ESBD_371227_1723217496974_CIO-24-199 Maestro Evolution Refresh RFP.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and HUB Program

REQUEST FOR PROPOSAL

RFP Number: RFP01 CIO-24-199

Maestro Refresh Project

PROPOSAL MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time on September 10, 2024

EMAIL PROPOSAL RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: CIO-24-199 Maestro Evolution Refresh

NOTE: Proposal response must be received by The Texas A&M University System Office of Procurement and HUB Program before the date and time specified for receipt of proposal as stated within Section 2.3 of this Request for Proposals. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director Procurement and Business Services | HUB Program

The Texas A&M University System soprocurement@tamus.edu

All proposals shall become the property of The Texas A&M University System and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Section 5.G for more information regarding public information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:Soprocurement@tamus.edu

The Texas A&M University System RFP01 CIO-24-199 Page 2 of 36

TABLE OF CONTENTS

SECTION 1. INTRODUCTION __________________________________________________________ 3

SECTION 2. INSTRUCTIONS FOR RESPONDENTS ___________________________________________ 5

SECTION 3. SCOPE OF WORK _________________________________________________________ 9

SECTION 4. PROPOSAL RESPONSE ____________________________________________________ 14

SECTION 5. GENERAL TERMS AND CONDITIONS _________________________________________ 20

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance Requirements

Exhibit D – Master Services Agreement (Draft)

The Texas A&M University System RFP01 CIO-24-199 Page 3 of 36

SECTION 1 – INTRODUCTION

1.1 Introduction

The Texas A&M University System (A&M System) is requesting proposals from firms provide staff augmentation services for a like for like software refresh of the Maestro system (Custom Software Electronic Research Administration System) as described in Section 3, Scope of Work in this RFP.

The A&M System’s objective is to obtain Services that represent the best value for A&M System according to the criteria listed in this RFP.

It is the intent of A&M System to establish a services agreement (“Agreement”) with a qualified company (also referred to as “Respondent” or “Vendor”) to meet the needs of A&M System per the requirements listed in Section 3.

By submitting responses, each Respondent certifies that it understands this RFP and has full knowledge of the scope and nature of the opportunity described herein. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent.

1.2 Background

The Texas A&M University System

The Texas A&M University System is one of the largest systems of higher education in the nation, with a budget of $7.3 billion. Through a statewide network of 11 universities, a comprehensive health science center, eight state agencies, and the RELLIS Campus, Texas A&M System educates more than 153,000 students and makes more than 21 million additional educational contacts through service and outreach programs each year. System-wide, research and development expenditures exceed $1 billion and help drive the state’s economy. More information about the Texas A&M University System and all of its Members can be found at A&M System About page (https://www.tamus.edu/system/about/).

1.3 Calendar Of Events

Release of RFP ........................................................................................... August 9, 2024 Deadline to Submit Questions ................................................................. August 22, 2024 Release of Addendum (if applicable) ...................................................... August 27, 2024 Deadline for Receiving Proposals ...................................................... September 10, 2024 Evaluation of Proposals ............................................................................................... TBD Anticipated Award Date .............................................................................................. TBD

A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. Schedule changes may be necessary for various reasons including but not limited to the need for further clarification of responses or terms of contract are in the best interest of A&M System, and/or in the event A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

1.4 Priorities/Expectations

Respondents should note the following priorities/expectations with regard to the possibility of A&M System establishing a contractual relationship with any Respondent:

http://www.tamus.edu/about/ https://www.tamus.edu/system/about/

The Texas A&M University System RFP01 CIO-24-199 Page 4 of 36

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to the A&M System in a timely, cost-effective manner. The A&M System is seeking a Respondent that will ensure the provision of such quality in its delivery of service through proven techniques and established metrics.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure a successful project as determined by the A&M System.

(c) Financial Stability. Respondent must demonstrate its financial stability and capabilities in providing the required services through financial statements or other means of substantiation.

