicing

At the beginning of each calendar month, Contractor shall submit to University an invoice covering the Services performed during the prior calendar month. Any addi�onal services performed during that calendar month, will be included in the next invoice, which will be accompanied by documenta�on that University may reasonably request to support the invoice amount. If University approves the amount or any por�on of the amount, University will promptly pay to Contractor the amount approved. Each invoice will be accompanied by documenta�on that University may reasonably request to support the invoice amount. University will, within thirty (30) days from the date it receives an invoice and suppor�ng documenta�on, approve or disapprove the amount reflected in the invoice. If University disapproves any invoice amount, University will give Contractor specific reasons for its disapproval in wri�ng.

Contractor will submit invoices to University as follows:

Atn: Athle�cs Billing The University of Texas at Aus�n Intercollegiate Athle�cs 2139 San Jacinto Blvd Aus�n, Texas 78712 Email Address: business@athle�cs.utexas.edu

Section 2 – Price Schedule

2.1 Instructions

Respondents must complete this section in its entirety and may supplement this section with additional pages so as 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 must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any addi�onal charges or fees.

For the purposes of this solicita�on, University will review the overall rate structure to evaluate its reasonableness for the an�cipated 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 considera�on.

All invoices shall occur a�er delivery is completed and the final product has been approved by the University.

2.2 Total Price for Work and Expenses

Provide a Total Price (to include all travel and living expenses) for the proposed solu�on. The The total proposed cost will be a firm fixed cost for the deliverables described in this RFP.

Indicate in the Euna (previously Bonfire) BidTable the pricing for services to be provided to the University.

2.2.1 Rings, Pendants, and Medallions

Respondent shall provide pricing for base rings, pendants, and medallions for the metals specified under Section 1 (ref. item 1.7.2 A, Ring and Pendant Specifications).

2.2.2 Other Jewelry Items and Non-Athletics Awards, and Optional Services

Respondent shall provide pricing for additional jewelry items and non-athletic awards (ref. item 1.7.2 E), as well as for any optional services that may not be mentioned or reflected in this RFP. Pricing may be submited in one of the following formats:

• Itemized pricing using the Euna Other Jewelry Items and Non-Athletics Award, and Optional Services BidTable, or

• A published pricing catalog.

Please indicate the discount percentage off the published list price for other jewelry items or related services. The discount shall remain firm for the life of the Agreement, unless improved to the benefit of the University.

__________% Discount Off Published Price

2.3 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.

2.4 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 considera�on by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

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

2.5 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:

Name:

Title:

Email Address:

Date:

Signature:

Sec�on 3 – Solicita�on Evalua�on

3.1 General Selection

The successful Respondent, if any, selected by University through this solicitation will be the Respondent that submits a response on or before the Submittal Deadline that meets or exceeds the requirements of this solicitation and is the most advantageous to University.

The evaluation of responses and the selection of Contractor will be based on the information provided in the response and other information available to University. University may consider additional information if University determines the information is relevant.

In accordance with the Texas Education Code (Sections 51.9335, 51.9337 and 73.115), the University may acquire goods or services by the method that provides the best value to The University of Texas at Austin. All information requested by University should relate to one of the referenced criteria noted in the Texas Education Code.

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:

Criteria Scored Criteria Weight Respondents’ Qualifications, Abilities, and Reputation

(See Section 4, subsection 4.5 below) 15%

Respondents’ Quality of Proposed Services (See Section 4, subsection 4.6 below) 55%

Respondents’ Price Proposal (See Section 4, subsection 4.7 below) 30%

Total 100%

3.3 Advancement Criteria

The University, at its sole discretion, may determine a competitive range for shortlist including the use of interviews and/or presentations.

3.4 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and the 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, may be rejected as non-responsive.

When considering “best value” and award, the University reserves the right to set a minimum score requirement regarding the non-cost evaluation criteria listed in the table above.

3.5 Responsible Respondent

Responsible respondents, at a minimum, must meet the following requirements:

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

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

3.5.3 Have a satisfactory record of past performance.

3.5.4 Have the necessary personnel and management capability to perform any resulting contract.

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

3.5.6 Certify that the firm is not delinquent in any tax owed by the State of Texas under Chapter

171, Tax Code.

3.5.7 Be otherwise qualified and eligible to receive an award under applicable laws and regulations; and

3.5.8 Have adequate insurance in the countries where they operate and what insurance is required in Host Country(ies) as described in APPENDIX TWO.

