ESBD_488235_1770406417118_7 - Cover page and Final Solicitation (924-26-268-00-S-JG-RFP).pdf

Request for Proposal (RFP)

For

Student Loan Default Prevention and Counseling Services

#924-26-268-00-S-JG-RFP

Date of Release: February 6, 2026

National Institute of Governmental Purchasing (NIGP) Commodity Class-Item Codes: 924-05, 918-95, 946-33, 946-48, 946-60, 952-21

Austin Community College District (ACC) Procure to Pay Department

6101 Highland Campus Drive, Bldg. 3000, Suite 3.3210 Austin, Texas 78752

This is a PDF version of the official solicitation for viewing purposes only.

All interested respondents may view the solicitation document in its entirety, and may submit a proposal response via Workday Strategic Sourcing (WSS) at the following link:

https://us.workdayspend.com/rfps/public/1065011 https://us.workdayspend.com/rfps/public/1065011

Student Loan Default Prevention and Counseling Services

#924-26-268-00-S-JG-RFP

ARTICLE 1 - General Overview and Executive Summary

AUSTIN COMMUNITY COLLEGE (ACC) DISTRICT is soliciting Requests for Proposals (RFPs) from interested and qualified firms for Student Loan Default Prevention and Counseling Services in accordance with Student Loan Default Prevention and Counseling Services #924-26-268-00-

S-JG-RFP.

ACC Administration is responsible for the following responsibilities with respect to the selection of service providers for the proposed services.

• Serve as the primary/first contact with all external professionals who may be contracted for this project;

• Develop and publicize scope of solicitation and evaluation criteria for selection of Student Loan Default Prevention and Counseling Services;

• Submit rankings of respondents to the solicitation evaluation committee for evaluation selection and approval; and

• Serve as contact and in oversight role throughout the procurement process.

Selection Process – The RFP is a one-step process for selecting a qualified firm for:

• Student Loan Default Prevention and Counseling Services

ARTICLE 1.1 Authority

ACC is soliciting the proposed services (or goods) listed herein under Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f) and ACC’s Board Policy CF (Local) and CDC (Local).

ARTICLE 1.2 College Information

The Austin Community College District (ACC) is a public community college system serving the Austin, Texas, metropolitan area and surrounding Central Texas communities. ACC was founded in 1972 as part of the Austin Independent School District and began offering classes in fall semester 1973. ACC is one of the largest community college systems in Texas and in the United States. The college maintains 11 campuses, 2 centers, and distance learning options to serve about 70,000 students annually in academic, workforce, continuing education and adult education programs. ACC offers associate degrees and career/technical certificate programs in more than 100 areas of study as well as four bachelor’s degree programs. Most courses taken within the District are meant to apply to associate degrees, which help students qualify for jobs or can be transferred to four-year institutions. The College’s legislatively designated service area encompasses six counties: Bastrop, Blanco, Caldwell, Hays, Travis, and Williamson.

The College is primarily supported by ad valorem taxes, tuition and state appropriations. ACC’s website is at http://www.austincc.edu.

Historical and demographic information about ACC can be viewed by accessing the link below to the ACC Fact Book: http://www.austincc.edu/oiepub/pubs/factbook/index.html.

ARTICLE 1.3 Point of Contact Information http://www.austincc.edu/ http://www.austincc.edu/oiepub/pubs/factbook/index.html

All requests, questions or other communication about this solicitation shall be made in writing to the ACC Procure to Pay (P2P) Department addressed to person listed below:

• Name: John Gross

• Title: Buyer, ACC Procure to Pay (P2P) Department

• Address: 6101 Highland Campus Drive, Austin, TX 78752

• Phone: (512) 223-1329

• E-Mail: john.gross@austincc.edu

ARTICLE 1.4 Prohibited Communication

On issuance of this solicitation, except for the written questions and requests for clarification described in the solicitation, ACC, its representative(s), or partners will not answer any questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s).

Attempts by potential respondents to ask questions by phone, email, or in person of other representatives other than the point of contact for this solicitation will not be allowed or recognized as valid. Respondents shall rely only on written statements issued by or through the College's designated staff as provided in this solicitation.

Prohibited communication includes any attempts to contact or notify any ACC agent (see Exhibit C-1) during the procurement process and prior to award of the resulting contract.

