Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

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

s must be submitted in TechBid at the following address:

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

2026-1165

Travel Management Company

RFP for Travel Management Company

Rev. August 8, 2024 Page 2 of 26

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Project Details

1.3 Optional Requirements

1.4 TTU’s Travel Services Metrics

1.5 Car Rentals, Airlines, Hotels, and Other Travel Support Services

1.6 International Travel

1.7 Reports

1.8 Financial and Operational Capability

1.9 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 Mandatory Requirements for Domestic Travel

2.3 Mandatory Requirements for International Travel

2.4 Mandatory Requirements for Study Abroad Travel

2.5 Mandatory Requirements for Air Charters

2.6 Preferred Requirements/Conditions

2.7 Data Security Requirements

2.8 Proposal Submittal Requirements

SECTION 3: EVALUATION PROCEDURES

3.1 Evaluation Process

3.2 Proposer's Acceptance of Evaluation Methodology

3.3 Evaluation Method

3.4 Evaluation Criteria and Weights

3.5 Scoring Methodology

3.6 Consideration of Additional Information

3.7 Oral Presentations and Interviews

3.8 Award Process

3.9 Best and Final Offer

3.10 Protest Procedures

3.11 Contract Documents

3.12 Not Exclusive

SECTION 4: ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact

4.2 Event Information

4.3 References

4.4 Licenses

4.5 Term of Award

4.6 Historically Underutilized Business ("HUB") Firms

4.7 HUB Subcontracting Plan

4.8 Right to Modify, Rescind, or Revoke the RFP

4.9 Right to Review and Award

4.10 Signature and Certification of Proposer

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

4.12 Compliance with RFP Requirements

4.13 Binding Effect of Proposal

4.14 Use and Disclosure of Information

4.15 Group Purchase Authority

4.16 E-commerce

4.17 Withdrawal or Modification

Rev. August 8, 2024 Page 3 of 26

4.18 Risk of Loss, Damage, or Delay

4.19 Digital Signature

4.20 Proposer Registration

4.21 Insurance Requirements

4.22 Compensation and Fees

4.23 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. August 8, 2024 Page 4 of 26

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University (“TTU”) is seeking qualified Travel Management Companies to plan and manage the travel arrangement needs of the University. Travel management services (“Services”) include, but are not limited to the following areas of service:

1.1.1 The account management of car rentals, airlines, hotels, and other travel services supporting TTU’s various individual and group domestic and foreign travel needs.

1.1.2 Partnership with TTU’s Procurement Services to execute and manage discounted master agreements for various travel services such as hotels, rental cars, and airlines, and other travel services (ride share, buses, etc.).

1.1.3 Ensure compliance with State of Texas and federal travel regulations.

1.1.4 Management of logistical support Services for customized Study Abroad programs (optional).

TTU may award Contracts to one or more Proposers to accommodate the various Service needs of TTU. The goal of this RFP is to ensure TTU receives best value, manage costs, increase process efficiencies, and ensure the safety of TTU faculty, staff, students, and guests, while also improving overall customer service. The scope of this RFP may also includes the TTU System Administration.

Proposers are not required to submit responses to the full scope. TTU welcomes responses covering partial scopes (e.g. airline only or booking tool only).

Travel needs include, but are not limited to:

i. Individual domestic and/or international travel;

ii. Group domestic and/or international travel; groups are defined as ten (10)or more travelers.

iii. Air charters in compliance with TTU System Regents Rules Chapter 07;

iv. Bus charters (subject to TTU’s approval and standard risk compliance);

v. Conference, workshops, retreat, and convention groups/spaces (hotel blocks and meeting space);

vi. Research groups/spaces;

vii. Competition teams;

viii. Booking tools;

ix. Travel agency services; and

x. Study abroad programs; other travel logistics and benefits.

1.2 Proposer Requirements

1.2.1 The Proposer(s) will be expected to attend regular (at least annual) meetings with the TTU Travel Services Office and other TTU representatives. The Travel Services Office will serve as the primary point of contact for the Proposer if awarded a contract.

1.2.2 The Proposer must operate within the requirements of TTU’s travel policies. TTU’s current travel policy can be viewed on Operating Policies & Procedures | Operating Policies & Procedures |

TTU.

1.2.3 The Proposer will operate within the requirements of the State of Texas’ travel policies Textravel.

1.2.4 When federal funds are used, the Proposer will operate within the requirements of the General

Services Administration’s and the federal government’s requirements. Per diem rates | GSA.

