5-1. RFP 721-26057 - Inflatable Services (3.13.26).pdf

REQUEST FOR PROPOSAL

RFP No. 721-26057 Title: Inflatable Services

Proposal and VetHUB Subcontracting Plan Submittal Deadline: Monday, April 20, 2026 at 2:30 PM CST

PROCUREMENT OFFICER:

Celina Mercado

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

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

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

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

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK

SECTION 5: PRICING AND DELIVERY SCHEDULE

SECTION 6: PROJECT INSTRUCTIONS

Attachments:

Attachment One: General Information

Attachment Two: Sample Agreement and/or Business Associate Agreement

Attachment Three: VetHUB – NOT REQUIRED

Attachment Four: Higher Education Vendor Assessment Tool (HECVAT) – NOT REQUIRED

Attachment Five: Access By Individuals with Disabilities (Bonfire) – NOT REQUIRED

Attachment Six: Electronic And Information Resources Environment Specifications [Bonfire] – NOT REQUIRED

Attachment Seven: Information Security Requirements and Questions [Bonfire) – NOT REQUIRED

Attachment Eight: Certificate Of Interested Parties, Form 1295 – NOT REQUIRED

Appendices:

Appendix 1: Execution of Offer

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff and top national programs across 19 colleges and schools. As Texas’ leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

1.2 Background and Special Circumstances

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 is seeking proposals from qualified Central Texas vendors to serve as the official inflatable attractions services provider for select Texas Longhorns sporting events.

The selected vendor will be responsible for the management, storage, inspection, maintenance, staffing, transportation, and event-day operation of officially licensed Texas Longhorns inflatable attractions.

As part of the agreement, Texas Athletics will provide a minimum of three (3) brand-new, custom-designed, officially licensed Texas Longhorns inflatable attractions to the selected vendor at no cost (target delivery date: July 2026). These assets will be utilized at designated Texas Athletics events under the terms outlined below.

1.3 Objective of Request for Proposal

The University of Texas at Austin (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.5 (Scope of Work) of this Request for Proposal (RFP), for Inflatable Services.

1.4 Group Purchase Authority

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

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Monday, April 20, 2026 (Submittal Deadline).

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

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna (previously Bonfire) portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this section on or before the Questions Due Date listed on the Project Details section of the University’s Procurement Portal, or (ii) if questions relate to Veteran Heroes United in Business, in accordance with Section 2.5.

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

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

2.3 Criteria for Selection

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

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

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

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

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Veteran Heroes United in Business

(VetHUB’s); and

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

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The

Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

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

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

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

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

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

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

Total 100

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

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

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

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

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

2.3.5 Final Score

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

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

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

2.3.6 Eligibility for Award

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

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

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

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

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

2.4 Key Events Schedule

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

Solicitation Milestone Proposed Date RFP Issued Wedensday, March 18, 2026 Preproposal Conference Registration Link:

https://events.teams.microsoft.com/event/106543c2- 4f29-482a-8a30-dce3eb4c5ba1@31d7e2a5-bdd8- 414e-9e97-bea998ebdfe1

Thursday, March 26, 2026, at 10:30

– 11:00 AM CT

Deadline for Questions from Supplier Friday, March 27, 2026, at 12:00 PM

CT

Answers to Supplier Questions (estimated) Wednesday, April 8, 2026

RFP Proposal Submittal Deadline Monday, April 20, 2026 at 2:30

PM CT

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

2.5 Veteran Heroes United in Business Submittal Requirements:

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts.

The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: Statement of Probability: University has determined that subcontracting opportunities are not probable in connection with this procurement solicitation. Therefore, an HSP is not required as a part of the Respondent's Qualifications.

2.6 Public Information

Respondents are hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to 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 https://events.teams.microsoft.com/event/106543c2-4f29-482a-8a30-dce3eb4c5ba1@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/106543c2-4f29-482a-8a30-dce3eb4c5ba1@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1 https://events.teams.microsoft.com/event/106543c2-4f29-482a-8a30-dce3eb4c5ba1@31d7e2a5-bdd8-414e-9e97-bea998ebdfe1

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

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

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

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

3.2 Proposal Validity Period

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

3.3 Terms and Conditions

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

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

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

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

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

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

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Compliance with NCAA and SEC Regulations

The Respondent agrees to fully comply with and adhere to the Constitution, Bylaws, and Rules of the National Collegiate Athletic Association (NCAA), as well as all applicable regulations of the Southeastern Conference (SEC).

