4-01 RFB 745-26-B01.pdf

DEPARTMENT OF PURCHASING | HUB PROGRAMS | Mail Code 7962 | 7703 Floyd Curl Drive | San Antonio, Texas 78229-3900

210.562.6200 | https://wp.uthscsa.edu/purchasing/

REQUEST FOR BID

by

The University of Texas Health Science Center at San Antonio for

Selection of a Vendor to Provide

MEDICAL UNIFORMS

RFB No. 745-26-B01

Submittal Deadline:

3:00 PM Central Prevailing Time, – Friday – September 26, 2025

Issued: 8:00 AM – Central Prevailing Time – Friday – October 31,2025

OGC 0725

https://wp.uthscsa.edu/purchasing/

REQUEST FOR BID

TABLE OF CONTENTS

SECTION 1: INTRODUCTION

SECTION 2: NOTICE TO BIDDER

SECTION 3: SUBMISSION OF BID

SECTION 4: TERMS AND CONDITIONS

SECTION 5: SPECIFICATIONS AND ADDITIONAL QUESTIONS

ATTACHMENTS:

APPENDIX ONE: BID REQUIREMENTS

A01A – Appendix One, Bidder’s Affirmation A01B – Appendix One, Bidder’s Questionnaire A01C – Appendix One, Addenda Checklist

APPENDIX TWO: HUB SUBCONTRACTING PLAN

APPENDIX THREE: PERSONAL APPERANCE AND DRESS CODE

APPENDIX FOUR: UNIFORM STANDARDS

SECTION 1

INTRODUCTION

1.1 General

The University of Texas Health Science Center at San Antonio also called UT Health San Antonio (UTHSA) is accepting competitive sealed bids to acquire Medical Uniforms in accordance with the terms, conditions and requirements set forth per Request for Bid, RFB 745-26-B01. This Request for Bid (RFB) provides sufficient information for interested parties to prepare and submit bids for consideration by the University.

Applicability of educational, state, and local government, and any other available discounts should be strongly considered.

THIS RFB IS A SOLICITATION FOR BID AND IS NOT A CONTRACT OR AN OFFER TO

CONTRACT.

BIDDERS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFB

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND

QUESTIONS AS DIRECTED.

Competitive Bids are listed on UTHSA’s e-Procurement Portal (formally Bonfire), and submissions will only be accepted through the portal. You can register for a free bidder account at: Euna, which will be required when you prepare a submission.

If an award is made based on this request, purchase orders to the successful bidder shall be issued as orders are placed and will governed by the University’s Purchase Order Terms and Conditions.

Any additional terms and conditions, or additional agreements, attached to the bidder's response to this request will NOT be considered unless specifically referenced on our request form, and are then subject to review and acceptance or rejection by the University. Additional terms and conditions or agreements may result in disqualification of response.

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf

1.2 Description of University

The University of Texas Health Science Center at San Antonio — also called UT Health San Antonio (UTHSA) — has a mission to make lives better through excellence in education, research, health care and community engagement. As the largest academic research institution in South Texas, reflected by an annual research portfolio of approximately $400 million, the university is designated as a Hispanic-Serving Institution by the U.S. Department of Education.

UT Health San Antonio’s professional schools of medicine, nursing, dentistry, health professions, graduate biomedical sciences and public health have graduated more than 42,300 alumni who are leading change, advancing their fields and renewing hope for patients and their families throughout South Texas and the world.

One of 14 UT System institutions, UT Health San Antonio has launched the newest of its six schools, the UT School of Public Health San Antonio. Now enrolling students into its Master of Public Health program, this school’s primary focus will be on preparing its graduate students for developing and enacting public health policy that serves, specifically, the communities of South Texas.

Another significant reflection of the phenomenal growth of the UT Health Science Center San Antonio will be its $430 million, 144-bed, best-in-class UT Health San Antonio Multispecialty and Research Hospital. Opening in 2024, it will offer specialty cancer care and surgery, while being a major reason why 1,500 new jobs will be added in the next five years to the ranks of faculty and staff at the health science center.