1.5 Performance Period

Should A&M System, in its sole discretion, enter into an agreement with the successful RESPONDENT as a result of this RFP, the initial term of such Agreement is expected to be effective October 1, 2024 for a two (2) year initial term, with the option to extend for an additional one (1) year term, providing all parties mutually agree in writing on the extension. Any extensions shall be at the same terms and conditions plus any approved changes to be determined by the A&M System and negotiated in writing with the successful RESPONDENT. The A&M System reserves the right to amend the terms of the Agreement as necessary to meet state or federal requirements.

The Texas A&M University System RFP01 CIO-24-199 Page 5 of 36

SECTION 2 - INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

The A&M System is seeking proposals from qualified firms, hereafter referred to as Respondent(s), Provider(s), and/or Vendor(s), who can provide staff augmentation services for a like for like software refresh of the Maestro system (Custom Software Electronic Research Administration System) to A&M System as specified and listed in Section 3 of this RFP. Maestro is an enterprise-wide system that supports researchers and research administrators across the Texas A&M University System. Texas A&M University Research Information System (RIS) department is managing the Maestro system. While it is the intent of the A&M System to effectively establish an agreement with a qualified provider for these services, there is no guarantee that a contract will be awarded.

Proposals are to be in accordance with the outline and specifications contained herein, are to remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent’s cover letter.

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is critical.

In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference.

They do not purport to define, limit or extend the scope or intent of the respective clauses.

Whenever the terms “must”, “shall”, “will”, “is required”, or “are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent’s response. Any deviation or exception from RFP specifications must be clearly identified by the Respondent in its submittal.

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to the A&M System. All supporting documentation submitted with this submittal will become the property of the A&M System.

2.2 Examination of the Request for Proposal

Before submitting, each Respondent will be held to have examined the A&M System requirements outlined in Section 3 and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all the existing and/or revised conditions and accepts them “as is.”

2.3 Proposal Submission Instructions

All proposals must be received by the A&M System no later than 2:00:00 p.m. Central Time, September 10, 2024, electronically via email to soprocurement@tamus.edu with the subject line of: “CIO-24-199 – Maestro Refresh Project”.

mailto:soprocurement@tamus.edu

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The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. Late proposals will not be considered under any circumstances.

Telephone and facsimile (“Fax”) proposals are not acceptable and will not be considered under any circumstances.

Submittal Format:

Submission shall be saved as two (2) separate files in Adobe Portable Document Format (“PDF”) according to the items listed below and named as such; I) “company name – Proposal, and II) “company name – Forms”.

2.4 Proposal Components

The following components and documents are to be returned as part of your proposal response.

Failure to include each of these components may be the basis for response disqualification.

I. Proposal

Title Page and Table of Contents Company Profile (Section 4.1) Technical Proposal (Section 4.2) Cost Proposal (Section 4.3) HUB Plan (Section 4.4)

II. Forms

Signed Execution of Offer (Exhibit A) Non-Collusion Affidavit (Exhibit B) signed and notarized

Proposal format: The proposal response shall be presented in the order listed above with sections noted accordingly for easy reference. The Table of Contents shall provide page numbers for each section of the proposal.

NOTE: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

• Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

• Non-Collusion Affidavit: The Respondent signature and notary on this document may be done electronically with an e-signature tool with that capability. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

2.5 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Jeff Zimmermann at soprocurement@tamus.edu. Respondent may not contact other individuals at the A&M System or Texas A&M University to discuss any aspect of this RFP, unless expressly authorized by the A&M System Procurement & HUB Program office to do so.

Questions regarding the RFP, including questions for more data or information beyond that included in this RFP and any attachment, should be presented in writing. Deadline for submission of questions is August 22, 2024. The A&M System will publish all questions with responses mailto:soprocurement@tamus.edu

The Texas A&M University System RFP01 CIO-24-199 Page 7 of 36 according to the schedule in Section 1.3.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum/amendment and posted to the Electronic State Business Daily (ESBD) at the following site; http://www.txsmartbuy.com/sp. (Input Agency Number “710” and select “Posted” for the Status)

