ESBD_436098_1752640040616_Request for Proposal (RFP) 781-6-03935 Advise TX Hybrid Program.pdf

TEXAS HIGHER EDUCATION

COORDINATING BOARD

Request for Proposal (RFP)

Advise TX Hybrid Program:

College Advising Chatbot Services and Case Management

Integration

Texas Higher Education Coordinating Board 1801 N. Congress Ave.

Suite 12.200 Austin, Texas 78701

RFP No. 781-6-03935

NIGP Code(s):

924-05 Advisory Services, Educational

Proprietary Statement:

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

Solicitation Post Date: July 15, 2025

Written Questions Deadline: July 22, 2025, by 11:30 p.m. CST/CDT Proposal Deadline: July 29, 2025, by 11:30 p.m. CST/CDT

Table of Contents

1. Introduction

2. Minimum Eligibility Criteria

2.1 Experience

2.2 Qualifications

3. Scope of Work

4. Payment and Pricing Terms

4.1 Pricing

4.2 Payment Terms and Award Summary

4.3 Invoices

4.4 Adding New Services to the Contract After Award

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

10.1 Evaluation and Award of Contract

10.2 Multiple Awards

11. Additional Instructions

11.1 Accuracy of the Proposal

11.2 Cost of Submitting the Proposal

11.4 Irrevocability of the Proposal

11.5 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.

The THECB is seeking proposals from qualified vendors to provide chatbot implementation resources including escalation services, campaign messaging, and related support to assist in the delivery of the Advise TX hybrid advising program. The goal of this procurement is to enhance statewide advising capacity through a hybrid in-person and virtual advising model, supported by managed chatbot services through a centralized case management system to track and manage student interactions and outcomes at participating high schools in Texas.

The Advise TX hybrid program is an innovative near-peer college access program that aims to increase the number of low-income, first-generation college students who enter and complete higher education. The THECB partners with three university partners, Texas A&M University–San Antonio, The University of Texas Rio Grande Valley, and University of North Texas at Dallas to recruit, hire, train, and place Advise TX hybrid advisers at assigned high schools to increase the proportion of students attending postsecondary public and private institutions of higher education, including community colleges and technical institutes. Advisers provide admissions and financial aid advising to students and help them find the college that best fits their career aspirations and academic preparation.

The resulting contract will support the university partners listed above in implementing the Advise TX hybrid advising model.

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.

2. Minimum Eligibility Criteria

2.1 Experience

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

THECB has determined that no HUB Subcontracting opportunities exist for this RFP.

2.2 Qualifications

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 chatbot management and implementation including integration with case management systems, platform administration, and capability to perform the required services as described in Section 3. Respondents must provide staff who are fully knowledgeable of the work required under this RFP. Proposed key staff must have the appropriate background skills, knowledge, experience, and training. Evidence of qualifications must be included in the Company Profile. Relevant examples may be summarized or included 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 to perform the services described in this RFP; including expertise in chatbot management, student escalations, and campaign creation;

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

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

3. Scope of Work

The Texas Higher Education Coordinating Board (THECB) seeks a vendor to support the implementation of a hybrid college advising model that integrates virtual and in-person advising services at Texas high schools. The selected vendor must utilize the Mainstay chatbot platform to deliver a mobile-first, AI-powered solution capable of engaging students and escalating inquiries to campus-based advisers. The chatbot must be capable of integrating with an existing case management system to support the tracking of key performance indicators (KPIs), management of student interactions, and timely follow-up and documentation. In addition, the vendor will collaborate with THECB to develop and maintain Texas-specific advising content that ensures students receive timely, accurate information aligned with state requirements and deadlines.

3.1 Technical Requirements

1. Chatbot Service Delivery via Mainstay

The Respondent must provide documentation of an existing agreement with Mainstay to deploy chatbot services to end users (students) at participating Advise

TX hybrid program high schools. Mainstay chatbot services must include the following:

• A chatbot accessible via SMS and/or other mobile-first platforms;

• The ability to deploy SMS- based campaigns to Advise TX hybrid program users that include accurate, timely, and Texas-specific information related to college and career advising, as prescribed by the THECB;

• 24/7 automated reactive text message services to provide real-time answers to students' college and career advising questions;

• Student engagement services, including proactive and reactive texting services, administered through the Mainstay platform for all eligible Advise TX hybrid program participants with North American cell phone numbers;

knowledge base management services; and opt in/out management for program participants.

