ESBD_393011_1738044497606_RFP 781-5-03529A Student Success Acceleration Program (SSAP) Evaluation.pdf

TEXAS HIGHER EDUCATION

COORDINATING BOARD

Request for Proposal (RFP)

Evaluation of the Student Success Acceleration Program, 2.0 Grants

Texas Higher Education Coordinating Board

1801 N. Congress Ave.

Suite 12.200

Austin, Texas 78701

RFP No. 781-5-03529A

NIGP:

961-20 Customer Service Evaluation Services

Solicitation Post Date: January 28th, 2025

Written Questions Deadline: February 4th, 2025, by 11:30 p.m. CT Proposal Deadline: February 25th, 2025, by 11:30 p.m. CT

Table of Contents

1. Introduction

2. Minimum Eligibility Criteria

2.1 Experience

2.2 Qualifications

3. Scope of Work and Deliverables

3.1 Deliverables

3.2 Reports and Presentations

3.3 Acceptance Criteria

4. Payment and Pricing Terms

4.1 Pricing

4.2 Payment Terms and Award Summary

4.3 Invoices

5. Contract Term and Termination

6. Terms and Conditions

7. Additional Terms and Conditions

7.1 Awarded Respondent Responsibilities

7.2 FERPA Confidentiality and Data Governance Provisions

7.3 Technical Documents

7.4 Public Information Act Disclosures

8. Anticipated Schedule of Activities

8.1 Due Date for Proposals

8.2 Calendar of Events

8.3 Point of Contact

9. Proposal Format and Content (Required)

9.1 RFP Attachments

9.2 Submission Requirements

9.3 Organization of the Proposal for Submission

10. Proposal Evaluation

11. Additional Instructions

11.1 Accuracy of the Proposal

11.2 Cost of Submitting the Proposal

11.3 Irrevocability of the Proposal

11.4 Conflicting RFP Language

1. Introduction The Texas Higher Education Coordinating Board (THECB or the Board) is a state agency that provides leadership and coordination for higher education in the state of Texas.

THECB is seeking a vendor or vendor(s) to evaluate THECB’s Student Success Acceleration Program, 2.0 (SSAP 2.0) Grants, as outlined in Section 3., below.

The THECB has the authority to enter into this contract pursuant to Texas Education Code §

61.067. The THECB and Respondent shall comply with all applicable procurement laws of the state of Texas.

Table of Definitions/Acronyms

Addendum

A written clarification or revision to this Solicitation issued by THECB.

Attachment Documents, terms, conditions, or information added to this Solicitation or included by reference and made a part of this Solicitation.

Awarded Respondent

The entity selected to provide the goods or services to the State under any awarded Contract.

Contract The signature document, along with any attachments, amendments, purchase orders, or work orders that may be issued by THECB, to be incorporated by reference for all purposes.

Contract Term The period beginning with the commencement date or effective date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

Deliverable A Work Product(s), including all reports and project documentation, prepared, developed, or procured by Awarded Respondent as part of the Services under the Contract for the use or benefit of THECB or the State of Texas.

ESBD The Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000.00 are posted.

FERPA Family Educational Rights and Privacy Act

Final Score The final scoring of the Solicitation Response including any secondary evaluation process and scoring as documented in this solicitation.

HUB Historically Underutilized Business

HSP HUB Subcontracting Plan

Parties THECB and Awarded Respondent, collectively.

Party Either THECB or Awarded Respondent, individually.

PIA Public Information Act

Project The goods or Services described in this Solicitation.

https://www.highered.texas.gov/institutional-grant-opportunities/student-success-acceleration-program-ssap-2-0-grants/

Proposal The Respondent’s full and complete response (including any Attachments and addenda) to the Solicitation, which is incorporated by reference for all purposes in its entirety.

Respondent The entity responding to this Solicitation.

RFP Request for Proposals

Scope of Work The description of Services and Deliverables specified in the Solicitation and as may be amended in any awarded Contract.

Services The tasks, functions, and responsibilities assigned and delegated to an Awarded Respondent under an awarded Contract.

SSAP 2.0 Student Success Acceleration Program, 2.0

Solicitation This Request for Proposals (RFP), including any Exhibits and Addenda, if any.

State State of Texas and its instrumentalities, including THECB and any other state agency, their officers, employees, or authorized agents.