This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

Failure to comply with these requirements may result in disqualification of respondent's proposal.

ARTICLE 1.5 Clarifications

Respondents must notify the Point of Contact of any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in the solicitation in the manner and by the deadline for submitting questions.

If a respondent fails to timely and adequately notify the point of contact of such issues, the respondent submits its proposals at its own risk, and if awarded a contract:

1) shall have waived any claim of error or ambiguity in the solicitation and any resulting contract,

2) shall not contest the interpretation by the College of such provision(s), and,

3) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, error, or later correction.

ARTICLE 1.6 Questions and Responses

Questions or comments concerning this solicitation must be submitted in writing to the ACC Point of Contact, by no later than the date and time indicated in Procurement Schedule of Events.

Responses to questions or other written requests for clarification will be communicated via an addendum, or via Workday Strategic Sourcing's (WSS) “Message Center”, as applicable. ACC reserves the right to amend answers before the deadline of the solicitation’s responses. It is the respondent's responsibility to contact the Point of Contact for updated responses.

ACC also reserves the right to determine or decline to answer any question or questions or to provide a single consolidated response of all matters they choose to respond in any manner at the sole discretion of the College. If ACC, in its sole discretion, determines that questions necessitate a change to this solicitation, the change will be reduced to writing in the form of an addendum, or via Workday Strategic Sourcing's (WSS) “Message Center”, as applicable.

ARTICLE 1.7 Procurement Schedule

The following table documents identify the critical pre-award events for the solicitation.

Procurement Schedule Event Dates Solicitation Release Date February 6, 2026 Solicitation Conference: 2:00 p.m., Central Standard Time (CST) February 16, 2026 Deadline for Questions: 2:00 p.m., CST February 17, 2026 Issuance of Addendum, or via Workday Strategic Sourcing (WSS) “Message Center”, as applicable. February 18, 2026

Withdrawal of Solicitation (Same date as the due date/closing):

12:00 p.m., CST February 25, 2026

Solicitation Response Due Date/Closing Date: 12:00 p.m., CST February 25, 2026 STEP 1-A: Respondents in Competitive Range are notified, via email, of Selection for Virtual Presentations/Demonstrations March 12, 2026

The College will be Closed for Spring Break March 16, 2026 – March 20, 2026

STEP 1-B: Virtual Presentations/Demonstrations by Selected Respondents March 24, 2026 and March 25, 2026, as assigned by ACC

Board of Trustees (BOT) Approval, as applicable May 4, 2026 Contract Award May 18, 2026 Anticipated Contract Start Date May 19, 2026

Note: The dates identified are a tentative schedule of events. ACC reserves the right to modify these dates at any time upon notice and at the discretion of ACC, which will be posted to its website, via addenda

ARTICLE 1.8 Solicitation Conference

ACC will host an optional Solicitation Conference on Monday, February 16, 2026 at 2:00 p.m. CST on ZOOM via link below:

• Join Zoom Meeting https://austincc.zoom.us/j/82765681296?pwd=hFU6Q1uN6SidN5yvMiP9jPbTdXzvJ S.1&jst=2

• Meeting ID: 82765681296

• Passcode: 519357

• (US) +1 833-928-4609

https://austincc.zoom.us/j/82765681296?pwd=hFU6Q1uN6SidN5yvMiP9jPbTdXzvJS.1&jst=2 https://austincc.zoom.us/j/82765681296?pwd=hFU6Q1uN6SidN5yvMiP9jPbTdXzvJS.1&jst=2

ARTICLE 2 - PROJECT OVERVIEW

ARTICLE 2.1 Mission Statement and Objective

The primary mission of ACC’s P2P Department is to acquire the highest quality of goods and services in a timely manner that provided the best value to ACC, and to assure that the procurement function is conducted for effective college operations and in accordance with applicable Federal and State laws, and ACC policies.

ARTICLE 2.2 Mission Objectives

ACC’s objective of this solicitation is to maintain the College’s student loan default rate below the federally mandated threshold of thirty percent (30%) or better, as required by the U.S. Department of Education (ED). Services provided under this contract shall support proactive default prevention strategies, borrower education, data analysis, regulatory compliance, and ongoing monitoring to mitigate risk and ensure continued eligibility for participation in federal student aid programs. The comprehensive services to be provided are to be performed by a firm with demonstrated abilities to proactively monitor, provide all required reporting mechanisms, and comprehensive knowledge of required and evolving state and federal Laws with respect to student loans.