It is the responsibility of all Respondents to check the ESBD for any and all addenda issued for this RFP. All such addenda/amendments issued by the A&M System prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in Exhibit A – Execution of Offer. Only those A&M System inquiries receiving a public reply via formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

2.6 Selection Process

The evaluation of the proposals shall be based on the information provided that the A&M System deems to represent the best value to the A&M System. The RFP provides the information necessary to prepare and submit proposals for consideration by the A&M System. All properly submitted proposals will be reviewed, evaluated, and ranked by the A&M System. The A&M System will rank the Respondents in the order that they provide the overall best value to the A&M System based on an evaluation of the responses to the RFP. The A&M System may interview one or more of the top ranked Respondents as part of the evaluation process.

The A&M System will base its choice on demonstrated competence, knowledge, experience and qualifications, any other factor as deemed important by the A&M System, on the reasonableness of the proposed costs for the services, and on the demonstrated ability to include businesses certified as a Historically Underutilized Business (HUB) in the state of Texas in the performance of a percentage of the scope of work; and if other considerations are equal, give preference to a Respondent who is certified as a HUB in the state of Texas, whose principal place of business is in the state of Texas, or who will manage the contract wholly from an office in the state of Texas.

The Respondent selected will be the one whose experience and qualifications, as presented in response to this RFP, establish them, in the opinion of A&M System, as well-qualified and offering the greatest benefits, experience and value to A&M System. A&M System may cancel this RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should A&M System determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and executed with that Respondent. The contract will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the Respondent’s proposal as negotiated.

The most qualified Respondents as determined by A&M System MAY BE REQUIRED to interview with the evaluation committee before the final selection(s). If interviews are required, they will be done online through video conferencing, or in person if allowed at the time by A&M System guidelines and agreed to by both parties. A&M System will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for proposal preparation, submission or interviews that may be conducted.

Submission of proposals indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by A&M System during the evaluation process. The selection of the successful proposal(s) may be made by A&M System on the basis of http://www.txsmartbuy.com/sp

The Texas A&M University System RFP01 CIO-24-199 Page 8 of 36 the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal(s) may be made by A&M System on the basis of negotiation with any of the Respondents. A&M System shall not disclose any information derived from the proposals submitted by competing Respondents in conducting such discussions.

All proposals must be complete and convey all of the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFP, A&M System alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

A&M System may perform reference checks and seek further information, as needed from all Respondents whose proposals A&M System, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes A&M System to contact these organizations to discuss the services and other considerations that the Respondent has provided to such organizations and authorizes the organizations to provide such information to A&M System and Respondent shall and hereby does release and hold harmless A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

A&M System reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, and/or to make the award to the most responsive Respondent(s).

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SECTION 3 – SCOPE OF WORK

3.1 Introduction

The Maestro system is an enterprise-wide system that supports researchers and research administrators across the A&M System. Texas A&M Research Information System (RIS) department is managing the Maestro system. The intent of this RFP is to select a single Respondent to provide staff augmentation services for a like software refresh of the Maestro System (Custom Software Electronic Research Administration System) as further described in this section. The A&M System’s objective is to obtain services that represent the best value for the A&M System according to the criteria listed in this RFP.

3.1.1 Project Overview

The Maestro Evolution (Refresh) project is a software initiative that aims to modernize and enhance the functionality of the existing technology platform. The project consists of three phases: analysis, design, and implementation. Each phase will require a different level of effort, expertise, and resources.

Maestro’s current application development framework (Oracle ADF) was a new revolutionary tool when Maestro development started 15 years ago, but according to Oracle it will not be supported past 2027. The existing team has started conversion to the new cloud native technology in Q2 of 2023. Based on this experience we have concluded even if using the entire team for this project, we won’t be able to finish the project before Q1 of 2027.

The new technology stack includes Spring Boot, Angular, GIT, Jenkins, Oracle and Jaspersoft. We require skilled resources to augment our existing team in the areas of testing, agile business analysis and development so that we can achieve this deadline.

3.1.2 Glossary

Term or Acronym Definition A&M System The Texas A&M University System RIS Research Information Systems Prototype Process to validate that the delivery process is optimal and expectations at a high-level prior to completing the detailed delivery.