3.6 Respondent(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 proposal being rejected.

3.7 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 person or a prime contractor an unfair advantage over other respondents.

3.8 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 RFP.

3.9 In the event that only one (1) Proposal Response is received in reply to this RFP 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.

Balance of page intentionally left blank.

Section 4 – Instruction to Respondents

4.1 General Instruc�ons

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

4.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of University.

4.1.3 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.

4.1.4 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.

4.1.5 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.

4.1.6 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.

4.1.7 Respondents 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.

4.1.8 Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of your proposal.

4.2 Prepara�on and Submital Instruc�ons

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

4.3 Document Format and Content

4.3.1 Proposal must be signed by Respondent’s company official(s) authorized to commit such proposal on behalf of the Respondent. Failure to sign and return these forms may subject your proposal to disqualification.

4.3.2 Response to this solicitation must include a response to the requirements set forth above.

4.3.3 Responses must be typed on letter-size (8-1/2” x 11”) paper. University requests that proposals 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 proposal and included as labeled attachments. Sections should be divided in a simple to follow manner for ease of reference.

4.3.4 Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement and on the first page of this Solicitation. 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.

4.3.5 Respondent must submit all material identified in the submittal instructions electronically in responding to the solicitation as individual and separate documents.

4.3.6 The solicitation response must be received electronically via the sourcing portal prior to the due date listed in the events schedule on the project details page of this solicitation (as amended). The responses will be time, dated, and secured for the solicitation opening. Responses are held until the submission date. Any Response received after the specified time and date noted on the project details page will not be considered under any circumstance.

4.3.7 University shall not be responsible for failure of electronic equipment or operator error.

Late or otherwise non-responsive responses will not be considered.

4.3.8 Telephone, Facsimile (“FAX”) or electronic mail (email) proposals are not acceptable when in response to this Request for Proposal.

4.4 Respondent’s Response

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

General: Your Response should clearly define (i) Respondent’s total capacity and capabilities,

(ii) Respondent’s qualifications to perform the work as outlined in this Solicitation, (iii)

Respondent’s ability to perform the services outlined in the Scope of Services, At a minimum, your Technical Response shall include the following:

4.4.1 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.

NOTE: Responses to Sections 4.5, 4.6, and 4.9 must be completed within the Bonfire Questionnaire.

4.5 Qualifica�ons, Abili�es, and Reputa�on (15%)

This sec�on should describe the qualifica�ons and experience of the Respondent and your ability to provide the services described in this solicita�on.

4.5.1 Provide a brief descrip�on 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 solicita�on.

4.5.1.1 Availability and commitment of the Respondent, its principals(s) and assigned professionals to undertake the services described in this solicita�on.

4.5.1.2 Describe Respondent’s overall ability to provide the services required in this solicita�on.

4.5.1.3 Demonstrate firm’s understanding, knowledge, and experience, which allows

Respondent to meet the solicita�on requirements.

4.5.2 Provide references from three (3) of Respondent’s customers from NCAA Division 1 schools from the past three (3) years for services that are similar in scope, size, and complexity to the Services described in this RFP.

Provide the following informa�on for each customer:

• Customer name and address;

• Contact name with email address and phone number;

• Time period in which work was performed;

• Short descrip�on of work performed.

University reserves the right to contact references provided at any �me during the RFP process.

4.5.3 Has Respondent worked with the University in the past five (5) years? If “yes,” state department name, department contact, and provide a brief description of work performed.

4.5.4 Provide the number of years Respondent has been engaged in the design, manufacture, distribution, and sale of championship rings & pendants in:

• the United States; and

• to na�onally ranked NCAA Division I programs (list programs).

4.5.5 Is Respondent’s firm currently licensed to do work with University’s Office of Trademark Licensing, the Collegiate Licensing Company, the SEC Conference, or the NCAA? If yes, provide proof of licensure.

4.5.6 Provide qualifications of individual Respondent will use as the CSR for University account if awarded this RFP.

4.6 Quality of Proposed Services

This section should describe and discuss the Respondent’s approach and methodology in providing the services of the type and kind required in this solicitation. 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.

Methodology and Project Approach to Services (40%)

4.6.1 Respondent shall respond to all requirements and questions noted in Section 1 of the solicitation – Project Overview and Scope of Services.

4.6.2 Describe Respondent’s customer service approach as it applies to the Services described in this RFP including, but not limited to, working with Contractor’s personnel, design, delivery, etc.

4.6.3 Describe Respondent’s design process including how Ar�sts share work with clients, sample review prior to produc�on, etc.