For three years in a row, UT Health San Antonio has made the Forbes list of Best-in-State health services employers, and its schools of medicine, nursing and health professions rank in the nation’s top 50 by the U.S. News & World Report.

The university employs a diverse workforce of more than 7,900; administers an annual operating budget of $1.23 billion; and stewards’ clinical practices in medicine, cancer, dentistry, nursing and other health professions that provide more than 2.6 million patient visits each year. It is a chief catalyst for the $44.1 billion health care and biosciences sector of the San Antonio economy.

To learn about the many ways “We make lives better®,” visit UTHealthSA.org.

1.3 Background and Special Circumstances

The University of Texas Health Science Center (UTHSA) is soliciting proposals from qualified Proposers to provide high quality Medical Uniforms for clinical and non-clinical staff across multiple departments. Uniforms must be durable, comfortable, professionally styled, and available in a variety of sizes and styles for men and women. As part of this RFB, Proposers must also provide optional embroidery services for University Logo, Department Name, and Employee Name. The goal is to establish a contractual agreement with Proposer(s) that can meet the Universities needs for consistent uniform availability, product quality, and customer service.

The Awarded Proposer(s) shall provide uniforms under a voucher program, in which eligible employees will be issued a $100 uniform voucher. This voucher shall be redeemable exclusively for approved uniform items (ref. 5.9 - Product Description) that meet the specifications and branding guidelines outlined by the University.

This RFB may be multi-awarded to several Proposers that meet the requirements listed in this RFB.

No Guarantee of Volume – UTHSA does NOT solicit and/or guarantee any specific amount of compensation, volume, minimum, and/or maximum number of Services under this RFB or any contract or agreement resulting from this RFB.

https://www.uthscsa.edu/ https://uthscsa.edu/?utm_source=uthealthsaorg&utm_medium=pageredirect&utm_campaign=uthealthsa

1.4 Public Information

All information, documentation, and other materials submitted in response to this solicitation are considered non-confidential and/or non-proprietary and are subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after the solicitation is completed.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

SECTION 2

NOTICE TO BIDDER

2.1 Submittal Deadline

University will accept proposals submitted in response to this RFB until 3:00 PM Central Prevailing Time, Friday – October 31, 2025 via our e-Procurement Website Euna (formally Bonfire).

2.1.1 When submitting your proposal – follow the directions in Euna.

1. Each document that is required must be submitted individually, completed, and signed (if applicable). DO NOT UPLOAD ALL FILES TOGETHER

2.1.2 If during your submission, you encounter any technical issues – you must contact Euna Support directly for assistance or by calling 1-844-226-3862

1. After contacting Euna, inform the Strategic Sourcing Specialist that you have reached out to Euna due to technical issues.

2.1.3 Euna offers a Help Forum which you can access by clicking here.

2.2 RFP Contact Information and Questions

2.2.1 Interested parties MUST direct questions (ALL QUESTIONS MUST GO THROUGH Euna) about this RFB through Euna Opportunity Q&A.

Located in the Project Details (see below).

University instructs interested parties to restrict all contact and questions regarding this RFB to written communications delivered (i) in accordance with this Section on or before 5:00 PM Central Prevailing Time, Friday – October 17, 2025 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

mailto:support.bonfire@eunasolutions.com https://uthscsa.bonfirehub.com/portal/support https://uthscsa.bonfirehub.com/portal/support

2.3 Criteria for Selection

The successful Bidder(s), if any, will be the most Responsive and Responsible Bidder(s) and will be selected by University through this RFB on or before the Submittal Deadline that is the most advantageous to University.

Bidders are encouraged to propose terms and conditions offering the maximum benefit to University.

The evaluation of Bids and the selection of Bidder(s) will be based on the information provided in the Bid. University may consider additional information if University determines the information is relevant.

