ESBD_450618_1756488092339_RFP-300.pdf

29 August 2025

Event Management Software Solutions and Services at TSTC Event Management Software Solutions and Services at TSTC

29 August 2025

Open 8/29/2025 12:00 PM CDT Type Request for Proposal Close 9/22/2025 2:00 PM CDT Number 300 Currency US Dollar

Sealed Until 9/22/2025 2:00 PM CDT

Contacts Solicitations Dept solicitations@tstc.edu

NIGP Commodity Code NIGP Commodity Code Description 20811 *Application Software, (Not Otherwise Classified), Microcomputer 20837 *Database Software, Microcomputer 91829 *Computer Software Consulting 92021 *Data Entry Services 92045 *Software Maintenance and Support Services 92064 *System Implementation and Engineering Services

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TSTC Background

Texas State Technical College ("TSTC") is a coeducational two-year institution of higher education offering courses of study in technical vocational education for which there is demand within the State of Texas.

TSTC is mandated to contribute to the educational and economic development of the State of Texas by offering occupationally oriented programs with supporting academic course work, emphasizing highly specialized advanced and emerging technical and vocational areas for certificates or associate degrees.

Our mission, “to place more Texans in great paying jobs,” drives our institution. TSTC is pushing the boundaries in education, making outcomes the driving metric of success. We currently have 11 campuses across the state, with another new campus recently approved by the State Legislature that should be built and operating in the next few years. For more information about TSTC, go to http://tstc.edu/about.

Purpose:

Texas State Technical College (TSTC) is seeking proposals for a comprehensive event management software solution as part of its efforts to streamline and automate business processes. The proposed solution must be scalable, user-friendly, and capable of managing a variety of event types, sizes, and from various locations.

Failure to submit a SIGNED Execution of Offer and HUB Subcontracting Plan could result in disqualification (please make sure forms are signed when document is uploaded). TSTC anticipates the contract to exceed $100,000 and will require that a HUB Subcontracting Plan be submitted. Suppliers are not required to meet the State of Texas HUB goals. However, TSTC requires that all suppliers make a good faith effort in achieving those goals.

This agreement is valid for a period of one (1) year, with the option to extend for four (4) more one-year terms. Prices are fixed for the first year, and any increases in the annual percentage rate during the renewal periods must receive prior approval from TSTC.

Demo/Interview: TSTC reserves the right to conduct demo/interviews to further assess the most qualified candidates and best fit for the college. Time and date to be determined.

Please see "Buyer Attachments" tab for Scope of Service.

General Notes:

Q&A Board Message: If you have any questions concerning the project, please submit them through the Q&A Board. Note that once the Q&A session concludes, no further questions will be accepted. The Q&A Board is specifically for inquiries related to this project and is not intended for general questions about TSTC operations. Only suppliers interested in contracting with TSTC should use the Q&A Board. Suppliers not looking to respond to solicitations can direct their inquiries to the TSTC Records Management Officer.

For more details, please visit www.tstc.edu.

Confidentiality: If a supplier desires to submit information to TSTC which is considered as confidential, the supplier should mark the information "CONFIDENTIAL".

Uploading: Any issues uploading or submitting bids, suppliers must contact TSTC Sourcing Department at the moment that the issues occurred via email with screenshots. Failure to notify will affect any remedy that could have been applied.

Zero Balance: Please be aware that your submitted bid will show a zero balance.

Email Communication: To ensure that all email communication is received, suppliers must "safelist" procurementservices@sciquest.com. TSTC will not be responsible if emails are not received.

Technical Issues: For password reset or log-in assistance, contact JAGGAER at 1-800-233-1121, and select the following options:

Description http://tstc.edu/about

* 1 - (if English is your choice)

* 1 - Supplier

* 0 - Operator

Required to View Event

Prerequisites Required to Enter Bid

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1. Rsolution System Overview - "How To Navigate"

2.

Please upload your completed proposal in this designated section. Submitting your proposal through this section is crucial to ensure that it is properly reviewed and considered. It is important that all requirements are met for each section of your document. When addressing each criterion, title each section clearly to reflect the specific focus or requirement.

3.