4.6.4 Describe, at a high level, Respondent’s manufacture, distribu�on, quality assurance, inspec�on, and sale processes. How long are dies kept? Provide the loca�on of the manufacturing plant Respondent will use to provide Rings for University if selected for award. What sets you apart from others in the industry?

4.6.5 Describe process that will be used to ensure the design University and Ar�st agree upon translates to the final product.

4.6.6 What items does Respondent consider to be “op�ons” or upgrades (stones, cuts, colors, etc.) to Rings? Provide a list of the most common op�ons used. Note: Pricing will not be included here, only descrip�ons. Op�on pricing will be noted in Sec�on 2.2.2.

4.6.7 Provide details on the individual packaging of each Ring (presenta�on) and the delivery method (i.e. hand delivery, carrier, shipping, etc.) Respondent will use if selected for award.

4.6.8 Describe limited life�me warranty against defects in cra�smanship, repairs, replacements, resizing, exchange policy, Respondent intends to provide University if selected for award.

4.6.9 Describe how the following will be handled and indicate how Contractor should be contacted:

• Adjustments and resizing;

• Damage;

• Replacement (if lost/stolen);

• Restoration;

• Provide contact and describe process for warranty claims before and after a student graduates

4.6.10 Describe any additional benefits Respondent will provide University if selected for award.

4.6.11 Describe any trophies, plaques, watches, lapel pins and other jewelry items furnished by

Respondent, if any.

Ring Samples (15%)

4.6.12 Respondent will submit six (6) ring samples, such as a wax mold, with Proposal. Samples must follow the following guidelines:

a) Materials used must be one of the materials listed in Section 1.7.2 A.

b) All rings must have a sport design and show work similar to that requested in this RFP. Samples can be from any prior work Respondent has completed and do not have to be created for the purpose of this RFP (unless a prior sample does not already exist).

c) At least one (1) of the sample sets must be of the same design (men and women’s ring are of same metal and same design).

i. Silver Sample Set Sample 1: Silver ring – men’s size Sample 2: Silver ring – women’s size

ii. Gold Sample Set Sample 3: Gold ring – men’s size Sample 4: Gold ring – women’s size

iii. Mixed Metal Sample Set Sample 5: Mixed metal ring – men’s size Sample 6: Mixed metal ring – women’s size

4.6.13 Will Respondent be providing samples of designs and trophies, plaques, watches, pendants, lapel pins, other jewelry, and non - athletic awards items, for consideration of the University? If so, please provide detailed descriptions including quantities.

4.6.14 Samples Delivery. Respondent will submit all samples to the following address:

The University of Texas at Austin Department of Intercollegiate Athletics 2139 San Jacinto Blvd NEZ B.206 Austin, TX 78712 Attention: Samples for RFP 721 – 26001

(Respondent must provide written indication to the University, if samples must be returned to Respondent. If samples must be returned upon completion of RFP evaluation, provide information for return. If samples will be mailed back to Respondent include a shipping account number to cover postage costs).

4.7 Price Proposal

4.7.1 The respondent must respond to all requirements noted in Section 2- Price Proposal.

4.7.2 If Respondent indicated a discount in Section 2 – Respondent must provide a description of any discounts offered to the University.

4.7.3 Respondent must confirm if the proposed award may be offered under a UT System-approved GPO, see Section 2.4 of the solicitation.

4.7.4 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 fee.

4.8 Required Atachments (Pass/Fail)

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

Respondents

4.8.2 Signed and Completed Section 2 – Price Proposal and requested documentation

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

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

APPENDIX TWO)

4.9 Financial & Disclosure Requirements

4.9.1 State whether Respondent will provide a copy of its financial statements for the past two

(2) years, if requested by University.

4.9.2 State whether Respondent will provide a financial ra�ng of the Respondent en�ty and any related documenta�on (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Respondent.

4.9.3 Respondent shall confirm if they are currently for sale or involved in any transac�on to expand or to become acquired by another business en�ty? If yes, Respondent shall explain the expected impact, both in organiza�onal and direc�onal terms.

4.9.4 Respondent shall provide any details of all past or pending li�ga�on or claims filed against Respondent that would affect its performance under the Agreement with University (if any).

4.9.5 Respondent shall provide a copy of the current con�ngency plan or disaster recovery plan in the event of a disaster.

