3-1. RFP-721-26002 - Custom Athletic Event Credential Badges (11.4.25).pdf

REQUEST FOR PROPOSAL (RFP)

RFP NO.: 721-26002

Custom Athletic Event Credential Badges

ISSUED BY:

Procurement and Payment Services

FOR:

The Department of Intercollegiate Athletics

PROCUREMENT OFFICER:

Celina Mercado

HUB CONTACT:

HUB/SB Program Office

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

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

BELOW NO LATER THAN:

Monday, December 1, 2025, at 2:30 PM local time https://utexas.bonfirehub.com/portal/?tab=openOpportunities

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

mailto:uthub-hsp@austin.utexas.edu 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 – Execution of Offer

7. Appendix 2 – Proposed Services Agreement

8. Appendix 3 – HUB Subcontracting Plan

9. Appendix 4 –Access by Individuals with Disabilities

10. Appendix 5 – Electronic and Information Resources Environment Specifications

11. Appendix 6 – Security Characteristics and Functionality of Contractor’s Information Resources

SOLICITATION SCHEDULE

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna:

Solicitation Milestone Proposed Date

RFP Issued Tuesday, November 4, 2025

Pre-Proposal Meeting via Zoom

Microsoft Teams Registration Link:

https://events.teams.microsoft.com/event/60422bb5-d718-40c4-9a68-bf6dfe74bb58@31d7e2a5-bdd8- 414e-9e97-bea998ebdfe1

Wednesday, November 12, 2025, from 2:00 to

2:30 PM CT

Deadline for Questions from Supplier Thursday, November 13, 2025, at Noon CT

Answers to Supplier Questions (estimated) Monday, November 17, 2025

RFP Proposal Submittal Deadline Monday, December 1, 2025

Evaluation of Proposals (completed by) Friday, January 9, 2026

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 portal for your convenience.

https://events.teams.microsoft.com/event/60422bb5-d718-40c4-9a68-bf6dfe74bb58@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/60422bb5-d718-40c4-9a68-bf6dfe74bb58@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/60422bb5-d718-40c4-9a68-bf6dfe74bb58@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1

Section 1 – Project Overview

SPECIFICATIONS AND ADDITIONAL QUESTIONS

1.1 Project Objective

The University of Texas at Austin (“UT Austin” or “University”) requests submissions from qualified vendors to provide custom athletic event credential badges (“Work”), as detailed in Section 1.7 (Scope of Work) of this solicitation for the Department of Intercollegiate Athletics (“Texas Athletics”).

1.2 Contract Term

University anticipates that the term of the Agreement will be three (3) years with the option to renew for two (2) additional 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 expiration of the initial term and any successive renewal term.

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.

1.4 No Required Quantities or Minimum Amounts

No minimum quantities 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 anticipated that services under the resulting contract(s) may be used on an as needed basis over the life of the contract term, including any option to renew terms.

1.5 Responsible Respondent

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

1.5.1 Respondents must have three (3) to five (5) years of experience working with at least five (5) Power Five athletic conferences.

1.6 Background and Special Circumstances

Texas Athletics administers one of the largest intercollegiate athletics programs in the nation.

Athletics has twenty-one (21) intercollegiate sports programs which compete at the Division I level of the National Collegiate Athletic Association (the “NCAA”) as a member of the Southeastern Conference (“SEC”). Men’s athletic programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Baseball, and Football. Women’s athletic programs include Basketball, Tennis, Swimming and Diving, Golf, Track and Field, Cross Country, Rowing, Soccer, Softball, Volleyball, and Beach Volleyball (all individually and collectively referred to as the “Athletic Programs”). Annually there are an average of five-hundred-fifty (550) students enrolled at the University that participate in NCAA Division I intercollegiate athletics, which includes an average of one hundred twenty-five (125) student-athletes graduating each year.

