ESBD_389931_1736785185890_RFP 2025-1127.pdf

Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

1:00 PM Central, Click or tap to enter a date.

s must be submitted in TechBid at the following address:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

RFP 2025-1127

Linen and Laundry Services

RFP for Linen and Laundry Services

Rev. August 8, 2024 Page 2 of 23

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Background

1.3 Project Details

1.4 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 Laundry and Linen Service Requirements

2.3 Laundry and Linen Rental Requirements

2.4 Delivery Requirements

2.5 Proposal Submittal Requirements

SECTION 3: EVALUATION PROCEDURES

3.1 Evaluation Process

3.2 Proposer's Acceptance of Evaluation Methodology

3.3 Evaluation Method

3.4 Evaluation Criteria and Weights

3.5 Scoring Methodology

3.6 Consideration of Additional Information

3.7 Oral Presentations and Interviews

3.8 Award Process

3.9 Best and Final Offer

3.10 Protest Procedures

3.11 Contract Documents

3.12 Not Exclusive

SECTION 4: ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact

4.2 Event Information

4.3 References

4.4 Licenses

4.5 Term of Award

4.6 Historically Underutilized Business ("HUB") Firms

4.7 HUB Subcontracting Plan (“HSP”)

4.8 Right to Modify, Rescind, or Revoke the RFP

4.9 Rights of Review and Award

4.10 Signature and Certification of Proposer

4.11 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents' Rules, and TTU Operating Policies and Procedures

4.12 Compliance with RFP Requirements

4.13 Binding Effect of Proposal

4.14 Use and Disclosure of Information

4.15 Group Purchase Authority

4.16 E-commerce

4.17 Withdrawal or Modification

4.18 Risk of Loss, Damage, or Delay

4.19 Digital Signature

4.20 Proposer Registration

4.21 Insurance Requirements

4.22 Compensation and Fees

Rev. August 8, 2024 Page 3 of 23

4.23 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. August 8, 2024 Page 4 of 23

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University (“TTU”) is seeking qualified and experienced Proposer(s) to submit Responses to a Request for Proposal (“RFP”) to provide Linen and Garment Laundry Services (“Laundry”) as well as Linen and Garment Rentals Services (“Rentals”), collectively referred to as “Services.”. The Services will be requested on an as-needed basis by various TTU departments.

This RFP is intended to award multiple open-ended contracts for TTU’s use for operational and facility support. TTU reserves the right to award a Contract to one or more Proposer(s) for the Services requested and provided in an official Response to this RFP. TTU departments will request no guaranteed minimum amount or quantity of Services.

Proposers are not required to offer all Services.

1.2 Background

TTU currently has the capacity to house over 8,500 student residents in the Fall and Spring semesters. During the period of May 1st to August 31st (“Summer”), TTU houses over 15,000 guests for multiple conferences and camps.

Identified items that may fall under the scope of this RFP, both as Laundry and/or Rentals, include uniforms, towels, mats, and bed linens (“Goods”). This list is not exhaustive and is subject to change at any point during the life of any resulting contract(s). Additional items must be approved and agreed upon between TTU and the awarded Proposer(s).

1.3 Project Details

1.3.1 Proposer(s) will provide weekly Services as specified by each ordering TTU department through a Purchase

Order. Alternative scheduling must be agreed upon in writing by ordering TTU department and Proposer(s)

1.3.2 Proposer(s) may submit a Proposal for one or both scopes of work. TTU reserves the right to award a Contract to one or more Proposer(s) for one or both scopes of work.

1.3.3 Services will be provided for various TTU departments located in Lubbock, Texas

i. TTU may seek Services for additional off-campus locations, upon agreement by both parties

ii. TTU reserves the right to add, or remove locations should it be necessary to provide the best service to the TTU campus

1.3.4 Laundry bags and bins will be provided to TTU at no additional cost

1.3.5 The bulk of Services will be required during the Summer months, including but not limited to increased pick-ups and deliveries during this time

1.4 Alternate Proposals

TTU may consider alternate Proposals submitted by Proposer that expand or differ from these specifications.

Proposers submitting alternate Proposals should (i) clearly identify any exceptions taken to the Specifications set forth in this RFP and (ii) include a detailed description of the alternative(s) proposed. The Proposer may suggest additions to the specifications set forth in this RFP, and all such suggestions must be clearly defined. Alternate Proposals should be submitted as attachments to the Proposal. Alternate Proposals shall meet the same mandatory requirements and shall be in the same format as the Proposal’s base format.