Bidders must submit a detailed catalog or price sheet to include discount percentage for items as well as any shipping costs (if applicable).

University reserves the right to award a Bid for all or any portion of the requirements proposed by reason of this request, award multiple Bids, or to reject any and all bids if deemed to be in the best interest of the University and to re-solicit for bids.

2.4 Key Events Schedule

Date RFB Issued 8:00 AM Central Prevailing Time, Friday – September 26, 205

Question Deadline 5:00 PM Central Prevailing Time, Friday - (ref. Section 2.2) October 17, 2025

Submittal Deadline 3:00 PM Central Prevailing Time, Friday - (ref. Section 2.1) October 31, 2025

2.5 Historically Underutilized Businesses

2.5.1 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 arrangement resulting from this RFB, Bidder subcontracts any Work, then Bidder must make a good faith effort to utilize HUBs certified by the Procurement and Support Services Division of the Texas Comptroller of Public Accounts.

Bids that fail to comply with the requirements contained in this Section 2.5 will constitute a material failure to comply with advertised specifications and will be rejected by University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any agreement or contractual arrangement resulting from this RFB. Bidder 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 RFB.

Furthermore, any subcontracting of Work by the Bidder is subject to review by University to ensure compliance with the HUB program. For more information on the HUB Program, please visit https://comptroller.texas.gov/purchasing/vendor/hub/

2.5.2 University has reviewed this RFB in accordance with 34 TAC §20.285, and has determined that subcontracting opportunities are probable under this RFB.

2.5.3 A HUB Subcontracting Plan (HSP) is a required part of the Bid. The HSP will be developed and administered in accordance with University’s Policy on Utilization of Historically Underutilized Businesses, attached as APPENDIX THREE.

Each Bidder must complete and return the HSP in accordance with the terms and conditions of this RFB, including APPENDIX THREE. Bidder that fail to submit the HSP will be considered non-responsive to this RFB as required by §2161.252, Government Code.

Questions regarding the HSP may be directed to:

Contact: Rebecca A. Mendez, HUB Program Manager Phone: 210-562-6300 Email: HUBAdmin@uthscsa.edu

OR

Contact: Mary Minier, HUB Specialist Phone: 210-562-6326 Email: HUBAdmin@uthscsa.edu

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

2.5.4 At the same time Bidder submits its Bid (no later than the Submittal Deadline (ref.

Section 2.1)), Bidder must submit the following HUB materials (HUB Materials):

(a) One (1) complete electronic copy of Bidder’s HSP through the Euna

Procurement Portal.

https://comptroller.texas.gov/purchasing/vendor/hub/ http://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:HUBAdmin@uthscsa.edu mailto:HUBAdmin@uthscsa.edu

2.5.5 University may offer Bidder an opportunity to seek informal review of its draft HSP by University’s HUB Office before the Submittal Deadline. If University extends this offer, details will be provided at the Pre-Bid Conference (ref. Section 2.6) or by other means.

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

2.5.6 Agencies are required to make a good faith effort to assist Historically Underutilized

Businesses (HUB) to receive a portion of the total contract value that the agency expects to award in a fiscal year in accordance with the statewide goals. These goals are achieved through contracting directly with HUBs or indirectly through subcontracting.

SECTION 3

SUBMISSION OF BID

3.1 Submission

Bids must be received electronically through the University’s online Procurement Portal Euna , on or before the Submittal Deadline (ref. Section 2.1 of this RFB). Competitive Bids will be listed on the Procurement Portal, and submissions will only be accepted through the portal. University WILL NOT accept Bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFB.

You can register for a free account by clicking here, which will be required when you prepare a submission. As part of the registration process, you may select Commodity Codes to associate with your account. This will open you up for notifications of opportunities matching your chosen codes.

If you encounter technical issues while preparing and/or submitting your bid – you must contact Euna directly via email by emailing support.bonfire@eunasolutions.com or by calling

1-844-226-3862. UTHSA CAN NOT ASSIST WITH TECHNICAL ISSUSES.

