REQUEST FOR PROPOSAL

RFP No. 721- 26037 Title: Website Design Services - UMAC

Proposal and VetHUB Subcontracting Plan Submittal Deadline: Friday, February 13th, 2026 at 2:30 PM CST

PROCUREMENT OFFICER:

Erin Salcher

PROPOSALS ARE DUE IN THE UNIVERSITY PROCUREMENT PORTAL SHOWN BELOW NO LATER THAN:

Friday, February 13th, 2026 at 2:30 PM CST https://utexas.bonfirehub.com/portal/?tab=openOpportunities

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

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

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION…………………………………………………………………………………………………………Page 3

SECTION 2: NOTICE TO PROPOSER………………………………………………………………………………………………Page 5

SECTION 3: SUBMISSION OF PROPOSAL……………………………………………………………………………………….Page 10

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK.....................................................................Page 11

SECTION 5: PRICING AND DELIVERY SCHEDULE...........................................................................Page 15

SECTION 6: PROJECT INSTRUCTIONS...........................................................................................Page 19

Attachments:

Attachment One: General Information

Attachment Two: Sample Agreement and/or Business Associate Agreement

Attachment Three: VetHUB

Attachment Four: HECVAT (not required)

Attachment Five: Access By Individuals with Disabilities (Bonfire)

Attachment Six: Electronic And Information Resources Environment Specifications [Bonfire]

Attachment Seven: Information Security Requirements and Questions [Bonfire]

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

The University of Texas at Austin (UT Austin), through the University Marketing and Communications (UMAC) team, is seeking proposals from qualified digital agencies to redesign, consolidate, and enhance its core websites within the university’s WordPress environment. The selected agency will partner with UMAC to deliver a modern, accessible, and scalable digital experience that reflects the university’s brand and supports the needs of a broad range of campus audiences.

1.3 Objective of Request for Proposal

(UMAC) team, is seeking proposals from qualified digital agencies to redesign, consolidate, and enhance its core websites within the university’s WordPress environment. The selected agency will partner with UMAC to deliver a modern, accessible, and scalable digital experience that reflects the university’s brand and supports the needs of a broad range of campus audiences. The services requested will:

• Aggregate three separate sites and CMSs into one:

o www.utexas.edu o president.utexas.edu o provost.utexas.edu

• Through a pricing breakout detailed below, include the admissions.utexas.edu site into the discovery, design and development work.

• Migrate and update the existing content

• Elevate the front-end design elements and achieve consistency across the site

The successful agency will enhance and further the current UT Austin brand and user experience to create a digital experience that reflects the mission of delivering world-class educational opportunities and leading cutting-edge research.

UMAC looks to partner with an agency with deep experience across more than one vertical. Higher education experience is preferred but not required. The agency should have demonstrated experience with managing complex digital design and web development projects in service industry or mission-driven websites.

http://www.utexas.edu/ http://www.president.utexas.edu/ http://www.provost.utexas.edu/

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 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.

Balance of Page Intentionally Left Blank 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

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Friday, February 13th, 2026 (Close Date).

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

2.2 University Contact Person and Questions

Interested parties will direct questions regarding this RFP via University’s Procurement 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 Wednesday, January 28th, 2026 (Question Deadline), or (ii) if questions relate to Veteran Heroes United in Business, in accordance with Section 2.5.

Any questions in connection with this solicitation will need to be submitted in writing via the University Procurement portal’s Public Q&A section on the message board.

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 Close 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) qualifications, abilities, & reputation, (2) quality of proposed services, and (3) ability to meet the University’s needs.

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;

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)

25%

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

25%

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

20%

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

15%

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

15%

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 solicitation schedule, including a brief description of milestone dates, is also available on the Important Events Section of the University’s Procurement Portal.

Solicitation Milestone Proposed Date RFP Issued Thursday, January 15th, 2026

Pre-Proposal Meeting via Teams Microsoft Teams Registration Link:

Wednesday, January 28, 2026, 12:00 PM CST

Deadline for Questions from Supplier

Thursday, January 29, 2026

Answers to Supplier Questions (estimated)

Monday, February 2nd, 2026

RFP Proposal Submittal Deadline Friday, February 13, 2026

2:30 PM CST

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: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications. Respondent shall develop and administer an HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (Appendix Three).

