ESBD_400283_1741119696970_717-25-713, RFP for Credit Card Processing.pdf

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REQUEST FOR PROPOSALS

CREDIT CARD PROCESSING SERVICES

RFP # 717-25-713

DEADLINE FOR SUBMITTAL:

11:00 a.m., Central Time, Thursday, March 27, 2025

(Proposals received after the date and time specified will not be accepted)

Texas Southern University

PROCUREMENT SERVICES

Attn: Thomas Britt 3100 Cleburne Street

Mack O. Hannah Hall, Suite 333 Houston, Texas 77004 - 4598

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GENERAL INFORMATION

1.1 SCOPE. The State of Texas, by and through Texas Southern University (TSU), seeks sealed proposals to establish a contract for Credit Card Processing Services, as needed by the University, in accordance with the specifications contained in this Request for Proposal (RFP).

1.2 CONTRACT TERM. The services requested shall be provided for a period of three (3) plus years, beginning with the execution of the contract (after approval of our Board of Regents) with two (2) single-year options upon written agreement from both parties.

1.3 DEFINITIONS. The following is a list of generic definitions to be used only if the terms appear in the RFP:

(a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed

(b) Addendum - A modification of the specifications issued by TSU and distributed to prospective Respondents prior to the opening of responses

(c) Best and Final Proposal (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal

(d) Contract – The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent’s Proposal, any BAFO, and subsequent submission by

Respondent, shall all be fully incorporated therein as exhibits

(e) Contractor – Respondent whose proposal results in a contract with TSU

(f) Electronic State Business Daily (ESBD) – The Electronic State Business Daily, which is available on-line at http:esbd.state.tx.us/

(g) Gov’t Code – Texas Government Code.

(h) Proposal – The response submitted by a vendor to TSU as a result of this solicitation.

(i) Respondent – Any person, firm or vendor who submits a Proposal in response to this solicitation.

(j) RFP – Request for Proposals, which is the type of solicitation embodied in this document.

(k) TAC – Texas Administrative Code, which is the publication for administrative rules.

1.4 CONFLICTS OF INTEREST:

Actual and Perceived Conflicts

By submitting a Proposal, the Respondent represents and warrants that neither it nor its employees and subcontractors have an actual or potential conflict of interest in entering a Contract with the TSU. The Respondent also represents and warrants that entering a Contract with the TSU will not create the appearance of impropriety. In its Proposal, the

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Respondent shall disclose any existing or potential conflict of interest that it might have in contracting with the TSU.

The requirement to disclose any actual or potential conflict of interest shall begin at initial request for bids and continue during the term of the contract and shall survive until the end of the recordkeeping requirement in Section

1.5. TSU will decide, in its sole discretion, whether an actual or perceived conflict should result in Proposal disqualification or Contract termination.

Current and Former TSU Employees

In addition to the disclosures required above, the Respondent shall also disclose any of its personnel who are current or former officers or employees of the TSU or who are related, within the third degree by consanguinity (as defined by

§573.023, Gov’t Code) or within the second degree by affinity (as defined by §573.025, Gov’t Code), to any current or former officers or employees of the TSU.

Respondents must comply with all applicable Texas and federal laws and regulations relating to the hiring of former state employees (e.g., Texas Government Code Chapters 572 and 573). Such “revolving door” provisions generally restrict former agency heads from communicating with or appearing before the agency on certain matters for two years after leaving the agency. The revolving door provisions also restrict some former employees from representing clients on matters that the employee participated in during state service or matters that were in the employees’ official responsibility. Respondent, by signing this solicitation, certifies that it has complied with all applicable laws and regulations regarding former state employees.

1.5 RECORDS RETENTION

The Respondent shall retain all financial records, supporting documents, statistical records, and any other records or books relating to the performance called for in the Contract. The Respondent shall retain all such records for a period of seven (7) years after the expiration of the Contract, or until TSU and/or State Auditor's Office is satisfied that all audit and litigation matters are resolved, whichever period is longer. The Respondent shall grant access to all books, records and documents pertinent to the Contract to TSU, the State Auditor of Texas, and any federal governmental entity that has authority to review records due to federal funds being spent under the Contract.