Maestro Electronic research administration system HERD Higher Education Research and Development FCOI Financial Conflict of Interest

3.2 Scope

This project scope will be based on staff augmentation rather than the full project lifecycle delivery. Skilled internal resources will be used to manage and coordinate efforts. The foundation for the new architecture is already in place, and internally created generators will be used for accelerated development. This will enable an easy transition of external resources onto new architecture as they would be expected to work with the existing framework.

The project scope is to convert the existing application screens to the new framework with some minor improvements. In total, approximately 870 screens need to be converted.

To ensure research security, the augmented staff will not have access to Maestro data. A database

The Texas A&M University System RFP01 CIO-24-199 Page 10 of 36 structure with minimal sanitized data will be provided for the development and testing. Peer review and functional review will be done by internal team to ensure quality and standards.

Joint yearly evaluations will be held to assess the progress and delivery. The evaluations will be held in conjunction with sprint reviews for more immediate feedback. Full stack developers are preferred as ownership of a process end to end ensures quality of delivery. The proposal should cover two years. RIS would prefer to work with a team in a partnership model that is skilled in delivering staff augmentation projects as opposed to individual contractors that have not worked together.

Augmentation staffing requirements:

• Business Analysis Team – 1 Design Architect, 4 Agile Analysts

• Development Team – 8 Full Stack Developers at various skill levels.

• Testing Team – 6 Testers (Various Skill Levels)

• 1 Scrum Master

The Design Architect would only be engaged initially to setup the specification framework. It is not expected for the analysts to work the full two-year period. Another project role needed is a Jaspersoft architect to augment Maestro Executive Portal rewrite team.

3.3 Project Plan

3.3.1 Project Milestones (Calendar Year Based)

Maestro Module Start End Foundation Q2 2023 Q1 2024 System Administration Q2 2023 Q2 2024 Proposal Q1 2024 Q2 2024 Home Q3 2024 Q4 2024 Executive Portal Q3 2024 Q1 2025 Agreement/Project/Account Q4 2024 Q3 2026 Researcher Portal Q4 2025 Q3 2026 Routing/User/Definition Q4 2024 Q1 2025

FCOI Q4 2026 Q4 2026

HERD Q4 2026 Q1 2027

3.3.2 Project Processes with Type of Resources

Project Step Child Step Resources Cross Training Accessibility and user experience Internal & External Agile Business Analysis Internal & External Project Initiation with External Resources

Initiation Meetings Internal & External Project Planning Internal Infrastructure Planning Internal Prototype External Specification Architecture External & Internal

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Planning Internal Analysis External Development Architecture External & Internal Planning Internal Development External Testing Architecture External & Internal Planning Internal Analysis External Yearly Closeout Evaluation External & Internal Assessment Internal Annual Review External & Internal

3.3.3 Project Hour Estimates for Development Process

Description Assigned Hours Estimated Hours 870 screens at 5 days each with no modification

34,800

Modification and enhancements 1,600

External development total – Year 1 16,640 External development total – Year 2 16,640 Internal development total 3,120 Total 36,400 36,400

3.3.4 Hours of Operation

The Maestro team works from 8:00 a.m. – 5:00 p.m. Central Time.

The project expectation is that the work will be delivered remotely with resources being available for meetings from time to time to be held between 8:00 a.m. – 10:00 a.m.

Central Time. All external resources will work remotely. Work will be managed in JIRA ticketing system and work will be evaluated based on delivery at the review stage.

3.4 Vendor Qualifications

Preferred

• Has experience in staff augmentation using Angular, Spring Boot, Jenkins, Git, Java

• Must have user design experience capability

• Available for meetings between 8:00 a.m. – 10:00 a.m. Central Time

• Self-managed team able to internally coordinate efforts.