THECB Texas Higher Education Coordinating Board

TIN Texas Identification Number

Written Response Score

The scoring of the written response as documented in the Solicitation in Section 8.

2. Minimum Eligibility Criteria

2.1 Experience

Respondents must have a minimum of ten (10) years’ experience providing services like those described in Section 3., Scope of Work. An entity or company in existence for fewer than ten (10) years is eligible to submit a proposal if key personnel on the proposal team have the minimum required experience. Respondents who do not meet this requirement are not eligible for an award.

THECB encourages Historically Underutilized Businesses to compete for this award.

2.2 Qualifications

Respondents must demonstrate their knowledge and expertise in conducting research and evaluation of student success programs and providing technical assistance to Texas public institutions of higher education implementing student success programs. Respondents’ employees and/or subcontractors must have the appropriate background experience to perform the work required under this Request for Proposals (RFP). Respondents must submit a Company Profile that outlines their experience and expertise in the area(s) of research, evaluation, and technical assistance, including their capability to perform the required services as described in Section 3. Respondent may summarize or include relevant examples in the Company

Profile that reference or demonstrate Respondent’s expertise and capability to perform the required services.

The following should be included with the Company Profile:

• Organization Chart;

• Management team resumes;

• Key personnel resumes, illustrating the qualifications of each individual, including experience and expertise as described above to perform the services described in this RFP;

• Experience working on projects focused on similar user populations; and

• If Respondent will utilize subcontractors, key personnel resumes, illustrating the qualifications of each subcontracted individual to perform the services described in this RFP.

3. Scope of Work and Deliverables

3.1 Deliverables

Respondent’s proposal must explain how Respondent will meet the following deliverables:

3.1.1 A literature review of student success programs and their impact on student outcomes in Texas and nationally

3.1.2 A protocol to review the awarded Student Success Acceleration Program, 2.0 (SSAP 2.0) applications to determine the scope and context of the evaluation plan;

3.1.3 An Evaluation Plan, including activities and timeline, for programs identified in

3.1.2 providing details of three components:

1) an implementation study and formative assessment to establish a baseline of program data and reach;

2) an impact evaluation to measure outcomes and lay the groundwork for further longitudinal grantee self-assessment; and

3) a suite of activities and deliverables to support continuous learning among the grantees; and

3.1.4 Details for each of the following three main objectives of the Evaluation Plan for programs identified in 3.1.2:

1) Implementation/Formative Evaluation: documentation and assessment of the effectiveness of the implementation of the initiatives selected as part of the SSAP 2.0 grants;

2) Impact Evaluation: analyses of the effects of program participation in those settings on students’ outcomes; and https://www.highered.texas.gov/institutional-grant-opportunities/student-success-acceleration-program-ssap-2-0-grants/

3) Identifying Promising and Best Practices for Continuous Improvement:

determination of the placement of the SSAP 2.0 programs in, and contribution to, the evidence base for effective support by identifying and assessing best practices associated with a given type of intervention.

3.1.5 A Continuous Improvement Support Plan, which is an outline of learning activities for participating programs using a variety of resources related to the use of a rubric for measuring program effectiveness and informing improvements for quality, scaling, and scope. The Continuous Improvement Support Plan should include activities and a timeline for the following:

1) Respondent will establish Communities of Practice (CoP) based on the review in 3.1.2. CoP can be facilitated based on program types and/or program level of implementation (e.g, beginning, intermediate, or advanced). CoP will engage in cross-program sharing and learning, including review of innovative practices and alignment with research-based high-impact practices.

2) Development, identification, and refinement of a proposed rubric designed to inform student success programs in measuring their potential for impact, support continuous improvement, and inform decision makers regarding program funding. The Rubric must include descriptions and rating for program impact.