2. Case Management System Integration via Webhook

The Respondent must demonstrate the ability to deploy a webhook integration that connects the Mainstay platform to an existing proprietary case management system maintained by THECB’s designated partner to implement Advise TX program services. The integration must demonstrate the capability to escalate end-user (student) messages to Advise TX virtual advisors, facilitate two-way communication between virtual advisers and students, track key performance indicators (KPIs), and support documentation and follow up.

3.2 Deliverables and Service Requirements

Awarded Respondent will provide:

1. Chatbot Implementation and System Integration

Respondent must provide comprehensive implementation support to ensure the successful deployment and sustained performance of the hybrid advising solution across participating Texas high schools.

Respondent must:

• Develop and execute a comprehensive implementation plan outlining timelines, roles and responsibilities, communication protocols, and escalation procedures.

• Designate a dedicated implementation lead or project manager with expertise in chatbot and case management integration. This individual will serve as the primary liaison to THECB, manage timelines, resolve technical and operational issues, and ensure effective program delivery.

• Ensure seamless integration of the chatbot with an existing secure, FERPA-compliant case management system. The system must support real-time message transfer via webhook and enable the following capabilities:

o Immediate routing of student messages to virtual advisers o Management of adviser response workflows and student interactions o Tracking of key performance indicators (KPIs) o Documentation of student engagement history and follow-up actions

2. Development and Deployment of Texas-Specific Messaging

Respondent must assign dedicated staff to lead all phases of chatbot content development in collaboration with THECB and Mainstay. Content must reflect Texas-specific college access policies, advising resources, and deadlines, and be tailored to the needs of high school students across the state.

Respondent must also:

• Coordinate with THECB and Mainstay to ensure content accuracy, clarity, and alignment with program goals.

• Maintain the capacity to regularly review and update both proactive and reactive content in response to policy changes and key advising milestones.

• Implement structured workflows for editing, testing, and approval prior to content deployment.

• Ensure seamless and timely deployment of chatbot messaging aligned with critical program timelines and student engagement needs.

3. Training and Onboarding Respondent must provide comprehensive training and onboarding to all relevant stakeholders, including institution partners, advisers, and THECB staff, to ensure effective use of the chatbot and case management system.

Respondent must:

• Deliver onboarding sessions for advisers, program staff, and relevant partners.

• Provide user guides, documentation, and recorded trainings on the chatbot and case management system

• Offer periodic refresher training to support user retention and onboarding of new staff.

• Ensure training content aligns with the features of the chatbot and integrated case management tools.

4. Technical Assistance and System Support

Respondent must ensure ongoing technical assistance and system support for both the chatbot and case management platforms.

Respondent must:

• Monitor system performance and proactively identify and resolve technical issues that may affect student engagement or adviser workflows.

• Collaborate with THECB and Mainstay (if applicable) to support product configuration, account setup, and system integrations as needed.

• Provide technical assistance and troubleshooting support to address issues related to access, data syncing, system functionality, or content deployment.

• Provide regular maintenance updates and bug fixes as needed.

• Define expected response times for technical issues (e.g., 24 hours for critical issues).

5. Data Reporting and Oversight

Respondent must:

• Ensure all data is handled in compliance with FERPA and applicable state data privacy laws. Reports must only include de-identified data unless otherwise authorized, and the Respondent must adhere to secure data transfer protocols approved by THECB.

• Provide monthly and year-end reports detailing:

o Student engagement rates, campaign performance, and student escalations o Adviser activity and responsiveness o Content performance trends o Recommendations for improvement o Any other reasonable metrics requested by THECB

• In addition to monthly and year-end reports, Respondents are encouraged to provide quarterly dashboards summarizing key performance indicators (KPIs), notable trends, and areas requiring immediate attention.

• Participate in recurring review meetings with THECB to ensure alignment and address chatbot performance and improvement.

4. Payment and Pricing Terms

4.1 Pricing

Respondents must provide pricing in accordance with Section 9.3. 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.