ARTICLE 2.3 Description of Services/Scope of Work (SOW)/Specifications

The selected respondent must provide comprehensive student loan default prevention and borrower outreach services for the College. The selected respondent must demonstrate a thorough understanding of all applicable state and federal laws, regulations and guidance overseeing federal student loan programs, including but not limited to the ED regulations, Gainful Employment (GE) requirements, and Cohort Default Rate (CDR) management with a high degree of autonomy and independence apart from the College.

ARTICLE 2.3.1 Grace Counseling Services

The selected respondent must provide comprehensive grace counseling and outreach services during the standard six-month grace period to establish early contact with the borrower, update their contact information with the government, and build a relationship as a trusted advisor to prevent the borrower's loan(s) from defaulting. These services must include, but are not limited to, the following:

1) Proactive outreach with borrowers to educate them on repayment options before their first payment is due;

2) Multi-channel outreach communication (including but not limited to email, text, and phone) to explain loan obligations, repayment plans, and deferment and forbearance options;

3) Educate borrowers on repayment schedules, identify the loan servicer, clarify borrower payment responsibilities, discuss available payment plans including income-driven repayment plans, and help borrowers understand what fits their current finances;

4) Explain the consequences of default, including garnishment, tax refund withholding, and damaged credit; and,

5) Perform skip tracing for students with incorrect contact information or addresses within the cohort period.

ARTICLE 2.3.2 Delinquency Services

The selected respondent shall identify at-risk borrowers early (e.g., before borrower delinquency occurs), provide debt management counseling, and use multiple communication channels (including but not limited to email, text, and phone) to maintain outreach until a claim is paid, or the borrower's Direct Loan is three-hundred sixty (360) days delinquent. Outreach services must include, but are not limited to:

1) Counsel at-risk borrowers, such as those who withdraw or enrollment status becomes less than half-time, to prevent delinquency;

2) Ensure the borrower’s contact information is updated with skip tracing tools;

3) Use email, text, and phone calls to contact borrowers who missed payments or are at risk of default;

4) Educate borrowers on different kinds of repayment options, including Income-Driven Repayment (IDR) plans;

5) Advise borrowers on suspending loan payments during financial hardship;

6) Ensure borrowers understand their rights and obligations under the master promissory note while in repayment; and,

7) Use all available resources to help the borrower avoid defaulting on student loans.

ARTICLE 2.3.3 Default Prevention Services

The selected respondent must provide comprehensive default prevention services designed to support college borrowers in successfully managing their federal student loan obligations. Services must align with the College’s mission of promoting access, persistence, and completion, while maintaining a cohort default rate below thirty percent (30%), with a preferred target of under fifteen percent (15%).

Services shall include, but are not limited to the following:

1) Proactive and early-stage borrower outreach;

2) Individualized counseling;

3) Clear, consistent education on available repayment options, including income-driven repayment plans, loan rehabilitation, loan consolidation, and settlement options, as appropriate;

4) Outreach strategies must be accessible, equitable, and designed to engage community college students, including part-time, non-traditional, and first-generation borrowers; and,

5) Respondents must demonstrate the capacity to facilitate a timely resolution of delinquent and defaulted loans, coordinate effectively with College staff, utilize data-driven strategies to prioritize outreach, increase borrower engagement, support regulatory compliance, and promote long-term repayment success.

ARTICLE 2.3.4 Bilingual Staff Service Requirements

ACC’s student population is represented by a diverse population. As a State of Texas institution of higher education, the College’s Hispanic student population represents a large “voice” within our Riverbat Community. As such, the successful respondent must demonstrate their measurable and quantifiable ability to provide bilingual staff support services for all elements of service and reporting requirements.

All respondents must include appropriate documentation to demonstrate current processes and abilities, for the following:

1) Current bilingual data and demonstrable protocols;

2) All service protocols, including the ability of current staff to efficiently and effectively provide bilingual services in both English and Spanish; and,

3) Respondents must include any active plans for communicating in real-time (including but not limited to, email, text, and phone) in both languages.