3.2 Reports and Presentations

Respondent shall provide the following reports and presentations to THECB as a part of this Scope of Work:

3.2.1 Literature Review, as per 3.1.1. and 3.1.2, due May 30, 2025, or date negotiated with THECB;

3.2.2 Final Approval of Evaluation and Continuous Improvement Support Plans, as per 3.1.3, 3.1.4, and 3.1.5, due May 30, 2025, or date negotiated with THECB, and full implementation upon THECB approval;

3.2.3 Interim Report to summarize key evaluation findings to date, as per 3.1.2, due June 31, 2025, or date negotiated with THECB;

3.2.4 A refined Rubric, as per 3.1.5 (2), incorporated in the Student Success Program Inventory and ready for full statewide implementation, due July 31, 2026;

3.2.5 Final Program Evaluation, including lessons learned from, and the effectiveness of, the selected programs, including institutional appendices, due August 31, 2026;

3.2.6 A webinar, in-person convening, and conference presentation sharing lessons learned and key insights from participating programs: date and specific events to be determined by THECB; and

3.2.7 A policy brief to help guide future investment, practice, and policies by the THECB, due August 31, 2026.

3.3 Acceptance Criteria

Awarded Respondent shall comply with the following acceptance criteria:

Awarded Respondent must submit documentation of work performed under this Statement of Work, pursuant to Section 4.3. Submission of an invoice shall constitute Awarded Respondent’s certification that the services have been performed in accordance with this RFP. Each invoice is primarily subject to review and approval by THECB to determine acceptable levels of performance. THECB will complete a review of each submitted invoice within fifteen (15) business days from the date of receipt to ensure that the services invoiced are within the scope of services described in Section 3. and all subsections therein.

In the event THECB does not approve an invoice, THECB will notify the Awarded Respondent in writing and with specific reasons. Awarded Respondent will have seven

(7) business days to correct the unaccepted invoice. THECB shall not pay any invoices until it has been approved under this process. If Awarded Respondent is unable to correct the deficiencies identified by THECB within seven (7) business days, THECB shall be entitled to pursue whatever remedial action is necessary for equitable relief, including liquidated damages.

Awarded Respondent shall correct any latent defects identified after the acceptance of a Deliverable (where appropriate) at no additional charge to THECB. Any changes to delivery dates must have THECB’s prior written approval. THECB shall utilize the Comptroller of Public Accounts’ Vendor Performance Tracking System to report vendor performance.

4. Payment and Pricing Terms

4.1 Pricing

Respondents must provide pricing in a separate PDF attachment to be titled “Mandatory Price Sheet.” Pricing should be all-inclusive, covering all services listed in Section 3. above, including travel expenses, personnel costs, and all other estimated necessary expenses required in the performance of the engagement.

4.2 Payment Terms and Award Summary

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

Upon execution of a Contract resulting from this RFP, the term “Respondent” shall have the same meaning as “Contractor.”

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

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

At THECB’s sole discretion, THECB shall award the Contract to the most qualified Respondent(s) successfully meeting the criteria and conditions as outlined in this RFP, subject to successful contract negotiations.

4.3 Invoices

Upon completion of services based on the requirements set forth in this RFP, Awarded Respondent may submit an invoice to THECB setting forth amounts due in accordance with the Terms and Conditions of this RFP and the anticipated contract.

To receive payment, Awarded Respondent must submit an invoice to accountspayable@highered.texas.gov and the designated THECB Contract Manager(s). The invoice must include the following minimum information:

1. Awarded Respondent’s mailing and e-mail (if applicable) address;

2. Awarded Respondent’s telephone number;

3. The name and telephone number of a person designated by Awarded Respondent to answer questions regarding the invoice;

4. THECB’s name, agency number (781), and delivery address;

5. The THECB purchase order number, if applicable;

6. The contract number or other reference number, if applicable;

7. A valid Texas identification number (TIN) issued by the comptroller;

8. A description of the goods or services, in sufficient detail to identify the order which relates to the invoice;

9. The unit numbers corresponding to the amount of the invoice, if applicable;

10. If submitting an invoice after receiving an assignment of a contract, the TIN of the original contractor and the TIN of the successor vendor; and

11. Other relevant information supporting and explaining the payment requested.

Prior to any payment being made, THECB shall certify that the goods and services being invoiced have been received and approved for payment by THECB. Payments will be made in accordance with Section 4.1 above.

5. Contract Term and Termination

THECB shall pay Awarded Respondent for the reasonable and approved costs incurred by Awarded Respondent in connection with the contract during the period beginning upon execution and ending on August 31, 2026 (Contract Term), unless extended or terminated as otherwise provided for in the contract. Subject to proper approvals, the parties may amend the contract to extend the contract term, provided both parties agree in writing to do so, prior to the expiration date. Any extensions shall have the same terms and conditions, plus any approved changes. Either Party requesting an extension must provide at least thirty (30) days written notice.

