ESBD_357971_1714578587354_RFO 781-4-02393 Event Management Software Solution Final 050124.pdf

TEXAS HIGHER EDUCATION

COORDINATING BOARD

Request for Offers (RFO) No. 781-4-02393

Events Management Software Solution (Cvent)

Texas Higher Education Coordinating Board 1801 N. Congress Ave., Suite 12.200

Austin, Texas 78701

NIGP Code(s):

915-23 Conference Coordinating and Planning Services

Proprietary Statement:

The issuing office believes that the requested items in this request for offers may be proprietary to one vendor under Section 2155.067 of the Government Code; however, the issuing office strongly encourages offers from all qualified respondents that may be able to provide the requested items.

Solicitation Post Date: May 1st, 2024 Written Questions Deadline: May 3rd, 2024, by 11:30 PM CT

Proposal Deadline: May 15th, 2024, by 11:30 PM CT

Table of Contents

1.0 Introduction

2.0 Minimum Eligibility Requirements

2.01 Experience

2.02 Qualifications

3.0 Scope of Work

3.01 Requirements

3.02 Deliverables

3.03 Acceptance Criteria

4.0 Reports and Meetings

4.01 Reports

4.02 Meetings and Communication Plan Between Meetings

5.0 Payment and Pricing Terms

5.01 Pricing

5.02 Payment Terms and Award Summary

5.03 Invoices

6.0 Contract or Purchase Order Term and Termination

7.0 Additional Terms and Conditions

7.01 Awarded Respondent Responsibilities

7.02 Intellectual Property Rights in Software

7.03 Confidentiality

7.04 Public Information Act Disclosures

7.05 FERPA Confidentiality and Data Governance Provisions

7.06 Technical Documents

8.0 Schedule of Events

8.01 Calendar of Events

8.02 Point of Contact

9.0 Proposal Format and Content (Required)

9.01 RFO Attachments

9.02 Organization of the Proposal for Submission

9.03 Additional Considerations

10.0 Proposal Evaluation Criteria

1.0 Introduction

The Texas Higher Education Coordinating Board (THECB) is a state agency that provides leadership and coordination for Texas higher education. Per statute, THECB is required to host an annual conference to convene higher education leaders, offer training to members of the governing boards of institutions of higher education, and share content imperative for institutional governance. To ensure this significant event’s seamless execution, THECB recognizes the need for a dynamic and comprehensive Events Management Software Solution. This RFO is issued to solicit proposals from reputable vendors capable of providing a robust Events Management Software Solution tailored to our specific requirements.

The primary objective of this RFO is to identify and contract with a reliable Events Management Software Solution that will streamline the registration, payment, and online management of the THECB’s annual conference and other events hosted by the agency in a variety of formats including in-person, hybrid, and virtual. The selected system should offer an extensive range of features and functionalities to support various aspects of event management, encompassing registration management, attendee communication, attendee engagement, scheduling, payment tracking, and online session hosting and recording.

2.0 Minimum Eligibility Requirements

2.01 Experience

Respondents must have a minimum of five (5) years’ experience providing services and a conference planning platform like those described in Section 3.01 Scope of Work. An entity or company in existence for fewer than five years is eligible to submit a proposal if key personnel on the proposal team have the minimum required experience. Respondents who do not meet this requirement are not eligible.

THECB encourages Historically Underutilized Businesses to compete for this award.

2.02 Qualifications

Respondents must demonstrate their knowledge and expertise in the events management software space (e.g., technology, content management, mobile application management, marketing automation, communication, and more).

Respondents’ employees and/or subcontractors must have the appropriate background experience to perform the work required under this RFO.