ARTICLE 2.3.4.1 Historical Data for Bilingual Staff Service

The following historical data for ACC's Student Characteristics District-Wide reflects the diversity of our student population from Fall 2021 through Fall 2025 for previous semesters. This data is only to provide a point of reference to demonstrate typical student race and ethnicity characteristics as reported in prior periods and is not an actual reflection or guarantee of the anticipated services needed during subsequent semesters for the resulting contract.

FACT BOOK FALL 2025

Student Characteristics

District-Wide Fall 2021-2025 Race/Ethnicity (Unduplicated)

Fall 2021 Fall

2022 Fall 2023 Fall

2024 Fall

White 14,431 40.5% 13,450 39.0% 13,470 37.8% 14,196 35.7% 15,250 34.7% Black 2,873 8.1% 2,918 8.5% 3,006 8.4% 3,535 8.9% 3,925 8.9% Hispanic 13,898 39.0% 13,936 40.4% 14,607 41.0% 16,774 42.2% 18,722 42.7% Asian 2,353 6.6% 2,371 6.9% 2,519 7.1% 2,867 7.2% 3,106 7.1% Hawaiian/Pacific Islander 64 0.2% 73 0.2% 76 0.2% 77 0.2% 75 0.2%

Am.

Indian/Alaskan Native

156 0.4% 167 0.5% 166 0.5% 143 0.4% 143 0.3%

U.S.

Nonresident 342 1.0% 390 1.1% 456 1.3% 513 1.3% 753 1.7%

Two or more 1,254 3.5% 1,034 3.0% 1,118 3.1% 1,468 3.7% 1,773 4.0% Unknown 238 0.7% 188 0.5% 182 0.5% 154 0.4% 144 0.3%

ARTICLE 2.3.5 Compliance and Reporting Requirements

The comprehensive services described must be performed by a firm with expertise in accurately interpreting and applying federal and state laws governing student loans. The selected respondent must perform all services in compliance with federal and state laws, and must provide regular detailed reports at a minimum of one time per month. Reports must quantify how many cases were resolved, how many cohorts were contacted, a monthly count of borrowers in delinquency and default, and monthly billing reports.

ACC also requires two (2) Destination Point Administrators pull National Student Loan Data System (NSLDS) data (primary and backup), and that a minimum of one (1) goal-setting meeting is conducted annually between the parties, with the option to hold more if needed. Respondents must submit sample reports at the time of submission to the proposal response.

Compliance and critical reporting metrics must include, but are not limited to, the following:

1) The Privacy Act of 1975 (5 US.C. 552a);

2) The Federal Information Security Modernization Act of 2014;

3) The E-Government Act of 2002;

4) The Freedom of Information Act (FOIA);

5) All ED regulations and College policies;

6) All outreach activities;

7) Borrower status;

8) Data corrections; and,

9) Default prevention results.

ARTICLE 2.3.6 Historical Data

College Demographics

The following historical data for ACC's College Demographics demonstrates ACC’s recent history for previous semesters. This data is only to provide a point of reference to demonstrate typical enrollment and demographics reported in prior periods and is not an actual reflection or guarantee of the anticipated services needed during subsequent semesters for the resulting contract.

Fall 2025 Total ACC Enrollment 44,462 2024-2025 Federal Loan Volume $38.4M 2024-2025 Number of Loan borrowers 6299 2022 3-year Cohort Default Rate (CDR) 0%

FY19 FY20 FY21 FY22 FY23 FY24 FY25

3% 0% 0% 0% 2% 8.96% 1.6%

3615 3768 3883 3762 3731 3671 3559 Official

CDR

Official

CDR

Official

CDR

Official

CDR

Draft

CDR

Estimate CDR (12/15/25)

Estimate CDR (12/15/25)

ARTICLE 2.3.7 Deployment and Onboarding Plan Requirements

The selected respondent must provide timelines and responsibilities for ACC staff, to include when data sources will be integrated and the role requirements for ACC staff and/or ACC's Information Technology (IT) department will play during the deployment phase.

The selected respondent must establish and maintain secure, reliable and efficient methods for receiving and processing electronic delinquency and repayment data with minimal intervention from the College. These data sources must include, but are not limited to:

1) Guaranty Agencies;

2) Federal Loan Servicers;

3) Federal Family Education Loan Program (FFELP) Servicers;

4) National Student Loan Data System (NSLDS);

5) The Department of Education (ED); and,

6) Private loan servicers.