1.6 INSURANCE AND OTHER SECURITY

Contractor represents and warrants that it will, within five (5) business days of executing this agreement, provide

Texas Southern University with current certificates of insurance or other proof acceptable to Texas Southern

University of the following insurance coverage:

Standard Workers Compensation Insurance covering all personnel who will provide services under this

Contract;

Commercial General Liability Insurance, personal injury and advertising injury with, at a minimum, the following limits: $500,000 minimum each occurrence; $1,000,000 per general aggregate.

Contractor represents and warrants that all of the above coverage is with companies licensed in the state of Texas, with

“A” rating from Best, and authorized to provide the corresponding coverage. Contractor also represents and warrants that all policies contain endorsements prohibiting cancellation except upon at least thirty (30) days prior written notice to Texas Southern University. Contractor represents and warrants that it shall maintain the above insurance coverage during the term of this Contract and shall provide Texas Southern University with an executed copy of the policies immediately upon request.

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1.7 COMMODITY CODE

The NIGP / State of Texas commodity codes for this solicitation are 946-35-and 945-36

1.8 BACKGROUND

Texas Southern University (“TSU”) is an elite, Carnegie R2 Institution and proud to be the premiere producer of diversity for building a talent strong Texas. The Owner one of the largest Historically Black College/University

(“HBCU”) in the nation and destined to become the first HBCU with the coveted Carnegie R1 status.

Since its founding in 1927, TSU has evolved from its origins as a small junior college into an elite, nationally competitive, Texas Southern is proud to be one of 11 HBCU’s designated as a Doctoral University of High Research

Activity (R2) by The Carnegie Classification of Institutions of Higher Education. Recognized for not only its research, TSU has demonstrated a commitment in every facet of university life from academics to athletics. Texas Southern

University currently offers more than 120 undergraduate and graduate programs and concentrations at the baccalaureate, graduate-master, graduate-doctoral, and professional level. These programs are organized into 11 colleges and the campus is situated on more than 150-acres of land in the heart of Houston’s historic Third Ward community.

As the institution celebrates 95 years of providing learners with social and upward mobility through education, the administration has paid tribute to its rich past, while celebrating its present state, and envisioning its future.

Currently, Texas Southern University enrollment is approximately 8,000 students. The institution is currently finalizing a new strategic plan for the campus community. Preliminary strategies and goals contemplate the institution moving to 10,000 students by 2025 and 15,000 students in fall 2030.

Texas Southern University is committed to transforming lives and achieving unprecedented success at an accelerated pace. The Board of Regents, President, Administration, Faculty, and Staff live the mission of TSU everyday through their respective commitment to the students. Texas Southern University is PROUD to be the first public institution in

Houston.

End of Section I

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SECTION II

SCOPE OF WORK

It is the intent of Texas Southern University (TSU) to contract with a single company for the creation of a multi-year contract for credit card processing services. Respondents must provide information, including responses to questions, regarding service capabilities as requested below.

The University currently accepts VISA, MasterCard, Discover, and American Express cards. The University processes credit card payments through card readers and via the Web, and requires multiple merchant numbers to accommodate its operations.

End of Section 2

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SECTION III

CRITERIA

3.1 CRITERIA

Respondents are expected to submit a proposal that considers and is responsive to the terms and conditions, specifications, scope of services, requirements, etc.; as well as the evaluation criteria set out in this document. The criteria in which your response will be evaluated are as follows:

Criterion 1 - Experience of the Firm

Criterion 2 - Methodology of Services

Criterion 3 - Implementation and Timelines

Criterion 4 - Cost

3.2 CRITERION 1: Experience of the Firm

3.2.1 Please thoroughly address the history of your firm; including but not limited to number of employees, years in business, organizational chart, etc.; as well as a narrative of your firm’s experience in providing related services.

3.2.2 Please provide references / client list (beginning with higher education please). Please include the names, email addresses and telephone numbers of each client so that references can be checked.