2.03 Cloud Computing Certifications

Respondent should carry a relevant cloud computing certification to demonstrate security value and knowledge of cloud security concepts and/or the capability to be TX-RAMP certified. Certifications may include but are not limited to:

• ISO/IEC 27001:2013;

• NIST SP 800-53 Rev.5;

• SOC2 Type II;

• SSAE-16;

• FEDRAMP;

• TX-RAMP; and/or

• Adherence to WCAG AA standards for accessibility

3.0 Scope of Work

3.01 Requirements

Awarded Respondent shall:

1. Provide a solution for managing and tracking the registration of attendees, speakers, and special guests;

2. Provide a solution that has robust application capabilities (with mobile app) to support in-person, hybrid, and virtual events;

3. Provide a solution that offers dynamic marketing /communication features and functions;

4. Provide a proposed solution that can process and track payments through Texas.gov, issue refunds, invoices/receipts; and has the ability to interface with Texas.gov;

5. Provide a solution for managing and tracking onsite conference check-in, including but not limited to:

• Onsite event check-in software

• On-demand badge printing

• Attendance tracking

• Walk-in registration

• Real-time reporting

• Collection of onsite payments, to the extent allowed under Texas law and/or DIR requirements

• Provide equipment: iPads and printers

• Supplies: Pre-printed badges with branding and agenda;

6. Provide a solution that offers certain event features, including:

• Attendee hub o Provide an interactive component where registrants can access agenda, speaker, and session information, including session recordings as applicable. Attendees may also connect and network throughout the duration of the conference.

• A survey option offered throughout the platform

• Ability to Provide Technical & Project Management Support o Project management support for event planning o Day of technical support for hybrid and virtual events

• Speaker hub o A centralized speaker management component o Upload features for various file types, including image files, Microsoft Office files, and other file types o Speaker communications via email before, during, and after the event

• Abstract Management or Proposal Management o A feature for event organizers to request, collect, and evaluate speaker submissions o Ability to populate program schedule from abstract management features

• Conference access at fingertips o Attendee access to all event details through a website and mobile app o Attendee access to live and pre-recorded virtual sessions during and after the event o Attendee access to entire agenda and option for attendees to build their own schedule for the duration of the event o Attendee access to speaker bios and session descriptions o Attendee access to event venue maps o Attendee interaction and networking Attendee access to exhibitors and sponsors o Virtual event sessions hosted through the platform’s embedded videoconferencing software o Event admin access

• Calendar of events o Ability to upload documents in events for attendee viewing;

supporting various file types

• Features and capabilities o Poll creation to garner attendee engagement o Gaming component to encourage attendee participation and engagement o Online networking and community building o Web and mobile access of attendee participation o Upload options of various file types

• Customized features o Customization of design for both website and app o Attendee customization (description, title, and contact information) including ability to deploy agency branding throughout all features o Ability to add headers and banners to website and app o Card component to highlight keynote speakers, exhibitors, sponsors, and relevant information o Ability to connect with Texas State Payment gateway (texas.gov) if need/requirement arise.

o Single sign-on option with Azure AD, preferred if use cases arise.

• Sponsor and exhibitor profiles o Space to showcase and highlight sponsors and exhibitors o Exhibitors may be internal and external programs or products that are spotlighted at the event

7. Marketing / Communications

• Ability to send in-app push notifications during the event

• Ability to schedule email campaigns to attendees with information leading up to the event, including:

o Customized and branded email templates o Access to data tags (inserting a specific session or speaker name into email with link directly to website or app) o Ability to segment audiences (not registered, registered, registered for specific session, etc.)

o Ability to create more than four campaigns with 10-20 emails throughout the life of the event, both scheduled emails and ad hoc emails

• Access to analytics of the entire lifespan of the event and promotion, including:

o Access to exhibitor analytics Total number of exhibitors Engagement and lead capture o Analytics of:

App downloads and website visits Session views Total registrations Session registrations Total logins Agenda views Attendee engagement in online sessions Email analytics (Sent, delivered, open and click rates)

• Management of speaker communications, including:

o Email and notifications o Reminders, and a portal for speakers to upload documents

(headshot, bio, PPT slides)

• Ability to support and have flexibility with hybrid and virtual sessions, including:

o Host website and app for attendees o Host agenda and sessions

3.02 Deliverables

Awarded Respondent will:

Deliverable Category

Deliverable Description

Technical Implementation

1. Provide a solution that includes, as outlined in section 3.01, a registration platform that supports implementation of an automated registration system with payment processing.