Texas Athletics requests the production of custom laminate credentials for season and single game passes, as well as wristbands. These credentials must feature unique identifiers, including names and photos for season passes, and sequential numbering for single game passes. The chosen supplier will be responsible for the comprehensive design, manufacture, and delivery of all credential items.

1.7 Scope of Work, Activities, and Deliverables

The Contractor shall supply all necessary equipment, tools, labor, materials, transportation, and expertise to execute the Work requested by the University.

1.7.1 Design and Production

A. Create custom laminate season and single game passes with strings/lanyards and wristbands with the following features:

• Names, photos, and sequential numbers.

• QR codes with game event information.

• Colors and numbers that are easily identifiable and coordinate with

• access areas (e.g., media, officials, staff).

• Lanyards that identify access points.

• Wristbands that coordinate with laminates based on access areas (e.g., students, donors, on-field).

B. Season Pass Specifications

• Football Credentials o Approximately 958 o Die-Cut 3.5”x5” - 2 holes o 4 over 4 o Custom Delo – Silver Hole (1 side) o Personalized Credential Data: Photo, First and Last Name, Title, Zones/Color o Black Lanyard

• Founders Credentials o Approximately 36 o Die-Cut 2 7/8”x4 5/8” - 2 holes o 4 over 4 o Custom Delo – Silver Hole (1 side) o Personalized Credential Data: Photo, First and Last Name, Title, Zones/Color o Black Lanyard

• Gold Credentials o Approximately 56 o Die-Cut 4.25” Square - 2 holes o 4 over 4 o Custom Delo – Silver Hole (1 side) o Personalized Credential Data: Photo, First and Last Name, Title, Zones/Color o Black Lanyard

• Circle Credentials o Approximately 64 o Die-Cut Circle – 2 holes o 4 over 4 o Custom Delo – Silver Hole (front) o Personalized Credential Data: Photo, First and Last Name, Title, Zones/Color o Black Lanyard

C. Single Game Pass Specifications

• Single Game Pass 1 o Approximately 14,418 o Trim: 3.5” x 5” o 4 over 4 (same for both sides) o Variable data: Numbered o Drill and 3.5” String

• Single Game Pass 2 o Approximately 3,657 o Trim: 4” x 6” o 4 over 4 (same for both sides) o 100# Coated o 0.25” Corners o Variable data: Numbered

D. Assorted Passes

• Pass 1 o Approximately 3,150 o 3-mil Laminated Paper/Cardstock o Trim: 3.25” x 7” - slot o 4 over 4 (same for both sides) o Personalized Credential Data: Numbered o Drill and 3.5” String

• Pass 2 o Approximately 1,200 o 3-mil Laminated Paper/Cardstock o Trim: 5” x 3.75” - slot o 4 over 4 (same for both sides) o Personalized Credential Data: Numbered

• Pass 3 o Approximately 2,160 o 3-mil Laminated Paper/Cardstock o Trim: 3” x 7” - hole o 4 over 4 (same for both sides) o Personalized Credential Data: Numbered

E. Wristband Specifications

• Approximately 115,500 per season

• Sublimated Wristbands

1.7.2 On-Site Systems

A. Provide on-site systems including:

• Computer and printer with all necessary connections and cords.

• Photo/imaging hardware for taking images using the computer's camera.

• Software to manage credentials on-site.

• System capabilities for on-site personalized credential data (e.g., barcoding, personalization, photos).

• Data management with the ability to export all on-site credential information as a CSV file.

• Online support integrated with the supplier's IT department for any field issues.

1.7.3 Credential Management

A. Manage all event credentials in one place, including already printed credentials, new credentials, photos, barcodes, and more.

B. Provide the ability to print additional credentials on-site or submit them anytime via the credential builder for printing and shipping.

1.7.4 Project Milestones

A. Credential badges must be printed and shipped within 8-12 weeks of order confirmation.

1.7.5 Contractor Responsibilities

A. Assign a dedicated project manager as the primary point of contact.

B. Design all credential badges, passes, and wristbands according to University specifications, including personalization (names, photos, sequential numbering, QR codes, color-coding, etc.).