3.2.3 Please address any/all awards, acclaims, publications, memberships, certifications, that your company has attained.

3.2.4 Provide details of any conditions that would adversely affect your company’s performance:

▪ Indicate whether your company is currently for sale or involved in any transaction to expand or to become acquired by another business entity. If so, explain the impact both in organizational and directional terms

▪ Provide details of past (5 years) or present litigation, or claims filed against your company

▪ Indicate whether your company is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity

▪ Provide a claims history under professional malpractice insurance for the past five (5) years for the firm and any team member proposed to provide services.

▪ Indicate whether services will be provided in whole, or in part, by your firm. If certain services are to be provided by another firm, indicate your firm's business relation with the associated firm (joint venture, consultant agreement, etc.)

3.3 CRITERION 2: Methodology of Services

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3.3.1 Merchant Credit Card Processing

3.3.1.1 Describe your company’s authorization method, list and describe alternative authorization methods.

3.3.1.2 What authorization methods do you support and which do you recommend for each processing channel?

3.3.1.3 What are the procedures to reverse an incorrect authorization?

3.3.1.4 Describe the monitoring and notification process if a transmission fails.

3.3.1.5 Outline the security measures in place for the protection of data transmitted for processing.

3.3.1.6 Describe the security measures used to prevent unauthorized user access to the system or data. If applicable, please indicate if there has ever been a compromise to any credit card systems or application through a security breach. If yes, explain the process your company took to notify customers, the steps taken to protect the customer’s data and the safeguards put in place to prevent it in the future.

3.3.1.7 What are your daily workflow deadlines and when are funds credited to a merchant’s account?

3.3.1.8 Can gross settlements be credited to the bank account daily?

3.3.1.9 Can discounts and interchange fees be settled the subsequent month with a separate invoice?

3.3.2 Merchant Credit Card Processing Capabilities

3.3.2.1 Can you provide next day settlement for Visa, Mastercard, AMEX, and Discover Card network transactions?

3.3.2.2 What is the latest time that sales transactions can be transmitted to the meet these settlement times?

3.3.2.3 How is settlement made by your organization? Please provide details. Is settlement made by direct account credit, ACH or Fedwire?

3.3.2.4 Please describe how settlement amounts will be listed on the bank statement, or will they appear as one lump sum for each card?

3.3.2.5 Describe how you support BIN (Bank Information Number) file management to differentiate between debit card and credit card transactions.

3.3.2.6 What process do you use to ensure that transactions qualify for the lowest interchange category?

Please describe in detail.

3.3.2.7 Describe how your merchant credit card processing system identifies and eliminates duplicate transactions?

3.3.2.8 What are the procedures to correct duplicate transactions? Please provide details.

3.3.2.9 Are there limitations on the number of files/transactions:

• Number of transactions contained in a batch?

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• Number of files transmitted daily?

3.3.2.10 Are credit card chargebacks or other debit adjustments netted from daily proceeds, or are they debited separately? Please describe your Chargeback process in details.

3.3.2.11 Provide a price schedule for the services described in the RFP and any other unspecified costs required to provide the service on Section VIII, Appendix B. Describe the firm’s overall pricing structure. Is the firm offering a fixed cost plus surcharge fee or an interchange plus fee?

3.3.2.12 List and define transaction fees for authorization, settlement, network, communications and any other fees on Attachment? Include any one-time or set up charges, research fees and include all other fees or charges that will or could be charged (e.g., interchange rates, regular and ad hoc reporting costs). The

State Treasurer’s Office will not be obligated to pay for any fees not specified in the proposal.

3.3.2.13 Detail any change in association fees (Visa and MC) that would be charged through the program from the published interchange rates of these companies.

3.3.3 Online Information Reporting Services

3.3.3.1 Describe all reports available and the software used to receive and view reports. Provide an overview of reporting cycles, procedures, and capabilities. Provide a sample of each detail and summary report available or a link to sample reports online.