Rev. August 8, 2024 Page 5 of 23

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 Proposer(s) will assign and identify an account manager assigned to TTU

2.1.2 Proposer(s) assigned account manager will be responsible for

i. Responding in a timely manner

ii. Maintaining contact with all ordering TTU departments

iii. Assisting all TTU departments with service requirements

iv. helping to resolve any delivery issues

2.1.3 Proposer(s) are responsible for keeping all Goods in good condition and must inspect all items for repairs before delivery. Goods with holes in fabric or visibly worn, frayed, discolored, or thin fabric are not acceptable and must be replaced at Proposer’s expense

i. TTU reserves the right to refuse any Goods it deems in need of repair or replacement at no additional expense to TTU

2.1.4 Proposer(s) desiring to use the TTU Trademarks in any manner and for any purpose must be licensed to do

so. TTU has partnered with the Collegiate Licensing Company (CLC) to manage the licensing program and establish a foundation for promoting and protecting the use of TTU trademarks.

i. This RFP involves TTU logos; therefore, Proposer(s) shall be required to become licensed through CLC. TTU Trademark Licensing guidelines can be accessed at:

https://texastech.com/sports/2016/6/19/trademark-licensing

2.1.5 Proposer(s) must indicate if their company is licensed with any institution through CLC.

2.1.6 Proposer(s) must account for and report royalties to TTU and our licensing agency.

2.1.7 The use of the logos, seals, and athletic marks is governed by Visual Identity Guidelines and by the Office of Communications and Marketing and TTU Department of Intercollegiate Athletics.

2.1.8 Proposer(s) responsibility to read and comply with the terms and conditions of the TTU Visual Identity Guidelines.

2.1.9 The Office of Communications and Marketing must approve the use of the official TTU Logos.

i. If printed materials are not compliant with the Visual Identity guidelines, the materials shall be reproduced at the Proposer’s cost.

ii. Actual logos to be used in ordering will be delivered with the Purchase Order. Formats accepted shall be EPS, BMP, PDF, TIF, or JPEG.

iii. Proposer(s) shall not accept a logo or artwork that is not included with the Purchase Order or that has not been approved by TTU Communication and Marketing

2.1.10 Proposer(s) must accept Purchase Orders.

i. Purchase Orders will be submitted via fax or email

ii. No work shall commence at any time unless a valid TTU Purchase Order has been received

iii. TTU is not liable to pay any expenses that are not associated with a TTU Purchase Order.

2.2 Laundry Requirements

2.2.1 Services include but are not limited to the commercial laundering of TTU-owned bed sheets, pillowcases, https://texastech.com/sports/2016/6/19/trademark-licensing https://www.ttu.edu/brand/visual-identity/

Rev. August 8, 2024 Page 6 of 23 bathmats, hand towels, bath towels, washcloths, blankets, bedspreads, and commencement regalia.

2.2.2 Proposer(s) must be able to launder all linens without damaging or fading products per the manufacturer's instructions

i. TTU-provided bath towels, hand towels, washcloths, and bathmats will be white

ii. Sheets, pillowcases, blankets, and bedspreads may range in color

2.2.3 Proposer(s) must replace any lost or damaged TTU items at no cost to TTU

2.3 Rental Requirements

2.3.1 TTU may request Rental services including but not limited to uniforms, shop towels, floor mats, and mops.

2.3.2 Various TTU departments provide uniforms to employees requiring uniform rental and laundry services.

Uniforms include but are not limited to:

i. Industrial wear quality pants/shirts

ii. Flame Resistant pants/shirts

iii. Work pants/shirts

iv. Industrial steel-toed boots/shoes

v. Caps/Beanies

vi. Industrial-grade coveralls

vii. Work Gloves

viii. Coats/Jackets

ix. Lab Coats

x. Aprons

2.3.3 Flame Resistant (FR) clothing and patches that meet Occupational Safety and Health Administration (OSHA) and National Fire Protection Association (NFPA) 70E requirements may be requested

2.3.4 Uniform pants/shirts must be kept in good condition. Any missing or broken fastenings, rips, and/or tears must be repaired or mended

2.3.5 TTU’s ordering department will specify Uniform items and quantity at the time of order

2.3.6 Various departments will require the Proposer(s) to provide TTU with a minimum of eleven (11) sets of Uniforms per applicable employee

2.3.7 Proposer(s) must be able to pick up five (5) sets of soiled Uniforms and deliver five (5) sets of clean Uniforms weekly, or on an alternatively pre-arranged schedule

2.3.8 Proposer(s) will be responsible for taking measurements of new employees within five (7) working days from the first date of employment to be fulfilled during weekly, or alternatively pre-arranged scheduled deliveries

2.3.9 Measurements for Uniforms will be conducted at each site as specified in Attachment C.

2.3.10 Proposer(s) will provide any tailoring needed to ensure proper fit at no additional cost to TTU

2.3.11 Proposer(s) must have samples of each type of Uniform in all sizes available for personnel to try on to ensure that the Uniform provided will fit