Federal travel regulation | GSA

1.2.5 Provide marketing and support services for the implementation and ongoing campus adoption of the booking tool.

1.2.6 Proposer’s offices should be open during normal business hours, 8:00 a.m. to 5:00 p.m. Central Time, Monday through Friday, with support through a twenty-four-hour hotline or website for after-hours emergencies, reservations, and changes, allowing for both domestic and international access.

1.2.7 Proposer will provide email or electronic confirmation of reservation number(s), itinerary, and any other pertinent information to travelers. Itineraries will include the toll-free telephone number for https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf https://www.depts.ttu.edu/opmanual/contents.php#travel https://www.depts.ttu.edu/opmanual/contents.php#travel https://fmx.cpa.texas.gov/fmx/travel/textravel/index.php https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation?topnav=travel

Rev. August 8, 2024 Page 5 of 26

24-hour service.

1.2.8 TTU shall not be required to use a travel agency for travel. Use of the travel agency by TTU travelers is highly recommended for international travel and group travel.

1.2.9 Proposer will have access to TTU-executed and adopted contracts including State of Texas travel contracts and cooperative contracts, if applicable (ex. E&I, UT Alliance, etc.).

1.2.10 Proposer will have the ability to arrange group travel for various sized groups, including cheer teams and the band, and require that these events are obtained at the most economical cost, but with safety as a primary factor, for TTU.

1.2.11 The Proposer shall consult TTU’s Travel Services Office in obtaining best value contracts and assist in analyzing proposed contracts.

1.2.12 The Proposal shall provide monthly reports to TTU in an agreed-upon format for all travel booked through the Proposer.

1.2.13 Proposer will participate in travel meetings, trainings or travel-related events for travelers as requested by TTU.

1.2.14 Proposer will have procedures to continuously monitor the quality and costs of travel services provided to TTU under contract(s) to be awarded pursuant to this RFP.

a. Quality assurance programs will include reminders to use TTU policies, discounts, and contracts, and ensure reservation accuracy.

b. Quality assurance program, must also include a compliant resolution system that handles problems and complaints quickly and effectively.

1.2.15 Proposer will have sufficient facilities and experienced and dedicated agents assigned to TTU to assure prompt, reliable service to TTU travelers. Proposer’s staff will have experience booking for higher education travel and will include group specialist for both domestic and international travel.

Phone system and email system will allow direct access to a particular agent with a backup receptionist or voice mail. Proposer will maintain a current TTU-dedicated website/portal with TTU travel program related contprogram-related content, travel information, and agent contacts.

1.2.16 Proposer will have systems in place to maintain and reconcile the monthly ghost card or virtual card statements (e.g. for direct booking tools) against actual travel occurrences.

a. TTU utilizes Emburse Enterprise system, a expense management and reimbursement software.

b. The electronic file will be used to create an automated, detailed feed into TTU’s Emburse Enterprise system.

c. Proposer will assist in resolving disputed charges on TTU’s Ghost Card account. Electronic files include the information about the tickets issued (traveler name, TTU department, airline, ticket number, itinerary, fares, taxes, requisition number, index number, account code, dates, etc.) to provide TTU the ability to bill the cost back to traveler’s department index.

1.2.17 This data will be provided electronically, or in a format approved by TTU. Data will be available by the fifth day of each month for the preceding month. The ticket date must agree with the ghost card or virtual card charges for that billing cycle.

1.2.18 Proposer must submit a description of the Proposer’s experience performing projects similar in type and magnitude to the subject of this RFP. Proposals must include the Proposer’s experience supporting business travel for higher education customers, as well as experience booking group and international travel. Include the volume of these types of transactions. Preference for agencies with current experience supporting business travel for large corporate and higher education institutions.

1.3 Optional Requirements

Optional requirements should be listed with any TTU-required costs. TTU is not obligated to any optional requirements, and no optional requirements shall be required to contract with the Proposer.

1.3.1 The ideal Proposer will have the functionality to feed transactions to Emburse Enterprise for reconciliation by TTU travelers.

1.3.2 TTU will entertain the use of a booking tool with integration ability into Emburse Enterprise.

a. The booking tool must comply with all State of Texas technology requirements including, but not limited to, TxRamp, accessibility, and security.

b. Contain both a ti, which includes payment by personal credit card, direct billing with

Rev. August 8, 2024 Page 6 of 26 contracted vendors (ex., allows for multiple billing/payment options which include payment by personal credit card, direct billing with contracted vendors (e.g.. Southwest Airlines), and TTU ghost card.

c. Provide TTU support that includes unlimited training on the use and functionality of the booking tool, online support, and a printable user guide at no additional charge.

d. Support and recognize TTU’s travel contracts.