3.3.3.2 Are reports or other information available via the Internet, PC access, or other online method?

3.3.3.3 Define the download capabilities, level of customization, and drill down capabilities available on online reporting and reports. Describe the daily and/or monthly reconciliation reports available to the merchant and provide sample reports. The following categories need to be defined: a) standard reports

(transaction reports, funding reports, etc.) b) special reporting capabilities c) level of detail available

d) retrieval capabilities e) imaging capabilities f) reporting frequency.

3.3.3.4 Does your firm have the capability of providing reports segregated by each state agency for 12 months? Please describe in detail.

3.3.3.5 Describe how multiple merchant numbers are reported and the flexibility afforded the merchant for customizing the reports. Can the merchant “roll up” specific groups for reporting independent of other groups?

3.3.3.6 Do reports encompass/include AMEX and Discover transactions for reconciliation and research purposes?

3.3.3.7 Is your online information reporting system owned and operated internally or is the system outsourced through a third party? If through a third party, please identify the third party. Are improvements and changes to the service controlled by the bank or a third party?

3.3.3.8 Can your firm provide a download of historical information regarding transactions, refunds, and chargebacks maintained in a database for access by the merchant? If so, what access method is available? Please describe in detail.

3.3.3.9 How many business days of transaction data is stored on the reporting system and available for the

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3.3.3.10 Describe your capability to store and retrieve transaction information, including signatures for bank card transactions and non-bank card transactions? If so, do you have a system that will enable OST to retrieve and receive this information online, provide details?

3.3.3.11 Describe the daily and/or monthly reconciliation reports available to OST.

3.3.3.12 Describe your company’s capability to track credit card transactions for each state agency, creating an audit trail to be used by system administrators or supervisors.

3.3.4 Card Acceptance / Interface Processing

3.3.4.1 Describe the hardware necessary for acceptance of credit and debit cards (a) with card present and (b) card not present, (c) using an IVR application, (d) via e-Commerce (internet), and (e) pin-based debit.

3.3.4.2 Does the firm provide the equipment on a lease or purchase basis? Do you offer an equipment maintenance plan? If so, what is the turnaround time and costs involved?

3.3.5 Third-Party Processing

3.3.5.1 Explain your company’s role; are you an acquirer, processor, other?

3.3.5.2 Do you rely on third parties to process your merchant credit card transactions? If so, explain and provide the years of service you have been doing business with them and describe your relationship with your third party processor.

3.3.5.3 Describe in detail how your services are integrated to/with third party software, websites and gateways?

3.3.5.4 Identify your payment gateway provider and the number of years you have had a relationship with them.

3.3.6 Statutory / Regulatory or Card Association Rules

3.3.6.1 Do you foresee any statutory, regulatory or card association rule modifications that will change merchant credit card processing industry?

3.3.6.2 What is your firm’s approach on providing input into policy rules or regulatory changes related to credit and debit cards? What have been the results of your activity?

3.3.7 Payment Card Industry Data Security Standards

3.3.7.1 Describe your PCI-DSS compliance status and program?

3.3.7.2 How do you maintain your compliance with the PCI standards?

3.3.7.3 Is your organization and all of your contractors, subcontractors and third-party processors, in compliance with all applicable PCI DSS standards? Have you been certified as compliant by a qualified third-party assessor? Please name the assessor.

3.3.7.4 What is your role in supporting merchant PCI compliance and how do you help a merchant like the university maintain its compliance?

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3.3.8 Alternative Payment Services

3.3.8.1 Discuss optional and alternative payment services that you believe may help the university expand merchant credit card payment options for state agencies.

3.3.8.2 Does your mobile reporting service work on the iPhone, Android Phones and/or Blackberry Phones? Also, iPad?

3.3.8.3 What software (names and version numbers) is required to use your mobile reporting services?

3.3.8.4 Contactless Payment Cards/Wallet Solutions i.e. MasterCard PayPass c) Marketing and promotion campaigns to increase adoption of merchant credit card payments.

3.4 CRITERION 3: Implementation and Timelines

3.4.1 Provide a detailed description of the implementation process, including testing and a suggested implementation schedule. The Implementation Schedule must outline the milestone dates to accomplish and should include detailed tasks, dates and resources assigned and identified for each milestone.