The solution should also include:

A web landing page and downloadable mobile app development, as outlined in section 3.01.

Completed by July 2024

The ability to provide customized reports and analytics, as outlined in section 3.01.

2. Provide a platform with attendee and speaker hub features, as outlined in section 3.01.

3. Provide a platform with Marketing and Communications features and functions, as outlined in section 3.01.

Administrative 1. Work with THECB conference team to establish, maintain, and optimize utilization of the provided solution and its features.

2. Provide clear instructions and documentation to fully utilize the solution’s offerings.

3. Provide an assigned Client Services Specialist, or similar role, to support THECB team in creating and navigating the Event Management Software Solution

4. Access to a community of resources that includes: a knowledge base, video and blog resources to support THECB team, and other resources and information.

5. Access to 24/7 customer support and help desk.

Completed by July 2024

3.03 Acceptance Criteria

Awarded Respondent shall comply with the following acceptance criteria:

Awarded Respondent must submit documentation of work performed under this Request for Offers, pursuant to section 5.03. Submission of an invoice shall constitute Awarded Respondent’s certification that the services have been performed in accordance with this RFO.

Each invoice is primarily subject to review and approval by THECB to determine acceptable levels of performance. THECB will complete a review of each submitted invoice within fifteen (15) business days from the date of receipt to ensure that the services invoiced are within the scope of services described in section 3.02.

In the event THECB does not approve an invoice, Awarded Respondent will be notified in writing with the specific reasons. Awarded Respondent will have seven (7) business days to correct the unaccepted invoice. Awarded Respondent shall correct any latent defects identified after the acceptance of an invoice (where appropriate) at no additional charge to THECB. Any changes to delivery dates must have THECB’s prior written approval.

4.0 Reports and Meetings

4.01 Reports

THECB should be able to rely on the Awarded Respondent to generate reports on behalf of THECB, as well as be provide appropriate system level access to enable the THECB to generate its own reports. These reports may include, but are not limited to:

• General attendee registration numbers;

• Number of successful registrations;

• Number of unsuccessful registrations;

• Enrollment numbers by institution, organization, and position;

• Number of session registrations;

• Number of agenda and session views;

• Attendee website and app usage;

• Number of app downloads, logins;

• Number of website visits and logins;

• Overall engagement activity from enrolled users;

• Overview of email analytics; and

• Reports on exhibitor and sponsor engagement

4.02 Meetings and Communication Plan Between Meetings

Meetings may be scheduled via teleconference/videoconference or in-person as mutually agreed upon between THECB and Awarded Respondent. Ad hoc meetings may occur, as necessary. Awarded Respondent must maintain communications to address issues that arise between meetings or progress reports.

5.0 Payment and Pricing Terms

5.01 Pricing

Respondent's pricing must be all-inclusive, covering all services required to provide all deliverables as described in the RFO, including software and licensing costs, implementation costs, personnel costs, and all other necessary expenses required in the performance of the Contract or Purchase Order. The pricing sheet shall include options for annual renewals and indicate yearly costs as well as the total value over three years. The pricing sheet shall distinguish between pricing for software subscription costs and pricing implementation and service costs in support of the platform.

5.02 Payment Terms and Award Summary

Awarded Respondent will be reimbursed for deliverables completed and approved by THECB as well as any applicable licensing and maintenance costs. Awarded Respondent will submit invoices to THECB that detail the itemized associated costs of the services rendered or deliverables completed.

To the extent Awarded Respondent is not a Texas state agency, THECB will make payments for services in accordance with the Texas Prompt Payment Laws, Texas Government Code §§ 2251.001-.055. If Awarded Respondent is a Texas state agency, THECB will make payments for services in accordance with the Interagency Cooperation Act, Texas Government Code §§ 771.001-.010.

Awarded Respondent agrees not to begin or provide any services until issuance of a Contract or Purchase Order by THECB. THECB does not guarantee specific compensation to Awarded Respondent throughout the term of the Contract or Purchase Order. Awarded Respondent is not guaranteed minimum compensation.