1.3.3 Proposer will make available to TTU any additional mobile features, booking tools, or management applications not specifically mentioned that Proposer believes would be useful to TTU.

1.3.4 Proposer may have risk management program to provide alert service for official travel warnings, report to identify impacted travelers, and emergency response services

1.4 TTU’s Travel Services Metrics

1.4.1 TTU had an approximated spend of $1,281,027.53 in car rentals, $4,824,913.87 in airline tickets, and $4,564,266.56 in hotel reservations. Study Abroad programs are not included in these amounts as they are typically paid for directly by the students. The totals also do not include TTU Athletics’ student and group travel which is managed by Anthony Travel. Domestic travel made up 85.57% of all FY25 travel arrangements (in compliance with State of Texas guidelines, travel to Canada, Mexico, and US Territories are coded as domestic travel.).

1.4.2 Foreign travel made up 14.43% of all FY25 travel arrangements. Foreign travel is restricted on some funding types.

1.4.3 TTU travel is booked and then reconciled within TTU’s Emburse Enterprise system. The TTU Travel Services Office oversees the travel program and Emburse Enterprise system and the compliance of travel with state, federal, and TTU policies.

1.5 Car Rentals, Airlines, Hotels, and Other Travel Support Services

1.5.1 For both domestic and international travel, Proposer will schedule, book, and ticket air, rail, and ground transportation to offer the lowest available fare to meet the arrival, departure, layover times, and destinations required by the TTU traveler(s). Payment for TTU business travel expenses will be made at the time of purchase via TTU’s ghost card. Any itinerary including personal time requires a business-only comparison quote. Costs that exceed the business-only quote require payment with traveler’s personal credit card at the time of ticketing.

1.5.2 In order to keep the level of unused tickets to a minimum, Proposer will have a system for managing unused and non-refundable tickets. Unused ticket information will be attached to a traveler’s profile while traveler receives email reminders reminding them of value and expiration.

1.5.3 Proposer will ascertain from the traveler the source of travel funding. All international travel funded from federal sources must comply with the Fly America Act. Exceptions to this policy may be granted by TTU’s Travel Services Office.

1.5.4 Proposer will schedule, book and ticket air, rail and ground transportation for both domestic and international travel. For air travel, the Proposer will quote the lower published fares available that meets the traveler’s needs. Some fares are restricted and TTU will not be liable for additional costs (the traveler may have to personally pay the portion for the additional charge). Proposer will provide all information concerning restricted fares to include the penalties and/or restrictions.

1.5.5 Proposer will help the traveler to arrange seat assignments as part of the booking/ticketing process, to the extent allowed by the particular carrier. TTU may not cover the additional costs for some seat arrangements (the traveler may have to personally pay the portion for the additional charge).

1.5.6 Proposer will assist in negotiating discounted rates with airlines, hotels, and car rental vendors.

1.5.7 Proposer will allow cancellation and provide refunds of travel costs where possible.

1.5.8 Personal travel may be combined with business travel. If this is the case, any travel other than

TTU-related business travel (personal travel) will be charged directly to the traveler and not to TTU. Proposer may charge additional fees to the traveler for arranging personal travel when combined with business travel.

1.5.9 Proposer will have a system to monitor the fares of tickets purchased or reserved by TTU on a scheduled basis. This would be used to reissue tickets where fares have decreased and to issue tickets before fare increases.

Rev. August 8, 2024 Page 7 of 26

1.6 International Travel

International travel substantially involves more risk. All international travel requires review by TTU’s Office of Export Controls and Office of International Affairs prior to being approved. TTU will not be obligated for any trip that does not receive the proper approval.

International Affairs | International Affairs | TTU

Export and Security Compliance | Research Home | TTU

TTU currently operates an extensive Study Abroad program. More information can be found on the following website. TTU is seeking resources to help facilitate and improve the study abroad program and assist in managing the risk associated with international travel.

Study Abroad | International Affairs | TTU | International Affairs | TTU

1.7 Financial and Operational Capability

1.7.1 Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the Contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby TTU can determine Proposer’s credit rating or financial capability. It will be at TTU’s sole discretion to determine if evidence submitted is sufficient to determine financial capability or to deem a Proposer responsible to perform under a contract. TTU reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of TTU, be required to provide periodic (in no case more than two

(2) times per year) updates to the financial capabilities report submitted pursuant to this RFP.

1.7.2 Proposer must submit sufficient evidence of operational capabilities including, but not limited to:

technology outlines, staffing plans, and additional resources such as call centers, websites, etc. to support TTU’s growing travel programs.