3.4.2 Describe support provided during implementation, including training, technical assistance, user manuals and on-site visits

3.4.3 Describe support provided after implementation

3.4.4 Please thoroughly address questions and processes you will use in this project to achieve the desired goals.

3.5 CRITERION 4: Cost

3.5.1 Please thoroughly address all costs associated with your RFP response and with all deliverables and solutions you propose.

3.5.2 Provide an itemized summary of all costs, year by year for three (3) years, associated with this project, including an all-inclusive grand total for the initial three (3) years. Respondent must provide a merchant fee schedule based on the activity and volume as described, including the following:

a) Setup Fee

b) Monthly Maintenance

c) Monthly Minimum Discount

d) Chargeback Fee

e) Authorization Fee should include American Express & Discover/Novus card brands and Diners Club/Carte Blanche/JCB

f) Online Access Fee

g) Return Fee

h) Wireless Fee

i) Wireless Authorization Fee

j) And any other fees

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End of Section 3

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SECTION IV

PROPOSAL INFORMATION

4.1 SCHEDULE OF EVENTS

The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE

Issue RFP / ESBD posting Tuesday, March 4

Deadline for Submission of Questions Thursday, March 13

Deadline for Submission of Proposals Thursday, March 27

4.2 REVISIONS TO SCHEDULE

TSU reserves the right to change the dates in the schedule of events above upon written notification through a posting on the Electronic State Business Daily (ESBD) and the TSU Purchasing website. It is the responsibility of interested parties to periodically check either website for updates to the RFP prior to submitting a Proposal. The Respondent’s failure to check the website will in no way release the selected Contractor from the requirements of addenda or additional information; nor will any resulting additional costs to meet the requirements be allowed after award(s).

4.3 PRE-PROPOSAL MEETING

There will not be a pre-proposal meeting.

4.4 PROPOSAL REQUIREMENTS

4.4.1 Submissions of your Proposal: Respondents shall submit one (1) paper copy of the Proposal. Proposal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the Proposal.

4.4.2 Please submit a flash drive version as well. Please ensure that your entire bid response is on the flash drive as this will be the official version of your bid response, and it will be the only copy we keep on file.

4.4.3 Format of Proposals - Respondents will be expected to provide the following information in the order and detail prescribed below. Each section should be tabbed accordingly:

Introduction Letter (2-page maximum)

Table of Contents

Tab 1: Criterion 1

Tab 2: Criterion 2

Tab 3: Criterion 3

Tab 4: Criterion 4

Tab 5: TSU Terms and Conditions

Tab 6: Exhibit A: Execution of Proposal

Tab 7: Addenda, if applicable

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Tab 8: State of Texas HUB plan

4.4.4 Cost of Preparation: TSU will not reimburse the Respondent for any cost related to its Proposal. The

Respondent is responsible for any expense related to the preparation and submission of its Proposal.

4.4.5 TSU will not consider any Proposal that bears a copyright. Proposals will be subject to the Texas Public

Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request.

The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label that proprietary or confidential information and identify the specific exception to disclosure in the PIA.

Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable and shall make the entire Proposal subject to release under the PIA.

In order to initiate 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 the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA.

Subject to the Act, Respondents may protect trade and confidential information from public release. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be in boldface type at least 14-point font.

4.4.6 HISTORICALLY UNDERUTILIZED BUSINESSES SUBMITTAL REQUIREMENTS: It is the policy of Texas Southern University to promote and encourage contracting and subcontracting opportunities for

Historically Underutilized Businesses (“HUB”) in all contracts. Accordingly, Texas Southern University has adopted Section 5.2 Policy on Utilization of Historically Underutilized Businesses. This policy applies to all contracts with an expected value of $100,000 or more. If Texas Southern University determines those subcontracting opportunities are probable, then a HUB subcontracting plan is a required element of the

Proposal. Failure to submit a required HUB Subcontracting plan will result in rejection of the Proposal.