THECB will not apply for credit nor will THECB prepay. THECB shall pay, subject to the terms of the Texas Prompt Payment Laws, upon the receipt of a properly submitted invoice after all goods and services have been received and applicable Deliverables have been approved by THECB.

THECB shall award the Contract or Purchase Order to the most qualified Respondent(s) successfully meeting the criteria and conditions as outlined in this

RFO.

5.03 Invoices

Upon completion of a deliverable and acceptance by THECB based on the requirements and acceptance criteria set forth in this RFO, Awarded Respondent may submit an invoice to THECB setting forth amounts due in accordance with Terms and Conditions.

Each invoice submitted must include the purchase order number and deliverable for which the invoice relates. All invoices must be sent to accountspayable@highered.texas.gov and the designated THECB contract manager(s).

mailto:accountspayable@highered.texas.gov

Prior to any payment being made, THECB shall certify that the goods and services being invoiced have been received and approved for payment by THECB. Payments will be made in accordance with Section 5.02 above.

6.0 Contract or Purchase Order Term and Termination

The Contract or Purchase Order shall commence upon execution of a Contract or Purchase Order by THECB with Awarded Respondent. The initial term of the Contract or Purchase Order shall be for one (1) year with the option for two (2) renewal periods. The term of the Contract or Purchase Order including the optional renewal periods may not exceed three (3) years, unless extended or terminated as otherwise provided for in the Contract or Purchase Order. Subject to proper approvals, the Parties may amend the Contract or Purchase Order to extend the term, provided both Parties agree in writing to do so, prior to the expiration date.

Any extensions shall have the same terms and conditions, plus any approved changes.

To exercise the option to extend the term, THECB will notify Awarded Respondent in writing.

7.0 Additional Terms and Conditions

7.01 Awarded Respondent Responsibilities

THECB shall look solely to Awarded Respondent for compliance with all the requirements of this RFO and the resulting Contract or Purchase Order. Awarded Respondent shall be the sole point of Contract responsibility and shall not be relieved of non-compliance of any subcontractor.

Failure to meet service requirements and/or specifications authorizes THECB to procure services of this RFO elsewhere and charge any increased costs for the services, including the cost of re-soliciting, to Awarded Respondent.

7.02 Intellectual Property Rights in Software

THECB and Awarded Respondent acknowledge and agree that intellectual property or other property produced, generated, or created in connection with the Contract that Awarded Respondent had not previously produced, generated, or created, either completed or partially, shall be THECB’s sole property and all rights, title, and interest in and to the work product shall vest in THECB upon payment for the Services. To the extent any pre-existing material or property is utilized in the development of the solution(s) discussed herein, Awarded Respondent warrants that it is licensed to use the material or property. Further, Awarded Respondent acknowledges that the ensuing agreement between THECB and Awarded

Respondent will award to THECB an irrevocable license to utilize any pre-existing material or property required for the maintenance of the solution(s) discussed herein.

7.03 Confidentiality

Except as required by applicable law, including but not limited to Texas Government Code Chapter 552, Awarded Respondent, including its employees, agents, board members, and subcontractors, shall not: (i) disclose to any third-party the business of THECB, details regarding the website or application, including, without limitation any information regarding the website and application code, the specifications, or THECB’s business (the “Confidential Information”); (ii) make copies of any Confidential Information or any content based on the concepts contained within the Confidential Information for personal use or for distribution unless requested to do so by THECB; or (iii) use Confidential Information other than solely for the benefit of THECB. Awarded Respondent’s employees assigned to this project shall be required to sign a Non-Disclosure Agreement upon award.

7.04 Public Information Act Disclosures

THECB is a government agency subject to the Texas Public Information Act (PIA), Texas Government Code §§ 552.001-.376. The proposal and other information submitted to THECB by Respondent are subject to release as public information. The proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception applies to disclosure under the PIA. If it is necessary for Respondent to include proprietary or otherwise confidential information in its proposal or other submitted information, Respondent must clearly label that proprietary or confidential information and identify the specific PIA exception that applies to disclosure. Merely making a blanket claim that the entire proposal is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire proposal subject to release under the PIA.