• Can provide a highly responsive, collaborative, and transparent communication process

• Track record of success delivering custom software and digital platform solutions

• Ability to work with complex requirements

• Firm grasp on agile methodologies

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Required

• Must have 5 years providing User design experience expertise

• At least 5 years of experience providing Quality Assurance expertise

• Delivered projects using the staff augmentation model

• Ability to provide Experienced full stack developers and agile business analysts

3.5 Other Terms and Requirements

A. Code remains the in ownership of A&M System. The Successful Respondent agrees to cede and assign all rights, title and interest in Maestro IP and undertakes not to use the Maestro IP for any other customer.

B. Substitution and Removal of Personnel. The Awarded Respondent is responsible for providing all personnel resources necessary to perform the Services described in this RFP, unless specifically stated as the responsibility of A&M System, or other service provider. Throughout the term of the Contract resulting from this RFP, Successful Respondent shall:

• Provide qualified personnel to perform all Services required in this RFP.

• Promptly remove and replace personnel at the request of A&M System.

• Provide A&M System written notice of any plan to add, remove and replace personnel.

• Obtain A&M System approval of all personnel.

In the event Successful Respondent needs to add or substitute personnel during a term of the resulting Contract, Successful Respondent shall provide A&M System with several qualified candidates as potential replacements. Detailed resumes of proposed personnel replacements must be provided to A&M System within fifteen (15) calendar days prior to either the proposed start date of any additional personnel or, in the event of substituted personnel, the last working day of the replaced individual. A&M System shall have the right to conduct an interview of all such personnel. A&M System shall provide Successful Respondent with written notice of approval or rejection of proposed personnel within three (3) business days of receipt of the resume packet. A&M System shall have the right to reject assignment of any of Successful Respondent’s personnel. Within five (5) calendar days of A&M System’s written notification of rejection, Successful Respondent shall provide A&M System with additional resumes of proposed individuals for review. This process shall be repeated until A&M System provides written notice to Successful Respondent of the individual selected. The approved replacement individual must start work at A&M System within fifteen (15) calendar days of selection notice.

A&M System, in its reasonable discretion, may request that Successful Respondent remove a particular individual who is providing Services under the resulting agreement if A&M System reasonably believes that such individual is not providing the Services as described within this RFP and Successful Respondent, after notice, has been unable to resolve performance issues relative to such individual. Successful Respondent shall provide A&M System with the resume of qualified replacement individuals on or before the fifteenth (15th) calendar day following the last working day of the removed individual. A&M System shall have the right to conduct an interview of all such personnel. A&M System shall provide Successful Respondent with written notice of approval or rejection of proposed personnel within three (3) business days of receipt of the resume packet. A&M System shall have the right to reject assignment of any of Successful Respondent’s personnel. Within five (5) calendar days of A&M System written notification of rejection, Successful Respondent shall provide the A&M System with additional

The Texas A&M University System RFP01 CIO-24-199 Page 13 of 36 resumes of proposed individuals for review. This process shall be repeated until A&M System provides written notice to Successful Respondent of the individual selected. The approved replacement individual must start working at A&M System within fifteen (15) calendar days of selection notice.

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SECTION 4 – PROPOSAL RESPONSE

4.1 Company Profile

A. Provide a contact name for this RFP response, including title, address, telephone number and email address.

B. Provide company legal name and legal form of ownership: _________________________

C. State of incorporation: ____________________________

D. Number of years in business: ______

E. Number of Employees: ______ (company wide) ______ (relevant branch office(s))

F. Number of employees devoted to custom development implementation services:________

G. Annual Sales Volume: _____________________________(company wide)

H. Provide Office location(s) responsible for performance of tasks requested in this RFP.

I. Is your company currently for sale or involved in any transaction to expend or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

J. Full disclosure of any criminal or civil offense by proposed Respondent team members.

K. Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with the Agencies.

L. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

4.2 Technical Proposal

The intent of the Technical Proposal is for the Respondent to fully describe how the services requirements of the A&M System as described in SECTION 3 – SCOPE OF WORK will be met.

The following sections explain the content that is required in each of the sub-sections of the Technical Proposal. No pricing or cost information shall be included in the Technical Proposal.