C. Offer technical support during events and for the duration of the contract.

D. Collect, manage, and securely store all data required for credential personalization.

E. Comply with all University data privacy and security requirements.

F. Produce and deliver all credential items (season passes, single game passes, assorted passes, wristbands) in the quantities and timelines specified by the University.

G. Implement quality control measures to ensure all deliverables meet University standards.

Promptly address and correct any deficiencies or errors in delivered products or services.

1.7.6 Criminal Background Checks

A. 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 background checks policy statement (ref: https://policies.utexas.edu/policies/hop/5-114 , VII. Responsibilities & 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 time 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 writing, within five business days, any criminal complaint, information, indictment, no contest plea, guilty plea, or criminal convictions (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 written notification 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.

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a letter signed by an authorized representative of Contractor certifying compliance with this Section. Contractor will provide

University an updated certification letter each time 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 Austin’s personnel policies addressing disqualifying offenses, which will be provided to Contractor in writing. 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 additional services performed during that calendar month, will be included in the next invoice, which will be accompanied by documentation that University may reasonably request to support the invoice amount. If University approves the amount or any portion of the amount, University will promptly pay to Contractor the amount approved. Each invoice will be accompanied by documentation that University may reasonably request to support the invoice amount. University will, within thirty (30) days from the date it receives an invoice and supporting documentation, 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 writing.

Contractor will submit invoices to University as follows:

Attn: Athletics Billing The University of Texas at Austin Intercollegiate Athletics 2139 San Jacinto Blvd Austin, Texas 78712 Email Address: business@athletics.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 (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.

2.2 Total Cost

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

Indicate in the Euna BidTable the cost for services to be provided to University.

2.3 Additional Services Related Services

Respondents shall provide a price list for any other available services or benefits that may not be mentioned or reflected in this RFP. These services and equipment may or may not be utilized by University, but pricing is requested.

Please indicate the discount percentage off the published list price for other 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

2.4 Delivery of Services

Respondent should provide a comprehensive timeline for the delivery of services.

2.5 Payment Terms

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

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm

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:

There will be a 3% merchant surcharge for this service.

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.

2.6 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:

mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

2.7 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:

Name:

Title:

Email Address:

Date:

Signature:

Section 3 – Solicitation Evaluation

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) 30

Respondents’ Quality of Proposed Services (See Section 4, subsection 4.6 below) 25

Respondents’ Price Proposal (See Section 4, subsection 4.7 below) 25

Respondents’ Business Relationship Strength (See Section 4, subsection 4.8 below)

Total

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.

CELINA MERCADO

Cross-Out

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 Instructions

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 Preparation and Submittal Instructions

All Attachments noted are to be properly completed and submitted with 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.

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: Please complete Sections 4.5, 4.6, and 4.8 in the Euna Questionnaire. Upload any additional documents (PDFs, photos, videos, etc.) under “Supplementary Proposals Materials” in Euna.

4.5 Respondents’ Qualifications, Abilities, and Reputation

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

4.5.1 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.

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

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

4.5.1.3 Demonstrate firm’s understanding, knowledge, and experience, which allows Respondent to meet the solicitation requirements.

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

Provide a MINIMUM of three (3) clients where the Respondent has provided similar 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 one 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.

• Describe how the firm maintains quality control in the work performed.

• 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 systems like The University of Texas System.

4.5.2.1 Describe your firm’s experience working with Power Five athletic conferences.

Specifically, provide evidence that your organization has a minimum of three (3) to five (5) years of experience working with at least five (5) different Power Five universities. For each engagement, include:

• Name of the Power Five University

• Dates of service

• Description of services provided

• Contact information for a reference at each institution

4.5.2.2 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.

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

4.5.2.4 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.