Please make sure the form is signed when the document is uploaded. The undersigned, in submitting this Proposal and endorsement of same, represents that he/she is authorized to obligate his/her firm, that he/she is an equal opportunity employer and will not discriminate with regard to race, color, religion, sex, national origin, age, or disability; that he/she will abide by all the policies and procedures of TSTC; and that he/she has read the entire RFP package, is aware of the covenants contained herein, and will abide by and adhere to the written requirements in ALL sections of the RFP. Failure to sign and submit this form with the proposal may result in rejection at TSTC’s discretion.

4. Please review and confirm the TSTC Non-Collusion statement.

5.

The undersigned FIRM, and each person signing on behalf of the FIRM, certifies under penalty of perjury that to the best of their knowledge and belief, no member of Texas State Technical College, nor any employee, or person whose salary is payable, in whole or in part, by Texas State Technical College, has a direct or indirect financial interest in the award of this Proposal, in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, except as otherwise noted herein.

6. TSTC Historically Underutilized Business Submittal Requirements and Subcontracting Approval-Please review the Historically Underutilized Business Submittal Requirements.

7.

For a courtesy review, please submit your form to hub@tstc.edu at least 4 days before the solicitation due date. Failure to complete the form correctly could result in disqualification. Additionally, if TSTC determines that a supplier has not adhered to either Method A or B of the HSP Good Faith Effort in the HUB Subcontracting Plan, TSTC reserves the right to reject the response or require a revision of the submitted plan.

8.

HUB Subcontracting Plan- Required if bid is over $100,000. Failure to sign and submit the form, when required, will disqualify the respondent from bidding. **Please make sure form is signed when document is uploaded**[Contact hub@tstc.edu for any assistance on completing the form]

9.

If the undersigned Firm intends to deviate from the Specifications listed in this RFP document or Contract, all such deviations must be listed on this page, with complete and detailed conditions and information included or attached.

TSTC will consider any deviations in its RFP award decisions, and TSTC reserves the right to accept or reject any response based upon any deviations indicated below or in any attachments or inclusions.

In the absence of any deviation entry on this form, the Firm assures TSTC of his/her full compliance with the Terms and Conditions, Specifications, and all other information contained in this RFP document.

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Buyer Attachments

1. Event Management Software Solutions Scope.pdf

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Questions Required Questions

Group 1.1: Acknowledgment of Tariff-Related Pricing Commitment Instructions:

1.1.1

By submitting your response to this solicitation, you acknowledge and agree that all quoted prices include any applicable tariffs, duties, or import fees. You also certify that, for a minimum of 60 days from the submission deadline, you will not request additional compensation from TSTC due to changes in tariff regulations or classifications that may affect the cost of goods and/or services.

Group 1.2: General Information Instructions:

1.2.1

TSTC Solicitation Requirements: Any exceptions to terms, conditions, and requirements in the Scope of Service including the sample contract(s) specifically the Sample Service Agreement (SEE LINK PROVIDED IN ATTACHED DOCUMENT), must be made in writing and listed on the Deviation/Compliance Signature Form in "Prerequisites" tab.

1.2.2 Are you an active registered Texas Historically Underutilized Business?

1.2.3 If you are not currently a HUB supplier and are interested in becoming one, please feel free to visit the link below for details on how to register as a Texas certified HUB supplier and apply for the Centralized Master Bidders List (CMBL). Participation is entirely optional. For more information, click here: https://comptroller.texas.gov/purchasing/vendor/hub/certification-process.php

1.2.4 Are you a Minority Business Enterprise/Women Business Enterprise Supplier?

Group 1.3: Payment and Delivery Information Instructions:

1.3.1 TSTC recommends Electronic Funds Transfers (EFT), including ACH, Wire Transfer, Virtual Card and Check as the preferred payment methods. Could you please share which payment method you are able to utilize? TSTC reserves the right to select a payment method that is the most efficient to process at time of payment.

1.3.2 A separate invoice is required for each location that a good or services is being provided. Additionally, coordination between TSTC staff and the supplier is essential prior to any delivery to ensure smooth processing (if applicable).

Group 1.4: Security Requirements (Mandatory) Instructions:

1.4.1 The application must implement SSL/TLS (HTTPS) encryption sitewide, including login pages, client-facing interfaces, and administrative areas to ensure secure communication in transit.

1.4.2 If unable to comply, proposer must upload a detailed statement explaining the reason and any compensating controls.

1.4.3 The application must support granular role-based access controls (RBAC) for users, groups, and administrators. TSTC must have the ability to manage and assign access permissions locally.