4.4 Adding New Services to the Contract After Award

Following the Contract award, additional services of the same general category that could have been encompassed in the award of this Contract, and that are not already on the Contract, may provide a proposal on the additional services, and Respondent(s) shall submit proposals to THECB as instructed. All prices are subject to negotiation.

A formal written request may be sent to Awarded Respondent(s) to provide a proposal on the additional services, and Respondent(s) shall submit proposals to THECB as instructed. All prices are subject to negotiation with a Best and Final Offer.

THECB may accept or reject any or all proposals and may issue a separate RFP or IFB (Invitation for Bid) for the services after rejecting some or all the proposals. The services covered under this provision shall conform to the terms, conditions, specifications, and requirements as outlined in the request.

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.

6. Terms and Conditions

See Attachment C, 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 in order 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.

In order to trigger the process of seeking an Attorney General Opinion on the release of proprietary or confidential information, the specific provisions of the proposal that are considered by Respondent to be proprietary or confidential must be clearly labeled as described above. Any information which is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA.

Respondent is required to make any information created or exchanged with the State pursuant to the solicitation or contract, and not otherwise excepted from disclosure under the PIA, available in a format that is accessible by the public at no additional charge to the State.

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

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

July 15, 2025

Last Day to Submit Written Questions July 22, 2025, by 11:30 p.m. CST/CDT

Anticipated Response to Written Questions

July 25, 2025, by 11:30 p.m. CST/CDT

Proposal Due Date and Time July 29, 2025, by 11:30 p.m. CST/CDT Post-Proposal Interviews/Presentations, if required

TBD

Anticipated Contract Start Date August 31, 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 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

Respondents shall direct all inquiries, written questions, requests for clarification, and communications concerning this RFP to the Point of Contact listed below. Inquiries and comments must reference RFP No. 781-6-03935.

Contact:

Miriam Hogans, CTCD, CTCM Contract Developer Texas Higher Education Coordinating Board eBids@highered.texas.gov

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

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:

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 (Not Required) Intentionally Omitted. THECB has determined that no HUB Subcontracting opportunities exist for this RFP.

Attachment C: Anticipated Contract (for reference only)

Attachment D: 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 mailto:eBids@highered.texas.gov shall automatically disqualify Respondent. Proposal shall not modify or replace Attachment D.

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- 6-03935.” 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 shall make the proposal nonresponsive and thus disqualified 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 will result in 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.;

mailto:eBids@highered.texas.gov

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 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 (Not Required) Intentionally Omitted. THECB has determined that no HUB Subcontracting opportunities exist for this RFP.

3. Attachment D: 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.

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 the Advise TX Hybrid Program: College Advising Chatbot Services and Case Management Integration. 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

10.1 Evaluation and Award of Contract

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%

Experience and Qualifications (30%):

• Per section 2.1 Experience and section 2.2 Qualifications 30%

Total 100%

Scoring Scale:

5 Exceptional, fully meets and exceeds all requirements 4 Good, advantageous, exceeds some requirements 3 Average, meets minimal requirements 2 Addresses most of the minimal requirements 1 Poor, addresses part of minimal requirements 0 Fails to address any of the requirements

Sample Scoring Sheet:

CRITERIA SCORE (1-5) WEIGHT (SCORE*WEIGHT) *100

Price 4 20% 80 Strength of Response to Scope of Work

3 50% 150

Experience and Qualifications 5 30% 150 Total Score 380

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 particular 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.

10.2 Multiple Awards

THECB may award multiple Contracts from this solicitation. Respondents providing the best value to the State for each NIGP group description may be chosen as the State’s primary or “best value vendor” for that group. Additional Respondents may be awarded Contracts at the sole discretion of THECB in order to provide alternate resources for meeting the requirements of the requested services.

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.

11.4 Irrevocability of the Proposal

The proposal is irrevocable for ninety (90) 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.

11.5 Conflicting RFP Language

If language contained in a particular section of the RFP is found to be in 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. Except as provided herein, THECB, including its representative(s) and partners, will not respond to any verbal or written inquiries for procurement status or otherwise discuss the contents of this SOW with any Respondent, potential Respondent, or their associated Representative(s).

Failure to comply with this restriction may result in disqualification of Respondent's Proposal.

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this SOW.