2.3.12 Proposer(s) must provide all new TTU employees working in departments with Uniform requirements with New Uniforms. Category 1 or 2 uniforms are not acceptable in accordance with the TTU-defined Uniform categories below:

https://www.osha.gov/etools/electric-power https://beckersmcusa.com/NFPA-70E-Clothing-Requirements

Rev. August 8, 2024 Page 7 of 23

Uniform Category Description

New First time use, not issued or worn previously

Category 1 May or may not be new. No stains, mends, repairs (except interior or pocket reinforcing) or discoloration. Used for those customers who meet the public, supervisory personnel, and those who are in general manufacturing and allied industries where the risk of damage would be slight.

Category 2 Light stains, light mends. No spots noticeable from more than five (5) feet, no repairs greater than 1-1/2 inches in length, no more than five (5) small repairs per garment. May have some color lost through age and may have lost body or shape.

2.3.13 Replacement Uniforms must be a Category 1 Uniform. Category 2 Uniforms are not acceptable

2.3.14 Various Uniforms may require embroidery or silk-screening of a patch or patches that depict a specific TTU department. Each TTU ordering department will furnish the Proposer with patch requirements and placement specifically for their department

2.3.15 Patch applications and embroideries must be applied per TTU requirements as to location and color layout and must comply with TTU’s Visual Identity Guidelines

2.3.16 TTU may request TTU-provided patches applied to Proposer-provided Goods

i. If required, TTU will pay application/sewing charges for such requests as necessary

2.3.17 Proposer(s) must provide a name or identification number system that identifies each employee and Uniform

i. The identification system must ensure an accurate method of tracking Uniforms for invoicing purposes

2.3.18 Proposer(s) shall provide an amortization schedule that details the percent Uniforms are amortized from the date of issue and the Proposer(s)’s methods and procedures for verifying the same

2.3.19 TTU will be responsible for the replacement of Proposer-owned Goods lost or damaged by TTU employees

i. Replacement costs must be based on pricing provided in the lost or damaged amortization schedule submitted with the Proposal

2.3.20 TTU will not be responsible for the replacement of Goods which have reached end-of-service life as determined by TTU

2.3.21 Should TTU employees choose to self-launder Proposer-provided Uniforms, TTU agrees to provide written notification of all employees who choose to self-launder such Uniforms. TTU agrees that Rental/Laundry pricing for said Uniforms will still apply; however, Proposer must ensure that lost charges for said Uniforms are not assessed to TTU

2.4 Delivery Requirements

2.4.1 Laundry/Linen and Uniforms must be picked up and delivered between the hours of 7:45 a.m. and 4:45 p.m., Monday through Friday unless special arrangements have been made with the ordering department and confirmed in writing by TTU

i. Each TTU ordering department shall identify and establish a pickup and delivery frequency schedule that is specific to their departmental needs

ii. Proposer(s) must be able to accommodate the needs of multiple TTU ordering departments

2.4.2 The mutually agreed delivery schedule shall remain constant from week to week https://www.ttu.edu/brand/visual-identity/

Rev. August 8, 2024 Page 8 of 23

i. In the event the delivery and/or pick-up day or time must be changed, TTU will notify the Proposer seven (7) business days in advance

2.4.3 At the time of delivery, a designated TTU representative will verify the Goods’ accuracy, quality, and number of products received

i. All products must be clean, dry, and without damage. Any products that do not meet TTU standards will be returned to the vendor at no cost to TTU

ii. TTU reserves the right to reject any product deemed unacceptable

iii. Any deviations or problems noted at the time of delivery will be communicated to the Proposer for correction

2.4.4 At the time of pick-up and delivery, a signed inventory sheet must be given to a designated TTU representative listing the number and type of Uniforms/linens picked up and the number and type of Uniforms/linens delivered by either TTU employee name or identification number provided by the Proposer(s)

2.4.5 Proposer(s)’s delivery/pick-up personnel are required to leave a receipt at each TTU location that details a count of each item of clothing/linens picked up and each item of clothing/linens delivered

i. TTU requires that sales receipts, packing slips, bills of lading, or invoices be legibly signed by an authorized TTU representative at the time of delivery

2.4.6 All individual orders will be labeled and invoiced by a specific TTU department account number and applicable TTU Purchase Order

2.4.7 Proposer(s) must unload all items at various TTU locations

i. The driver must deliver and offload all products to a specified area and location at each TTU building

ii. Proposer(s) must provide all equipment required to complete the delivery process

iii. TTU ordering departments will specify the area and location on their Purchase Order

2.4.8 Laundry/Linen and Uniforms shall be collected from and delivered to each of the locations listed in

Attachment C, per week or as agreed upon with the ordering department

i. TTU reserves the right to relocate, add, reduce, or increase collection/delivery points at no additional cost to TTU throughout the life of any resulting Agreement(s)

2.5 Proposal Submittal Requirements

2.5.1 By submitting a Proposal, the Proposer certifies an understanding of this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Goods or Services to be provided, and the conditions under which the Goods or Services are to be performed. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected for award by TTU, the Proposer will notify TTU immediately of any material change in any matters about which the Proposer has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this RFP carefully and to submit a complete Proposal to all requirements and questions as directed.