4.5.2.5 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.

4.5.3 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 particular roles in furnishing the services required. Describe how the team will be organized to deliver the services outlined by the University.

4.5.3.1 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:

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

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

4.5.3.1.3 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.

4.6 Respondent’s Quality of Proposed Services

4.6.1 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.

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

4.6.1.2 Respondent must provide an approach and methodology overview which consists of a detailed and comprehensive description of the services requested in response to this solicitation.

4.6.1.3 Describe the proposed implementation plan and timeline for delivering all required credential items.

4.6.1.4 Respondent 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.

4.6.1.6 Quality: Identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this solicitation to University.

4.6.1.7 Customer Satisfaction: How do you measure and monitor customer satisfaction;

describe the method used, frequency, and how results are reported.

4.6.1.8 Capabilities and Capacity: Respondent shall clearly define its capability and capacity to perform the work identified in the Scope of Work of this solicitation.

The respondents’ response must describe the various technologies, tools, methods, and technical expertise that will be provided to University and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to University.

4.7 Respondent’s 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 2.6 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 Respondent’s Business Relationship Strength

4.8.1 Please describe your vision for a mutually successful engagement and relationship with the University.

4.8.2 Respondent will provide a list of any additional services or benefits not otherwise identified in this solicitation that Respondent would propose to provide to University.

Additionally, services or benefits must be directly related to the goods and services solicited under this solicitation.

4.8.3 Respondents will provide details describing any unique, special services, benefits offered, added value or advantages to be gained by University from doing business with Respondent. Additional services or benefits must be directly related to the goods and services solicited under this solicitation.

4.8.4 Does Respondent have a contingency plan or disaster recovery plan in the event of a disaster? If so, then Respondent will provide a copy of the plan.

4.9 Respondent’s Required Attachments (Pass/Fail)

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

Respondents

4.9.2 Signed and Completed Section 2 – Price Proposal and requested documentation.

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

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

APPENDIX TWO)

4.9.5 Submitted E-HSP (HUB Subcontracting Plan) via the UT Austin HUB Compliance Reporting

System (B2Gnow) (ref. APPENDIX THREE)

4.9.6 Completed APPENDIX FIVE Electronic and Information Resources Environment

Specifications Questionnaire.

4.9.7 Completed APPENDIX SIX Security Characteristics and Functionality of Contractor’s

Information Resources.

4.10 Respondent’s Financial & Disclosure Requirements

4.10.1 Respondent shall provide a copy of its financial statements for the past two (2) years, if requested by University.

4.10.2 Respondent shall provide a financial rating of the Respondent entity and any related documentation (such as a Dunn and Bradstreet analysis) that indicates the financial stability of Respondent.

4.10.3 Respondent shall confirm if they are currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, Respondent shall explain the expected impact, both in organizational and directional terms.

4.10.4 Respondent shall provide any details of all past or pending litigation or claims filed against Respondent that would affect its performance under the Agreement with University (if any).

4.10.5 Respondent shall provide a copy of current contingency plan or disaster recovery plan in the event of a disaster.

4.10.6 Respondent shall confirm if currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, Respondent will specify the pertinent date(s), details, circumstances, and describe the current prospects for resolution.

4.10.7 Respondent shall confirm any relationship exist (whether by family kinship, business association, capital funding agreement, or any other such relationship) between Respondent and any employee of University. If yes, Respondent shall explain.

4.10.8 Respondent will provide the name and Social Security Number for each person having at least 25% ownership interest in Respondent.

4.10.9 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.

4.10.10 Further disclosure of this information is governed by the Texas Public Information 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, conditions, and requirements set forth in this solicitation. Qualified Respondents are invited to submit a written response outlining qualifications and willingness to provide the services described in the Scope of Services, and in accordance with the terms, conditions and requirements set forth in the solicitation. The solicitation provides sufficient information for interested parties to prepare and submit responses for consideration by University.