1.7.3 Licenses – The Proposer shall provide evidence of all applicable licenses and certifications for the organization and any staff supporting TTU.

1.8 Alternate Proposals

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

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

https://www.depts.ttu.edu/international/ https://www.depts.ttu.edu/research/research-security/export-control/index.php https://www.depts.ttu.edu/international/studyabroad/

Rev. August 8, 2024 Page 8 of 26

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 Proposer(s) are required to understand TTU's Operating Policies and Procedures

2.1.2 Safety of the travelers shall be the priority of the Proposer(s) while planning travel schedules.

2.1.3 Proposer(s) will designate an account manager who shall be responsible for the customer service and performance of the Proposer.

2.1.4 Proposer(s) shall establish a method of receiving service feedback to maximize process efficiency.

2.1.5 Proposer(s) shall provide management of travel changes.

2.1.6 Proposer(s) will provide tracking on all travel credits.

2.1.7 Where applicable, Proposer(s) will provide Flight Disruption Assistance.

2.1.8 Proposer(s) shall have an agent, with the authority to resolve travel conflicts.

i. Proposer(s) shall have an agent available during operational hours and staffing plans to meet after-hour needs.

2.1.9 Proposer(s) must have three (3) years of experience working with a large higher education institution or similar sized organization.

2.1.10 Proposer(s) must accept TTU’s transactions through TTU’s contracted card services providers.

i. This credit card payment method is managed by TTU, where TTU card users are responsible for payment.

ii. Some services may be paid for by purchase order.

2.1.11 Notify TTU of travel concerns and news notifications that will affect travel arrangements.

2.2 Mandatory Requirements for Domestic Travel

2.2.1 Proposer(s) must be able to plan and manage domestic travel plans for faculty, staff, student groups, coaches, teams, undergraduate students, graduate students, alumni, sport/competition teams, conference/convention groups, retreat groups, workshop teams, prospective employees, university participants including alumni spouses and/or children or other individuals connected to TTU, and distinguished guests.

i. No commissions for Services.

ii. Provide discount programs for domestic travel.

2.2.2 Proposer(s) shall have expertise in one or more areas of domestic travel including, but not limited to:

i. Airfare bookings;

ii. Vehicle rental

iii. Hotel booking;

iv. Bus charter rental

v. Air charters

1. All domestic charters must follow all of the air charter requirements mentioned in Section 2.5

2.2.3 Proposer(s) shall be as conservative as possible in the use of air travel, using charter flights only when such flights are cost-effective or necessary.

2.2.4 Proposer(s) will integrate their services with TTU’s Driver Approval System (VOS) to allow TTU individuals to drive, when preferred or necessary for vehicle rentals.

2.2.5 Proposer(s) must offer a monthly reporting tool for TTU to access summary travel details. Monthly reports must include, at a minimum:

i. Domestic travel savings, expenses, and unused bookings.

ii. Number of credits, cancellations, and changes to travel.

2.3 Mandatory Requirements for International Travel

2.3.1 Proposer(s) s) must be able to plan and manage international travel plans for faculty, staff, student groups, coaches, teams, undergraduate students, graduate students, alumni, sport/competition teams, conference/convention groups, retreat groups, workshop teams, prospective employees, university participants including alumni spouses and/or children or other individuals connected to TTU, and distinguished guests.

i. No commission for Services.

ii. Provide discount programs for international travel.

Rev. August 8, 2024 Page 9 of 26

2.3.2 Proposer(s) shall have expertise in one or more areas of international travel including, but not limited to:

i. Airfare booking; (air charters are not permitted for international travel)

ii. Vehicle rental;

iii. Hotel booking; and

iv. Bus charter rental

2.3.3 Proposer(s) shall only use commercial aircraft and commercial aircraft operators.

2.3.4 Foreign air travel to or in foreign countries shall be booked through commercial air carriers engaged in scheduled passenger air transportation.

2.3.5 Foreign air travel must comply with the Fly America Act (49 U.S.C. 40118)

i. TTU departments will notify Proposer(s) when Fly America compliancy applies due to the particular grant funding being used. In such instances, Proposer(s) may need to ensure that a US-based, commercial carrier is used.

2.3.6 Proposer(s) must offer a monthly reporting tool for TTU to access summary travel details. Monthly reports must include:

i. International Travel savings, expenses, and unused bookings.

ii. Number of credits, cancellations, and changes to travel.

2.3.7 All TTU students, faculty, and staff are currently covered by the Global Assistance Program when outside their home country on TTU-related travel, assignments, programs, or business.