A list of service-disabled veterans trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the HSP. Respondents that fail to submit the signed HSP will be considered non-responsive to this RFQ as required by §2161.252, Government Code http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252

Questions regarding the E-HSP may be directed at:

Contact: Gary Hampton Jr., Vendor Management Office Email: utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref. Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 Public Information

Respondent is hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). 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.

mailto:utvethub-hsp@austin.utexas.edu 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 Close Deadline (ref. Section 2.1) via University’s Procurement 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 Close 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).

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.

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 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:

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

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

3.4.3 Acknowledged Addenda (ref. Euna (previously Bonfire) Acknowledgement)

3.4.4 Responses to questions and requests for information in the Specifications and Scope of

Work Section (ref. Section 4)

3.4.5 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents (ref. Section 2.5 and ATTACHMENT THREE).

3.4.6 Signed and completed attachments five, six, and seven.

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 two (2) years. University may elect to renew the Agreement for one additional one (1) year term.

4.3 Additional Submittals Specific to this RFP

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

4.3.1 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.]

4.3.2 In its proposal, Proposer must indicate whether it will consent to include in the Agreement the

“Access by Individuals with Disabilities” language that is set forth in ATTACHMENT FIVE, Access by Individuals with Disabilities. If Proposer objects to the inclusion of the “Access by Individuals with Disabilities” language in the Agreement, Proposer must, as part of its proposal, specifically identify and describe in detail all of the reasons for Proposer’s objection. NOTE: A GENERAL OBJECTION IS NOT AN ACCEPTABLE RESPONSE TO THIS QUESTION. PROPOSER IS REQUIRED TO

SUBMIT COMPLETED VPAT (VOLUNTARY PRODUCT ACCESSIBILITY TEMPLATE) WITH PROPOSAL.

VPAT document to complete is located at the following website:

https://www.itic.org/dotAsset/47d8492f-a78a-46b8-b41a-fd656d773c5a.doc.

4.3.3 In its proposal, Proposer must respond to each item listed in Euna (previously Bonfire)

Questionnaire, Electronic and Information Resources (EIR) Environment Specifications. This questionnaire will establish specifications, representations, warranties, and agreements related to the EIR that Proposer is offering to provide to university. Responses to the questionnaire will be incorporated into the Agreement and will be binding on Contractor.

UTS165 defines “Information Resources” as any and all computer printouts, online display devices, mass storage media, and all computer-related activities involving any device capable of receiving email, browsing Web sites, or otherwise capable of receiving, storing, managing, or transmitting Data including, but not limited to, mainframes, servers, Network Infrastructure, personal computers, notebook computers, hand-held computers, personal digital assistant (PDA), pagers, distributed processing systems, network attached and computer controlled medical and laboratory equipment (i.e. embedded technology), telecommunication resources, network environments, telephones, fax machines, printers and service bureaus. Additionally, it is the procedures, equipment, facilities, software, and Data that are designed, built, operated, and maintained to create, collect, record, process, store, retrieve, display, and transmit information.

https://www.itic.org/dotAsset/47d8492f-a78a-46b8-b41a-fd656d773c5a.doc http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

UTS165 defines “Data” as recorded data, regardless of form or media in which it may be recorded, which constitute the original data necessary to support the business of UT System or original observations and methods of a study and the analyses of such original data that are necessary to support research activities and validate research findings. Data includes but is not limited to printed records, observations, and notes;

electronic data; video and audio records, photographs, and negatives.):

4.6 Scope of Work

(UMAC) team, is seeking proposals from qualified digital agencies to redesign, consolidate, and enhance its core websites within the university’s WordPress environment. The selected agency will partner with UMAC to deliver a modern, accessible, and scalable digital experience that reflects the university’s brand and supports the needs of a broad range of campus audiences.

This Statement of Work outlines the scope, deliverables, and requirements for the discovery, design, content, and development phases of the project. Additional details regarding the current site architecture and assets can be found in the Appendix.

Contractor will provide the following services to University:

4.6.1 Phase 1 - Discovery

UMAC will lead and coordinate the discovery and research process; Contractor will provide planning, facilitation, and documentation support. Additionally, Contractor will collaborate with the UMAC team and campus stakeholders to refine the project requirements.

