Bid Number: 50018-270007 DATE: OCTOBER 6, 2026

TITLE: Information Technology Managed Services

SUBMIT BID TO: Grambling State University Purchasing Department purchasingbids@gram.edu

To maintain the integrity of the bid process, please do not cc any other University email address when submitting your bid.

Purchasing Department Contacts: Erin Walker (318-274-3280) walkere@gram.edu

BID SCHEDULE: NOVEMBER 10, 2026

DUE DATE/TIME (email only): NOVEMBER 10, 2026, BY 2:00 PM

CST BID OPENING (Zoom): NOVEMBER 10, 2026, AT 2:00 PM CST

MEETING ID: 878 0937 9912 PASSWORD: 586922

https://us06web.zoom.us/j/87809379912?pwd=fyCPmTCGj9yXc7DWgtKcBS69elrUxR.1 mailto:purchasingbids@gram.edu mailto:walkere@gram.edu https://us06web.zoom.us/j/87809379912?pwd=fyCPmTCGj9yXc7DWgtKcBS69elrUxR.1

Request for Proposals for Information Technology Managed Services Solicitation Number 50018-270007

Request for Proposals for

Information Technology Managed Services Issued by

State of Louisiana

Grambling State University

Table of Contents

RFP Overview

Attachment A, Standard RFP Terms and Conditions

Attachment B, Special RFP Terms and Conditions

Attachment C, Scope of Work

Attachment D, RFP Evaluation Plan

Attachment E, Sample Contract

Attachment F, Protest Information

Attachment G, Hard Copy Proposal Submittal

Attachment H, Proposal

Solicitation Number 50018-270007

RFP Overview

RFP Overview I. Introduction

The purpose of this Request for Proposals (RFP) is to obtain competitive proposals as allowed by Louisiana Revised Statute 39:1595 from qualified Proposers who are interested in providing Information Technology Managed Services to support Grambling State University’s enterprise systems, cybersecurity, and end user functionality..

The State intends to award to a single Proposer.

II. General Information and Instructions

A. RFP Contact. The following individual is the sole contact for this RFP:

Erin Walker Purchasing Director Grambling State University walkere@gram.edu

B. LaPAC Website. This RFP is available in electronic form at the Louisiana Procurement and Contract Network (LaPAC) website.

C. RFP Documents. This RFP consists of this RFP Overview, the following attachments, and any information or materials posted by the State to the LaPAC Website, as amended:

1. Attachment A, Standard RFP Terms and Conditions

2. Attachment B, Special RFP Terms and Conditions

3. Attachment C, Scope of Work

4. Attachment D, RFP Evaluation Plan

5. Attachment E, Sample Contract

6. Attachment F, Protest Information

7. Attachment G, Hard Copy Proposal Submittal

8. Attachment H, Proposal

D. Schedule of Events.

Event Date Time (CT) RFP posted and Blackout Period begins October 9, 2026 9am CST Deadline to submit questions October 20, 2026 8am CST Proposal opening date (Proposal submission deadline)

November 10, 2026 2pm CST

Responses to questions should be posted no later than 14 calendar days prior to proposal opening date.

Dates and deadlines are subject to change. Proposers should continue checking the LaPAC Website for the most up-to-date information.

http://legis.la.gov/Legis/Law.aspx?d=96070

Solicitation Number 50018-270007

RFP Overview

E. How to Ask Questions.

1. Read and review this RFP, including all attachments, exhibits, and addenda.

2. For questions about the content of this RFP, submit your questions to the RFP

Coordinator. Questions must reference the specific section of the RFP to which the question relates. Only those questions received by the established deadline shall be considered by the State.

F. How to Respond.

1. Read and review this RFP, including all attachments, exhibits, and addenda.

2. Prepare a proposal that:

a. Follows the requested format;

b. Includes the Solicitation Number on all materials making up the proposal;

c. Addresses each question and request for a response in this RFP, including all questions in Attachment H, Proposal;

d. Clearly demonstrates your ability to meet the Scope of Work described in

Section III, Scope of Work and Term of Contract and Attachment C, Scope of Work; and

e. Includes all required submissions identified in Section IV, Proposer Response.

3. Submit your proposal by the Proposal opening date via Hard Copy by following the instructions in Attachment G, Hard Copy Proposal Submittal.

III. Scope of Work and Term of Contract

A detailed description of the Deliverables being sought through this RFP is attached as Attachment C, Scope of Work.

The term of any contract resulting from this RFP shall be for an initial period of 12 months to begin on or about January 1, 2027 and to end on or about December 31, 2027, unless otherwise terminated in accordance with the termination provisions of the Contract.

At the option of the State and acceptance of the Contractor, the contract may be extended for up to 48 months at the same prices, terms, and conditions. Total Contract time may not exceed 60 months.

Prior to the extension of the Contract beyond a 36 month term, prior approval by the Joint Legislative Committee on the Budget (JLCB) or other approval authorized by law shall be obtained. Such written evidence of JLCB approval shall be submitted, along with the Contract Amendment to the Office of State Procurement (OSP) to extend Contract term beyond the 36 month term.