2.5.2 Submittal Instructions for TechBid Proposals

Rev. August 8, 2024 Page 9 of 23

TTU requires that all Proposals be submitted in the TechBid system at (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech).

Proposers must submit Proposals online no later than the date and time indicated in the Schedule of Events.

TTU recommends that the Proposer submit the Proposal at least twenty-four (24) hours before the deadline for submission to accommodate any technical issues. If the Proposer encounters ANY issues with submitting a Response, the Proposer must contact the Primary Contact before the deadline.

In order to be considered responsive, the following items must be submitted in TechBid:

i. Proposer’s Response Form

ii. Attachment A – Market Basket Pricing

iii. Attachment B – Discount Pricing

iv. Certificate of Insurance

v. Letter of HUB Commitment

vi. Signed Affirmation and Conflict of Interest

Rev. August 8, 2024 Page 10 of 23

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

TTU will utilize a Contract Review Team (“CRT”) for the evaluation of this RFP. The Contract will be awarded based on the Proposal judged to be in the best interest of TTU, and the judgment in this regard shall be considered final.

Any Contract resulting from this Solicitation shall be awarded to the Proposer providing the Best Value to TTU.

Under §51.9335 of the Texas Education Code in determining what is the Best Value, TTU may consider:

3.1.1 The purchase price;

3.1.2 The reputation of the Contractor and of the Contractor’s Goods or Services;

3.1.3 The quality of the Contractor’s Goods or Services;

3.1.4 The extent to which the Goods or Services meet the TTU’s needs;

3.1.5 The Contractor’s past relationship with TTU;

3.1.6 The impact on the ability of TTU to comply with laws and rules relating to Historically Underutilized

Businesses and to the Procurement of Goods or Services from Persons with disabilities;

3.1.7 The total long-term cost to the institution of acquiring the Contractor’s Goods or Services;

3.1.8 Any other relevant factor that a private business entity would consider in selecting a Contractor; and

3.1.9 The use of material in construction or repair to real property that is not proprietary to a single vendor unless TTU provides written justification in the request for bids for use of the unique material specified.

3.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a Proposal indicates Proposer’s acceptance of the evaluation method and Proposer’s recognition that subjective judgments must be made by TTU and the evaluation team during the awarding of evaluation criteria points.

Evaluations will be made based upon the submitted Proposal,

3.3 Evaluation Method

A committee of TTU officials appointed by the Primary Contact will evaluate the Proposals and make a recommendation to the Assistant Vice President and Chief Procurement Officer. The evaluation will be based on the information provided in the Proposal, additional information requested by TTU for clarification, information obtained from references and independent sources, past performance of the Proposer (if applicable), the best and final offer, and oral presentations (if requested).

The evaluation of responsive Proposals shall then be completed by an evaluation team, which will determine the ranking of Proposals based on the evaluation criteria. Proposals will be evaluated strictly in accordance with the requirements set forth in this Solicitation, including any addenda or interpretations that are issued. TTU may also negotiate additional Goods and/or Services during the negotiation process if deemed in TTU’s best interest. TTU will award the Contract(s) to the responsible and responsive Proposer(s) whose Proposal is determined to be the most advantageous to TTU, considering the evaluation factors outlined in this RFP.

The evaluation of Proposals will include consideration of responses to the list of criteria in Section 4.0. Proposers must specifically address all criteria in their response. Any deviations or exceptions to the specifications or requirements must be described and justified in a transmittal letter. Failure to list such exceptions or deviations in the transmittal letter may be considered sufficient reason to reject the Proposal.

TTU will evaluate Proposals as submitted and will not notify Proposers of deficiencies in their responses. The awards will not be notified until a fully executed Contract(s) is complete.

Proposals must contain responses to each of the criteria, listed in the Evaluation Criteria below if the Proposer’s response cannot satisfy those criteria. A Proposal may be rejected if it is conditional or incomplete in the judgment of

TTU.

Rev. August 8, 2024 Page 11 of 23

3.4 Evaluation Criteria and Weights

Each Proposal shall be evaluated on the ability to meet TTU’s requirements and provide the Best Value to TTU. The Proposal shall be awarded points based on each of the following evaluation criteria.