6. Terms and Conditions See Attachment D, Anticipated Contract.

7. Additional Terms and Conditions

7.1 Awarded Respondent Responsibilities

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

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

7.2 FERPA Confidentiality and Data Governance Provisions

FERPA. Awarded Respondent agrees to comply with the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g, and the implementing federal regulations, 34 C.F.R.

Part 99, 1; the Children’s Online Privacy Protection Act (COPPA); and Individuals with Disabilities Education Act (IDEA). It is understood and agreed that Awarded Respondent shall not be required to access student level or any other FERPA confidential data to provide the services required under this RFP, and THECB agrees not to knowingly provide Awarded Respondent with access to such information.

Awarded Respondent shall not knowingly view, access, acquire, transfer, copy, or otherwise reproduce any student level or other FERPA confidential data.

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

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

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

Respondent shall be responsible for any data breach notifications and damages that are required by state or federal law and shall coordinate such notification with THECB.

This section shall survive termination of the contract.

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

7.3 Technical Documents

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

7.4 Public Information Act Disclosures

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

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

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

8. Anticipated Schedule of Activities

8.1 Due Date for Proposals

Respondents shall submit proposals to THECB no later than the Proposal Due Date indicated in the Calendar of Events section below. Proposals received after the Proposal Due Date will be rejected for being late and will not be considered for evaluation.

8.2 Calendar of Events

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

THECB reserves the right to revise this schedule or any portion of this RFP by published Addendum on the Electronic State Business Daily (ESBD) and THECB’s website.

EVENT DEADLINE

Publication of RFP on the ESBD and THECB’s website

January 28th, 2025

Last Day to submit HSP courtesy draft review.

Email to HUB@highered.texas.gov

February 4th, 2025, by 11:30 p.m.

CT

Last Day to Submit Written Questions February 4th, 2025, by 11:30 p.m.

CT

Anticipated Response to Written Questions February 11th, 2025 Proposal Due Date and Time February 25th, 2025, by 11:30 p.m. CT Post-Proposal Interviews/Presentations, if required

TBD

Anticipated Contract Start Date May 1st, 2025

THECB will only accept written questions and requests for clarification via email to the Point of Contact listed below. THECB will post responses to written questions on the Electronic State Business Daily (ESBD) and THECB’s website. Questions and requests for clarification shall be submitted in a Word document. Respondents shall refer to the section of the RFP that the question or request for clarification pertains to. THECB will post responses to written questions on the THECB website.

THECB will post additional information, responses to written questions, RFP modifications, and addenda on the ESBD and THECB website. It is the responsibility of the interested party to periodically check the ESBD and THECB’s website for updates to the solicitation prior to submitting a response. Respondent’s failure to periodically check the ESBD and the THECB’s website will in no way release the selected contractor from “addenda or additional information” resulting in additional costs to meet the requirements of the RFP.

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

8.3 Point of Contact

All requests, questions, or other communication regarding this RFP shall be made in writing to THECB and addressed to the Point of Contact listed below, except as permitted in Section 8.4, Exceptions to Point of Contact. Respondent shall rely only on written statements by or through the Point of Contact or other appropriate THECB designated staff. Inquiries and comments must reference RFP No. 781-5-03529A.

Point of Contact for THECB:

Marcus Garcia, CTCD, CTCM Financial Services Division – Contracts, Procurement, and Grants Texas Higher Education Coordinating Board eBids@highered.texas.gov

THECB shall provide any information that THECB deems to be important and of general interest or which modifies requirements of the RFP in the form of an addendum to the RFP on THECB’s website and on the ESBD.

8.4 Exceptions to the Point of Contact

Exceptions to Section 8.3, Point of Contact, are as follows:

8.4.1 Respondent with a question relating to the HUB Subcontracting Plan is permitted to direct its written question(s) to the agency HUB contact via email at HUB@highered.texas.gov.

8.4.2 The Sole Point of Contact may expressly direct another designated THECB representative to speak to the Respondent, if required or appropriate, such as during contract negotiations. It is the Respondent’s responsibility to ensure that communications with an individual other than the Sole Point of Contact have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s proposal.