5.1.2 By submitting a response, Respondent certifies that it understands the solicitation and has full knowledge of the scope, nature, quality, and quantity of services to be performed, the detailed requirements of services to be provided, and the conditions under which services are to be performed. Respondent will provide Services in accordance with all applicable law regulations, and professional standards.

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

5.1.4 All applicable attachments contained in the solicitation shall be completed. Failure to do so may result in the Respondents response or submittal being declared non-responsive to the solicitation requirements.

5.1.6 Any exceptions taken to the terms of the solicitation, including the proposed contract terms must be specific.

5.1.7 Where exceptions are taken, University shall determine the acceptability of the proposed exceptions.

5.1.8 All exceptions shall be referenced by utilizing the corresponding section, paragraph and page number in the solicitation and APPENDIX TWO.

5.2 Historically Underutilized Businesses

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

Pursuant to the HUB program, if under the terms of any agreement or contractual arrangements resulting from this solicitation, contractor subcontracts and Work, then Contractor must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts. Responses that fail to comply with the requirements contained in this Section 1.7.2 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this solicitation. Respondent acknowledges that, if selected by University, its obligation to make a good faith effort to utilize HUBs when subcontracting any Work will continue throughout the term of all agreements and contractual arrangements resulting from this solicitation. Furthermore, any subcontracting of Work by the Respondent is subject to review by University to ensure compliance with the HUB Program.

5.2.1 Statement of Probability: University has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an E-HSP is required as a part of the Respondent’s response.

5.2.2 Respondent must electronically complete and submit the E-HSP via the UT Austin HUB Compliance Reporting System (B2Gnow) in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the E- HSP. Respondents that fail to submit the E-HSP will be considered non-responsive to this solicitation as required by 2161.252, Government Code.

Questions regarding this E-HSP may be directed to:

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

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

5.2.4 All modifications to the E-HSP must be made via the UT Austin HUB Compliance

Reporting System (B2Gnow). Contractors may proceed with any changes in scope or subcontractors only when the change request has been approved via B2Gnow.

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

(ref. Project Detail Page). University will review Respondent’s E-HSP prior to opening the response to confirm Respondent submitted the E-HSP. Respondent’s failure to submit the E-HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications.

5.2.6 University may offer Respondent an opportunity to seek informal review of its draft E-HSP by University’s HUB Office before the Submittal Deadline. The informal review can be submitted via the UT Austin HUB Compliance Reporting System (B2Gnow) by selecting the cursory review option. A cursory review is designed to help address questions Respondent may have about how to complete its E-HSP properly. Concurrence or comment on Respondent’s draft E-HSP by University will not constitute formal approval of the E-HSP and will not eliminate the need for Respondent to submit its final E-HSP to University as instructed by Section 5.2.

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 questions or concerns regarding this solicitation shall be directed to the Procurement Officer listed on the detail page. University specifically requests that Respondent restrict all contact and questions regarding this solicitation to the Procurement Officer. The Procurement Officer must receive all questions or concerns no later than the date and time listed in the Solicitation Schedule.

5.5 Questions, Inquiries, and Interpretations

Responses to questions or inquiries, which directly affect an interpretation or change to this solicitation, will be issued in writing by addendum (amendment) and all addenda will be posted in the University Euna portal (see page 1). All such addenda issued by University prior to the time that responses are received shall be considered part of the solicitation, and the Respondent shall be required to consider and by submitting a response to the solicitation, acknowledges receipt and understanding of all addenda in their response.

Questions submitted will be answered at the sole discretion of the University, who reserves the right to decline to respond to any question.

Only those University replies to inquiries, which are made by formal written addenda, shall be binding. Oral and other interpretations or clarification will be without legal effect.

Any interested party that receives this RFP by means other than directly from the University Euna 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.

5.6 Commitment

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

5.7 Acquisition from other Sources

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

5.8 Obligation 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…