The evaluation will be based on the following:

Evaluation Criteria Points

Allowed

Criteria 1: Financial Value - Financial costs and/or benefits to the University

• Cost of goods and/or services

• Cost of ongoing maintenance, service agreements, licenses, or support

• Warranties

• Shipping/delivery/import costs

• Other financial consideration

40%

Criteria 2: Demonstrated ability of the Proposer to fulfill the TTUS’ requirements in accordance with the specifications

• Proposer’s demonstrated professional experience

• Experience with institutions of higher education or similar-sized organizations

• Administrative support and service

• Project Schedules/estimated time to perform services or installation time

• Quality, availability, and adaptability of Proposer’s supplies, materials, and equipment

• Stability and success of the Proposer’s business, including but not limited to:

o Past performance on similar projects o Length of time the business has been operational o Demonstrated capability and financial resources to perform the services or provide the goods in the time projected o Pending or past legal proceedings

35%

Criteria 3: Value Added Options

• Ability to provide innovative ideas/resources for TTU process improvement

• Minimization of TTU resource use 10%

Criteria 4: Quality assurance plan and control measures implemented and maintained by the Contractor

• Methodology for performing services and project planning

• Customer Service Program

• Ability to comply with Texas laws

15%

TOTAL 100%

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Proposal utilizing the Evaluation Criteria identified in Section 3.3 and will assign each criterion a subjective score of 0 -10, with 10 being the highest. This score is multiplied against the criterion’s weight which will produce a weighted value for the item. The weighted values for all criteria will be summed and then ranked to determine a high to low Proposer ranking. The ranking may be used in determining an initial pool of Proposers that will be invited for presentations or may be used in a final award determination for one or more Proposers.

Rev. August 8, 2024 Page 12 of 23

3.6 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the Proposal information to TTU.

3.7 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations and interviews are an option of the Contract Review Team and may or may not be conducted; therefore, Proposals must be complete when submitted.

3.8 Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the names of the Proposers but will be afforded security sufficient to preclude disclosure of the contents of the Proposal, including prices or other information, prior to award. After the Proposal Opening, an Award may be made on the basis of the Proposals initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Proposers or, at TTU’s sole option and discretion, TTU may discuss or negotiate all elements of the Proposal with selected Proposers representing a competitive range. For Negotiation purposes, a competitive range of acceptable Proposals may be established, comprising the highest-rated Proposals based on the evaluation criteria.

3.9 Best and Final Offer

When deemed appropriate by the Contract Review Team, after the submission of Proposals but before the final selection of the successful Proposal(s), TTU may permit Proposers to revise their Proposals in order for TTU to obtain a best and final offer. TTU is not bound to accept the best and final offer if it does not represent the Best Value to TTU as determined by the Contract Review Team.

3.10 Protest Procedures

Any actual or prospective Proposer or Contractor who believes they have been aggrieved in connection with the Solicitation, evaluation, or Award of a Contract may formally protest to the Assistant Vice President and Chief Procurement Officer.

https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest- Procedures-2022.pdf

3.11 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, specifications (if applicable), and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents.

3.12 Not Exclusive

Proposer acknowledges and agrees that the Contract with TTU is non-exclusive and TTU has the right to engage with other proposers for similar or identical scopes of work, and to purchase similar or identical Services from other proposers. Any term or provision in the Proposer’s terms indicating the Contract is exclusive is expressly rejected and is null and void.

https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest-Procedures-2022.pdf https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest-Procedures-2022.pdf

Rev. August 8, 2024 Page 13 of 23

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Crystal Leal

Solicitations.purchasing@ttu.edu

Texas Tech University

TTU Plaza Suite # 408

Box 41094

Lubbock, TX 79409-1094

4.1.1 All communication relating to this RFP must be submitted in writing by the date indicated in the Schedule of

Events. Questions and Addenda issued related to the RFP, if any, will be posted on the TechBid website.

Only those replies to questions made by formal written Addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. Note: It is the responsibility of the Proposer to review

TechBid for any Addenda posted. For any TechBid system issues, please email solicitations.purchasing@ttu.edu.

Questions must be emailed or submitted in writing to the TTU Primary Contact.

4.1.2 Except as provided in this RFP (e.g., designated Point of Contact) and as otherwise necessary for the conduct of existing TTU business operations, Proposers are expressly and absolutely prohibited from engaging in communications with TTU personnel who are involved in any manner in the drafting of the RFP, in the review or evaluation of the Proposals, in the selection of a Contractor, Negotiation, or formalization of a Contract. If any Proposer engages in conduct or communications that

TTU determines is contrary to the prohibitions outlined in this section, TTU may, at its sole discretion, disqualify the Proposer and remove the Proposal from consideration.