8.4.3 The Point of Contact will authorize an alternate or backup Point of Contact in the event of their extended absence from the office.

9. Proposal Format and Content (Required)

9.1 RFP Attachments

This RFP includes the following attachments, which are posted on the ESBD and THECB’s website:

Attachment A: Execution of Proposal (Required), including the following:

mailto:eBids@highered.texas.gov mailto:HUB@highered.texas.gov

1. Respondent Information

2. Texas Family Code § 231.006(c)

3. Texas Government Code § 669.003

4. Preferences

5. Exceptions to Terms and Conditions

6. Respondent Acknowledgement

7. Signature

Attachment B: HUB Subcontracting Plan (Required)

The Texas Higher Education Coordinating Board (THECB) is committed to assisting Historically Underutilized Businesses (HUBs) through the procurement process. In accordance with Sections 2161.181 and 2161.182, Texas Government Code, each state agency shall make a good faith effort to increase the contract awards for the purchase of goods or services to HUBs based on rules adopted to implement the disparity study described by Section 2161.002(c), Texas Government Code. In accordance with Section 2161.252, Texas Government Code and 34 Texas Administrative Code § 20.285, each state agency (including institutions of higher education) as defined by Section 2151.002, Texas Government Code that considers entering into a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract. If subcontracting opportunities are probable, each state agency’s invitation for bids or other purchase solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more shall state that probability and require an HSP and supporting documentation.

The HUB goals per 34 Texas Administrative Code § 20.284 are: 11.2% for heavy construction other than building contracts; 21.1% for all building construction, including general contractors and operative builders’ contracts; 32.9% for all special trade construction contracts; 23.7% for professional services contracts; 26.0% for all other services contracts; and 21.1% for commodities contracts.

THECB has determined that this procurement falls under the following category:

Other Services

The Texas Higher Education Coordinating Board has determined that subcontracting opportunities are probable and requires Respondents to complete the HSP form located at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php and posted to the ESBD as a separate package under this RFP. THECB has identified the possible subcontracting opportunities on the “Agency Special Instructions/Additional Requirements” portion of the state of Texas HUB HSP form set forth below. The class and item codes for this RFP are as follows: Class 961, Item 20, and Class 946, Item 20.

Agency Special Instructions/Additional Requirements https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

The Texas Higher Education Coordinating Board is committed to increasing contracting opportunities with HUBs by contracting directly with HUBs or indirectly through subcontracting opportunities in compliance with Chapter 2161 of the Texas Government Code, and by requesting a HSP for contracts with an expected value of $100,000 or more. If a bid/proposal/offer to a solicitation with an expected value of $100,000 or more does not contain a completed HSP and supporting documentation, the bid/proposal/offer will be considered non-responsive and will be disqualified.

After contract award, Successful Respondent may be subject to debarment pursuant to Section 2161.253(d) of the Texas Government Code if any modifications are made to the HSP without PRIOR approval from THECB. For assistance in completing the HSP, Respondent may submit their draft HSP for a courtesy review according to the deadline found in 8.2 Schedule of Events.

If Respondent is not subcontracting any portion of the Contract, Sections 1, 2(a), 3 and 4 must be completed.

If Respondent is subcontracting any portion of the Contract, the supporting documentation of “Good Faith Effort” must be demonstrated in either Method A (Attachment A) or Method B (Attachment B).

THECB requests all Respondents to consider utilizing HUBs in subcontracting areas that are listed below; however, this list should not be considered exhaustive.

Class Item Description 961 20 Customer Service Evaluation Services

In accordance with 34 TAC § 20.285(d)(1)(D)(iii), a Respondent (prime contractor) may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities if the total value of Respondent’s subcontracts with Texas certified HUBs meets or exceeds the statewide HUB goal. When a Respondent uses this method to demonstrate good faith effort, the Respondent must identify the HUBs with which it will subcontract.

Respondents must carefully review, complete, and return all HUB forms.

Attachment C: Conflict of Interest Disclosure Statement (Required)

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

Attachment D: Anticipated Contract (for reference only)

Attachment E: Student Success Acceleration Program, 2.0 (SSAP 2.0) Request for Applications (RFA)

9.2 Submission Requirements

Proposals must be submitted to the Point of Contact by an authorized representative via email to eBids@highered.texas.gov and received by THECB prior to the deadline.