In order to trigger the process of seeking an Attorney General Opinion on the release of proprietary or confidential information, the specific provisions of the proposal that are considered by Respondent to be proprietary or confidential must be clearly labeled as described above. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Respondent is required to make any information created or exchanged with the state pursuant to the solicitation or contract, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the state.

Respondent, by submitting a proposal, shall thereby be irrevocably deemed to have fully indemnified and agreed to defend THECB from any claim of infringement in the intellectual rights of Respondent or any third party for any materials appearing in the proposal.

7.05 FERPA Confidentiality and Data Governance Provisions

FERPA. Awarded Respondent agrees to comply with the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g, and the implementing federal regulations, 34 C.F.R. Part 99, 1; the Children’s Online Privacy Protection Act (COPPA); and Individuals with Disabilities Education Act (IDEA). Awarded Respondent agrees to protect with reasonable data security procedures any confidential student information it receives or accesses that could make a student’s identity traceable.

It is further understood and agreed that Awarded Respondent shall not be required to access student level or any other FERPA confidential data in order to provide the services required under this RFO, and THECB agrees not to knowingly provide Awarded Respondent with access to such information. Awarded Respondent shall not knowingly view, access, acquire, transfer, copy, or otherwise reproduce any student level or other FERPA confidential data.

Data Security. Awarded Respondent warrants that it has a sound data security program, that, at a minimum, meets industry standards, that protects both data at rest and data in transmission. Awarded Respondent shall ensure that proper information security controls are in place and shall comply with all requirements and security protocols found in Title 1, Texas Administrative Code, Chapter 202, Texas Cybersecurity Framework Standards, and other applicable laws, including FERPA.

Awarded Respondent shall notify THECB of any data breach involving education records, personally identifiable information (PII), or any other confidential or sensitive information not later than twenty-four (24) hours after discovery of a security incident that may constitute a data breach.

Awarded Respondent shall immediately mitigate any such breach and ensure that any disrupted services are timely and, without delay, brought back into service.

Awarded Respondent shall be responsible for any data breach notifications and damages that are required by state or federal law and shall coordinate such notification with THECB. This section shall survive termination of the agreement.

Cloud Computing/TX RAMP. Respondent represents and warrants that it has demonstrated compliance with the requirements of the Cloud Computing State Risk and Authorization Management Program found in Texas Government Code § 2054.0593. (See also https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.) Respondent further agrees to maintain program compliance and certification throughout the term of the engagement with THECB.

Cybersecurity Training. Respondent represents agrees that it will comply with the requirements of Texas Government Code § 2054.5192 relating to cybersecurity training and required verification of completion of the training program.

Cybersecurity Insurance Coverage. Respondent agrees to obtain and maintain cyber security insurance coverage including both first- and third-party coverage, covering claims involving privacy violations, information theft, damage to or destruction of electronic information, intentional and/or unintentional release of private information, alteration of electronic information, extortion, and network security.

Pursuant to Texas Government Code § 2054.138, to the extent that Awarded Respondent is authorized to access, transmit, use, or store THECB data, Awarded Respondent agrees to meet all security controls that THECB determines are proportionate with THECB’s risk under the purchase order based on the sensitivity of the THECB data.

7.06 Technical Documents

All technical documents developed or procured by Awarded Respondent shall not be proprietary in nature, such that THECB is limited in the use of such documents. If any such documents are proprietary, including training materials, Awarded Respondent must identify such documents and provide THECB with any technical support and training for use of such documents, prior to the transfer of such documents to

THECB.

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp

8.0 Schedule of Events

8.01 Calendar of Events

The solicitation process for this RFO will proceed according to the schedule below.

THECB reserves the right to revise this schedule or any portion of this RFO by published addendum on THECB’s website.