3.2 Bid Validity Period

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

3.3 Purchase Order Terms and Conditions

3.3.1 Bidder must comply with the requirements and specifications contained in this RFB, including the Purchase Order Terms and Conditions, the Notice to Bidder (ref.

Section 2), Bid Requirements (ref. APPENDIX ONE) and the Specifications and Additional Questions (ref. Section 5). If there is a conflict among the provisions in this RFB, the provision requiring Bidder to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence:

A. Specifications and Additional Questions (ref. Section 5).

B. Purchase Order Terms and Conditions.

C. Bid Requirements (ref. APPENDIX ONE).

D. Notice to Bidder (ref. Section 2).

https://uthscsa.bonfirehub.com/portal/?tab=openOpportunities file:///%5C%5Cifs%5Clinks%5CB5420-Purchasing%5CProjects%5CZ_SHARED%20Management%5CBIDS%5CFY2026%5C2%20RFB%20Folder%20FY26%5CRFB%20745-26-B01%20Medical%20Uniforms%5C1_Working%20Documents%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5Cjanuszewski%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5CContent.Outlook%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5Cjanuszewski%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5CContent.Outlook%5CAppData%5CLocal%5CMicrosoft%5CWindows%5CINetCache%5CContent.Outlook%5CY6396E0I%5CUT%20Health%20San%20Antonio%20(bonfirehub.com) mailto:support.bonfire@eunasolutions.com https://wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf https://wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf

3.4 Submittal Checklist

Bidder is instructed to complete, sign, and return the following documents as a part of its Bid. If Bidder fails to return each of the following items with its Bid, then University may reject the Bid:

3.4.1 Signed and Completed Bidder’s Affirmation (ref. Section 1 of APPENDIX ONE)

3.4.2 Responses to Bidder’s General Questionnaire (ref. Section 2 of APPENDIX ONE)

3.4.3 Signed and Completed Addenda Checklist (ref Section 3 of APPENDIX ONE)

3.4.4 Signed and completed originals of the HUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and APPENDIX TWO).

3.4.5 Signed and Completed General Terms and Conditions (ref. Section 4)

3.4.6 Completed Red-lined Purchase Order Terms and Conditions (if applicable)

3.4.7 Detailed Bidder Pricing Sheet or Catalog with Percentage of Discount https://wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf

SECTION FOUR

PURCHASE ORDER TERMS AND CONDITIONS

https://wp.uthscsa.edu/purchasing/wp-content/uploads/sites/184/2025/08/TermsConditions_PO_August5_2025.pdf

SECTION 5

SPECIFICATIONS AND ADDITIONAL QUESTIONS

5.1 General

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

5.2 Minimum Requirements

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

5.2.1 Location(s) in the San Antonio/Medical Center area, or a clearly documented methodology to service students and staff on site and on demand. If Bidder does not have a physical location in the San Antonio/Medical Center area, please document in detail how Bidder plans to service UTHSA students and staff on site, to include providing fittings and delivery.

5.2.2. Meet the requirements of Brand Standards (ref. Embroidery Services Section 5.9.3)

5.3 Additional Questions Specific to this RFB

Bidder must submit the following information as part of Bidder’s Bid:

5.3.1 If Bidder takes exception to any terms or conditions set forth in (SECTION TWO), Bidder must submit a list of the exceptions. The University will not consider any modifications to the University’s Standard Purchase Order Terms and Conditions after submittal deadline.

Bidder may not reserve the right to further negotiate terms and conditions if selected. All exceptions to the University’s Standard Purchase Order Terms and Conditions must be included at time of submission.

5.4 SPECIFICATIONS

5.4.1 Catalogs, brand names or manufacturer's references are descriptive only, and indicate type and quality desired. Bids on brands of like nature and quality will be considered unless advertised under Texas Government Code, Title 10, Subtitle D, Section 2155.067.