The subject line of the email should be entitled “Proposal Submitted for RFP No. 781- 1-03529A.” THECB recommends a limit of 75 MB for each attachment.

Proposals shall include all required attachments and certifications and be in the format described herein. THECB will not accept attachments and certifications submitted after the proposal deadline. Failure to submit all the required information may make the proposal nonresponsive and subject to disqualification from consideration.

THECB shall not be responsible for proposals that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by THECB or Respondent’s anti-virus or other security software.

Respondents are solely responsible for thoroughly understanding this RFP and its attachments. Any questions concerning this RFP should be directed to the Contract Developer by the Deadline for Submitting Questions identified in Section 8.2.

Respondents are cautioned to pay particular attention to the clarity and completeness of their proposal. Respondents are solely responsible for their proposals and all documentation submitted. Respondents shall be as precise, accurate, and succinct as possible. Respondents shall provide detailed descriptions of how they will fulfill each requirement. The clarity and completeness of a proposal may be considered by the THECB evaluators.

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

THECB reserves the right to waive any minor or immaterial proposal requirement noted in the submission process. Submission of proposals confers no legal rights upon any Respondent.

9.3 Organization of the Proposal for Submission

The proposal shall contain two files, as described below.

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

The first PDF shall contain responses to the following:

1. Scope of Work under Section 3. and all subsections of Section 3.;

2. Experience and Qualifications, as described in Section 2.;

3. Pricing, as described in Section 4.1;

4. References.

Each Respondent shall provide at least three references, including contact information. THECB prefers references from clients for whom Respondent has mailto:eBids@highered.texas.gov performed similar work, including other state agencies. Do not use THECB or any individuals employed by THECB as a reference.

The second PDF shall contain the following:

1. Attachment A: Execution of Proposal – All information on Attachment A is required to be completed.

2. Attachment B: HUB Subcontracting Plan – All information on Attachment B is required to be completed.

In compliance with Texas Government Code §§ 2161.001-.253, it is THECB’s policy to promote and encourage contract and subcontract opportunities for State of Texas certified Historically Underutilized Businesses in all contracts.

Eligible Respondents are encouraged to become State of Texas HUB certified, applications may be found at:

https://comptroller.texas.gov/purchasing/vendor/hub/.

Definitions for State of Texas HUB certifiable businesses can be found in the Texas Administrative Code. 34 Tex. Admin. Code § 20.282.

A HUB Subcontracting Plan Form must be filled out and returned with the proposal to be considered responsive. If the proposal does not include a HUB Subcontracting Plan, it shall be rejected as a material failure to comply with advertised specifications. Please see the attached HUB Subcontracting Plan for further instructions which requires vendors to identify the specific areas intended for subcontracting.

Search the State of Texas HUB Database for HUB vendors by the NIGP class and item here. Additional minority and women owned business association resources are available for subcontracting notices are available on the Texas Comptroller’s website. Additional information and training regarding how to complete a HUB Subcontracting Plan can be found here.

Please note you must allow HUBs at least seven (7) working days to respond to your notice prior to your bid response submission to THECB.

3. Attachment C: Conflict of Interest Disclosure Statement

The Conflict of Interest Disclosure Statement is required and must be attested to by an unsworn declaration. Respondents shall be neutral and impartial, shall not advocate specific positions to THECB. Respondents shall identify the extent, nature, and length of these relationships or engagements. Entities having a conflict of interest, as determined by THECB, will not be eligible for a contract award.

If a Respondent does not have any known or potential conflict of interest, the proposal should include such a statement.

https://comptroller.texas.gov/purchasing/vendor/hub/ https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=282 https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Failure to provide either a signed statement on potential conflicts of interest or a signed statement that no potential conflicts exist shall automatically disqualify Respondent.

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

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

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

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

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

4. Transmittal Letter:

Respondent shall provide a Transmittal Letter addressed to the Point of Contact that identifies the person or entity submitting the proposal and includes a commitment by that person or entity to provide the services required by THECB through this RFP and the Anticipated Contract.

The Transmittal Letter must be signed by a person legally authorized to bind Respondent. The letter must specifically identify that the proposal is in reference to THECB’s RFP for Evaluation of the Student Success Acceleration Program, 2.0 Grants. The letter must state, “The proposal enclosed is binding and valid at the discretion of THECB.”