EVENT DEADLINE

Publication of RFO on THECB’s Website May 1st 2024 Last Day to Submit Written Questions May 3rd, 2024, by 11:30PM CT THECB’s Response to Written Questions May 8th 2024 Proposal Due Date and Time May 15th, 2024, by 11:30PM CT Post-Proposal Presentations, if required TBD Anticipated Contract Start Date TBD

THECB will only accept written questions and requests for clarification via email to the Point of Contact listed below. THECB will post responses to written questions on the THECB website. Please note THECB will not answer any questions regarding the project budget.

Please use the following format when submitting questions:

Respondents Name: _______________________

Question No. RFO Section/Subsection Reference (if applicable)

Question

1.

2.

3.

8.02 Point of Contact

Respondents shall direct all inquiries, written questions, requests for clarification, and communications concerning this RFO to the Point of Contact listed below.

Inquiries and comments must reference RFO No. 781-4-02393.

Marcus Garcia Texas Higher Education Coordinating Board eBids@highered.texas.gov mailto:eBids@highered.texas.gov

Please Note: Marcus Garcia is the only THECB point of contact. Contact or attempted contact with other THECB employees, including Commissioners and their staff, may result in a Respondent’s immediate disqualification.

All THECB responses must be in writing to be binding. Any information THECB deems to be important and of general interest or which modifies requirements of the RFO shall be provided in the form of an addendum to the RFO on THECB’s website.

9.0 Proposal Format and Content (Required)

9.01 RFO Attachments

This RFO also includes the following attachment, which is posted on THECB’s website:

Attachment A: Execution of Proposal (Required) Attachment B: Conflict of Interest Disclosure Statement (Required) Attachment C: DIR Shared Technology Services Policy Document (Reference

Only)

If Respondent does not have any known or potential conflict of interest, the proposal should include such a statement. Failure to provide either a statement on potential conflicts of interest or a statement that no potential conflicts exist may disqualify the Respondent.

9.02 Organization of the Proposal for Submission

Proposals must be submitted to the Point of Contact by an authorized representative via email to eBids@highered.texas.gov and received by THECB prior to the deadline. The subject line of the email shall be entitled “Proposal Submitted for RFO No. 781-4-02393, Conference Management Platform.” THECB recommends a limit of 75 MB for each attachment.

Proposals must include all required attachments in the order outlined below and be in the format described herein. THECB will not accept attachments received after the proposal deadline. Failure to submit all the required information may make the proposal nonresponsive and thus disqualified from consideration.

Respondents are solely responsible for thoroughly understanding this RFO and its attachment. Any questions concerning this RFO should be directed to the Point of Contact by the Deadline for Submitting Questions identified in Section 8.01.

Respondents are cautioned to pay particular attention to the clarity and completeness of their proposal. Respondents are solely responsible for their mailto:eBids@highered.texas.gov proposal and all documentation submitted. Respondent’s proposal shall be as precise, accurate, and succinct as possible. Respondent shall provide detailed descriptions of how it will fulfill each requirement. The clarity and completeness of a proposal may be considered by THECB evaluators.

No mailed, hand-delivered, or faxed proposals will be accepted.

Proposals shall include:

Respondent shall submit a total of two (2) Portable Document Files (PDF) as noted below.

The following are part of the THECB’s administrative review. Failure to submit any items or submitting incomplete items will result in deeming the proposal unresponsive.

1. PDF No. 1 shall contain responses to the following:

� Proposal or Quote: must be all-inclusive, covering all services required to provide all services and deliverables as described in the RFO, including software and licensing costs, implementation costs, personnel costs, and all other necessary expenses required in the performance of the Contract or Purchase Order. Quote shall include options for annual renewals and indicate yearly costs as well as the total value over three years. The quote shall distinguish between pricing for software subscription costs and pricing implementation and service costs in support of the platform.

2. PDF No. 2 shall contain the following two (2) items:

� Execution of Proposal (Attachment A)

� Conflict of Interest Disclosure Statement (Attachment B)

The Conflict of Interest Disclosure Statement is required and must be attested to by an unsworn declaration. Respondents shall be neutral and impartial, shall not advocate specific positions to THECB. Respondents shall identify the extent, nature, and length of these relationships or engagements.