If bidding on other than references, bid should show manufacturer, brand or trade name, and other description of product offered. If other than brand(s) specified is offered, illustrations and complete description of product offered are requested to be made part of the bid. Failure to take exception to specifications or reference data will require bidder to furnish specified brand names, numbers, etc.

5.4.2 Unless otherwise specified, items shall be new and unused and of current production.

5.4.3 Samples, when requested, must be furnished free of expense to the University. If not destroyed in examination, they will be returned to the bidder, on request, at bidder's expense. Each sample should be marked with bidder's name and address, and requisition number. Do not enclose in or attach bid to sample.

5.4.4 The University will not be bound by any oral statement or representation contrary to the written specifications of this RFB.

5.4.5 Manufacturer's standard warranty shall apply unless otherwise stated in the RFB.

5.5 TIE BIDS

Awards will be made in accordance with TAC Rule 113.6 (b) (3) and 113.8 (Preferences).

5.6 AWARD OF CONTRACT:

5.6.1 A response to this RFB is an offer to contract based upon the terms, conditions, and specifications contained herein. Bids do not become contracts until they are accepted through an open market purchase order.

5.6.2 The contract shall be governed, construed, and interpreted under the laws of the State of

Texas.

5.6.3 Best Value: The bidder awarded an order under this RFB will be that bidder whose quotation, as presented in their response to this RFB, provides best value to University.

In addition to price, the factors set forth in Section 51.9335 Education Code, will be considered in determining an award. The University reserves the right to accept or reject all or any part of any bid, waive minor technicalities and award the bid to best serve the interests of the University. Any contract may also be extended up to three months at the sole discretion of the University.

5.6.4 The factors listed in Texas Government Code, Title 10, Subtitle D, Section 2155.074, 2155.144, 2156.007, and 2157.003 shall also be considered in making an award when specified. Any legal actions must be filed in Bexar County, Texas.

5.6.5 Cash discounts will not be considered in determining award, unless otherwise indicated per the bid documents.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=5&ch=113&rl=6 https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

5.7 DELIVERY AND PICK UP

5.7.1 Delivery shall be made during normal business hours only unless prior approval has been obtained by the ordering agency.

5.7.2 Pick Up shall be offered during normal business hours.

5.7.3 If delay is foreseen, bidder shall give written notice to the University and the ordering agency. Bidder must keep the University and ordering agency advised at all times of status of order. Default in promised delivery (without accepted reasons) or failure to meet specifications authorizes the University to purchase supplies elsewhere and charge full increase, if any, in cost and handling to defaulting bidder.

A. No substitutions permitted without written approval of University.

5.8 INVOICING AND PAYMENT

All orders that are to be paid by UTHSA – MUST have the proper approval supporting documentation.

5.8.1 Bidder(s) shall submit invoices by electronic means to AP-einvoice@uthscsa.edu and provide support for all allocation of premium to the components as may be required.

5.8.2 Invoices will be paid net thirty (30) days in compliance with Texas laws, as outlined in

Texas Prompt Payment Act (ref. Chapter 2251, Government Code). All invoices must reference a valid Purchase Order, or the invoice will be returned as non-compliant.

Vendor must provide UTHSA with a paper or emailed invoice for goods or services rendered.

5.8.3 No commitment for Goods or Services is valid without a Purchase Order.

5.8.4 UTHSA does not use vendor’s online portal to retrieve invoices and/or to make payments.

5.8.5 Bidder(s) may submit a Bid for a prompt payment discount.

5.8.6 UTHSA has established the following payment schedule for invoices based upon the payment option chosen by the Bidder:

A. Automated Clearing House (“ACH”) transaction

B. Single-Use Account (“SUA”) card (JP Morgan)

*If UTHSA is making payment on funds appropriated by the State of Texas, the payment term is net thirty (30) as required by law. UTHSA will submit an electronic check remittance to the email address on record for all ACH and SUA payments.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm

5.9 Product Description

Bidder(s) will provide the following products and specified quantities to University:

5.9.1 Approved UTHSA Uniform List (ref. APPENDIX THREE and APPENDIX FOUR)

A. Medical Scrubs (tops and bottoms)

B. Lab Coats

C. Polos

D. Jackets

E. Vests

F. Other items as deemed necessary for UTHSA employees.

5.9.2 Uniform Supply:

A. Provide high quality medical uniforms in various styles, fits, and UTHSA approved colors suitable for clinical and Hospital settings.