4.2.1 Transmittal Letter

The transmittal letter shall be in the form of a standard business letter on the Respondent’s letterhead and shall be signed by an individual authorized to legally bind the Respondent. The Transmittal Letter shall include the following:

• A brief statement of the Respondent’s understanding of the scope of services associated with this RFP.

• The names, titles, addresses, e-mail addresses, and telephone numbers of the individuals who are authorized to make representations on behalf of and legally bind the Respondent.

• The names, titles, addresses, e-mail addresses, and telephone numbers of the individual who will function as the main point of contact for the Respondent.

• A Statement that the entire proposal and the price contained therein shall be binding

The Texas A&M University System RFP01 CIO-24-199 Page 15 of 36 upon the awarded Respondent in all respects for a period of 180 days from receipt of the Best and Final Offer (BAFO), or from RFP submission if no BAFO is requested.

4.2.2 Table of Contents

Each Proposal should be submitted with a table of contents that clearly identifies and denotes the location of each section and subsection. Each page of the response should be clearly and uniquely numbered. Additionally, the table of contents should clearly identify and denote the location of all enclosures and appendices to the Proposal.

4.2.3 Executive Summary

In the Executive Summary, the Respondent shall condense and highlight the contents of the proposed solution in such a way as to provide A&M System and its Members with a broad understanding of the proposal. This section is also designed to provide a clear and concise understanding of key aspects of the proposal as follows:

• Confirmation that the requested scope of services outlined in Section 2, Scope of Work are being proposed or an explanation of exactly where the proposed scope differs from what has been requested;

• Concise summarization of the proposed implementation and approach schedule;

• Concise summarization of the Respondent’s relevant qualifications and experience in providing services similar to the services requested in this RFP;

• Concise summarization of the proposed project team members’ relevant qualifications and experience in providing services similar to the services requested in this RFP; and

• Documentation of why the service provider(s) assembled in the proposal are best qualified to perform the work required herein.

4.2.4 Compliance with Mandatory Requirements

Respondents must provide a detailed response that substantiates their ability to comply with the mandatory requirements as follows:

• The Respondent must have successfully delivered staff augmentation projects using Angular and Java; and

• An explanation shall be provided to document how the above mandatory qualifications are met.

Additionally, a client contact person name, organization, title, e-mail address and telephone number shall be provided that can validate that the Respondent has met the above mandatory qualifications. Employees of the Respondent or any of its proposed subcontractors shall not be used as the contact person.

4.2.5 Respondent’s Experience and Past Performance

Respondents shall provide information about their prior experience and qualifications to perform the services requested in this RFP by addressing the following requirements in a detailed narrative description of the Respondent’s organization.

The narrative shall address the following topics at a minimum:

• Brief overview of business operations.

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• Description of Respondent’s credentials to deliver the services sought under this RFP, with special emphasis on experience with similar projects for higher education institutions, higher education systems and public sector agencies.

• Respondent must list all current implementations and include a statement on how these engagements will not affect the ability to staff and deliver the project.

• Full disclosure of any potential conflict of interest.

• A Statement of whether, in the last ten years, the Respondent and any officers in their individual or professional capacity or associated with another company have filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and if so, an explanation providing relevant details.

• RESPONDENT shall provide the two most current audited financial statements.

• Full disclosure of any proposed off-site activity and the locations involved.

4.2.6 Respondent’s Proposed Plan for Providing Services

In order to facilitate the Evaluation Team’s comparison of proposals, the Respondent’s response to this section of the RFP include:

Delivery Methodology Overview

A brief description of the proposed implementation methodology shall be provided, including:

• Team synergy and working time / location

• Time tracking

• Tools and templates; and

• Project sites in which the methodology has been used successfully on similar projects.

4.2.7 Proposed Roles and Responsibilities

The Respondent shall provide a description of the roles and responsibilities in each of the following areas, as well as areas not addressed below (if applicable):

• Project Management/ Scrum Master;

• Agile Business Analysis;

• Software Development;

• Testing;

4.2.8 References

A&M System may conduct reference checks for account references provided by Respondents. It may, at its sole discretion, contact additional clients not presented as references.