2.4 Mandatory Requirements for Study Abroad Travel (if applicable)

2.4.1 Proposer(s) shall have expertise in one or more areas of Study Abroad travel offered to student(s) and program leader(s) (collectively referred to herein as “Participant[s]”) including, but not limited to:

i. Airfare booking;

ii. Accommodation booking;

iii. Bus Charter rental and/or management and booking of other modes of transportation;

iv. Sourcing and booking program-specific, academically relevant activities such as excursions, site visits, speakers, and classroom space;

v. Support of participant(s) throughout program development and execution, including orientation services and cultural integration

vi. Tours are offered for non-employees and non-student travelers for individuals affiliated with TTU

vii. Risk mitigation and emergency response

2.4.2 Proposer(s) along with TTU Staff will be responsible for coordinating during the course of program preparation and the travel, including but not limited to:

i. Design and plan approved customized and/or faculty-directed program(s);

ii. Conduct a periodic review and preparation of objectives for the program(s);

iii. Proposer(s) agree to return phone calls or respond to emails as quickly as possible, but at least within two (2) business days.

iv. Provide opportunities for periodic on-site program and Service reviews.

2.4.3 To the extent permitted by law, both Proposer(s) and TTU agree to inform each other of any crisis or emergency related to participant(s), or upon becoming aware if the health, safety, security, or well-being of any participant(s) is called into question.

i. Proposer(s) agree to promptly provide TTU with any reports and related information alleging sex discrimination, including sexual violence against participant(s), so the participant(s) can be notified of available options, resources, and services, and the appropriate entity can conduct a prompt, impartial investigation.

2.4.4 Should TTU determine, in good faith and with reasonable judgment, that a program needs to be cancelled, Participant(s) need to be evacuated, or different program arrangements need to be made (including delivery of the academic content), then communications to that effect will be sent immediately to Proposer(s).

i. In cases where TTU’s policy is not consistent with the program's policy, Proposer(s) agree to defer to and uphold TTU policy.

2.4.5 Proposer(s) acknowledge and agree that TTU’s participant(s) are contingent upon the nomination and support of TTU.

i. Should TTU withdraw support of any participant(s), or decides to bring participant(s) home, Proposer(s) agree to defer to TTU’s decision and end its relationship with the participant(s), effective on the date(s) requested by TTU unless TTU specifically agrees otherwise in writing.

2.4.6 All chartered flights are required to adhere to TTUS Regents’ Rule 07.11. Proposer(s) shall only use aircraft https://www.govinfo.gov/app/details/USCODE-2011-title49/USCODE-2011-title49-subtitleVII-partA-subparti-chap401-sec40118 https://www.texastech.edu/offices/risk-management/international-travel.php https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf

Rev. August 8, 2024 Page 10 of 26 and aircraft operators that are flightworthy and are certified and operate under Subchapters F & G, Parts 119, 121, 125, or 135, as applicable, in Chapter 1, Federal Aviation Regulations, 14 Code of Federal Regulations (the "C.F.R.")

i. The aircraft used pursuant to this provision must, at a minimum, be piloted by pilots that are fully qualified and insured in the operating aircraft.

ii. Proposer(s) shall arrange flights carrying student passengers to have, at minimum, a multi-prop engine or jet engine powering the flights.

iii. All flights involving student travel must be piloted by two (2) pilots.

iv. In acting as air charter brokers, Proposer(s) may be required to maintain additional records on behalf of the air carrier, such as Certificates of Insurance and Air Carrier/Operating Certificates.

2.4.7 Foreign air travel to or in foreign countries shall be booked through commercial air carriers engaged in scheduled passenger air transportation.

2.4.8 Foreign air travel must comply with the Fly America Act (49 U.S.C. 40118)

i. TTU departments will notify Proposer(s) when FAA compliancy applies due to the particular grant funding being used. In such instances, Proposer(s) may need to ensure that a US-based, commercial carrier is used.

2.4.9 All TTU students, faculty, and staff are currently covered by the Global Assistance Program when outside their home country on TTU-related travel, assignments, programs, or business.