ARTICLE 2.3.8 Other Technical Requirements

The respondents proposed services must meet the following technical requirements which must include, but is not limited to the following:

1) A cloud-based solution which can be accessed via a secure web interface;

2) The solution must accommodate varying user volumes and data sizes;

3) The solution must support the import and export of both .csv and .xls file formats;

4) The solution must be compatible with modern web browsers and require no additional plugins;

and,

5) No on-site hardware or software installation shall be required for the proposed solution.

ARTICLE 2.3.9 Texas Risk and Authorization Management Program (TX-RAMP) Requirements

The Texas Risk and Authorization Management Program (TX-RAMP) is a Department of Information Resources (DIR) program that provides review of security measures taken by cloud products and services that transmit data to Texas state agencies. Cloud providers must comply with an established DIR framework and continuous compliance to be accepted. TX-RAMP was established from requirements put forth in Senate Bill 475 or as codified in the Texas Government Code 2054.0593. All interested respondents must provide documentation to confirm their TX-RAMP certification as approved by DIR. ACC requires all respondents to submit documentation to confirm the respondent is certified by DIR; and has at least one (1) of the following DIR certifications:

1) Provisional Certification (18 months);

2) Level 1 Certification (which is TX-RAMP Level 1 Certification is the required minimum certification level for a cloud computing service that processes, stores, or transmits agency data determined to be nonconfidential or determined to be a low impact information resource); or,

3) Level 2 Certification (which is the required minimum certification level for a cloud computing service that processes, stores, or transmits agency data determined to be confidential and determined to be a moderate or high impact information resource).

ARTICLE 2.4 Training Requirements

The selected respondent must provide virtual training to ACC's staff, as identified, on the operation of the Student Loan Default Prevention and Counseling Services solution, which the proposed date(s) of the training will be coordinated by the ACC Financial Assistance & Veterans Affairs/Enrollment Management Department contract manager. The cost of the related training must be included in the cost of the proposed services and must include, but is not limited to the following:

1) Training session(s) for the Financial Assistance and Veterans Affairs/ Management department.

Training must be included for three (3) to five (5) staff members (e.g. a Student Loan Supervisor and Loan Default Coordinators). A minimum of one (1) virtual training session to review, train, and ask any clarification questions regarding the selected respondent's processes and dashboard for a time duration of no less than thirty (30) minutes;

3) Deployment and Onboarding Support; and,

4) Ongoing support (as needed).

ARTICLE 2.5 All Elements of Costs for the Proposed Goods

The cost of the proposed services and all elements of cost offered by all respondents must include, but is not limited to, all services and reporting, deployment fees and training, and onboarding training.

Respondents are required to maintain the original cost of the proposed services and fees for a minimum of two (2) years from contract award, when applicable. All proposed costs will be considered by ACC in determining the overall best value selection for contract award. Respondents must submit EXHIBIT F - Pricing Response Sheet [EXCEL VERSION] with the proposal submission response.

Optional Fees for additional services that may be offered by the respondent may be added to the pricing response sheet for consideration and record by ACC.

ARTICLE 2.5.1 Monthly Invoicing Requirements

The awarded firm shall be required to submit comprehensive and verifiable invoices on a monthly basis. Invoices must provide service details which are verified and accepted by ACC's designated contract manager or designee, prior to acceptance and payment of invoice(s).

ARTICLE 3 - SMALL LOCAL BUSINESS ENTERPRISES

ARTICLE 3.1 Small Business Development Program (SBDP)

The Small Business Development Program (SBDP) was established to provide a race- and gender-neutral program for the College to utilize in its efforts to ensure that all segments of its local business community have a reasonable and significant opportunity to participate in contracts.

According to ACC’s Board Policy CF (Local), ACC is committed to maximizing the vitality and robustness of the economy of the College’s service area through enhanced opportunities for the utilization of Small Local Business Enterprises (SLBE) as defined within the SBDP.

Respondents may contact the SBDP Office at SBDP@austincc.edu for assistance or clarification with issues specifically related to ACC Policy, the completion of SLBE forms and related reports, by the terms of the contract, and/or by ACC Policy (See Exhibit B, SBDP Information). The suppliers’ plan will be reviewed to assess the strength of proposed SLBE participation on the respondent’s team and to ensure compliance with SBDP by other firms performing on a project under the respondent’s supervision.