3.5 Submittal Checklist

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

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

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

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

3.5.4 Response to Specifications and Scope of Work as outlined in Section 6

3.5.5 See Section 6 for additional information and instructions on how to respond to Section 4 and the proposal requirements.

3.5.6 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents

(ref. Section 2.5 and ATTACHMENT THREE).

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

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

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to three (3) years with the initial term of the Agreement. University may elect to renew the Agreement for up to two (2) additional one (1) year terms.

4.4 Additional Submittals Specific to this RFP

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

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

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

4.5 Scope of Work

Contractor will provide the following services to University:

4.5.1 Services

The Contractor shall provide comprehensive turnkey inflatable services, including but not limited to:

A. Transportation, setup, operation, and teardown of inflatables at designated Texas Athletics events

B. Trained event staff to operate and monitor attractions C. Fan engagement and customer service interaction during activation windows D. Secure, climate-controlled storage of all inflatables E. Routine maintenance, repairs, and upkeep F. Compliance with all inspection, certification, and permitting requirements including but not limited to meeting all State of Texas and University of Texas standards.

G. Risk management and insurance compliance

Contractor must ensure all inflatables are operational, safe, visually maintained to brand standards, as defined by Texas Athletics, and fully compliant with applicable State of Texas laws and University policies.

4.5.2 Minimum Qualifications

Respondents must meet the following minimum requirements:

A. Minimum of five (5) years of experience operating inflatable attractions in the Greater Austin/Central Texas area

B. Demonstrated compliance with all State of Texas insurance requirements and amusement ride regulations

C. Ability to store inflatables in a secure, climate-controlled facility D. Proven experience managing staffing and supervision for large-scale public events E. Strong safety record with documented operational procedures

Each Proposal must include information that clearly indicates that the Respondent meets the qualification requirements.

4.5.3 Asset Transfer and Certification Requirements

Texas Athletics will provide a minimum of three (3) officially licensed Texas Longhorns inflatable attractions to the Contractor at no cost.

Upon receipt (anticipated July 2026), Contractor shall:

1. Assume full responsibility for custody, care, risk of loss, and damage to the inflatables, excluding normal wear and tear.

2. Immediately initiate required inspections with the State of Texas

3. Secure all required permits, certifications, and inspection stickers

4. Ensure all attractions are fully compliant and approved for operation no later than

Monday, August 24, 2026 to be ready for the first Texas Football home game on September 5, 2026

5. Comply with any additional certification, safety, or operational requirements set forth by The University of Texas Environmental Health & Safety (EHS) office

Contractor shall be responsible for:

• Ongoing annual inspections

• Required certification renewals

• Routine maintenance and repairs at the Contractor’s expense

• Ensuring inflatables remain in first-class operational condition

4.5.4 Required Event Suport

Contractor shall provide staffing and operational support for the following Texas Athletics events:

A. Texas Football

• All home games at Darrell K Royal–Texas Memorial Stadium

• Includes potential hosted College Football Playoff home games announced following the end of the regular season

• Activation times determined by kickoff; activities conclude 30 minutes prior to kickoff

B. Texas Women’s Basketball

• All home games at Moody Center

• Activation begins 90 minutes prior to tip-off and concludes at tip-off

C. Texas Baseball

• All Sunday home games at UFCU Disch-Falk Field

• Activation begins 90 minutes prior to first pitch and concludes at the end of the fifth inning

• Select Saturday home games may apply when part of a Thursday–Friday–

Saturday series

D. Baseball/Softball Block Parties

• Up to six (6) annual block party events between UFCU Disch-Falk Field and

McCombs Field

• Occur when both teams host home games during the same weekend

• Activation windows determined upon release of schedules

E. Olympic and Postseason Events, and Other Events

The University reserves the right, at its sole discretion, to add services for Olympic and Postseason events and other events as needed. Any such services, if requested, shall be subject to mutually agreed-upon pricing consistent with the awarded rate structure.

4.5.5 Rights of First Refusal

Texas Athletics shall have first right of refusal for inflatable services at any additional Texas Athletics events not listed above.

4.5.6 Staffing and Operations

A. Contractor must provide properly trained and supervised staff at every activation B. Contractor shall ensure adequate staffing levels based on manufacturer recommendations, attraction size, and anticipated attendance C. Staff must actively monitor attractions and positively engage with fans D. Contractor shall ensure professional appearance and conduct aligned with Texas Athletics brand standards E. Contractor must maintain contingency plans for weather, safety, and emergency scenarios F. In the event of cancellation due to inclement weather or other unforeseen circumstances, Texas Athletics will notify Contractor as early as possible. No financial penalties shall apply for weather-related cancellations

4.5.7 Third Party Leasing Rights

Texas Athletics will allow the Contractor the option to lease the provided Texas Longhorns inflatables for non-Texas Athletics events, subject to:

• Compliance with brand usage standards

• An agreed-upon revenue share structure

Respondents must outline proposed revenue share percentages and operational safeguards in their proposal.

4.5.8 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: 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.

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721-26057 – Inflatable Services

Ladies and Gentlemen:

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

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

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

5.1 Discounts

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

5.2 Total Cost

Provide a detailed pricing breakdown for the equipment and services listed below. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP.

Indicate the pricing for services to be provided to the University. Respondents must price every line item or clearly indicate “N/A.”

A. Event-day Service Fees (if applicable)

Provide pricing for event-day services as outlined below.

• Base Event-Day Fee Price: $___________________per event Includes up to ______hours of on-site services, inclusive of setup and breakdown.

• Additional Event Hours Price: $___________________per hour Applies for each hour beyond base event duration.

B. Staffing Rates (Hourly Rates)

Provide hourly rates for each role listed below.

• Event Manager

• Supervisor

• Operations Staff

• Specialized Staff

C. Transportation Fees

Indicate all applicable transportation and logistics-related charges.

• Vehicle Mobilization

• Mileage Price: $___________________per mile

• Equipment Transport Price: $___________________per trip/event

• Fuel Surcharge Price: $___________________flat, if applicable

D. Additional Fees

Identify any additional fees or optional equipment rentals not captured above.

• Sandbag Rentals Price: $___________________each

• Generator Rentals

• Other (please specify)

5.3 Revenue Share for Third-Party Leasing

If the Respondent is proposing a revenue‑share model for third‑party leasing, Section 5.3 must be completed in its entirety, and the Respondent must clearly identify whether Option 1 or Option 2 or Option 3 is being proposed.

A. Option 1 – Commission Structure

Provide a compensation structure related to the rights conveyed under this RFP.

If Gross Revenues are less than or equal to $_______, the Commission rate shall equal __% of Gross Revenues.

If Gross Revenues are less than or equal to $_______, the Commission rate shall equal __% of Gross Revenues.

If Gross Revenues are less than or equal to $_______, the Commission rate shall equal __% of Gross Revenues.

If Gross Revenues are less than or equal to $_______, the Commission rate shall equal __% of Gross Revenues.

i. Define Gross Revenues: ____________________________________________________

ii. Identify and describe any proposed withholdings or expenses to be deducted from commission: _____________________________________________________________

B. Option 2 - Trade Services – No-Cost Operations in Exchange for Use of University-Owned Inflatables

Complete this section only for services the Respondent is willing to provide at no cost in exchange for the use of University‑owned inflatable.

i. Use University Owned Equipment

Annual Quantity: ___________ events

Post Trade Pricing (Paid Services)

This section must be completed if the Respondent’s pricing applicable after approved trade events differs from the pricing provided in Section 5.2. Pricing submitted in this section shall apply after all approved trade events have been exhausted or for any event not approved as a trade event.

All pricing must be firm‑fixed and all‑inclusive, with no additional charges.

i. Event-day Service Fees (if applicable)

Provide pricing for event-day services as outlined below.

• Base Event-Day Fee

Includes up to ______hours of on-site services, inclusive of setup and breakdown.

• Additional Event Hours Price: $___________________per hour Applies for each hour beyond base event duration.

ii. Staffing Rates (hourly rates)

Provide hourly rates for each role listed below.

• Event Manager Price: $___________________per hour

• Supervisor Price: $___________________per hour

• Operations Staff Price: $___________________per hour

• Specialized Staff Price: $___________________per hour

iii. Transportation Fees

Indicate all applicable transportation and logistics-related charges.

• Vehicle Mobilization Price: $___________________per event

• Mileage Price: $___________________per mile

• Equipment Transport Price: $___________________per trip/event

• Fuel Surcharge Price: $___________________flat, if applicable

iv. Additional Fees

Identify any additional fees or optional equipment rentals not captured above.

• Sandbag Rentals Price: $___________________each

• Generator Rentals Price: $___________________each

• Other (please specify)

C. Option 3 - Repondent’s Proposed Revenue Share

Respondents proposing Option 3 must complete this section and provide a detailed description of the revenue‑share structure, including revenue percentages, calculation methodology, payment terms, and any applicable safeguards.

5.4 Additional Services Related Services

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

5.5 Payment Terms

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

Indicate below the prompt payment discount that Respondent offers:

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

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

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

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

5.6 Group Purchasing Organization (GPO) Contract

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

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

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:

5.7 Price Proposal Signature

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

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

SECTION 6

PROJECT INSTRUCTIONS

6.1 General Instructions

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

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

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

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

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

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

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

6.2 Preparation and Submittal Instructions

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

6.3 Document Format and Content

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

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

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

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

Respondent’s Response

6.4 Cover letter

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

6.5 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.

6.5.1 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.

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

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

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

6.5.5 Provide a summary of Respondent’s values.

6.5.6 This section should describe the past performance and references of the Respondent. Provide a

MINIMUM of three (3) clients where the Respondent has provided services of the type and kind required in this solicitation during the past five (5) years, including but not limited to public and private tier 1 research institutions of higher education, collegiate athletics programs, professional sports, or large-scale event environments.

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

• Project Name, Location – Year Completed.

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

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

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

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

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

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

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

6.5.9 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

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

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

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

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

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

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

6.6 Respondent’s Quality of Proposed Services

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

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

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

6.6.4 Respondent must provide details regarding the safety programs and procedures.

6.6.5 Respondent may provide an alternative or adjustments to the methodology outlined in the Scope of Work in order to enhance University outcomes. Any alternative shall be clearly labeled “alternative approach” and may be considered at the sole discretion of the University. NOTE:

Respondent must ensure that if an alternative approach is provided, that it is in addition to the required response to all other requirements in the solicitation. Failure by the Respondent to only provide an alternative approach may result in the response being deemed non-responsive to the solicitation.

6.6.6 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.

6.6.7 Customer Satisfaction: How do you measure and monitor customer satisfaction; describe the method used, frequency, and how results are reported.

6.6.8 Capabilities and Capacity: Respondent shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Work of this solicitation. Respondent’s response must describe the various technologies, tools, methods, and technical expertise that will provide 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.

6.6.9 Respondent shall describe what unique or intellectual property (including specifically related to Higher Education and Tier 1 Research Universities) the Respondent typically uses for delivery of services similar to those requested in the Scope of Work.

6.7 Respondent’s Ability to Meet University’s Needs

6.7.1 Respondent must provide responses to all requests and requirements as listed in the RFP

Document and on the University Procurement Portal (Euna).

6.7.2 Describe the proposed storage facility, including location, square footage, and proximity to Texas

Athletics facilities.

6.7.3 Detail the types of materials, equipment, or assets the facility can accommodate.

6.7.4 Describe access controls, security measures, and monitoring procedures in place.

6.7.5 Explain your inventory management processes, including tracking, auditing, and reporting capabilities.

6.7.6 Describe your operational capacity to scale services during peak athletics seasons or high‑demand events.

6.7.7 Describe your current insurance coverage relevant to the services proposed.

6.7.8 Confirm your ability to meet or exceed the University’s minimum insurance requirements.

6.7.9 Describe the…