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

2.5 Mandatory Requirements for Air Charters (only applicable if proposing on these Services)

If Proposer(s) would like to include air charter-related Services in their Proposal for TTU’s consideration, they must adhere to the following mandatory requirements:

2.5.1 Proposer(s) shall have expertise in air charters;

2.5.2 Proposer(s) shall arrange charter flight services on as needed basis;

2.5.3 All chartered flights are required to adhere to TTUS Regents’ Rule 07.11. Proposer(s) shall only use aircraft and aircraft operators that are flightworthy and are certified and operate under Subchapters F & G, Parts 119, 121, 125, or 135, as applicable, in Chapter 1, Federal Aviation Regulations, 14 Code of Federal Regulations (the "C.F.R.")

i. The aircraft used pursuant to this provision must, at a minimum, be piloted by pilots who are fully qualified and insured in the operating aircraft.

ii. Proposer(s) shall arrange flights carrying student passengers to have, at minimum, a multi-prop engine or jet engine powering the flights.

iii. All flights involving student travel must be piloted by two (2) pilots.

iv. In acting as air charter brokers, Proposer(s) may be required to maintain additional records on behalf of the air carrier, such as Certificates of Insurance and Air Carrier/Operating Certificates.

2.6 Additional (optional) Travel Services

2.6.1 Additional travel arrangement capabilities that are not mentioned in the Scope of Work (Uber/taxi reservations, bus/railway arrangements, etc.)

2.6.2 Additional Service offers (food service discounts, commercial aircraft contracts, etc.)

2.6.3 Online booking tool:

i. Online booking tool should integrate with Emburse Enterprise

1. Online booking tool must be formatted to allow user privacy;

2. Travel arrangements must not be available for public view;

3. Profiles must be concealed from public view; and

4. Proposer must provide training for TTU staff and/or travelers.

ii. Duty of Care dashboard to track travelers.

2.6.4 Online booking tools customizable for TTU

i. Ability to input TTU logos and designs into the system.

2.6.5 Provide VIP Services for executive or distinguished guests.

2.6.6 Assist with Evacuation Information Services in the event of a natural disaster or emergency.

https://www.govinfo.gov/app/details/USCODE-2011-title49/USCODE-2011-title49-subtitleVII-partA-subparti-chap401-sec40118 https://www.texastech.edu/offices/risk-management/international-travel.php https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf

Rev. August 8, 2024 Page 11 of 26

2.6.7 Access to agents for support and/or support 24/7

2.6.8 Hold semi-annual or quarterly meetings with TTU Procurement Services staff.

2.7 Data Security Requirements

2.7.1 FERPA

i. IF given access to education records, the Proposer agrees to abide by the limitations on re-disclosure of personally identifiable information from education records set forth in The Family Educational Rights and Privacy Act (“FERPA”) (20 U.S.C. § 1232g; 34 CFR § 99.33) and with the Texas Tech Information Security terms set forth below.

ii. Proposer agrees that it may create, receive from or on behalf of Texas Tech, or have access to, records or record systems that are subject to FERPA (collectively, the "FERPA Records"). To the extent that Proposer has access to “education records” under the Agreement, it is deemed a “school official,” as each of these terms are defined under FERPA. Proposer represents, warrants, and agrees that it will: (1) hold the FERPA Records in strict confidence and will not use or disclose the FERPA Records except as (a) permitted or required by this Agreement, (b) required by law, or (c) otherwise authorized by Institution in writing; (2) safeguard the FERPA Records according to commercially reasonable administrative, physical and technical standards that are no less rigorous than the standards by which Proposer protects its own confidential information; and (3) continually monitor its operations and take any action necessary to assure that the FERPA Records are safeguarded in accordance with the terms of this Contract. At the request of the Institution, Proposer agrees to provide Texas Tech with a written summary of the procedures the Proposer uses to safeguard the FERPA Records.

2.7.2 Solution Access

i. Any access to Texas Tech’s computer systems must be approved and coordinated through the TTU

Chief Information Security Officer. No automated tools may be installed by Proposer without prior express authorization from the TTU Office of the CIO.

2.7.3 Information Security

i. Proposer shall abide by and implement the controls specified in NIST Special Publications 800-53

Appendix F safeguards, or another comparable cybersecurity standard, including but not limited to:

(1) firewalls, (2) vulnerability scanning, (3) anti-virus scanning software, (4) regular backups including off-site transfer to facilitate disaster recovery, (5) up-to-date installation of all current patches, (6) encrypting all communications containing personally identifiable information and, if required by Texas Tech, (7) encryption in the Proposer’s database of all passwords and personally identifiable information such as Social Security Number and driver’s license numbers.

ii. Proposer personnel shall regularly monitor server security logs and firewall event logs for potential breaches of security. Proposer will audit the security measures on all servers and the network equipment no less than monthly and take appropriate measures to maintain the integrity and security of those systems.

iii. If any systems and/or applications are connected to the Texas Tech network, they will be scanned for vulnerabilities on a weekly basis per Texas Tech IT’s Vulnerability Management Program. Proposer agrees to timely vulnerability assessment and mitigation and be subject to other Texas Tech IT policies.

iv. Deliverables such as a website or mobile app that processes sensitive information or personally identifiable information (PII) or confidential information must have had a recent vulnerability scan and penetration test conducted (i.e., within the last two years.)