4.4.6.1 Statement of Probability: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of an offeror's Proposal.

4.4.6.2 The HUB Subcontracting goal for the RFP is 22% participation. Offerors are expected to make a good faith effort to meet this goal. The HSP may be prepared by the Offeror with all of the sub-consultants.

4.4.6.3 Refer to the Owner’s Policy on the Utilization of Historically Underutilized Businesses

(“HUB Policy”), for a detailed list of attachments required with the Proposal.

4.4.6.4 The “Statement of Probability” determines the probability for subcontracting opportunities. This determination will clarify which statements, detailed in Figure 1, will be required to be completed and returned.

4.4.6.5 For information regarding Texas Southern University’s HUB Program and HUB

Subcontracting opportunities, please contact Mr. Sceffers Ward, HUB Coordinator, sceffers.ward@tsu.edu.

Historically Underutilized Businesses: In accordance with Texas Government Code Sections 2161.181-182 and Section 111.11 – 111.28 of the Texas Administrative Code (“TAC”), Owner is required to make a good faith effort to utilize Historically Underutilized Businesses (“HUBs”) in contracts for construction services mailto:sceffers.ward@tsu.edu

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Comptroller’s website. Owner is committed to sponsoring mentor-protégé relationships for HUBs as outlined in Texas Government Code Section 2161.065 and TAC Title 34, Part 1, Chapter 20, Subchapter B, §20.28, and has been performing outreach to support this important effort.

The Hub Sub-Contracting Plan may be located at the following link:

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

** A State of Texas HUB plan is required for this solicitation.

4.5 INQUIRIES / QUESTIONS

4.5.1 All inquiries and questions shall be submitted in writing (in Word format) via email to Thomas Britt at thomas.britt@tsu.edu by 12:00 noon Central time on Thursday, March 13, 2025; the date listed as the deadline for submission of questions as specified in Section 4.1 above.

4.5.2 All inquiries will result in written responses with copies posted to the State of Texas Electronic State Business

Daily and the TSU Purchasing website. If a Respondent does not have Internet access, a copy of all written responses may be obtained through the point of contact listed above.

4.5.3 Except as otherwise provided in this Section, upon issuance of this RFP, other employees and representatives of TSU will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

4.5.4 If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent’s Proposal in response to this RFP and Respondent’s proposed alternative must also be provided in the Proposal. Respondents cannot take a ‘blanket exception’ to this entire

RFP. If any Respondent takes a blanket exception to this entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

4.6 PROPOSAL SUBMISSION

4.6.1 All Proposals shall be received and documented in the Purchasing Office at TSU prior to the stated deadline date specified in the Schedule of Events above. TSU reserves the right to reject late submittals.

4.6.2 Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent’s responsibility to appropriately mark and deliver their Proposal response to Greg Williams in the Purchasing Office located in Hannah Hall, suite 333, by the specified date and time. A U.S. Postal Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS; a dated shipping label, invoice, or receipt from a commercial carrier; or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

4.6.3 Telephone, email and facsimile Proposal responses will not be accepted.

4.6.4 Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal.

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

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4.6.5 The TSU Standard Terms and Conditions is included in this solicitation for your convenience with the thought that you can present it to your legal department, and they can begin reviewing them, in order to speed up possible negotiations.

4.7 DELIVERY OF PROPOSALS

Proposals are commonly shipped to TSU by one of the following methods: U.S. Postal Service, Fed Ex Overnight /

Express Mail, or Hand Delivery (recommended).

* Please instruct your delivery service to avoid delivering your submittal to the University’s Warehouse / Central

Receiving as this will delay delivery and could ultimately result in your response being late; and consequently rejected.

All solicitation responses must be delivered to either the TSU Post Office or the TSU Purchasing Office located in room 333 in Hannah Hall, our main administration building.

4.8 PROPOSAL OPENING

4.8.1 Proposals will be opened by the assigned buyer in their office or their department conference room, whichever is most appropriate and available.

4.8.2 All submitted Proposals become the property of TSU after the RFP submittal deadline. The submitted

Proposals and accompanying documentation will not be returned.