Solicitation Number 50018-270007

RFP Overview

IV. Proposer Response

Firms or individuals who are interested in providing services requested under this RFP must submit a proposal containing the mandatory information specified in this RFP. The proposal must be received in hard copy (printed) version by the RFP Coordinator on or before the date and time specified in the Schedule of Events. Fax and email submissions are not acceptable.

A. Hard Copy Proposal Submittal. Proposers must submit their proposal via hard copy to Grambling State University. See Attachment G, Hard Copy Proposal Submittal for details regarding hard copy submittal.

B. Required Submissions. The following must be submitted with your proposal:

1. Completed and signed Attachment H, Proposal, Part 1: Proposer Information, Acknowledgement, and Certification;

2. Response to Part 2: Technical Proposal;

3. Response to Part 3: Financial Proposal;

4. Completed Part 5: Proposed Modifications to Sample Contract with a redlined copy of Attachment E, Sample Contract, if proposing modifications; and

5. Redacted copy of the Proposal clearly marked as such, if claiming confidential, proprietary, or protected information.

C. Other Documents. The following are informational only and do not need to be submitted with your proposal:

1. This RFP Overview

2. Attachment A, Standard RFP Terms and Conditions

3. Attachment B, Special RFP Terms and Conditions

4. Attachment C, Scope of Work

5. Attachment D, RFP Evaluation Plan

6. Attachment E, Sample Contract (unless proposing modifications)

7. Attachment F, Protest Information

8. Attachment G, Hard Copy Proposal

V. Evaluation

A. State Evaluation Committee.

1. The State will utilize a committee whose members have expertise in various areas to evaluate all proposals.

2. The State Evaluation Committee may consult Subject Matter Expert(s) (SMEs) to serve in an advisory capacity regarding any Proposer or Proposal. Such input may include, but not be limited to, analysis of Proposer financial statements, review of technical requirements, or preparation of cost score data.

B. Proposals will be sealed until the proposal opening date and time. After opening, proposals will be evaluated in stages for the purpose of selecting the proposal(s) most

Solicitation Number 50018-270007

RFP Overview advantageous to the State, taking into consideration price and the other evaluation factors as set forth in this section and further detailed in Attachment D, RFP Evaluation Plan.

1. Stage 1: Initial Responsiveness. Proposals will be reviewed for completeness and initial responsiveness. Proposals omitting required documents or responses may be rejected in accordance with Attachment A, Standard RFP Terms and Conditions and Attachment B, Special RFP Terms and Conditions.

2. Stage 2: Mandatory Minimum Requirements. Complete and responsive proposals will be reviewed for compliance with Mandatory Minimum Requirements. Proposals failing to meet or exceed all Mandatory Minimum Requirements identified in Attachment D, RFP Evaluation Plan may be rejected in accordance with Attachment A, Standard RFP Terms and Conditions and Attachment B, Special RFP Terms and Conditions.

3. Stage 3: Technical Criteria. Proposals meeting or exceeding the Mandatory Minimum Requirements will be evaluated against the Technical Criteria set forth in Attachment D, RFP Evaluation Plan. A consensus-based evaluation process shall be used to evaluate responses. For a Proposer to proceed to the Financial Proposal and Veteran and Hudson Initiative evaluation (if applicable), the Proposer shall achieve a minimum score equivalent to 50% of the possible points assigned to the Technical Proposal. Any Proposal failing to receive the minimum score at the completion of the detailed evaluation of the Technical Proposals will not be evaluated further and will be ineligible for award.

4. Stage 4: Cost and Veteran and Hudson Initiative. Financial Proposals and Veteran and Hudson Initiative (if applicable), for proposals not rejected following evaluation of Technical Criteria, will be evaluated in accordance with Attachment D, RFP Evaluation Plan.

5. Stage 5: Written or Oral Clarifications/Presentations, if required. The State, at its sole discretion, may require all Proposers who submit proposals determined to be reasonably susceptible of being selected for the award to provide a written or oral clarification or presentation of how they propose to meet the Using Agency’s objectives in accordance with Attachment A, Standard RFP Terms and Conditions.

Written or oral clarification/presentations may be held prior to Stage 4 at the State’s sole discretion.

6. Stage 6: Best and Final Offer (BAFO), if required. The State reserves the right to conduct a BAFO with one or more Proposers determined by the State Evaluation Committee to be reasonably susceptible of being selected for award in accordance with Attachment A, Standard RFP Terms and Conditions.

C. Determination of Responsibility. Determination of the Proposer’s responsibility relating to this RFP shall be made according to the standards set forth in the Louisiana Administrative Code, Title 34, Part V. The State must find that the selected Proposer:

Solicitation Number 50018-270007

RFP Overview

1. Has adequate financial resources for performance, or has the ability to obtain such resources as required during performance;

2. Has the necessary experience, organizations, technical qualifications, skills, and facilities, or has the ability to obtain them;

3. Is able to comply with the proposed or required time of delivery or performance schedule;

4. Has a satisfactory record of integrity, judgment, and performance; and

5. Is otherwise qualified and eligible to receive an award under applicable laws and regulations.

D. After evaluations are completed, written recommendation for award shall be made to OSP for the responsible Proposer whose proposal, conforming to this RFP, will be the most advantageous to the State, price and other factors considered. The State Evaluation Committee may recommend rejecting any or all proposals to OSP if it is considered in the best interest of the State.