4.6.1.1 Phase 1 Activities

A. Conduct focus groups, interviews, and workshops with key stakeholders B. Identify functional requirements, user needs, and business goals through discussion with UMAC and other campus stakeholders

4.6.1.2 Phase 1 Deliverables

A. Discovery summary and project strategic brief: provide a comprehensive document that defines scope, key performance indicators (KPIs), and success metrics B. Stakeholder Documentation: Include interviews, focus groups, and discovery documentation to inform the development process.

C. Web Design Brief: A document considering target audiences, creative direction, and

UX strategy.

4.6.2 Phase 2 - Design

The design phase will focus on defining the visual identity, user experience (UX), and interface components for the website ecosystem. The selected agency will create a reusable, scalable design system that supports consistent implementation across UT Austin websites. Content work will include migration, editing, rewriting, and optimization of site materials in alignment with SEO and accessibility best practices.

4.6.2.1 Phase 2 Activities

A. Homepage, landing page, and subpage designs to include a suite of blocks, patterns and elements that build out the pages.

B. Design the header and footer layouts with navigation options.

C. Design and create misc. buttons, CTAs, textures, treatments, fonts and other on-page engagement and conversion elements.

http://www.utsystem.edu/board-of-regents/policy-library/policies/uts165-information-resources-use-and-security-policy

D. With the guidance of the UT Austin Brand team, review and, if necessary, suggest additions and/or alternatives to the major brand elements, such as fonts and color palates. Note: brand guidelines are currently being refined and this work will help inform and further define our brand.

4.6.2.2 Phase 2 Deliverables

A. Design & Layout: The overall design for primary and secondary pages.

B. Page Templates: Homepage, landing page, and subpage templates using modular blocks, patterns, and elements.

C. Navigation Design: Header and footer designs with navigation options.

D. Visual Components: Buttons, calls-to-action (CTAs), typography, and other engagement elements.

E. Brand Recommendations: Refinements to fonts, color palettes, and other brand elements in collaboration with the UT Austin Brand team.

F. Design System: A core component of this project is a design specification and system that allows schools and departments to implement similar sites. Design system deliverables include:

I. Fully developed design specification II. HTML/CSS version of the specification for online use

III. Figma files for homepage and major section landing pages (roughly 12 pages)

IV. Brand elements and components used in the build, such as icons, buttons, etc.

4.6.3 Phase 3 – Development, Deployment, and Content Migration In Phase 3, the Contractor will collaborate closely with UT Austin’s web development team to consolidate all sites into a modern WordPress theme hosted on Pantheon. This phase will involve extending and building upon UT Austin’s existing WordPress theme or creating a new theme.

Content work includes migrating content, editing or rewriting content, and then applying SEO and accessibility best practices (headers, meta tags) to migrated content. Work also includes reviewing the taxonomy and sections of the site for intuitive browsing, to accommodate site traffic patterns and smoother navigation.

Roughly 80% of the pages are in WordPress (not all in the same theme) and the remaining 20% are in a Drupal theme. The project includes migrating approximately 500 pages into the new theme and blocks.

We estimate that approximately 75 pages will need to be more substantially edited or completely rewritten to accommodate new layouts, merged content, new landing pages, etc. In the pricing section, there is a breakout for additional content work in 25-page increments if the above estimate is low.

The admissions website will also be migrated to the newly developed WordPress instance but must be launched separately from the rest of the sites due to the timing of the annual admissions cycle. Admissions should be included in the work during phases 1 and 2 but will have a different go-live timeline that will be determined at a later date. This work is detailed in a cost breakout and the cost for the admissions portion of the contract should not be in the base price, but rather itemized as a breakout.

4.6.3.1 Phase 3 Activities

A. Access & Technical Collaboration: The UT Austin team will provide access, support, and technical collaboration, including DNS, QA, and testing support.

B. Theme Extension & Development: Extend and build upon UT Austin’s existing WordPress theme or create a new theme.

C. Collaboration with Web Development Team: Work closely with the UT Austin web development team to ensure alignment with existing rollout, technologies and upstream processes.

D. Scalability & Adaptability: Ensure the solution is scalable and adaptable for future university websites.

E. Content Governance & Maintenance: Participate in discussions regarding content governance, plugin architecture, and long-term maintenance.