4.2 Event Information

4.2.1 Schedule of Events

TTU intends to follow the timeline below for evaluating, negotiating, and issuing a Contract:

Schedule of Events

Event Date Time Notes

Distribution of RFP January 13, 2025

1:00 PM

Central

Deadline for Submission of Written Questions

January 27, 2025

1:00 PM

Central

TTU will collect all questions and respond after the Submission Deadline through an Addendum to the RFP that will be distributed through the TechBid System.

Proposal Due Date February 10, 2025

Central

Online Proposal Opening February 10, 2025

Central

TEAMS LINK

Evaluation of Proposals February 2025 – May 2025

Award Recommendation June 2025-August 2025

* All dates are tentative and subject to change.

mailto:Solicitations.purchasing@ttu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech mailto:solicitations.purchasing@ttu.edu https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDIxZGQwYWMtN2QxZi00N2Q4LWFkODAtNWU1NjMzMTAyZWRk%40thread.v2/0?context=%7b%22Tid%22%3a%22178a51bf-8b20-49ff-b655-56245d5c173c%22%2c%22Oid%22%3a%227d22b15a-69c2-43b3-a665-5b45f3408391%22%7d

Rev. August 8, 2024 Page 14 of 23

4.2.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFP.

4.2.3 Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting at the date and time shown in Section

Schedule of Events. At this time, the names of the Proposers will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting.

For convenience, Proposers may request a list of Proposals received by contacting the TTU Primary Contact after the opening. All submitted Proposals become the property of TTU after the RFP submission deadline and will not be returned.

In the event of change in time, date, access information, or location of the Proposal Opening, notification will be provided by means of an Addendum to the RFP and distributed through the TechBid System.

4.3 References

The Proposer must submit a list of five clients and contact information for whom similar goods and services have been provided. These clients may be contacted by TTU, and the information received will be used during the evaluation and assessment of the Proposer's performance.

4.4 Licenses

Proposers must submit verification that the Proposer has all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable e.g., business licenses, business certifications, professional licenses, third party software licenses, if applicable, etc. Licenses may be verified during the evaluation process.

4.5 Term of Award

The maximum term for an awarded Contract under this RFP is anticipated to begin the date of the last signature, whichever is later, and to expire four (4) years from that date. Unless terminated earlier pursuant to the Contract terms, the Contract would automatically renew for up to four (4) one (1) year renewal terms unless either party provided written notice of its intent not to renew the Contract at least sixty (60) days prior to the end of the initial or then current renewal term. The parties may negotiate and mutually agree on an alternate term.

In accordance with Regents' Rule 07.12, any resulting Contract will require a termination without-cause provision of one hundred and eighty (180) days or less, or the Contract may not exceed five (5) years total term with renewals.

4.6 Historically Underutilized Business ("HUB") Firms

TTU endeavors to promote full and equal opportunity for businesses to supply TTU with Goods or Services necessary to support TTU's educational mission. In this regard, TTU commits to selecting Proposers in accordance with (i) TTU needs, (ii) TTU resources, (iii) TTU HUB goals, (iv) guidelines established by the Texas legislature and

Texas Procurement and Support Services ("TPASS"), and (v) TTU Operating Policies and Procedures for contracting with HUBs, specifically Operating Policy 72.12 Historically Underutilized Businesses. Proposers shall provide TTU full access to documentation relating to the HUB program and any HUB Subcontracting Plan. Failure to comply with any provision of the State or TTU's HUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

http://www.depts.ttu.edu/opmanual/OP72.12.pdf

Rev. August 8, 2024 Page 15 of 23

TTU is relying upon Proposer's expertise to fully identify subcontracting opportunities that best align with the TTU organization and this RFP. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted.

Additional information regarding the State of Texas HUB Program can be found at https://comptroller.texas.gov/purchasing/vendor/hub/.

The Mentor-Protégé Program provides HUB utilization evaluation points for Proposers who are not qualified as a

HUB. For additional information about the Mentor-Protégé program, please see the link: Mentor-Protege Program or email solicitations.purchasing@ttu.edu.

4.7 HUB Subcontracting Plan (“HSP”)

TTU has determined that there are subcontracting opportunities in the performance of the Scope of Work of this

Solicitation, and/or any resulting Contract is anticipated to exceed $100,000.00 over its term, including all renewals and extensions. The Proposer must include a completed HSP, and any supporting documentation required per the

HSP (e.g., proof of Good Faith Effort) with the Proposal submission. Proposers must submit a completed HSP regardless of the Proposer’s HUB Vendor status, the intent to subcontract, or the intent to self-perform.