Entities having a conflict of interest, as determined by THECB, will not be eligible for vendor selection.

If a Respondent does not have any known or potential conflicts of interest, the proposal should include such a statement. Failure to provide either a statement on potential conflicts of interest or a statement that no potential conflicts exist shall automatically disqualify Respondent.

This Conflict of Interest Disclosure Statement shall be signed by the highest-ranking officer of Respondent’s entity having responsibility for vetting corporate conflicts of interest, e.g., a corporate Executive Vice President rather than the head of an operating or regional unit of the firm.

THECB will determine whether a conflict of interest or the perception of a conflict of interest exists from the perspective of a reasonable person uninvolved in the matters covered by the resulting contract. THECB is the sole arbiter of whether a conflict or the appearance of a conflict of interest exists.

THECB encourages Respondents to provide complete disclosure of matters that might be considered a conflict of interest. Completeness of disclosure may be a factor in evaluating proposals.

Each Respondent must also address how it intends to ensure that no interest arising or potentially arising as a result of its activities or those of its parent, affiliate, or other related entity shall conflict with Respondent’s duty should it be selected to provide these services.

THECB may not enter into a contract with a person it has employed within the past twelve (12) months. Persons who have been employed by THECB or by another state agency in Texas more than twelve (12) months but fewer than twenty-four (24) months ago shall disclose in the proposal the nature of previous employment with the state agency and the date the employment ended.

9.03 Additional Considerations

• All written deliverables must be phrased in terms and language that can be easily understood by non-technical personnel (e.g., laypersons without subject matter expertise).

• All items of this agreement shall be done in accordance with Awarded Respondent Responsibilities.

• THECB may request oral presentations.

10.0 Proposal Evaluation Criteria

THECB will review and score responsive proposals according to the Evaluation Criteria outlined in the table below. The relative weight of each criterion is indicated by the maximum possible number of points indicated in the right-hand column. THECB may consider both the weighted score and total rank of the responsive proposals.

Evaluation Criteria Table Criterion Weight Strength of Project Work Plan (80%):

• Proposal/Quote meets all deliverables and services outlined in the RFO

80%

Timeline (10%):

• Project plan provides an acceptable and reasonable timeline for implementation.

10%

Price (10%):

• Cost estimate aligns with expected deliverables and presents reasonable value to the state.

10%

Total 100%

Scoring Scale:

5 Exceptional, exceeds and fully meets all requirements 4 Good, advantageous, exceeds some requirements 3 Average, meets minimal requirements 2 Addresses most of the minimal requirements 1 Poor, addresses part of minimal requirements

Sample Scoring Sheet:

Criteria Score (1-5) Weight (Score*Weight) *100 Strength of Project Work Plan 4 80% 320 Timeline 1 10% 10 Price 2 10% 20

Total Score 350

THECB will consider best value for the State, as directed by Texas Government Code § 2157.003, when selecting a Respondent, in addition to the Evaluation Criteria above.

THECB will be the sole judge of best value. Best Value criteria may include, but is not limited to:

a) The proposal that best meets the goals and objective as stated in this RFO;

b) The proposal that indicates Respondent’s ability to reliably perform the required tasks/deliverables described in this RFO;

c) The Respondent’s ability to adhere to the schedule and delivery terms (if applicable);

d) Respondent’s experience in providing services in this RFO;

e) Past Vendor Performance: In accordance with Texas Government Code §§ 2155.074 and 2262.055, vendor performance may be used as a factor in the award (if applicable); and

f) Other factors relevant to determining the best value for the state in context of this particular purchase (i.e., certifications/licensure, reference checks, pricing, etc.).

Award Notice. If the RFO is awarded, THECB will post a Notice of Award on the THECB website. However, there is no guarantee that an award, any contract, or purchase order will result from this RFO.

THECB will not respond to inquiries regarding procurement status nor respond to questions after the deadline.