2.7.4 Geographic Location of Texas Tech Data

i. Proposer will ensure that Texas Tech Data, including backup copies, is stored only on servers and data centers located within the borders of the continental United States.

2.7.5 Username and Password Security

i. IF the Solution requires integration with any Texas Tech enterprise systems (e.g., SSO), the Proposer must coordinate with the TTU Office of the CIO. When authenticating Texas Tech users, Service Provider may be required to integrate with Texas Tech’s authentication system using a method approved by Texas Tech. Under certain mutually agreed upon circumstances, Proposer may issue and manage usernames and passwords for Texas Tech users. The passwords must use suitable hashing algorithms with salts applied and be at least as strong as the current standard used by Texas Tech.

2.7.6 Breach of Security

https://www.depts.ttu.edu/opmanual/contents.php#infotech

Rev. August 8, 2024 Page 12 of 26

i. Proposer and Texas Tech share responsibility for being alert for security breaches. Proposer shall notify Texas Tech immediately of each instance of an actual or suspected (i) unauthorized access to or use of Texas Tech data that could result in substantial harm or inconvenience to Texas Tech or (ii) unauthorized disclosure, misuse, alteration, destruction, or other compromises of Texas Tech information. Proposer shall cooperate with any reasonable request of Texas Tech in enforcing its rights. Both parties shall cooperate in the investigation of such breach, sharing all evidence and findings.

2.7.7 Destruction of Data

i. In the event of expiration or termination of this Contract and at Texas Tech’s discretion:

1. All Texas Tech data will be returned to Texas Tech (and any copies remaining with Proposer will be destroyed, and confirmation of the destruction shall be provided to Texas Tech or

2. Just destroyed, and confirmation of the destruction shall be provided to Texas Tech

(ii) Texas Tech data includes all Texas Tech information, Texas Tech databases, Texas Tech confidential information, any backup copies, and copies stored on external/third-party hosted storage.

2.7.8 Accessibility

i. Accessibility is a Federal and State of Texas requirement for all electronic and information resources (“EIR(s)”) procured by institutions of higher education. Proposer represents and warrants that all EIRs and all associated information, documentation, and support will meet the currently required accessibility standards at a federal and state level (e.g., WCAG 2.1, Level AA, 1 TAC § 206, and 1 TAC § 213) (“Standard(s)”), and Proposer shall provide accessibility documentation attesting to any EIR accessible features and capabilities (e.g., for websites and mobile apps.) Proposer shall provide additional documentation as requested by TTU, including but not limited to documentation described in 1 TAC § 213. If Proposer becomes aware that EIRs, including any portion(s) thereof, do not comply with the Standard(s), Proposer represents and warrants that it will, at no cost to TTU, either (1) perform all necessary remediation(s) to make the EIRs satisfy the Standards, or (2) replace the EIRs with new EIRs which satisfy the EIR Standards and do not alter the material purpose of the Contract. In the event Proposer fails or is unable to do so, TTU may terminate the Contract without further duty or obligation hereunder. TTU reserves the right to perform testing on the Proposer’s deliverables to ensure the accuracy of their accessibility documentation regarding conformance with the Standards.

2.7.9 Audit of System and Data

i. Texas Tech Information Resources are strategic assets of the State of Texas that must be managed as valuable state resources. There are two options to verify Proposer’s security protocols used to protect Texas Tech Information Resources:

Option 1. Proposer may provide a recent compliance report or certification based on a current industry standard cybersecurity framework (ISO/IEC 27001:2013, SOC 2 Type II, SSAE16 SOC 1 Type II, ISAE 3402 Type II, or equivalent) or Option 2. With advance notice and coordination, Texas Tech reserves the right to conduct a security assessment on Proposer’s systems that store Texas Tech information. If Texas Tech’s assessment finding is that the confidentiality, security, and integrity of Texas Tech information is insecure, Texas Tech will notify Proposer in writing of the deficiencies identified in the assessment and Proposer will utilize prevailing industry-recognized security controls and best practices to correct such deficiencies within thirty (30) days or within a mutually agreed-upon timeframe following such written notice. Proposer’s failure to correct the deficiencies within the thirty-day or mutually agreed-upon timeframe is a material breach of this Agreement.