4.9.6 Respondent shall confirm if currently in default on any loan agreement or financing agreement with any bank, financial ins�tu�on, or other en�ty? If yes, Respondent will specify the per�nent date(s), details, circumstances, and describe the current prospects for resolu�on.

4.9.7 Respondent shall confirm any rela�onship exist (whether by family kinship, business associa�on, capital funding agreement, or any other such rela�onship) between Respondent and any employee of University. If yes, Respondent shall explain.

4.9.8 Respondent shall provide the name of each individual holding at least 25% ownership interest in the Respondent. Social Security Numbers shall only be provided upon request.

4.9.9 This disclosure is mandatory pursuant to §231.006, Family Code, and will be used for the purpose of determining whether an owner of Respondent with an ownership interest of at least 25% is more than 30 days delinquent in paying child support.

4.9.10 Further disclosure of this informa�on is governed by the Texas Public Informa�on Act (ref.

Chapter 552, Government Code), and other applicable law.

Section 5 – Project General Information

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.

5.1 Overview

5.1.1 The University is seeking responses from qualified firms in accordance with the terms, condi�ons, and requirements set forth in this solicita�on. Qualified Respondents are invited to submit a writen response outlining qualifica�ons and willingness to provide the services described in the Scope of Services, and in accordance with the terms, condi�ons and requirements set forth in the solicita�on. The solicita�on provides sufficient informa�on for interested par�es to prepare and submit responses for considera�on by University.

5.1.2 By submi�ng a response, Respondent cer�fies that it understands the solicita�on and has full knowledge of the scope, nature, quality, and quan�ty of services to be performed, the detailed requirements of services to be provided, and the condi�ons under which services are to be performed. Respondent will provide Services in accordance with all applicable law regula�ons, and professional standards.

5.1.3 University reserves the right to make single, mul�ple or no award for the services described herein and as deemed in its own best interest.

5.1.4 All applicable atachments contained in the solicita�on shall be completed. Failure to do so may result in the Respondents response or submital being declared non-responsive to the solicita�on requirements.

5.1.6 Any excep�ons taken to the terms of the solicita�on, including the proposed contract terms must be specific.

5.1.7 Where excep�ons are taken, University shall determine the acceptability of the proposed excep�ons.

5.1.8 All excep�ons shall be referenced by u�lizing the corresponding sec�on, paragraph and page number in the solicita�on and APPENDIX TWO.

5.2 Historically Underu�lized Businesses

All agencies of the State of Texas are required to make a good faith effort to assist historically underu�lized businesses (“HUBs”) in receiving contract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contrac�ng with state agencies.

Pursuant to the HUB program, if under the terms of any agreement or contractual arrangements resul�ng from this solicita�on, contractor subcontracts and Work, then Contractor must make a good faith effort to u�lize HUBs cer�fied 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 Sec�on 5.2 will cons�tute a material failure to comply with adver�sed specifica�ons and will be rejected by University as non-responsive. Addi�onally, compliance with good faith effort guidelines is a condi�on precedent to awarding any agreement or contractual arrangement resul�ng from this solicita�on. Respondent acknowledges that, if selected by University, its obliga�on to make a good faith effort to u�lize HUBs when subcontrac�ng any Work will con�nue throughout the term of all agreements and contractual arrangements resul�ng from this solicita�on. Furthermore, any subcontrac�ng of Work by the Respondent is subject to review by University to ensure compliance with the HUB Program.

5.2.1 Statement of Probability: University has determined that subcontrac�ng opportuni�es are not probable in connec�on with this procurement solicita�on.

5.3 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). Respondents 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.

5.4 University Contact

Any ques�ons or concerns regarding this solicita�on shall be directed to the Procurement Officer listed on the detail page. University specifically requests that Respondent restrict all contact and ques�ons regarding this solicita�on to the Procurement Officer. The Procurement Officer must receive all ques�ons or concerns no later than the date and �me listed in the Solicita�on Schedule.

5.5 Ques�ons, Inquiries, and Interpreta�ons

Responses to ques�ons or inquiries, which directly affect an interpreta�on or change to this solicita�on, will be issued in wri�ng by addendum (amendment) and all addenda will be posted in the University Euna (previously Bonfire) portal (see page 1). All such addenda issued by University prior to the �me that responses are received shall be considered part of the solicita�on, and the Respondent shall be required to consider and by submi�ng a response to the solicita�on, acknowledges receipt and understanding of all addenda in their response.

Ques�ons submited will be answered at the sole discre�on of the University, who reserves the right to decline to respond to any ques�on.