ARTICLE 3.2 SLBE Participation

To confirm the best characterization of your firm, all respondents must complete Exhibit B-1 in Workday Strategic Sourcing (WSS) that confirms their eligibility as a certified SLBE or Historically Underutilized Business (HUB) within ACC's taxing district.

The respondent is required to use its best efforts to assist ACC in achieving this objective by providing maximum opportunities for SLBEs to participate on its team(s) and by using its best efforts to encourage the use of SLBEs by other suppliers and subcontractors whenever possible. Suppliers are required to provide a plan describing their actions to utilize SLBEs in all phases of the contract by completing Exhibit B-2 in WSS.

During the term of the contract, ACC shall regularly monitor SLBE participation to determine if it continues to meet or exceed the provisions specified in the contract. If the selected supplier is deemed not to have made a good faith effort to comply with the requirements of the original solicitation. ACC shall report nonperformance relative to its contracts to the Comptroller per its vendor performance tracking system (VPTS) of the Texas Government Code, Section 2262.055.

ARTICLE 4 - AWARD OF CONTRACT

ACC intends to award one (1) or more contracts to the qualified firms whose proposal, conforming to the conditions and requirements of the solicitation, is determined to offer the best value to ACC. ACC, at its discretion, may elect to award a one (1) or more contracts for the proposed services by region/regions according to ACC’s District Map (see Exhibit D).

The award shall not be made upon the opening of proposals but at a time as soon thereafter as may be necessary to evaluate proposals and to obtain Board of Trustee authorization, if required. The provisions, terms, and conditions of this solicitation shall become a part of any subsequent contractual documents. Failure of the successful respondents to accept this obligation may result in the cancellation of any recommendation to award.

Notwithstanding the above, this solicitation does not commit ACC to contract for any requirements detailed in this document.

ARTICLE 5 - Business Proposal

Please complete the following components of your bid submission included in this digital RFx event:

• WSS Questionnaire

• Pricing worksheet EXHIBIT F - Pricing Response Sheet [EXCEL VERSION]

• Required documents:

1) Completed and signed Certification Form (Exhibit A);

2) Completed SBDP Forms (Exhibits B-1, and/or B-2), as applicable;

3) Respondent’s Affidavit of Non-Collusion (Exhibit C-1);

4) Conflict of Interest Questionnaire (Exhibit C-2);

5) Certification of Compliance with Provisions of the Texas Government Code, Sections 2271.002 and 2274.002 (Exhibit E);

6) Proof of Insurability in accordance with ACC’s Terms and Conditions set forth in this solicitation as:

• Respondent must demonstrate they have the appropriate general liability insurance as set forth in ACC’s Terms and Conditions. Specify the bond, professional liability, or comparable insurance coverage maintained by the company. Certification of bond, when the application must be presented within ten (10) calendar days of notification.

• Respondent must show evidence of possessing Workers’ Compensation Insurance as required by law.

• Verification that the firm has completed the online Vendor Registration with ACC on their portal link: https://austincc.edu/sbdpvendor and provided supporting documentation including but not limited to IRS W-9, Request for Taxpayer Identification Number and Certification (see www.irs.gov).

7) Provide evidence of licensure by appropriate state board, if applicable.

8) Signed Addendum/Addenda, when applicable.

ARTICLE 6 - Business Proposal Evaluation

Proposals will be evaluated in accordance with Texas Education Code, Chapter 44, Subchapter B, Section 44.031(f) associated with the proposed services, as follows:

• An evaluation committee will conduct evaluations of the submitted proposals.

• Any response that takes exception to any mandatory item(s) in this solicitations process may be rejected and not considered. Any response to the solicitation that does not include a response to all the required information may also be rejected and not considered.

• A notation of “Not applicable” as appropriate will be considered a valid response.