VI. Negotiation and Award Process

A. The Using Agency shall negotiate a contract with the responsible Proposer whose proposal is determined in writing to be the most advantageous to the State, taking into consideration review of price and the evaluation factors set forth in this RFP.

B. Elements of Contract Negotiation.

Contract negotiations shall be directed toward:

1. Making certain the responsible Proposer has a clear understanding of the Scope of Work, essential requirements involved in providing the services outlined in the Scope of Work;

2. Determining that the Proposer will make available the necessary personnel and facilities to perform the services within the required time; and

3. Agreeing upon compensation which is fair and reasonable.

C. Upon OSP’s review and approval of the negotiated Contract, OSP will issue a “Notice of Award” in accordance with Attachment A, Standard RFP Terms and Conditions.

Attachment A, Standard RFP Terms and Conditions This RFP and Proposer’s participation therein is subject to the following terms and conditions. In the event of a conflict between the Standard RFP Terms and Conditions and the Special RFP Terms and Conditions, the Special RFP Terms and Conditions shall govern.

I. Definitions

A. Agency means any department, commission, council, board, office, bureau, committee, institution, agency, government, corporation, or other establishment of the executive branch of the State of Louisiana authorized to participate in any contract resulting from this RFP.

B. Award means the issuance of a “Notice of Award” to all Proposers.

C. Can denotes a permissible action.

D. Contract means a legal binding agreement, resulting from this RFP, between the State and the awarded Contractor(s).

E. Contractor means a Proposer with whom the State executes a Contract resulting from this RFP.

F. Day means a calendar day, unless explicitly identified otherwise.

G. Deliverable means a good, product, service, solution, result, labor, or other effort being sought through this RFP.

H. Discussions means a formal, structured means of conducting written or oral negotiations with selected responsible Proposer(s) who submit proposals in response to this RFP.

I. DOA means the Louisiana Division of Administration.

J. LaPAC means Louisiana Procurement and Contract Network.

K. May denotes an advisory or permissible action per La. R.S. 39:1556(34).

L. Must denotes mandatory requirements.

M. Negotiation means the formulation of a contractual relationship through discussions as may be allowed under the Louisiana Procurement Code.

N. OSP means the Louisiana Office of State Procurement.

O. Proposal means the document(s), data, information, and other media submitted by a

Proposer in response to this RFP, including information submitted after the proposal opening date at the request of the State.

P. Proposer means an entity or individual submitting a proposal in response to this RFP. The successful Proposer responsive to this RFP is also described as the Contractor in this document.

Q. RFP means this request for proposals, including all attachments and exhibits and any information posted by the State to the LaPAC Website, as amended.

R. Shall denotes mandatory requirements per La. R.S. 39:1556(53).

S. Should denotes a desirable action.

T. State means the State of Louisiana and its departments, agencies (including the Using

Agency), boards, and commissions as well as their officers, agents, servants, employees, and volunteers.

U. Using Agency means the governmental body of the State (including any authorized users) which is procuring any supplies, services, or major repairs, or any professional, personal, consulting, or social services under this RFP pursuant to the Louisiana Procurement Code, La. R.S. 39:1551-1755.

V. Will denotes mandatory requirements.

II. Governing Law and Venue

A. All activities associated with this procurement shall be interpreted under Louisiana Law, including but not limited to La. R.S. 39:1551-1736 (Louisiana Procurement Code) and La.

R.S. 39:196-200 (Information Technology Procurement Code), if applicable; purchasing rules and regulations; executive orders; terms and conditions; and specifications listed in this RFP.

B. Venue of any action brought with regard to all activities associated with this procurement shall be in the Nineteenth Judicial District Court, Parish of East Baton Rouge, State of Louisiana.

C. The Proposer and Proposer’s participation in this RFP must comply with all applicable federal, state, and local laws, rules, and policies.

D. All Deliverables proposed by the Proposer must comply with all applicable federal, state, and local laws, rules, and policies.

III. RFP Documents

A. LaPAC.

1. The LaPAC Website is the sole source for official RFP documents and updates.

2. Documents from this RFP may be posted on multiple websites, including Using

Agency websites and non-State procurement solicitation boards, or distributed through other channels, such as email. Such distribution is for advertising and informational purposes only, and documents and information from sources other than the LaPAC Website should not be relied upon to develop or submit a proposal.

3. Proposals or questions submitted through any means other than those specified in this RFP may not be addressed or considered by the State.

B. RFP Addenda.

1. The State reserves the right to change the Schedule of Events or issue addenda to this RFP at any time. Information shared orally or in informal communications will not be considered an addendum unless documented in writing on the LaPAC Website.

2. It is the Proposer’s responsibility to check the LaPAC Website frequently for any possible addenda that may be issued.

3. The Proposer is wholly responsible for reviewing addenda and updates to the LaPAC Website, acknowledging addenda as required, and submitting a proposal that is responsive to and compliant with this RFP as amended.

4. The State is not responsible for a Proposer’s failure to review or download any addenda documents required to complete and submit a proposal.

C. Waiver of Administrative Informalities.

1. The State reserves the right, at its sole discretion, to waive administrative informalities contained in any proposal.

D. Conflicts and Issues.

1. The following should be brought to the attention of the State using the process described in this RFP for asking questions or, if applicable, by filing a protest using the process described in Attachment F, Protest Information:

a. Any alleged conflict among the materials comprising this RFP; and

b. Any alleged issue relating to the content of this RFP, including instructions, requirements, or specifications alleged to be ambiguous, unduly restrictive, erroneous, anticompetitive, or unlawful.

2. Any protest, claim, dispute, or action based upon a conflict or issue described in 1.a or 1.b of this paragraph shall be filed no later than two days prior to the Proposal opening date.

3. Proposers shall be responsible for determining that there will be no conflict or violation of the Louisiana Ethics Code if their company is awarded the Contract.

The Louisiana Board of Ethics shall be the only entity which can officially rule on ethics issues.

E. Blackout Period. The Blackout Period is a specified period of time during a competitive sealed procurement process in which any Proposer, Bidder, or its Agent or Representative, is prohibited from communicating with any State employee or Contractor of the State involved in any step in the procurement process about the affected procurement. The Blackout Period applies not only to State employees, but also to any Contractor of the State. “Involvement” in the procurement process includes but may not be limited to project management, design, development, implementation, procurement management, development of specifications, and evaluation of proposals for a particular procurement. All solicitations for competitive sealed procurements will identify a designated contact person. All communications to and from potential Proposers, Bidders, Vendors and/or their representatives during the Blackout Period must be in accordance with this solicitation’s defined method of communication with the designated contact person. The Blackout Period will begin upon posting of the solicitation. The Blackout Period will end when the contract is awarded.

In those instances in which a prospective Proposer is also an incumbent Contractor, the State and the incumbent Contractor may contact each other with respect to the existing contract only. Under no circumstances may the State and the incumbent Contractor and/or its representative(s) discuss the blacked-out procurement.

Any Bidder, Proposer, or State Contractor who violates the Blackout Period may be liable to the State in damages and/or subject to any other remedy allowed by law. Further, failure to comply with these requirements may result in the Proposal’s disqualification.

Any costs associated with cancellation or termination will be the responsibility of the Proposer or Bidder.

Notwithstanding the foregoing, the Blackout Period shall not apply to:

1. A protest to a solicitation submitted pursuant to La. R.S. 39:1671;

2. Duly noticed site visits and/or conferences for Bidders or Proposers;

3. Written or oral presentations during the evaluation process; or

4. Communications regarding a particular solicitation between any person and staff of the procuring agency provided the communication is limited strictly to matters of procedure. Procedural matters include deadlines for decisions or submission of proposals and the proper means of communicating regarding the procurement, but shall not include any substantive matter related to the particular procurement or requirements of the RFP; or

5. Contract negotiation for this RFP with the selected responsible Proposer.

IV. Proposals

A. Late Delivery or Non-delivery of Proposal. The Proposer is wholly responsible for ensuring the Proposer’s proposal is complete and submitted timely to the State in the format required by this RFP. The State will not accept a proposal after the Proposal opening date and time.

B. Legibility/Clarity. Responses to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The Proposer’s response is to demonstrate an understanding of the requirements. Proposals prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP is also desired. Each Proposer is solely responsible for the accuracy and completeness of its proposal.

C. Errors and Omissions in Proposal. The State will not be liable for any errors or omissions in the Proposal. The Proposer will not be allowed to alter proposal documents after the deadline for proposal submission, except under the following condition: The State reserves the right to make corrections or clarifications due to patent errors identified in proposals by the State or the Proposer. The State, at its option, has the right to request clarification or additional information from the Proposer.

D. Proposal Changes Prior to Proposal Opening.

1. Hard Copy Proposals. See Attachment G, Hard Copy Proposal Submittal for details regarding changes prior to the Proposal opening date and time.

E. Withdrawal of Proposal Prior to Proposal Opening.

1. Hard Copy Proposals. See Attachment G, Hard Copy Proposal Submittal for details regarding withdrawal of the Proposal prior to the Proposal opening date and time.

F. Material in the RFP. Proposals shall be based only on the material contained in this RFP.

The RFP includes official responses to questions, addenda, and other material, which may be provided by the State pursuant to this RFP.

G. Use of Subcontractors.

1. Each Contractor shall serve as the single prime Contractor for all work performed pursuant to its contract. The prime Contractor shall be responsible for all deliverables referenced in this RFP. This general requirement notwithstanding, Proposers may enter into subcontractor arrangements.

2. The Proposers may submit a proposal in response to this RFP, which identifies subcontract(s) with others, provided that the prime Contractor acknowledges total responsibility for the entire Contract.

H. Financial Proposal.

1. The Proposer must complete all required elements of Part 3: Financial Proposal of

Attachment H, Proposal. The format and structure of the Financial Proposal is intended to allow for a fair evaluation of like costs among Proposers. Deviation from the format or structure of the Financial Proposal may result in the Proposer’s proposal being deemed non-responsive.

2. The Proposer is wholly responsible for ensuring figures and calculations submitted in Proposer’s completed Financial Proposal are accurate, even if formulas have been provided by the State as a courtesy.

3. Any taxes, other than State and local sales and use taxes, from which the State is exempt, shall be assumed to be included within the Proposer’s cost.

4. Inclusion of cost or pricing information in any document other than the Financial Proposal may result in the Proposer’s proposal being deemed non-responsive.

I. Proposed Modifications to the Sample Contract.

1. The State may, but is not obligated to, consider proposed modifications to

Attachment E, Sample Contract.

2. Proposer-specific modifications to Attachment E, Sample Contract, may be proposed as part of the Proposer’s proposal in Part 5: Proposed Modifications to Sample Contract of Attachment H, Proposal, but are strongly discouraged.

Proposing excessive or overly restrictive modifications, or proposing modifications upon which the Proposer’s proposal is conditioned, may result in the Proposer’s proposal being deemed non-responsive.

3. The following will not be considered by the State:

a. Any proposed modification of a non-negotiable term listed in Part 5:

Proposed Modifications to Sample Contract of Attachment H, Proposal;

b. Any proposed modification not submitted with the Proposer’s proposal in

Part 5: Proposed Modifications to Sample Contract of Attachment H, Proposal;

c. Any proposed modification not accompanied by an explanation as required in Part 5: Proposed Modifications to Sample Contract of Attachment H, Proposal;

d. Any proposed modification not reflected in redlined edits to the Sample Contract and submitted with Proposer’s proposal; and

e. Any proposed modification merely referencing another document or a

URL.

4. Proposers may propose additional terms but must include them in Part 5:

Proposed Modifications to Sample Contract of Attachment H, Proposal and must clearly identify where any terms conflict with the Sample Contract.

J. Proposal Contact. Proposers should ensure that the contact information associated with the Proposer’s Vendor account is current throughout the RFP process. The Proposal Contact identified by the Proposer in Part 1, Proposer Information, Acknowledgements, and Certifications of Attachment H, Proposal, must be able to respond timely to communications from the State. The Proposer must, within 24 hours, notify the State of any change to Proposer’s Proposal Contact. The proposer is wholly responsible for ensuring communications received by the Proposer’s Proposal Contact are reviewed and addressed timely by the appropriate personnel.

K. Proposal Development Costs. The State shall not be liable for any costs incurred by prospective Proposers or Contractors prior to issuance of or entering into a Contract.

Costs associated with developing the Proposal, preparing for oral presentations, and any other expenses incurred by the Proposer in responding to this RFP shall be entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the State of Louisiana.

L. Proposal Validity. All proposals shall be considered valid for acceptance until such time an award is made. Award should be made within 180 days.

M. Ownership of Proposals. All materials submitted in response to this RFP become the property of the State. Selection or rejection of a proposal does not affect this right. All proposals submitted will be retained by the State and not returned to Proposers. Any copyrighted materials in the Proposal are not transferred to the State.

N. Business Confidentiality, Trade Secrets, and Proprietary Information.

1. The designation of certain information as trade secrets and/or privileged or confidential proprietary information shall only apply to the technical portion of the Proposal. The Financial Proposal will not be considered confidential under any circumstance. Any proposal copyrighted or marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

2. For the purposes of this procurement, the provisions of the Louisiana Public Records Act (La. R.S. 44.1 et. seq.) shall be in effect. Pursuant to this Act, all proceedings, records, contracts, and other public documents relating to this procurement shall be open to public inspection. Proposers are reminded that while trade secrets and other proprietary information they submit in conjunction with this procurement may not be subject to public disclosure, protections must be claimed by the Proposer at the time of submission of its Technical Proposal.

Proposers should refer to the Louisiana Public Records Act for further clarification.

3. If Proposer is claiming any portion of its proposal as confidential, proprietary, or protected, the Proposer must complete the required sections of Part 6: Claim of Business Confidentiality of Attachment H, Proposal, and submit with the Proposer’s proposal a redacted copy of the Proposer’s proposal, which must be clearly marked as such.

4. If the Proposer does not submit the redacted copy, it will be assumed that any claim to keep information confidential is waived.

5. Proposers must be prepared to defend the reasons why the material should be held confidential. By submitting a proposal with data, information, or material designated as containing trade secrets and/or privileged or confidential proprietary information, or otherwise designated as “confidential”, the Proposer agrees to indemnify and defend (including attorney’s fees) the State and hold the State harmless against all actions or court proceedings that may ensue which seek to order the State to disclose the information.

6. The State reserves the right to make any proposal, including proprietary information contained therein, available to OSP personnel, the Office of the Governor, or other State Agencies or organizations for the sole purpose of assisting the State in its evaluation of the proposal. The State shall require said individuals to protect the confidentiality of any specifically identified proprietary information or privileged business information obtained as a result of their participation in these evaluations.

7. Additionally, any proposal that fails to follow this section and/or La. R.S.

44:3.2.(D)(1) shall have failed to properly assert the designation of trade secrets and/or privileged or confidential proprietary information and the information may be considered public records.

O. Evaluation and Selection. A consensus-based evaluation process shall be used to evaluate responses. The State Evaluation Committee will determine which proposals are reasonably susceptible of being selected for award. If required, written or oral discussions may be conducted with any or all of the Proposers to make this determination. The committee reserves the right to make an award recommendation without further discussion of the proposal submitted based on the initial offers received.

P. Written or Oral Clarifications/Presentations.

1. The State, at its sole discretion, may require all Proposers who submit proposals determined to be reasonably susceptible of being selected for the award to provide an oral presentation of how they propose to meet the Using Agency’s objectives.

2. Any commitments or representations made by the Proposer during clarifications/presentations, if conducted, may become formally recorded in the final Contract.

3. Written or oral clarifications/presentations may be conducted to enhance the State’s understanding of any or all of the proposals submitted. No changes, modifications, or additions to the proposals will be allowed during clarifications.

4. The State reserves the right to adjust the original scores based on the information received in the oral presentations, if conducted, using the original evaluation criteria. The cost score will remain unchanged.

Q. Best and Final Offers (BAFO).

1. The State reserves the right to conduct a BAFO with one or more Proposers determined by the committee to be reasonably susceptible of being selected for award. If conducted, the Proposers selected to participate will receive written notification of their selection, with a list of specific items to be addressed in the BAFO along with instructions for submittal. The BAFO negotiation may be used to assist the State in clarifying the scope of work or to obtain the most cost effective pricing available from the Proposers.

2. The written invitation to participate in a BAFO will not obligate the State to enter into a contract.

R. Contract Negotiations.

1. This RFP, including any addenda, and the proposal of the responsible Proposer will become part of any contract initiated by the State. The mandatory RFP requirements shall become contractual obligations. The State reserves the right to contract for all or a partial list of supplies and/or services offered in the proposal.

2. Negotiation may include revision of pricing, and clarification of the scope of work, as well as any non-mandatory terms or conditions included in Part 5: Proposed Modifications to Sample Contract of Attachment H, Proposal as deemed to be in the best interest of the State.

3. If for any reason, the responsible Proposer does not agree to a contract, that proposal shall be rejected and the State may negotiate with the next most advantageous responsible Proposer.

4. If the contract negotiation period exceeds 30 days or if the selected Proposer fails to sign the Contract within seven calendar days of delivery of it, the State may elect to reject the proposal and negotiate the Contract with the next most advantageous responsible Proposer.

5. OSP must approve the final Contract to complete the process.

S. Notice of Award.

1. The “Notice of Award” is the notification of successful negotiations and award of the Contract.

2. OSP will notify all unsuccessful Proposers as to the outcome of the evaluation process. The proposals received (except for that information appropriately designated as confidential in accordance with La. R.S. 44.1 et. seq.) along with the evaluation factors, points, evaluation committee member names, and the completed evaluation summary and recommendation report are public record and shall be made available, upon request, to all interested parties after the “Notice of Award” has been issued.

3. Any person aggrieved by the award has the right to submit a protest by using the process described in Attachment F, Protest Information. Issuance of the “Notice of Award” starts the protest period.

T. Secretary of State Requirements.

1. In accordance with Louisiana law, all corporations (see La. R.S. 12:262.1) and limited liability companies (see La. R.S. 12:1308.2) must be registered and in good standing with the Louisiana Secretary of State in order to hold a purchase order and/or a contract with the State.

V. Rights Reserved To the State

A. Rejection of Proposals.

1. Issuance of this RFP in no way constitutes a commitment by the State to award a contract. The State reserves the right to accept or reject any or all proposals submitted or to cancel this RFP if it is in the best interest of the State to do so.

Further, the State reserves the right to cancel or decline to enter into a contract with the successful Proposer at any time after the award is made and before the Contract receives final approval from the Division of Administration, Office of State Procurement.

2. In accordance with the provisions of La. R.S. 39:2192, in awarding contracts, any public entity is authorized to reject a proposal or bid from, or not award the contract to, a business in which any individual with an ownership interest of five percent or more, has been convicted of, or has entered a plea of guilty or nolo contendere to any State felony or equivalent federal felony crime committed in the solicitation or execution of a contract or bid awarded under the laws governing public contracts under the provisions of Chapter 10 of Title 38 of the Louisiana Revised Statutes of 1950, or the Louisiana Procurement Code under the provisions of Chapter 17 of Title 39.

B. Cancellation.

1. The State may cancel this RFP at any time if the State determines that cancellation is in the best interest of the State.

C. Proposer’s Cooperation.

1. Any Proposer has the duty to fully cooperate with the State and provide any and all requested information, documentation, etc. to the State when requested. This applies even if an eventual contract is terminated and/or a lawsuit is filed.

Specifically, the Proposer shall not limit or impede the State’s right to audit or to withhold State owned documents.

D. No Guarantee of Quantities.

1. The quantities referenced in this RFP are estimated to be the amount needed. In the event a greater or lesser quantity is needed, the right is reserved by the State to increase or decrease the amount, at the unit price stated in the proposal, if applicable.

2. Neither the State nor Using Agency obligates itself to contract for or accept more than their actual requirements during the period of the Contract, as determined by actual needs and availability of appropriated funds.

Solicitation Number 50018-270007

Attachment B, Special RFP Terms and Conditions I. Project-Specific Definitions

A. CXDSO means Chief Experience & Digital Strategy Officer.

B. Ellucian Banner ERP is Banner Enterprise Resource Planning (Higher Ed. Platform) C. Enterprise Systems / Banner Team means dedicated and shared resources that support

Grambling’s Ellucian Banner ERP system and related third-party integrations.

D. FERPA means Family Educational Rights and Privacy Act.

E. GLBA means Gramm-Leach-Biley Act.

F. GSU means Grambling State University.

G. HIPPA means Health Insurance Portability and Accountability Act.

H. HR means Human Resources.

I. IT means Information Technology.

J. Service Delivery Manager means the primary lead and manager responsible for coordinating the work of all IT Managed Services resources and reporting directly to the CXDSO.

K. SLA means Service Level Agreements. This defines how fast the team must reply to a support ticket and fix the problem

II. Veteran-Owned and Service-Connected Disabled Veteran-Owned Small Entrepreneurships (Veteran Initiative) and Louisiana Initiative for Small Entrepreneurships (Hudson Initiative) Programs Participation

A. The State of Louisiana Veteran and Hudson Initiatives are designed to provide additional opportunities for Louisiana-based small entrepreneurships (sometimes referred to as LaVet's and SE's respectively) to participate in contracting and procurement with the State. A certified Veteran-Owned and Service-Connected Disabled Veteran-Owned small entrepreneurship (LaVet) and a Louisiana Initiative for Small Entrepreneurships (Hudson Initiative) small entrepreneurship are businesses that have been certified by the Louisiana Department of Economic Development. All eligible vendors are encouraged to become certified. Qualification requirements and online certification are available on the Louisiana Economic Development’s website.

B. If a Proposer is not a certified small entrepreneurship as described herein, but plans to use certified small entrepreneurship(s), the Proposer shall include in their proposal the names of their certified Veteran Initiative or Hudson Initiative small entrepreneurship subcontractor(s), a description of the work each will perform, and the percentage value of the total work each subcontractor is expected to complete.

C. During the term of the Contract and at expiration, the Contractor will also be required to report Veteran-Owned and Service-Connected Disabled Veteran-Owned and Hudson Initiative small entrepreneurship subcontractor or distributor participation and the dollar amount of each.

D. In RFPs requiring the compliance of a good faith subcontracting plan, the State may require Proposers to submit information on their business relationships and https://smallbiz.louisianaeconomicdevelopment.com/

Solicitation Number 50018-270007 arrangements with certified LaVet or Hudson Initiative subcontractors at the time of proposal review. Agreements between a Proposer and a certified LaVet or Hudson Initiative subcontractor in which the certified LaVet or Hudson Initiative subcontractor promises not to provide subcontracting quotations to other Proposers shall be prohibited.

E. In performing its evaluation of proposals, the State reserves the right to require a non-certified Proposer to provide documentation and information supporting a good faith subcontracting plan. Such proof may include contracts between the proposer and certified Veteran Initiative and/or Hudson Initiative subcontractor(s).

F. If a Contract is awarded to a Proposer who proposed a good faith subcontracting plan, the Using Agency, the Louisiana Department of Economic Development (LED), or the Office of State Procurement (OSP) may audit Contractor to determine whether Contractor has complied in good faith with its subcontracting plan. The Contractor must be able to provide supporting documentation (i.e., phone logs, fax transmittals, letter, e-mails) to demonstrate its good faith subcontracting plan was followed. If it is determined at any time by the Using Agency, LED, or the OSP Director that the Contractor did not in fact perform in good faith its subcontracting plan, the Contract award or the existing Contract may be terminated.

G. The statutes (La. R.S. 39:2171 et. seq.) concerning the Veteran Initiative may be viewed on the State Legislature’s website.

H. The statutes (La. R.S. 39:2001 et. seq.) concerning the Hudson Initiative may be viewed on the State Legislature’s website.

I. The rules for the Veteran Initiative (LAC 19:IX Chapters 11 and 13) and for the Hudson Initiative (LAC 19:VIII Chapters 11 and 13) may be viewed on the Louisiana State Register’s website.

J. A current list of certified Veteran-Owned and Service-Connected Disabled Veteran- Owned and Hudson Initiative small entrepreneurships may be obtained from the Louisiana Economic Development Certification System online.

K. Additionally, a list of Hudson and Veteran Initiative small entrepreneurships, which have been certified by the Louisiana Department of Economic Development and who have opted to register in the State of Louisiana LaGov Supplier Portal.

L. This may be accessed from the State of Louisiana Procurement and Contract (LaPAC) Network. When using this site, determine the search criteria (i.e. alphabetized list of all certified vendors, by commodities, etc.) and select SmallE, VSE, or DVSE.

http://www.legis.la.gov/Legis/Law.aspx?d=671504 http://www.legis.la.gov/Legis/Law.aspx?d=96265 https://www.doa.la.gov/doa/osp/vendor-resources/hudson-se-veteran-initiatives/ https://smallbiz.louisianaeconomicdevelopment.com/ https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user=self_reg https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/vendor/VndPubMain.cfm.

https://wwwcfprd.doa.louisiana.gov/OSP/LaPAC/vendor/VndPubMain.cfm.

Attachment C, Scope of Work I. Overview

The Contractor shall provide ERP managed services, staff augmentation, technical expertise, and related deliverables to support the University’s Ellucian Banner modules and associated functionality. Services shall support Banner availability, performance, maintenance, configuration, integration, and continuous improvement to ensure reliable and effective services for students, faculty, and staff.

The Contractor shall work collaboratively with University IT and functional departments to provide functional and technical support, troubleshooting, system configuration, upgrades, integrations, reporting, process improvements, and specialized Banner expertise across the University’s supported Banner modules.