The Transmittal Letter must include the following language:

• “The enclosed proposal is binding and valid at the discretion of THECB.”

• “The enclosed proposal is good for one hundred and twenty (120) days.”

• Regarding Terms and Conditions Acceptance/Exceptions o “Full acceptance of the terms and conditions described in this Request for Proposals and all attachments,” or o Provide a list of exceptions to the terms and conditions in Respondent’s Transmittal Letter. Any exceptions to this RFP must be specifically noted in the letter. If Respondent takes any exceptions to any provision of this RFP, these exceptions must be specifically and clearly identified by section and Respondent’s proposed alternative must also be provided. Please note as an agency of the state of Texas, THECB is bound to comply with all applicable state procurement and contract laws. Exceptions to required terms and conditions may disqualify the proposal from further consideration. Respondent cannot take a “blanket exception” to the entire RFP. If any Respondent takes a “blanket exception” to this entire RFP or does not provide proposed alternative language, the proposal may be disqualified from further consideration.

Any terms and conditions attached to a proposal will not be considered unless specifically referred to in this RFP and Respondent’s attachment of such terms and conditions to a proposal may disqualify the proposal.

NOTE: THECB, as a state agency, is prevented by the Texas Constitution from indemnifying a Respondent. Respondent is discouraged from including a term in its proposal that requires THECB to indemnify it. Such a term may result in the proposal being deemed nonresponsive.

Respondents are strongly encouraged to submit written questions during the inquiry period regarding any terms and conditions of this

RFP.

10. Proposal Evaluation Proposals will be evaluated by THECB employees and, if applicable, by other non-THECB employees who may be invited to assist as evaluators. Each evaluated proposal will be reviewed and scored according to the table set out below. The relative weight of each criterion is indicated in the right-hand column. THECB may consider both the final weighted score as well as the average ranking when making vendor selection(s). THECB may request oral presentations.

Evaluation Criteria Weight

Price (20%): Cost estimate demonstrates best value to the state. 20%

Strength of Response to Scope of Work (50%): Proposal satisfactorily addresses Scope of Work in section 3., including all subsections. 50%

Evaluation Criteria Weight

Experience and Qualifications (30%): Per section 2.1 Experience and section

2.2 Qualifications 30%

Total 100%

THECB will consider best value for the state, as directed by Texas Government Code § 2157.003, when selecting a Respondent, in addition to the Evaluation Criteria above. THECB will be the sole judge of best value. Best Value criteria may include, but is not limited to:

1) The proposal that best meets the goals and objective as stated in this RFP;

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

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

4) Respondent’s experience in providing services in this RFP;

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

6) Other factors relevant to determining the best value for the state in context of this purchase (i.e., certifications/licensure, reference checks, pricing, etc.). Other factors may also include notices of termination, cure notices, assessments of liquidated damages, litigation, audit reports, and non-renewals of Contracts. Such sources of vendor performance may include any governmental entity, whether an agency or political subdivision of the State of Texas, another state, or the Federal government.

Further, THECB may initiate such examinations of vendor performance based upon media reports. Any such investigations shall be at the sole discretion of THECB, and any negative findings, as determined by THECB, may result in non-award to the Respondent.

11. Additional Instructions

11.1 Accuracy of the Proposal

Respondent’s proposal shall be true and correct and shall contain no cause for claim of omission or error. Proposals may be withdrawn in writing at any time prior to the submittal deadline.

11.2 Cost of Submitting the Proposal

THECB will not reimburse Respondent for any cost related to its proposal. Respondent is responsible for any expense related to the preparation and submission of its proposal.

11.3 Irrevocability of the Proposal

The proposal is irrevocable for one-hundred-twenty (120) calendar days following the proposal Opening Date and Time identified in this RFP. This period may be extended at THECB’s request with Respondent’s written agreement.

11.4 Conflicting RFP Language

If language contained in a particular section of the RFP is found to conflict with language in another section, the most stringent requirement(s) shall prevail.

Award Notice. If the RFP is awarded, THECB will post a Notice of Award on the Electronic State Business Daily. However, there is no guarantee that a Contract or any purchase order will result from this RFP. THECB will not respond to inquiries regarding procurement status.