Proposers will be required to submit a Letter of HUB Commitment (example in Attachment A) attesting that the

Proposer has read and understands TTU’s policy on Historically Underutilized Businesses (HUBs). Proposer(s) must submit a HSP with each project that will exceed $100,000. In addition, TTU expects the Proposer(s) to make best efforts to accomplish TTU’s HUB goal percentages averaged across the master agreement. The HUB goal percentages for TTU are subject to change each fiscal year (October). If the Proposer is extending the terms and conditions of the

Master Agreement to other TTUS component institutions or other State of Texas agencies, the Proposer must confirm the goals with each entity as they will vary.

4.7.1 HSP Resources

i. HSP preparation assistance: solicitations.purchasing@ttu.edu.

ii. Fillable HSP form: http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf.

iii. State of Texas Centralized Master Bidders List:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

4.7.2 TTU’s FY 2025 HUB Goals are:

i. 26.0% for all other services contracts; and

4.8 Right to Modify, Rescind, or Revoke the RFP

TTU reserves the right to modify, revoke, or cancel this RFP in whole or in part at any time before the date on which

TTU executes a Contract with the selected Proposer(s).

4.9 Rights of Review and Award

TTU reserves the right to accept or reject any and all Proposal or any part of a Proposal and waive informalities, technical defects, and minor irregularities in the Proposals received. Further, TTU reserves the right to make a single award, split awards, make multiple awards, or no award whichever is in the best interest of TTU. This RFP does not commit TTU to select a Proposer or to award a Contract to any Proposer.

https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/mentor.php mailto:solicitations.purchasing@ttu.edu mailto:solicitations.purchasing@ttu.edu http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Rev. August 8, 2024 Page 16 of 23

TTU has the right to reissue this RFP in order to gain additional competitive Proposals. If TTU reissues this RFP, any

Proposer who has submitted a Proposal, may elect to resubmit the original Proposal.

A Proposal consisting of only alternate Goods or Services (i.e., a Proposal that offers Goods or Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TTU and is subject to rejection. TTU shall reject a Proposal if the financial Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other potential

Proposer. Proposals which are qualified with conditional clauses, revised clauses, alterations, or items not called for in the RFP, or irregularities of any kind, are subject to disqualification by TTU, at its option, regardless of the time of detection. TTU shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or

Contract termination and may result in debarment of the Contractor from future TTU Solicitations.

TTU reserves the right to evaluate Proposals against any governmental agency, institution of higher education, or purchasing cooperative contract to determine Best Value.

4.10 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the

Proposer to the terms and conditions contained in this RFP and can ensure compliance with the submitted Proposal.

Each Proposer submitting a Proposal certifies to (a) the completeness and accuracy of the information provided in the

Proposal and (b) the authority of the individual whose signature appears on the Affirmation and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature will be disqualified.

4.11 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents’ Rules, and

TTU Operating Policies and Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTU. TTU Operating

Policies and Procedures may be accessed at http://www.depts.ttu.edu/opmanual/ and TTU System Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTU System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

4.12 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmation and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TTU’s General Terms and Conditions contained in the RFP, as well as the

TTU Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by TTU. If the Proposer takes exception to any of the terms or cannot agree to be bound by all terms, TTU, at its sole discretion, may review and, if deemed in TTU’s best interest, disqualify the Proposal from consideration.

4.13 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Chief Procurement Officer, or their designee, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for

Goods or Services. Proposals shall be valid for TTU’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall be incorporated into the executed Contract and remain valid for the duration of the Contract.

4.14 Use and Disclosure of Information

Proposers acknowledge that TTU is an agency of the State of Texas and is therefore required to comply with the

Texas Public Information Act Texas Government Code Chapter 552. If a Proposal includes proprietary data, trade http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

Rev. August 8, 2024 Page 17 of 23 secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY

INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TTU only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Proposer or

Proposers pursuant to the RFP process, and (c) Negotiation and execution of a Contract, if any, with the Proposer(s) selected.

If the Proposer marks the entire Proposal or substantive portions of the Proposal as confidential, TTU in its sole discretion may declare the Proposal non-responsive and reject it.

By submitting a Proposal, the Proposer grants a limited license to reproduce the Proposal to conduct an evaluation and to comply with any legal requirement including, but not limited to, the Texas Public Information Act and Texas

Legislative Budget Board requirements.

TTU reserves the right to contact references or contact names listed below and shall be free from any liability to

Proposer for conducting such inquiry.

4.15 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, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TTU may procure Goods or Services for itself or on behalf of any TTU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

4.16 E-commerce

TTU utilizes the Jaggaer e-commerce platform to issue Purchase Orders and process invoices. The Proposer agrees to comply with any TTU requirements for participating in electronic commerce.

4.17 Withdrawal or Modification

No Proposal may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Chief Procurement Officer.

However, a Proposal may be withdrawn and resubmitted any time prior to the time set for receipt of Proposals.

Modifications will be allowed on the TechBid website until the deadline for Proposal submittals. No Proposal may be withdrawn after the submittal deadline without approval by TTU, which shall be based on Proposer’s submittal in writing of a reason acceptable to TTU.

4.18 Risk of Loss, Damage, or Delay

Proposer acknowledges and agrees to release and hold harmless TTU, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Proposal to

Procurement Services at TTU, as detailed in this RFP.

4.19 Digital Signature

Proposers must sign documents and correspondence using software approved by the TTU. To be approved by TTU, https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

Rev. August 8, 2024 Page 18 of 23 a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic Transaction

Act (UETA), (2) must utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following three are specifically approved: Adobe Sign, DocuSign, and Verisign. TTU utilizes

Adobe Sign for its signature process. TTU will support other digital signature platforms as long as they comply with this policy.

4.20 Proposer Registration

If the Proposer is not already set up as a TTU Vendor, the Proposer will be required to register through TTU’s

PaymentWorks system. Any modification to the Proposer’s address, tax identification number, or banking information is required to be modified through PaymentWorks.

4.21 Insurance Requirements

Consistent with its status as an independent contractor, Contractor will carry and cause its Subcontractors to obtain and maintain at least the following insurance, with companies authorized to do business in Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code.

TTU in no way warrants that these limits are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Scope of Work. The Contractor will assess its own risks and, if it deems appropriate or prudent, maintain higher limits or broader coverages. The Contractor is not relieved of any liability or other obligations assumed by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded plans which TTU maintains.

4.21.1 The Contractor agrees to furnish insurance certificates reflecting the following coverage:

Type of Coverage Limits of Liability

Workers Compensation (Coverage A) Statutory

Employer’s Liability (Coverage B) $1,000,000

Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

b. Products/Completed Operations Aggregate $2,000,000

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000

f. Medical Payments (any one person) $5,000

Automobile Liability (covering leased, hired, non-owned and employee non-owned vehicles)

Bodily Injury/Property Damage (each accident) $1,000,000

Personal Injury Protection Statutory

NOTE: An umbrella policy may be used to reach required limits.

4.21.2 Commercial General Liability (“CGL”) must include coverage for liability arising from Goods or Services-completed operations and liability assumed under an insured Contract.

i. If the CGL insurance has a general aggregate limit then ISO endorsement CG 25 04 (03/97 Edition) or its equivalent must be added. The Designated Location(s) General Aggregate Limit must be maintained for the duration of the Contract, and the limit must be twice the minimum required occurrence limit.

ii. Contractor will name TTU, and its Board of Regents, officers, employees, agents, and volunteers as

Additional Insureds on ISO endorsement CG 20 26 or its equivalent. The policy shall include ISO http://www.texas-statutes.com/insurance-code

Rev. August 8, 2024 Page 19 of 23 endorsement CG 20 01 04 13.

iii. The CGL policy shall contain no endorsements or modifications limiting the scope of coverage for liability assumed under the Contract, or liability arising from pollution.

4.21.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTU. With the exception of the Workers'

Compensation policy, TTU must be an additional insured on all policies.

4.21.4 Certificates of Coverage

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, or upon renewal of the policies, Contractor shall furnish Procurement Services with certificates of insurance in a form acceptable to TTU, certifying that the

Contractor carries the required insurance policies and coverage. The certificates shall be sent to Procurement

Services at procurement.insurance@ttu.edu. Failure of TTU to request such certificates does not eliminate the requirement for the Contractor to maintain the required coverage.

4.21.5 Notification of Cancellation

The Contractor will endeavor to notify Procurement Services thirty (30) days before any material change or cancellation of any insurance policy. In the event the Contractor receives notice of modification or cancellation of any of the policies required under any Contract, then prior to the effective date of modification or cancellation of the policy, the Contractor will obtain a policy of insurance affording the required coverage from an insurance carrier acceptable to TTU. If the Contractor fails to obtain such an insurance policy, TTU may immediately terminate the Contract after providing the Contractor with notice of such termination.

4.22 Compensation and Fees

4.22.1 Provide a detailed compensation schedule for the Goods provided or Services to be performed in response to this RFP. Proposed pricing will apply to every TTU department requesting Goods or Services and cannot be limited to select departments. Proposer(s) shall submit a schedule that clearly details the various compensation amounts and fees that will apply if the Proposer is awarded a Contract with TTU. TTU will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the fully executed Contract.

4.22.2 Contract Pricing: Contract prices for Goods or Services will remain firm for twenty-four (24) months following Contract execution.

i. After the initial twenty-four (24) month period and on each annual anniversary date of the Contract thereafter, the Contract may be subject to an increase not to exceed three percent (3%).