1.4.4 If unable to comply, proposer must upload a detailed explanation.

1.4.5 The application must have full logging and auditing capabilities, capturing user activity, system events, administrative actions, and integrations. Logs must be timestamped, immutable, and retained in accordance with TSTC policy.

1.4.6 If unable to comply, proposer must upload a statement with justification.

1.4.7 For hosted/cloud solutions, proposer must upload evidence of implemented security standards, such as SOC 2, ISO 27001, or NIST-based internal policies. This should include documentation of data handling, incident response, and system hardening practices.

1.4.8 If handling sensitive or regulated data (e.g., FERPA, HIPAA, or Sensitive Personal Information), proposer must provide a current SOC 2 Type II, ISO 27001 certification, or equivalent third-party audit report.

1.4.9 Any subcontractor with access to TSTC data must also provide a SOC 2, ISO 27001, or similar certification. Include an NDA if applicable.

1.4.10 TSTC retains sole ownership and custodianship of its data. The vendor shall not access, share, or use institutional records without written authorization from TSTC, and access requests must be documented.

1.4.11 If unable to comply, proposer must upload a statement.

1.4.12 Upon contract termination or expiration, the vendor must return all TSTC data and confirm data destruction within 30 days. A written certificate of destruction must be provided.

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1.4.13 If unable to comply, proposer must upload an explanation.

1.4.14

TSTC uses RSA SecurID for identity and access management, including Single Sign-On (SSO) and Multi-Factor Authentication (MFA). The application must support SSO integration using SAML 2.0 or OIDC, and enable TSTC to enforce MFA through RSA policies. Preference will be given to platforms that support advanced identity management features such as dynamic group provisioning, role mapping, and federated authentication via SAML or OIDC.

1.4.15 If unable to support RSA integration, proposer must specify their alternative method for secure user authentication and access control.

1.4.16 The application must allow TSTC administrators to access and manage system settings through a tiered administrative portal. Local administrative controls must be configurable by TSTC.

1.4.17 If unable to comply, proposer must upload a justification.

1.4.18 If the application includes messaging, chat, or forum capabilities, all communications must be logged and accessible by TSTC without delay, in compliance with Texas Senate Bill 944. Logs must be stored indefinitely and made exportable for open records requests.

1.4.19 Proposer must explicitly list any areas of non-compliance with the security requirements above for review.

1.4.20 If proposing a cloud solution, indicate whether your product currently holds TX-RAMP certification (Level 1 or 2). Certification is mandatory for solutions processing confidential or sensitive data.

1.4.21 Specify the current TX-RAMP level.

1.4.22 Upload documentation showing application status.

1.4.23 If not certified, indicate when certification is expected.

1.4.24 If the proposer will access any TSTC computer system or data, they must comply with Texas Government Code § 2054.5192 and ensure all personnel complete an approved cybersecurity training program.

Group 1.5: Electronic and Information Resource Instructions:

1.5.1

Texas state agencies and institutions of higher education are responsible for procuring accessible electronic information resources. This includes reviewing information provided in proposer accessibility documentation to assist the organization in determining the availability of commercial IT products that support accessibility. For each electronic and information resource (EIR) product or service included in solicitation responses subject to Texas Administrative Codes 1 TAC 206 and 1 TAC 213 (which include the US Section 508 technical specifications), the proposer shall provide documentation of how each requirement or specification is met. See attachment for instruction.

1.5.2

It is the proposer’s responsibility to maintain the integrity of any accessibility documentation provided to DIR of Texas state agencies / institutions of higher education. Any documentation shall be considered a self-attestation unless expressly affirmed otherwise. If the proposer plans to provide commercial off the shelf (COTS) software as part or all of a solicitation response, the Vendor shall provide a completed Voluntary Product Accessibility Template (VPAT) for each COTS product offered. For third party COTS products, the proposer must obtain and submit VPATS or links to them from the third party as part of the solicitation response.

1.5.3 Upload a VPAT or a document with a link to the VPAT.

1.5.4 Please provide a statement of non- compliance with a detailed explanation. ** Note:

Award could be contingent upon compliance

Group 2.1:

Instructions:

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Product Line Items Product Line Items

There are no Items added to this event.

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Service Line Items Service Line Items

There are no Items added to this event.

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