F. Migrate content from our current WordPress and Drupal sites to the new theme.

4.6.3.2 Phase 3 Deliverables

A. Information Architecture & Content Strategy: A proposal outlining the site taxonomy, content strategy, and site structure.

B. Technical Specifications: Detailed technical specifications for WordPress implementation.

C. Content Migration: Migrated and optimized content fully integrated into the new

WordPress theme.

D. Fully Functional Websites: A fully functional WordPress website with completed QA and bug fixes.

E. Launch Plan: A detailed plan for the launch, including redirects, SEO meta updates, and a rollout checklist.

4.7 Design and Development Standards

Contractor must adhere to the following standards and best practices to ensure the project meets accessibility, performance, and technology requirements.

4.7.1 Accessibility

A. WCAG 2.2, Level AA Conformance: Ensure compliance with WCAG 2.2 accessibility standards at Level AA.

B. Texas Accessibility Compliance: Adhere to the Texas Administrative Code §206.70 for accessibility.

C. Accessibility Score: Achieve a minimum 92.5% accessibility score based on Acquia Optimize scans.

4.7.2 Performance

A. Responsive Design: Ensure the site is fully responsive and compatible with all major devices and browsers.

B. Optimized Assets: Optimize images, assets, and code to minimize load times, especially on mobile devices.

C. SEO Optimization: Structure the website with SEO best practices, including metadata, headings, and schema elements.

4.7.3 Technology

A. Compatibility with Existing Architecture: Ensure the new site remains compatible with UT Austin’s existing WordPress/Pantheon architecture.

B. Scalability: Design the solution to ensure scalability for future website rollouts at UT Austin.

4.8 Contractor Responsibilities

The Contractor shall:

4.8.1 Collaboration and Advisory

A. Collaborate with the University stakeholder team to refine the scope of focus groups.

B. Attend meetings, provide recommendations, and assist in interpreting findings.

4.8.2 Approval and Staffing

A. Obtain prior written approval from the University for all Work recommendations before implementation.

B. Provide a dedicated team to execute the Work. Contractor team members shall not be removed or replaced without prior written notice and approval by the University.

C. Any proposed new Contractor team members shall be subject to University evaluation and approval.

4.8.3 Project Management

A. Coordinate and manage project activities, including:

I. Scheduling and conducting virtual meetings (phone or video conferencing) as mutually agreed upon in writing.

II. Availability for conference calls with the University and/or design firm on short notice due to project constraints.

III. Responding to University emails within twenty-four (24) hours of receipt.

4.8.4 Travel and Site Visits

A. The University does not anticipate that travel to the UT Austin campus will be required for this project. Respondent must discuss and receive approval of University for any travel to UT Austin Campus before traveling. If travel is agreed upon by both parties, University may reimburse the Contractor for reasonable and pre-approved expenses incurred directly and solely in support of the Work. Reimbursable expenses may include meals, rental car or mileage, coach-class airfare, and lodging.

B. All reimbursements will be subject to the then-current Travel Reimbursement Rates established by the Texas Comptroller of Public Accounts (https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php). The University will not reimburse expenses that are prohibited or that exceed allowable amounts under these rates.

C. As a condition of reimbursement, the Contractor must submit receipts, invoices, and any additional documentation requested by the University.

D. Parking permits are required at all times for vehicles parking on campus. University will not pay for parking. It will be the responsibility of the Contractor’s employee to obtain the appropriate parking permits for the vehicles brought on campus. Contractor’s employee will also be responsible for any parking violations that may occur while on campus. For additional information, please reference the University’s Parking and Transportation Services (PTS) website (http://www.utexas.edu/parking).

4.9 University Responsibilities

The University shall:

4.9.1 Focus Group Preparation

A. Contact stakeholders, recruit participants, and organize panel discussions.

B. Define the number of focus groups, which shall not exceed five (5) qualitative research groups, each lasting approximately one (1) hour.

4.9.2 Support and Resources

A. Provide a team of individuals for regular meetings and performance reviews related to the campaign.

B. Provide access to relevant market and/or donor research conducted within the last five (5) years.

C. Manage all aspects of focus group logistics, including stakeholder engagement and participant recruitment I. UMAC confirms that no more than five (5) qualitative research groups will be conducted, each lasting approximately one (1) hour.