Only those University replies to inquiries, which are made by formal writen addenda, shall be binding. Oral and other interpreta�ons or clarifica�on will be without legal effect.

Any interested party that receives this RFP by means other than directly from the University Euna (previously Bonfire) portal is responsible for notifying University that it has received an RFP package, and should provide its name, address, telephone and facsimile (FAX) numbers, and email address, to University, so that if University issues Addenda to this RFP or provides written answers to questions, that information can be provided to that party.

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

5.6 Commitment

The respondent understands and agrees that this solicita�on and any resul�ng agreement is issued predicated on an�cipated requirements for the materials or services described herein and that University has made no representa�on, guarantee, or commitment with respect to any specific quan�ty of or dollar value to be furnished under any resul�ng agreement. Further Respondent recognizes and understands that any cost borne by the Respondent, which arises from Respondent’s performance under any resul�ng agreement, shall be at the sole risk and responsibility of Respondent.

5.7 Acquisi�on from other Sources

University reserves the right and may, from �me to �me as required by University’s opera�onal needs, acquire services of equal type and kind from other sources during the term of the agreement without invalida�ng in whole or in part, the agreement or any rights or remedies University may have hereunder.

5.8 Obliga�on and Waivers

THIS IS A SOLICITATION FOR RESPONSES AND IS NOT A CONTRACT OR AN OFFER TO CONTRACT.

A PROPERLY COMPLETED VENDOR APPLICATION IS REQUIRED AND IS A CONDITON OF A

CONTRACT AWARD.

THIS SOLICITATION DOES NOT OBLIGATE UNIVERSITY TO AWARD A CONTRACT OR PAY ANY

COSTS INCURRED BY THE RESPONDENT IN THE PREPARATION AND SUBMITTAL OF A RESPONSE.

UNIVERSITY, IN ITS SOLE DISCRETION, RESERVES THE RIGHT TO ACCEPT ANY RESPONSE AND/OR

REJECT ANY AND ALL RESPONSE OR A PART OF RESPONSE, WITHOUT REASON OR CAUSE,

SUBMITTED IN RESPONSE TO THIS SOLICITATION.

UNIVERSITY RESERVES THE RIGHT TO REJECT ANY NON-RESPONSIVE OR CONDITIONAL

RESPONSE. UNIVERSITY RESERVES THE RIGHT TO WAIVE ANY INFORMALITIES, IRREGULARITIES

AND/OR TECHNICALITIES IN THIS SOLICITATION, THE RESPONSE DOCUMENTS AND / OR

RESPONSES RECEIVED OR SUBMITTED.

BY SUBMITTING A RESPONSE , RESPONDENT AGREES TO WAIVE ANY CLAIM IT HAS, OR MAY

HAVE, AGAINST UNIVERSITY AND ITS BOARD OF REGENTS OR AGENTS ARISING OUT OF OR IN

CONNECTION WITH (1) THE ADMINISTRATION, EVALUATION OR RECOMMENDATIONS OF ANY

RESPONSE; (2) ANY REQUIREMENTS UNDER THE SOLICITATION, RESPONSE PACKAGE, OR

RELATED DOCUMENTS; (3) THE REJECTION OF ANY RESPONSE OR ANY PART OF ANY RESPONSE;

AND/OR (4) THE AWARD OF A CONTRACT, IF ANY.

UNIVERSITY RESERVES THE RIGHT TO WITHDRAW THIS SOLICITATION AT ANY TIME FOR ANY

REASON; REMOVE ANY SCOPE COMPONENT FOR ANY REASON AND TO ISSUE SUCH

CLARIFICATIONS, MODIFICATIONS AND/OR AMENDMENTS AS DEEMED APPROPRIATE.

UNIVERSITY RESERVES THE RIGHT TO NEGOTIATE TERMS AND CONDITIONS INCLUDING SCOPE,

STAFFING LEVELS, AND FEES WITH THE HIGHEST RANKED RESPONDER OFFERING THE BEST

VALUE. IF AGREEMENT CANNOT BE REACHED WITH THE HIGHEST RANKED RESPONDER,

UNIVERSITY RESERVES THE RIGHT TO NEGOTIATE WITH THE NEXT HIGHEST RANKED RESPONDER

AND SO ON UNTIL AGREEMEMENT IS REACHED. WHEN AN AGREEMENT IS REACHED,

UNIVERSITY WILL SUBMIT ITS RECOMMENDATIONS TO THE ADMINISTRATION FOR APPROVAL

AND…