Article 6.1 EVALUATION CRITERIA

ACC will evaluate proposals in accordance with the Texas Education Code Section 44.031(b), Texas Government Code Section 2155.074 and ACC’s best value criteria, and in determining to whom to award a contract, the district shall consider the following:

STEP 1-A:

1) Responsiveness of the respondent’s proposal submittal to the extent to which services meets ACC’s needs and primary goals for consideration (25%);

2) Fairness and reasonableness of the proposed costs (20%);

3) The quality, reliability and demonstrated experience of the respondent and past performance in providing the proposed services to other community colleges, institutions of higher education and other governmental and public entities, etc. (20%);

4) Demonstrated availability and skills of bilingual staff sufficient to meet service demands (15%);

and, Respondents who submit timely responses to this RFP will be evaluated and ranked in accordance with the competitive range of all scores according to the criteria identified in Article 6.1. Only selected respondents, who fall within the competitive range, will be notified by the P2P Buyer regarding the virtual presentations/demonstrations, which the following factor, the criteria and the weight will be considered:

STEP 1-B:

5) Presentations/Demonstrations (20%). NOTE: Only the selected respondents will receive the notification and information for the virtual presentation/demonstration. The date(s) and time(s) shall be assigned by ACC and the selected respondent(s) will be required to present during their assigned timeslot as assigned by ACC (Reference ARTICLE 1.7 Procurement Schedule).

If other considerations are equal, ACC will give preference to a consultant with a principal place of business in the State of Texas, or a consultant who will manage the contract from an office in Texas.

ARTICLE 6.2 - SLBE Participation for Evaluations

In accordance with ACC’s Board Policy CF (Local) and CDC (Local), ACC is committed to maximizing the vitality and robustness of the economy of the District’s service area through enhanced opportunities for the utilization of SLBEs as defined within the SBDP.

ACC’s internal goal for SBDP participation is 30% or more for all its contracts. All respondents have the opportunity to participate in the SBDP by maximizing inclusion of SLBEs; and are encouraged to make a good faith effort to assist ACC in achieving this objective through providing maximum opportunities through the use of SLBEs by other vendors, suppliers, professionals, and subcontractors when possible.

In conjunction with the criteria for evaluation, in this section, respondents will have the opportunity to receive percentage points, which are allocated and based on the respondent’s submitted SLBE Participation Plan that will be considered in the selection of the best value respondent for the proposed contract services.

ARTICLE 6.3 - Acceptance of Evaluation Methodology:

By submitting a proposal in response to the solicitation/RFx, the respondent accepts the evaluation process and acknowledges and accepts that determination of the “most qualified” firms/respondents will require subjective judgments by the Owner.

BY SUBMITTING A RESPONSE TO THIS RFx, THE RESPONDENT (OR BIDDER) AGREES THAT

IT WAIVES ANY CLAIMS IT HAS OR MAY HAVE AGAINST ACC, ACC’S EMPLOYEES, OFFICERS,

AGENTS, REPRESENTATIVES AND MEMBERS OF ACC’S GOVERNING BODY, IN CONNECTION

WITH OR ARISING OUT OF THIS RFx INCLUDING THE ADMINISTRATION OF THE RFX, THE

BASIS FOR SELECTION, THE EVALUATION OF THE RESPONSES, THE METHOD USED FOR

SELECTION, AND ANY DISCLOSURE OF INFORMATION REGARDING THE RESPONSES OR

EVALUATIONS. THE SUBMISSION OF QUALIFICATIONS CONSTITUTES THE ACCEPTANCE BY

THE RESPONDENT OF THE EVALUATION TECHNIQUE DESCRIBED IN THIS RFx.

ARTICLE 6.4 - Initial Compliance Screening

ACC will perform an initial screening of all proposals received. Unsigned proposals are subject to rejection without further evaluation. Proposals that do not include all required forms will result in automatic disqualification.

ARTICLE 6.5 - Competitive Range Determinations

ACC may determine that certain proposals are within the competitive range for consideration for negotiation and possible contract award, for proposals that receive the highest or most satisfactory evaluation. ACC may, in the interest of administrative efficiency, place reasonable limits on the number of proposals that will be included in the competitive range.

ARTICLE 6.6 - Oral Presentations and/or Site Visits

ACC may, at its sole discretion, request oral presentations, site visits, and/or demonstrations from one or more respondents included in the competitive range. ACC will notify selected respondents of the time and location for these activities and may supply agendas or topics for discussion. ACC reserves the right to ask additional questions during oral presentations, site visits, and or demonstrations to clarify the scope and content of the written proposal.

The respondent’s oral presentation, site visit, and/or demonstration must substantially represent material included in the written proposal, and should not introduce new concepts or offers unless specifically requested by ACC.