II. Goals and Objectives

The goal of this engagement is to provide Grambling State University with a stable, highly available, secure, and well-supported Banner ERP environment. The Contractor shall operate as an extension of University IT, providing technical and functional expertise while partnering with departments to maintain system reliability, resolve issues, improve business processes, and support critical University operations.

Key goals and objectives include:

• System Availability: Provide 24x7x365 monitoring, incident response, maintenance, and performance management to support Banner uptime and reliability.

• Functional Support: Provide Banner expertise for Student, Finance, Registrar and Financial Aid, including configuration, troubleshooting, and departmental support.

• Application & Database Management: Support Banner administration, maintenance, upgrades, patching, optimization, and database services.

• Business & Technical Resources: Provide Business Analyst and Programmer Analyst resources to support requirements, integrations, reporting, automation, and process improvements.

• Service Management: Provide clear ticket ownership, escalation, prioritization, performance reporting, and regular communication with university stakeholders.

• Continuous Improvement: Identify opportunities to improve Banner processes, integrations, automation, and the overall student and employee experience.

• Knowledge Transfer: Maintain documentation and transfer knowledge to University IT and functional teams to strengthen internal ERP capabilities.

III. Background

GSU is a comprehensive public institution founded in 1901 and is part of the University of Louisiana System. The University serves a diverse student body across academic, athletic, and administrative units on a 600-acre campus totaling approximately 2.0 million square feet of facilities. GSU is a teaching and research university comprised of three (3) colleges and divisions, awarding forty-seven (47) degrees at the Bachelors, Masters, and Doctoral Levels. In August 2024, GSU opened a new 50,000-square-foot Digital Library & Learning Commons to further advance research and teaching. In 2026, GSU opened the Student Success Center to strengthen our ability to support and modernize our student experience. GSU remains committed to its long-standing mission that “Grambling State University is the place where everybody is somebody.”

GSU’s technical infrastructure includes but is not limited to:

A. Enterprise Resource Planning (ERP)

• Ellucian Banner (core HR, Finance, Student Services, and Financial Aid modules);

• Degree Works for academic planning; and

• Various third-party Banner integrations (e.g., payment processors, learning systems).

B. Network, Infrastructure, and Systems

• Campus-wide wired and wireless network, supporting approximately 5,500 students and 700 employees and management of core switches, firewalls and access points in collaboration with vendor; and

• Systems Administration for all core enterprise applications including Microsoft 365 and other enterprise security, identify and other critical systems that support the institution. VPN services for secure remote access.

C. Cybersecurity and Identity Management

• Active Directory and Single Sign-On (SSO) authentication; .

• Security monitoring, firewall rulesets, and endpoint protection tools; and.

• Compliance requirements for GLBA, FERPA, HIPAA, and State of Louisiana standards.

D. Classroom and Digital Services (Alternate)

• Digital Library (opened 2024) with advanced technology infrastructure;

• A/V systems, telephony, and classroom support systems across campus; and

• Online learning platforms (Blackboard/Canvas or equivalent, if applicable).

E. End-User Support Environment

• Help Desk ticketing system;

• Desktop and laptop environment across faculty, staff, and labs; .

• Support for hybrid and remote work technologies.

F. Cloud and Hosting Services

• Use of hosted/cloud platforms for enterprise and academic functions; and

• Existing vendor contracts (e.g., Microsoft 365, cloud-based services).

IV. Deliverables

The Contractor shall provide the following deliverables throughout the term of the engagement:

A. Components

1. Kick-Off & Transition Package

a. Initiate services within 15 calendar days of contract execution.

b. Conduct a formal kick-off with University IT and key functional stakeholders.

c. Deliver a transition plan identifying resources, roles, escalation paths, communication protocols, and initial priorities.

2. Service Delivery Management

a. Assign a Service Delivery Manager (SDM) to serve as the primary point of accountability and function as the engagement Project Manager.

b. Coordinate Contractor resources, priorities, escalations, projects, and service requests.

c. Conduct recurring service reviews and provide updates on performance, risks, issues, and upcoming activities.

3. Banner Functional Support

a. Provide functional and technical support across Banner Student Services, Finance, HR, Financial Aid, and other University-supported Banner modules.

b. Provide Business Analysts, Programmer Analysts, and specialized Banner resources to support departmental needs, configurations, and operational improvements.

4. Admin Computing / ERP Ticket Management

a. Manage, prioritize, resolve, and escalate Banner support tickets in accordance with established service levels, while identifying recurring issues for improvement.

5. Application Availability & Support

a. Provide 24x7x365 monitoring and support for critical Banner applications and services.

b. Maintain availability and performance of Application Navigator, SSB9, Banner Administrative Pages, DegreeWorks, integrations, and critical jobs.

6. Maintenance, Upgrades & Technical Services

a. The Contractor shall ensure that at least one (1) designated Banner Programmer/Analyst or qualified technical resource attends Ellucian’s weekly technical stand-up meetings. The designated resource shall remain informed of system changes, patches, upgrades, software releases, database administration, application maintenance, integrations, and technical issues that may impact the University’s Banner Student Self-Service 9 (SSB9) environment.

7. Continuous Improvement & SaaS Readiness

a. Provide regular reporting on system availability, incidents, ticket volume, response/resolution performance, recurring issues, and project activities.

b. Support…