D. Supply the following lists:

I. University-approved logos and trademarks, brand guidelines.

4.10 Reference Materials

For a more detailed look at the sites and pages in the scope of this project you can view the Figma file breakdowns by page types and hierarchy. More details in the form of Miro boards are linked in the Figma file.

UT Austin Brand and Digital Guidelines:

https://umac.utexas.edu

Current Core Websites in scope:

• www.utexas.edu

• president.utexas.edu

• provost.utexas.edu

• admissions.utexas.edu http://www.utexas.edu/parking https://www.figma.com/proto/nXcMMhxBzlFq5LLx8ytHsp/Website-Audit---Page-Count?node-id=1-2&p=f&t=QXVeGMyonxDzN2XY-1&scaling=scale-down&content-scaling=fixed&page-id=0%3A1 https://www.figma.com/proto/nXcMMhxBzlFq5LLx8ytHsp/Website-Audit---Page-Count?node-id=1-2&p=f&t=QXVeGMyonxDzN2XY-1&scaling=scale-down&content-scaling=fixed&page-id=0%3A1 https://umac.utexas.edu/ http://www.utexas.edu/ http://www.president.utexas.edu/ http://www.provost.utexas.edu/ http://www.admissions.utexas.edu/

Sites linked from utexas.edu that are not in scope:

• news.utexas.edu

• https://maps.utexas.edu/

• https://directory.utexas.edu/

• https://utdirect.utexas.edu/

• https://giving.utexas.edu/

• https://texaslonghorns.com/

• https://my.utexas.edu/ http://www.news.utexas.edu/ https://maps.utexas.edu/ https://directory.utexas.edu/ https://utdirect.utexas.edu/ https://giving.utexas.edu/ https://texaslonghorns.com/ https://my.utexas.edu/

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721- 26037 - Website Design Services - UMAC

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

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

5.3 Total Cost Breakdown

Provide a Total Cost (to include all travel and living expenses for the proposed solution. The Total proposed cost will be a firm cost for the life of the contract.

Fees will remain firm throughout the initial base term of the contract. If Contractor will be requesting an increase at time of renewal, Contractor must indicate a not to exceed amount in Section 2.4. University reserves the right to negotiate or reject any such fee increase request.

5.3.1 Phase 1 – Discovery

Personnel Fee $___________________________ Deliverable Fee $___________________________ Estimated Total $___________________________

5.3.2 Phase 2 - Design

Estimated Total $___________________________

5.3.3 Phase 3 – Development, Deployment, & Migration

Estimated Total $___________________________

5.3.4 Pricing Breakouts

Breakout pricing should not be included in the base cost of the project and should be a separate cost that can be accepted or rejected by UT Austin. All costs associated with breakout work should be included in the breakout costs.

5.3.4.1 Breakout 1: Admissions Work

A. Migrate the admissions.utexas.edu WordPress site to the new WordPress instance.

I. Consider this work through the discovery and design phases and develop the themes and blocks during the base development phase.

B. Launch the admissions site separately within an approved window of time.

Please provide any additional time or team impacts this might have on the base project.

5.3.4.2 Breakout 2: Additional Content Work, 25-page increments A. Please provide a breakout for additional content work above and beyond the 75 pages included in the base pricing. Content work includes migrating content, editing or rewriting content. This work, if accepted, would take place within the timeline of the base project.

5.3.5 Proposer(s) must also complete the table below, identify personnel titles and fixed hourly rates for the term of the contract.

Description Unit Price Regular hourly rate $ Overtime hourly rate $ Regular hourly rate $ Overtime hourly rate $ Regular hourly rate $ Overtime hourly rate $ Regular hourly rate $

Overtime hourly rate $

Regular hourly rate $

Overtime hourly rate $

Regular hourly rate $

Overtime hourly rate $

5.3.6 Rate Formula

Respondent must indicate if the above hourly rate is a standard rate or blended rate.

5.3.7 Renewal escalation not to exceed percentage.

If Respondent will be requiring an escalation percentage, Respondent must identify the not to exceed percentage for each renewal period.

Renewal #1 __________________

Renewal #2 __________________

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.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

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

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

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.

• Detail your experience with WordPress. What are your preferred frameworks?

• What testing protocols (functional, regression, accessibility, and performance) do you use before launch?

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 or for other similarly complex organizations. University may verify all information furnished.