ARTICLE 6.7 - Best and Final Offers

ACC may, but is not required to, permit proposals to prepare one or more revised offers. For this reason, respondents are encouraged to treat their original proposal, and any revised offers requested by ACC, as best and final offers.

ARTICLE 6.8 - Clarifications with Respondents

ACC may, but is not required to, conduct clarifications with all, some, or none of the respondents included in the competitive range for the purpose of obtaining the best value for ACC. ACC may conduct clarification for the purpose of:

• clarifying proposal’s ambiguities;

• requesting modifications to a proposal; and/or

• obtaining a best and final offer.

ACC may make an award that represents the best value to the College.

ARTICLE 7 - Insurance and Bond Requirements

Successful contractor shall procure and maintain at its own expense the following minimum insurance coverages insuring all services, work activities, and contractual obligations undertaken in this contract.

These insurance policies must be written by insurers acceptable to ACC. Insurance limits for contracts includes:

ARTICLE 7.1 - General Liability Insurance

Covering all duties, services or work to be performed (under the contract); insurance will provide limits of:

• Policy aggregate $2,000,000

• Each occurrence $1,000,000

• Products/completed operations aggregate $1,000,000

• Personal injury liability $1,000,000

• Fire damage liability $50,000

• Medical payments $5,000

• Sexual Molestation noted as not excluded from coverage, limits equal to policy limits.

• Consultant/Professional Liability Insurance limits $1,000,000 occurrence/aggregate (for consultants/services).

• Automobile Liability Insurance, Combined Single Limit $500,000 or as required by law.

ARTICLE 7.2 - Workers’ Compensation Insurance

Providing the statutory benefits for the State of Texas and Employer’s Liability Insurance for all contracts in the amount of:

• Bodily Injury by accident: $500,000

• Bodily Injury by Disease - each person: $500,000

• Bodily Injury by Disease - policy limit: $500,000

ARTICLE 7.3 - An Original Certificate of Insurance

Must be submitted from the insurer/agent prior to the issuance of the Notice to Proceed. The insurance carriers must be acceptable to ACC, generally an AM Best A-IX or better rating. The General Liability and Automobile Liability Certificate of Insurance must name Austin Community College District as an additional insured.

All certificates except Professional Liability shall include a Waiver of Subrogation for coverages.

Vendors must maintain the required limits of insurance as specified in the contract. They must also inform the College of any changes in insurance carriers, policy effective dates, or agents at least 30 days prior to such change, except if the policy is canceled for non-payment of premium, in which case the notice shall be ten (10) days.

ARTICLE 7.3.1

Vendor shall submit a properly endorsed Certificate of Insurance prior to any use of ACC facilities, work performed or services provided by Vendor under this Contract. Vendor must submit the Certificate of Insurance (COI) on an annual basis to ACC’s Office of Risk Management via email at:

• accriskmgmt@austincc.edu.

Insurance carriers must be acceptable to ACC, with generally an AM Best A- IX or better rating.

General Liability and Automobile Liability certificates of insurance must name Austin Community College District as additional insured. All certificates except Professional Liability shall include a Waiver of Subrogation for coverages in favor of Austin Community College District. Notice shall be provided to ACC of any changes in insurance carriers, policy effective dates, or agents to insurance required under this Contract at least 30 days prior to such change, except if the policy is cancelled for non-payment of premium, in which case the notice shall be 10 days.

ARTICLE 7.3.2 [When applicable] mailto:accriskmgmt@austincc.edu

Vendor shall carry Pollution Liability insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate.

ARTICLE 7.3.3

Vendor shall carry Errors and Omissions insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate.

ARTICLE 7.3.4 [When applicable]

Vendor shall carry Sexual Misconduct and Liability insurance with limits of $1,000,000 for each occurrence and $3,000,000 aggregate. [OR] Vendor shall have coverage that does not exclude Sexual Molestation coverage with limits equal to policy limits.

ARTICLE 7.4 Bonding Requirements

ACC reserves the right to require the respondents to procure one or more performance, fidelity, payment, or other bonds, if during the term of the contract. ACC in its sole discretion determines that there is a business need for such a requirement.

ACC shall bear no financial responsibility for Contractor's insurance or bonding coverage.