4.8.3 Proposals submitted shall constitute a Proposal for a period of ninety (90) days or until selection is made by

TSU, whichever occurs earlier.

4.9 PROPOSAL EVALUATION AND AWARD

4.9.1 TSU shall award a contract to a Respondent whose Proposal is considered to provide the best value to the State of Texas and Texas Southern University, as defined by Tex. Government Code, Section 2155.074.

4.9.2 A committee will be established to evaluate the Proposals. The committee will include employees of TSU and other persons invited by TSU to participate.

4.9.3 TSU reserves the right to award contract(s) without any negotiations, without a BAFO, and/or TSU reserves the right to not make an award at all.

4.9.4 The Respondent is strongly encouraged to provide its best price in its Proposal because TSU makes absolutely no guarantee that there will be any opportunity to negotiate or provide alternative pricing at any point during the RFP process.

4.9.5 The evaluation committee will determine best value by applying the following criteria and assigned weighted values:

Criteria Weight

Criterion 1: Experience of the Firm 15%

Criterion 2: Methodology of Services 35%

Criterion 3: Implementation and Timelines 15%

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Criterion 4: Cost 35%

4.9.6 The evaluation committee will determine if Best and Final Proposal (BAFO) are necessary. Award of a contract may be made without a BAFO, so you are encouraged to submit your best Proposal initially. A request for a BAFO is at the sole discretion of TSU and if requested, will be extended in writing.

4.9.7 TSU reserves the right to award to multiple vendors if deemed in the best interest of the University.

End of Section 4

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EXHIBIT A

EXECUTION OFFFER

NOTE: THIS EXHIBIT MUST BE SIGNED AND RETURNED WITH THE PROPOSAL.

PROPOSALS THAT DO NOT INCLUDE THIS EXHIBIT WILL BE DISQUALIFIED. THE

PROPOSAL SHALL BE VOID IF FALSE STATEMENTS ARE CONTAINED IN THIS EXHIBIT.

By signature hereon, Respondent certifies that:

All statements and information prepared and submitted in the response to this RFP are current, complete, and accurate.

Respondent has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response.

Neither Respondent nor the corporation, partnership, or institution represented by Respondent or anyone acting for such respondent, corporation, or institution has (1) violated the antitrust laws of the State of

Texas under Texas Business & Commerce Code, Chapter 15, or the federal antitrust laws; or (2) communicated the contents of this Proposal either directly or indirectly to any competitor or any other person engaged in the same line of business during the procurement process for this RFP.

When a Texas business address shown hereon that address is, in fact, the legal business address of

Respondent and Respondent qualifies as a Texas Resident Bidder under 1 TAC § 111.2.

Under Government Code § 2155.004, no person who prepared the specifications or this RFP has any financial interest in Respondent’s Proposal. If Respondent is not eligible, then any contract resulting from this RFP shall be immediately terminated. Furthermore, “under Section 2155.004, Government Code, the vendor [Respondent] certifies that the individual or business entity named in this Proposal or contract is not ineligible to receive the specified contract and acknowledges that this contract May be terminated and payment withheld if this certification is inaccurate.”

Under Family Code § 231.006, relating to child support obligations, Respondent and any other individual or business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract May be terminated and payment withheld if this certification is inaccurate.

Under Government Code § 669.003, relating to contracting with an executive of a state agency, Respondent represents that no person who, in the past four years, served as an executive of the Texas

Comptroller of Public Accounts, Texas Southern University or any other state agency, was involved with or has any interest in this Proposal or any contract resulting from this RFP. If Respondent employs or has used the services of a former executive head of Texas Southern University or other state agency, then

Respondent shall provide the following information: Name of former executive, name of state agency, date of separation from state agency, position with Respondent, and date of employment with

Respondent.

Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

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Texas Southern University is federally mandated to adhere to the directions provided in the

President’s Executive Order (EO) 13224, Executive Order on Terrorist Financing – Blocking Property and Prohibiting Transactions With Persons Who Commit, Threaten to Commit, or Support Terrorism, effective 9/24/2001 and any subsequent changes made to it via cross- referencing respondents/vendors with the Federal General Services Administration’s System for Award Management (SAM), https://www.sam.gov/SAM/ , which is inclusive of the United States Treasury’s Office of Foreign

Assets Control (OFAC) Specially Designated National (SDN) list.