Respondents shall provide at least three (3) client references for the implementation of custom software projects and staff augmentation projects with a preference for Java and Angular implementations.

The following information must be provided for each reference:

• Organization name

• Project name and description

• Contact name

• Contact mailing address

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• Contact phone number

• Contact email address

• Project start and completion date

4.2.9 Qualifications and Experience of Respondent’s Proposed Personnel

Respondents shall provide the following information in this section of their proposal.

A. Personnel Summary Table

The Respondent should provide a Personnel Summary Table listing all personnel assigned to the project. As illustrated by the example below, the Personnel Summary Table must include the proposed role(s), consultant name, total years of relevant experience, years of experience in the proposed role and relevant certifications. A&M System requires named resources for the core positions and will not accept proposed representative resumes or positions.

Format for Proposer Personnel Summary Table

Name Proposed Role(s) Experience John Smith Full Stack Developer 5 years Angular Jane Smith Business Analyst 5 Years Business Agile Analysis and 1 years’ experience in Higher Education

B. Resumes

The Respondent shall provide resumes for each role to be filled by the Respondent.

Proposed resources should be available to staff the project. Resumes shall include the following information:

• Name of resource

• Proposed role on project

• Education and training

• Summary of relevant experience (including start and end dates)

• Experience implementing solutions using Java and Angular

• Higher education experience

• Other relevant experience

• Reference contact information, including e-mail address and phone number

4.2.10 Proposal Assumptions

The Respondent shall provide a comprehensive listing of all assumptions made in preparing their proposal in response to this RFP. No price data may be included in the assumptions.

4.2.11 Alternative Proposal

If the Respondent believes that there is a more cost efficient / effective or less risky approach with an increased probability of success for providing services specified by the A&M System in RFP Section 3.2, Scope of Work, then the Respondent may provide that additional approach in this section of the proposal. If the Respondent does provide an alternative approach, then the Respondent shall also provide the corresponding project work plan information.

The A&M System does not expect to manage Successful Respondent personnel, whether located on or off-site.

The Texas A&M University System RFP01 CIO-24-199 Page 18 of 36

4.3 Cost Proposal

The format and sub-sections of the Cost Proposal shall conform to the tabbed spreadsheet structure (Attachment A) outlined below. All tabs shall be labeled appropriately. Adherence to this format is necessary in order to permit effective evaluation of proposals.

4.3.1 Cost Proposal Content

• Overview Page

• Schedule 1 – Labor Rates Card

• Schedule 2 – Other Cost Components

• Cost Assumptions

Billed monthly based on a time and materials and hours worked.

Cost Schedules. The remainder of this section of the RFP provides a detailed description of the content that is required in each of the sub-sections of the Cost Proposal.

4.3.2 Schedule 1 – Labor Rates Card

This schedule shall include each proposed position and level (Senior, Intermediate and Junior) with a description of each level (so for example Intermediate developer means 5+ years of experience).

This project will be reimbursed on a “time and materials” or “not to exceed” basis for project deliverables. In addition, A&M System will lead any software development efforts needed to fill critical gaps and anticipates requiring additional developer resources for those tasks. For these purposes, the Respondent shall provide all-inclusive (travel and all other expenses included) billing rates for a range of different skill areas using this schedule. Respondents may propose the same rate for all years for a given personnel category or for all personnel categories, but the A&M System is asking for one rate for each personnel category for each fiscal year.

The positions include:

• Project/ Scrum Management,

• Agile Business Analyst,

• Design Architect,

• Development Team and

• Testing Team

4.3.3 Schedule 2 - Other Cost Components

Respondents shall utilize this schedule to describe and reflect any non-staffing related costs as applicable. Each cost component shall include: a description, reference numbers as appropriate, metrics as appropriate, and the proposed cost of the component. An addendum to the Cost Schedules shall be utilized to address any pricing assumptions and to provide additional information to enable A&M System personnel to thoroughly understand the proposed cost components. Subtotals and additional rows may be added as needed.

4.4 Historically Underutilized Business (HUB) Requirements

It is the policy of the State of Texas and the A&M System to encourage the use of Historically Underutilized Businesses (HUBs) both directly and indirectly in prime contracting and subcontracting efforts. The goal of the HUB Program is to promote equal access and equitable

The Texas A&M University System RFP01 CIO-24-199 Page 19 of 36 opportunity in the A&M System contracting and purchasing activities.

A subcontracting opportunity is defined as any portion(s) of the scope contracted with a vendor to work, supply commodities for, or contribute towards completing work for a governmental entity.

The HUB participation goal for this RFP is 15% and the Respondent is required to complete and submit a HUB Subcontracting Plan (HSP) form. Failure to submit a comprehensive, acceptable HSP form may be considered a material failure to comply with the requirements of this RFP and may result in rejection of the response. Refer to Section 2.6 for details on the A&M System’s selection process.

HUB Subcontracting Plan (HSP) Form

If the Respondent elects to complete an HSP form, the Respondent is required to review and complete A&M System HSP form.

In all cases, the Respondent is required to:

i. Complete Section 1, Section 2, and Section 4 of the HSP form.

ii. Determine whether it is probable that they will subcontract any portion of the scope within this RFP.

iii. Complete either Method A, Method B, or Section 3 as applicable based on the response to Section 2.

If the Respondent determines it is probable that they will subcontract any portion of the scope within this RPF, the applicable HUB participation goal for this RFP is 15%, and the Respondent is required to conduct and demonstrate a good faith effort to achieve this goal and list all anticipated subcontracting opportunities in Section 2b of the HSP form. Note: In all cases, the HUB goal stated within this RFP takes precedence over the HUB goal stated on the downloaded HSP form.

Please contact The Texas A&M University HUB Program Office at SO-HUBProgram@tamus.edu for assistance with completing the requirements of this section. Respondents can submit a draft of their HUB Goal Achievement Plan or HSP form prior to submittal of their response to the RFP for review. All drafts must be submitted at least five business days prior to the RFP due date.

mailto:SO-HUBProgram@tamus.edu

The Texas A&M University System RFP01 CIO-24-199 Page 20 of 36

SECTION 5 - GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: The A&M System reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFP. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests.

Any submittal which the A&M System determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. The A&M System reserves the right to award to the company, or companies, which in our sole judgment, will best serve our long-term interest.

This RFP in no manner obligates the A&M System to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the A&M System without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the A&M System Office of General Counsel are essential prior to execution of any resultant agreement.

In the event the Respondent does not supply terms and conditions with their submittal, A&M System terms and conditions will govern this transaction.

B. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

C. NON-DISCRIMINATION: The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status or disability protected by law. Such action shall include, but is not limited to, the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, Respondent certifies that it will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

D. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a proposal, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that the A&M System strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. The A&M System may seek to protect from disclosure all information submitted in response to this RFP until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, the A&M System will consider all information, documentation, and other materials requested to be submitted in response to this RFP to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas Government Code, Chapter 552. Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

H. ALTERNATE PROPOSALS: A&M System reserves the right to consider alternate proposals submitted

The Texas A&M University System RFP01 CIO-24-199 Page 21 of 36 by Respondents. Alternate proposals shall be clearly marked “Alternate” with the proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the A&M System or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of the A&M System or any of its Members, or (3) a person who employs a current or former executive head of the A&M System or any of its Members.

K. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit C attached hereto.

L. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D or, in the sole discretion of the A&M System, terms and conditions substantially similar to those contained in the attached agreement, will constitute and govern any Agreement that results from this RFP. If Respondent takes exception to any terms or conditions set forth in the attached agreement, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFP. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal.

The Texas A&M University System RFP01 CIO-24-199 Page 22 of 36

EXHIBIT A

EXECUTION OF OFFER

RFP01 CIO-24-199

DATE:

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the Respondent's Proposal.

Failure to complete, sign and return this execution of offer with the Proposal may result in rejection of the Proposal.

Signing a false statement may void the submitted Proposal or any agreements or other contractual arrangements, which may result…