B. Maintain inventory to fulfill ongoing demand and backorders in a timely manner.

C. A full range of medical uniforms; including tops, pants, jackets, etc.

D. Multiple fit options (e.g., unisex, women’s fit, men’s fit).

E. Availability in a wide range of sizes (XXS – 5XL, tall and Petite options).

5.9.3 Embroidery Services:

A. The Awarded Proposer will be required to follow the University Identity and Brand Standards as stated in the Institutional Handbook of Operating Policies 2.8.1 and

2.8.2.

1. Logo for Embroidery must be reviewed and approved for quality prior to production for quality prior to production of ANY items implementing the embroidery logo file (ref. 2.8.2 – Logo for Embroidery).

B. Provide approval samples and proofs prior to large-scale embroidery production.

C. Ensure consistent thread color and quality for all embroidered items.

D. Turnaround time for embroidered items must NOT exceed 10 business days.

https://public.powerdms.com/UTHSA/documents/1590294 https://public.powerdms.com/UTHSA/tree/documents/1590309

5.9.4 Ordering

A. In Person Ordering (preferred service):

1. The ability to accept walk in orders.

2. Offer dressing rooms for fittings.

3. Provide different payment options – to include but not limited to:

a. UTHSA Voucher

i. Each employee will be issued a $100 voucher from the University.

ii. Vouchers may only be redeemed for authorized uniform items that comply with University requirements for color, style, and embroidery.

iii. No cash back or credit may be given if purchase is under the voucher amount.

iv. Employees must pay out-of-pocket if purchases exceed the voucher amount.

v. The Awarded Proposer(s) shall track each voucher transaction and provide confirmation of redemption to the University.

b. Cash

c. Debit/Credit Card

d. UTHSA Billed (approval is required)

e. Others as available

B. Online Ordering (optional service):

1. If services is available online, Bidder(s) shall provide detailed information pertaining to the requirements (i.e., website access only, Portal, App, etc.)

2. Using specific forms of technology may require additional IT requirements.

5.9.4 Delivery and Logistics:

A. Provide accurate order tracking and shipment notifications.

B. Support seasonal Uniform drives or on-site fitting events (optional).

C. Order must be filled and shipped within 5-7 business days (for non-embroidered items).

D. In person pick up.

5.9.5 Customer Service:

A. Assign a dedicated representative to handle institutional needs, escalations, and other concerns.

B. Provide quarterly performance reports including order volumes, delivery timelines, and feedback metrics.

5.9.6 Billing and Reporting:

A. Awarded Prosper(s) must provide detailed billing statement for all redeemed vouchers on a monthly basis.

B. Each billing statement must include:

1. Employee name.

2. Employee identification number.

3. Voucher number.

4. Date of redemption.

5. Description of item(s) purchased.

6. Item cost and total voucher value applied.

7. Any balance paid out-of-pocket by the employee.

C. Billing shall be submitted electronically in a format approved by the University.

D. Vendor shall reconcile all vouchers, ensuring that unused or expired vouchers are returned to the University with justification.

5.9.7 Voucher Return and Accountability:

A. Awarded Proposer(s) shall maintain an up-to-date log of vouchers received, redeemed, and outstanding.

B. Any unused or partially used vouchers must be returned to the University, along with a detailed reconciliation documentation.

C. Awarded Proposer(s) must implement safeguards to prevent fraud, duplicate redemption, and/or misuse of vouchers.