2.7.10 GDPR Addendum

i. To the extent applicable, Proposer(s) agrees to comply with the EU General Data Protection

Regulation or any successor to that regulation (“GDPR”). Specifically, Proposer(s) agrees to:

1. Only process Texas Tech data in accordance with Texas Tech’s lawful, documented instructions;

2. Only allow third parties to process Texas Tech data where the third party is bound by a contractual or statutory obligation of confidentiality;

3. Ensure there are appropriate technical and organizational measures to protect Texas Tech personal data against personal data breaches;

4. Let Texas Tech know immediately and without delay if Proposer(s) detects that a personal data breach has occurred and, where requested, assist Texas Tech to communicate with individuals who are impacted by the data breach;

5. Not appoint a third party to process Texas Tech data on Proposer(s)’ behalf without advising Texas Tech that Proposer(s) is doing so and Texas Tech has not objected;

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6. Require any third party appointed to process data on Proposer(s)’ behalf to ensure they agree to adhere to terms that are at least as protective as these terms and Proposer(s) will remain responsible for all acts and omissions of such third party;

7. Assist Texas Tech to respond to individuals’ exercise of their data subject rights to the extent related to Texas Tech personal data Proposer(s) processes

8. Notify TTU if Proposer(s) thinks its processing of TTU data is likely to result in a high risk to the data protection rights and freedoms of individuals, and assist TTU in carrying out a data protection impact assessment and consulting with TTU’s relevant data protection authority;

9. If TTU requests, share with TTU records that relate to the TTU personal data Proposer(s) processes and any independent third-party assessments or audit reports that assess Proposer(s)’ technical and organizational measures designed to protect TTU personal data;

10. If TTU requests, complete and returnTTU’s data privacy and security questionnaire to TTU;

11. Not process TTU personal data any longer than necessary in order to provide Proposer(s)’ services to TTU or to comply with a lawfully documented instruction TTU has given Proposer(s); and

12. When finished providing Services to TTU, (at Texas Tech’s election), return or destroy data, and confirmation of the destruction be provided to TTU unless Proposer(s) needs to retain the data to comply with applicable law.

ii. For purposes of this section, the terms “personal data,” “personal data breach,” and “process” have the meanings given to them under the GDPR.

2.7.11 Compliance With Texas Government Code §2054.0593

i. Pursuant to Texas Government Code §2054.0593, relating to the Texas Department of Information

Resource’s State Risk and Authorization Management Program (“Program”), the Proposer(s) represents and warrants that it complies with the requirements of the Program and Proposer(s) agrees that throughout the term of the Contract, it shall maintain the required certifications and comply with the Program requirements in the performance of the Contract. If the Proposer(s) fails to maintain the requirements of the Program, Texas Tech has the right to terminate this Contract immediately without any further cause.

2.8 Proposal Submittal Requirements

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

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

2.8.2 Submittal Instructions for TechBid Proposals

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

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

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

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

i. Proposer’s Response Form

ii. Schedule of Cost and Fees (Attachment A)

iii. Signed Affirmation and Conflict of Interest

Rev. August 8, 2024 Page 14 of 26

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

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

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

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

3.1.1 The purchase price;

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

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

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

3.1.5 The Contractor’s past relationship with TTU;

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

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

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

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

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

3.2 Proposer’s Acceptance of Evaluation Methodology

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

Evaluations will be made based upon the submitted Proposal,

3.3 Evaluation Method

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

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

The evaluation of Proposals will include consideration of responses to the list of criteria in Section 3.4. Proposers must specifically address all criteria in their response. Any deviations or exceptions to the specifications or requirements must be described and justified in a transmittal letter. Failure to list such exceptions or deviations in the transmittal letter may be considered sufficient reason to reject the Proposal.

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

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

TTU.

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3.4 Evaluation Criteria and Weights

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

The evaluation will be based on the following:

Evaluation Criteria Points

Allowed

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

• Cost of goods and/or services

• Cost of ongoing service agreements, or support

• Other financial consideration

40%

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

• Proposer’s demonstrated professional experience

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

• Administrative support and service

• Reporting capabilities

• Compliance with IT requirements, including accessibility, security, integration, and

TxRamp requirements.

• Project Schedules/estimated time to perform services

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

o Qualifications of key personnel (based on experience provided) o Past performance on similar projects (based on references and publicly available information) o Demonstrated capability and financial resources to perform the services or provide the goods in the time projected o Pending or past legal proceedings

35%

Criteria 3: Value Added Options

• Quality of service agreements

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

• Technology solutions to improve efficiencies

• Minimization…