Respondent certifies that the responding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that Respondent is in compliance with the State of

Texas statutes and rules relating to procurement and that Respondent is not listed on the federal government's terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at https://www.sam.gov/SAM/

Under Section 2155.006(b) of the Texas Government Code, a state agency May not accept a Proposal or award a contract, including a contract for which purchasing authority is delegated to a state agency, that includes proposed financial participation by a person who, during the five- year period preceding the date of the Proposal or award, has been: (1) convicted of violating a federal law in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane

Rita, as defined by Section 39.459, Utilities Code, Hurricane Katrina, or any other disaster occurring after

September 24, 2005; or (2) assessed a penalty in a federal civil or administrative enforcement action in connection with a contract awarded by the federal government for relief, recovery, or reconstruction efforts as a result of Hurricane Rita, as defined by Section 39.459, Utilities Code, Hurricane Katrina, or any other disaster occurring after September 24, 2005. Under Section 2155.006 of the Texas Government

Code, the respondent certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified contract and acknowledges that any contract resulting from this RFP May be terminated and payment withheld if this certification is inaccurate.

Pursuant to Section 2262.003 of the Texas Government Code, the state auditor May conduct an audit or investigation of the vendor or any other entity or person receiving funds from the state directly under this contract or indirectly through a subcontract under this contract. The acceptance of funds by the Respondent or any other entity or person directly under this contract or indirectly through a subcontract under this contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds. Under the direction of the legislative audit committee, the Respondent or other entity that is the subject of an audit or investigation by the state auditor must provide the state auditor with access to any information the state auditor considers relevant to the investigation or audit. Respondent will ensure that this clause concerning the authority to audit funds received indirectly by subcontractors through the vendor and the requirement to cooperate is included in any subcontract it awards.

The Respondent represents that, to the extent this Solicitation constitutes a contract for goods or services within the meaning of Section 2270.002 of the Texas Government Code, as amended, solely for purposes of compliance with Chapter 2270 of the Texas Government Code, and subject to applicable Federal law, Respondent (1) does not boycott Israel; and (2) will not boycott Israel during the term of this Agreement.

The term “boycott Israel” as used in this paragraph has the meaning assigned to it in Section 808.001 of the Texas Government Code, as amended.

https://www.sam.gov/SAM/ https://www.sam.gov/SAM/

PREFERENCES

See Section 2.38 of the State of Texas Procurement Manual regarding preferences. Check below to claim a preference under 34 TAC Rule 20.38

( ) Supplies, materials, or equipment produced in TX or offered by TX bidder or TX bidder that is owned by a service-disabled veteran * ( ) Agricultural products produced or grown in TX

( ) Agricultural products and services offered by TX bidders*

( ) USA produced supplies, materials, or equipment ( ) Products of persons with mental or physical disabilities

( ) Products made of recycled, remanufactured, or environmentally sensitive materials including recycled steel ( ) Energy Efficient Products

( ) Rubberized asphalt paving material

( ) Recycled motor oil and lubricants

( ) Products produced at facilities located on formerly contaminated property (

) Products and services from economically depressed or blighted areas ( ) Vendors that meet or exceed air quality standards

( ) Recycled or Reused Computer Equipment of Other Manufacturers (

) Foods of Higher Nutritional Value

Respondent represents and warrants that the individual signing this Execution of Offer is authorized to sign this document on behalf of Respondent and to bind Respondent under any contract resulting from this Proposal.

End of Exhibit A

End of the solicitation

RESPONDENT (COMPANY):

SIGNATURE

NAME (TYPED/PRINTED)

TITLE:

EMAIL ADDRESS:

PHYSICAL ADDRESS:

CITY/STATE/ZIP:

TELEPHONE:

FAX:

TAX IDENTIFICATION NUMBER:

DATE: