ESBD_488567_1770672168953_RFP 2026-1181 Off-Campus Apartments.pdf

Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

4:00 PM Central, 3/3/2026 s must be submitted in TechBid at the following address:

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

RFP 2026-1181

Apartment Lease for Student Housing https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

RFP for Apartment Lease for Student Housing

Rev. August 8, 2024 Page 2 of 23

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 History

1.2 Objectives

1.3 Project Details

1.4 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 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

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 3 of 23

SECTION 1:

SCOPE OF WORK

1.1 History

Texas Tech University TTU”) has experienced sustained growth in student enrollment over recent academic years, reflecting the institution’s continued success in attracting and retaining students across undergraduate, graduate, and professional programs. This growth, while a positive indicator of institutional strength, has placed increased demand on existing on-campus residential facilities.

1.2 Objectives

TTU seeks to secure temporary off-campus, short-term apartments to meet current student housing needs. These apartments will serve as a short -to medium-term solution to ensure that students continue to have reliable housing options that support their academic success, well-being, and engagement with the campus community.

TTU is soliciting proposals from qualified off-campus apartment providers (hereafter, “Proposer”) to partner with TTU to offer student-appropriate accommodations that aligns with institutional standards and policies for safety, accessibility, proximity, and quality. TTU intends for these off-campus apartments to function as an extension of its housing ecosystem during this period of growth and transition, ensuring continuity of the residential experience.

1.3 Project Details

1.3.1 Primary Goals and Objectives

i. Secure 100 to 300 student beds through qualified off-campus apartment Proposers through a master lease agreement with TTU.

ii. Provide safe, well-maintained, and student-appropriate off-campus apartment units to temporarily supplement on-campus housing.

iii. Ensure continuity of the student's residential experience during a period of institutional growth and transition.

iv. Establish partnerships with apartment Proposers that meets TTU expectations related to quality, proximity, accessibility, and operational reliability.

v. Provide housing options that support student academic success, safety, and engagement with the TTU campus community.

vi. Implement a housing solution that is scalable, flexible, and time limited.

1.3.2 Project Timeline

i. RFP Issuance: February 2026

ii. Proposal Submission Deadline: March 2026

iii. Evaluation: April 2026

iv. Notice of Award: July 2026

v. Contract Execution: July 2026

vi. Initial Occupancy: August 2026

vii. Projected Duration of Need: Nine months from Initial Occupancy date.

TTU reserves the right to adjust timelines based on institutional needs and enrollment trends.

1.3.3 Reporting Relationships and Coordination

The selected Proposer(s) will work under the direction of TTU’s University Student Housing department and will be required to coordinate with designated TTU representatives throughout the term of the Agreement.

Regular communication and reporting will be expected, including but not limited to:

• Occupancy and availability reporting

• Maintenance and safety issue reporting

• Reporting on compliance with agreed-upon service standards

• Reporting on coordination related to student move-in and move-out periods

• Statutory reporting on the CLERY Act.

TTU will designate a primary point of contact responsible for Agreement oversight and operational coordination.

Rev. August 8, 2024 Page 4 of 23

1.3.4 Project Challenges and Considerations

Proposers should be aware of the following challenges and considerations:

• The housing need is temporary but critical, requiring flexibility in Agreement structure and occupancy planning. The requested lease term is for two semesters (Fall 2026 and Spring 2027), with the option to add Summer 2027, Fall 2027, Spring 2028, and Summer 2028.

• Student housing expectations may differ from traditional market-rate tenants, particularly related to safety, maintenance responsiveness, and community standards.

• Coordination with TTU academic calendars, move-in/move-out periods, and student life cycles will be essential.

• Ensuring proximity and transportation accessibility to the TTU campus will be a key evaluation factor.

• TTU may require the ability to adjust the number of units utilized based on enrollment fluctuations.

1.3.5 Prime Contractor Responsibilities

The selected Proposer(s) acting as the prime contractor, will be responsible for all aspects of providing the proposed housing solution, including but not limited to:

• Providing and maintaining apartment units that meet all applicable local, state, and federal regulations.

• Ensuring units are safe, habitable, and suitable for student occupancy.

• Managing leasing, unit readiness, and ongoing property operation in accordance with the Agreement.

• Coordinating with TTU regarding occupancy, student placement, and issue resolution.

• Maintaining adequate staffing, insurance, and operational capacity throughout the Agreement term.

• Complying with all contractual requirements outlined in the final Agreement.

1.3.6 Background Check Fees

i. All costs associated with required background checks or tenant screening processes shall be borne by the Proposer and shall not be charged to TTU or to assigned students.

1.4 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.

Rev. August 8, 2024 Page 5 of 23

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

Proposals must meet all mandatory requirements outlined below to be considered. Failure to meet any mandatory requirement may result in disqualification at TTU’s sole discretion.

2.1.1 Apartment Configuration and Student Safety Requirements

(1) Units offered are fully furnished for student occupancy.

(2) Private Bathroom Requirement (89th Legislature Session, SB 8 Compliance)

(a) Each student bedroom must have access to an individual, private bathroom that is not shared with occupants of other bedrooms, in accordance with applicable Texas law, including Senate Bill 8.

(b) Bathroom access must be exclusive to the assigned resident(s).

(c) Bathroom doors must be equipped with functional locking mechanisms.

(3) Bedroom Privacy and Locking Doors

(a) All student bedrooms must have lockable doors to ensure privacy and personal safety.

(4) Fire Safety Compliance Properties must comply with all applicable Fire Marshal Guidelines, including but not limited to:

(a) Functional and up-to-date smoke detectors

(b) Fire extinguishers present and properly maintained

(c) Compliance with local fire codes and inspection requirements

2.1.2 Move-In/Move-Out Operations

(1) Weekend Availability

(2) Proposer to provide business office hours, including options for extended support hours/weekend availability during peak move-in periods.

(3) Move-In Dates

(a) Proposers must confirm the ability to make units available no later than:

(i) August 14, 2026 - for early arrivals

(ii) August 20-23, 2026 - for main student move-in

(4) Proposers should describe staffing plans and procedures for supporting high-volume move-in activities.

(5) Cleaning and turnover costs

(a) TTU shall not be charged for routine cleaning or unit preparation resulting from normal wear and tear associated with standard student occupancy. The Proposer may only assess cleaning or damage-related charges to the University for conditions that exceed normal wear and tear and that are directly attributable to documented misuse, negligence, or excessive damage. Routine turnover cleaning, standard maintenance, and customary unit preparation between occupants shall be the responsibility of the Proposer.

(b) TTU reserves the right to utilize its own housekeeping personnel or contracted cleaning services to perform turnover cleaning and unit preparation between occupants. The Proposer shall permit TTU designated staff access to units for this purpose at mutually coordinated times. The Proposer shall not require TTU to utilize the Proposer’s cleaning services or assess additional fees when the University elects to perform turnover cleaning using its own resources.

2.1.3 Housing Quality and Amenities

(1) Clear identification of any additional or optional features, including but not limited to:

(a) Internet/Wi-Fi

(b) Cable or streaming services

(c) Weight room/gym

(d) Pool

(e) Volleyball/pickleball courts

(f) Reserved parking

(g) Utilities or administrative fees.

(h) Study or quiet areas

(i) Secure package delivery

(j) Other amenities that cater to young adults.

(2) Units designed or marketed specifically for student occupancy.

https://capitol.texas.gov/tlodocs/892/billtext/html/SB00008S.htm

Rev. August 8, 2024 Page 6 of 23

(3) Modern or recently renovated units that meet or exceed TTU standards for habitability

(4) Units must be clean, safe, fully operational, and move-in ready prior to occupancy.

(5) Maintenance requests must be addressed in a timely and professional manner.

(6) Units must remain compliant with all health, safety, and building codes throughout the contract term.

2.1.4 Property Management and Operational Capacity

(1) Ability to scale bed counts within the 100-300 range based on TTU needs. To meet the full need, TTU may award a contract to multiple Proposers or properties to meet the demand.

(2) On-site or locally based professional property management with sufficient staffing to support day-to-day operations and security.

(3) Established procedures and resources for responding to maintenance, safety, and operational issues in a timely and effective manner.

(4) Availability of after-hour or emergency maintenance services.

(5) Demonstrated financial stability and operational capacity to support uninterrupted service throughout the contract term.

2.1.5 Communication and Partnership Approach

(1) Designation of a single point of contact responsible for coordination with TTU.

(2) Clear communication protocols for addressing student issues, emergencies, or operational concerns.

(3) Willingness to accommodate changes in occupancy, assignments, or timelines at TTU’s request.

(4) Demonstrated responsiveness to institutional partners and ability to meet reporting and coordination expectations.

(5) Demonstrated commitment to a collaborative partnership approach with TTU.

2.1.6 Higher Education and Institutional Housing Experience

(1) Demonstrated experience providing housing solutions to higher education institutions, including universities, colleges, or community colleges.

(2) Prior experience operating under a master lease agreement with a university or other public entity.

(3) Familiarity with student housing occupancy cycles, academic calendars, and the operational demands associated with student move-in and move-out periods.

(4) Availability of semester-length leases

2.1.7 Property Type and Physical Characteristics

(1) Properties must consist of a multi-unit apartment complex, Duplexes or single-family structures are not permitted.

(2) Washer and dryer facilities must be provided on the premises, either within individual units or in secured, designated laundry areas.

(3) Presence of exterior and common-area security lighting throughout the property.

2.1.8 Location and Accessibility Requirements

(1) Proximity to campus All proposed apartment units must be located:

(a) Within one (1) mile of the TTU campus, OR

(b) Served by an active TTU bus route.

(2) Transportation Access

(a) Properties located beyond one mile must demonstrate consistent, reliable access to TTU’s bus transportation system during standard academic hours.

2.1.9 Contractual and Operational Conditions

(1) Master Lease Structure

(a) Apartments must be provided under a master lease agreement between TTU and the selected Proposer.

(b) Willingness to accept modifications to the Proposer’s standard contract or lease language to align with

TTU requirements and State of Texas laws.

(c) Please refer to Exhibit A TTU Template Lease Addendum as a sample agreement for the Proposer to review.

file://techshare.tosm.ttu.edu/depts/BAFF/Strategic%20Acquisition/Sourcing/FY26/2026-1181%20Apartment%20Lease%20for%20Student%20Housing/RFP-Addenda/11.17.2025%20TTU%20Template%20Lease%20Addendum%20FINAL.docx

Rev. August 8, 2024 Page 7 of 23

(2) TTU Assignment Authority TTU retains sole discretion to:

(a) Assign students to specific units and bedrooms

(b) Determine occupancy configurations

(c) Modify assignments as necessary to meet TTU housing needs

(d) Assist the Proposer in removing students if needed for safety or other agreed upon reasons.

(3) Property Inspection Rights

A. TTU reserves the right to make a subjective determination regarding whether a proposed property is suitable and safe for student housing. By submitting a Proposal, the Proposer agrees to this determination as part of the evaluation and award process.

B. Willingness to provide TTU with appropriate access (e.g., master keys or escorted entry) for inspections and emergency needs.

C. TTU reserves the right to inspect the proposed property and individual units:

(a) Prior to Agreement execution;

(b) Prior to student occupancy; and

(c) Periodically during the Agreement term, with reasonable notice.

2.1.10 Compliance with Federal and State Regulations

(1) Clery Act Compliance

(a) Proposer must comply with all applicable requirements of the Jeanne Clery Disclosure of Campus

Security Policy and Campus Crime Statistics Act (Clery Act). This includes but is not limited to:

(i) Cooperation with crime reporting requirements;

(ii) Timely provision of crime data as requested by TTU; and

(iii) Coordination with TTU Police Department or designated officials as needed.

(2) Sex Offender Registration Compliance

(a) Proposer must comply with all applicable sex offender registration and notification laws, including but not limited to:

(i) Procedures to identify registered sex offenders residing or employed on the property; and

(ii) Notification to TTU, as permitted by law, of known registrants relevant to student housing assignments.

(3) FERPA Compliance

(a) Proposer must agree and comply with the Family Educational Rights and Privacy Act (FERPA) and shall:

(i) Protect the confidentiality of student education records;

(ii) Limit access to student information to authorized personnel only; and

(iii) Use student information solely for purposes related to fulfilling contractual obligations.

2.1.11 Documentation and Submission Materials

(1) Submission of floor plans for each proposed unit type. Unit types may be singles, doubles, triples, quads, or five-bedroom. The Proposer must identify the rate charged for each unit type.

(2) Submission of photographs of interior and exterior spaces sufficient to demonstrate the unit condition and overall property layout.

(3) Submission of a sample copy of the Proposer’s standard lease agreement for review purposes. TTU will require negotiate of the legal and business terms and compliance with Texas laws.

2.1.12 Financial Transparency and Pricing

(1) Submission of pricing for:

(a) Single occupancy units

(b) Double-occupancy units

(c) Triple-occupancy units

(d) Quad-occupancy units

(e) Five-bedroom occupancy units (if available).

(f) All units must comply with SB 8 requirements relating to bathrooms and lockable doors.

(2) Demonstrated ability to invoice and receive payment directly from TTU, rather than from individual students.

(3) Proposers should be willing to submit monthly invoices in a timely manner, rather than annual or lum-sum invoices.

2.1.13 Turnover and Housekeeping Coordination

https://www.depts.ttu.edu/clery/ https://www.depts.ttu.edu/clery/

Rev. August 8, 2024 Page 8 of 23

(1) Turnover Support Proposers should indicate whether they will:

(a) Allow TTU housekeeping staff to perform unit turnovers between student occupants; OR

(b) Provide turnover services directly at a reasonable and clearly defined cost

(2) Turnover Cost Transparency Proposers are requested to provide:

(a) A description of standard turnover procedures; and

(b) Any associated fees or pricing schedules for cleaning, repainting, or preparation of units between occupants.

2.1.14 Proposer Response Deliverables

To support evaluation, Proposers are requested to provide the following documentation:

(1) Pricing for all applicable unit sizes offered (single, double, triple, quad, 5-bedroom)

(2) Utilities pricing model – Proposers should identify whether utilities are

(a) Included in a flat monthly rate; or

(b) Billed separately

(c) Proposers must disclose any administrative costs, setup fees, or pass-through charges associated with utilities or services.

(3) Damage Rate Worksheet or description outlining:

(a) Typical damage charges

(b) Repair or replacement costs

(c) Standard assessment procedures

(4) Turnover cost information

(a) Description of standard turnover procedures; and

(b) Any associated fees or pricing schedules for cleaning, repainting, or preparation of units between occupants.

(5) Photographs and/or video walkthroughs of:

(a) Representative units

(b) Common areas

(c) Exterior property views

(6) Detailed unit information including:

(a) Bedroom dimensions

(b) Bathroom dimensions

(c) Closet dimensions

(d) Overall unit square footage

(7) Specifications for included furniture and equipment to include but not limited to:

(a) Mattress size

(b) Furniture included (bed frames, desks, seating, etc)

(c) Appliances and in-unit amenities

(d) Any additional items provided as part of the lease

(8) Copy of the Proposer’s standard lease agreement

(9) Local Amenities Information

(a) A list of restaurants, grocery stores, and essential services within walking distance of the property

2.2 Proposal Submittal Requirements

2.2.1 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 an 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.

Rev. August 8, 2024 Page 9 of 23

2.2.2 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 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. HUB Subcontracting Plan

iii. Signed Affirmation and Conflict of Interest

iv. Additional documentation listed in FRP document section 2.1.14 https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

Rev. August 8, 2024 Page 10 of 23

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.

Rev. August 8, 2024 Page 11 of 23

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

• Overall Cost to TTU

• Capability to provide alternate lease terms (e.g., 9 month, or semester leases)

• Additional costs for amenities/parking

• Waiver or deposit fees

• Other financial consideration

40%

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

• Safety

• Safety features

• Administrative support and service

• Included additional property amenities (Cable, internet,etc. )

• Reporting capabilities

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

o Qualifications of key personnel (based on resumes and experience provided) o Past performance on similar projects (based on references and publicly available information) o Length of time the business has been operational 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: Student Experience

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

• Creation of a collegiate enviornment

• Recreation facility

• Proximity to TTU

• Transportation options

• Cosmetic features internal and external

15%

Criteria 4: Ability to comply with Texas Laws and TTU Requirements

• Clery Act

• SB 8

• Ability to comply with Texas laws

10%

TOTAL 100%

Rev. August 8, 2024 Page 12 of 23

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Proposal utilizing the Evaluation Criteria identified in Section 3.3 and will assign each criterion a subjective score of 0 -10, with 10 being the highest. This score is multiplied against the criterion’s weight which will produce a weighted value for the item. The weighted values for all criteria will be summed and then ranked to determine a high to low Proposer ranking. The ranking may be used in determining an initial pool of Proposers that will be invited for presentations or may be used in a final award determination for one or more Proposers.

3.6 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the Proposal information to TTU.

3.7 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations and interviews are an option of the Contract Review Team and may or may not be conducted; therefore, Proposals must be complete when submitted.

3.8 Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the names of the Proposers but will be afforded security sufficient to preclude disclosure of the contents of the Proposal, including prices or other information, prior to award. After the Proposal Opening, an Award may be made on the basis of the Proposals initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Proposers or, at TTU’s sole option and discretion, TTU may discuss or negotiate all elements of the Proposal with selected Proposers representing a competitive range. For Negotiation purposes, a competitive range of acceptable Proposals may be established, comprising the highest-rated Proposals based on the evaluation criteria.

3.9 Best and Final Offer

When deemed appropriate by the Contract Review Team, after the submission of Proposals but before the final selection of the successful Proposal(s), TTU may permit Proposers to revise their Proposals in order for TTU to obtain a best and final offer. TTU is not bound to accept the best and final offer if it does not represent the Best Value to TTU as determined by the Contract Review Team.

3.10 Protest Procedures

Any actual or prospective Proposer or Contractor who believes they have been aggrieved in connection with the Solicitation, evaluation, or Award of a Contract may formally protest to the Assistant Vice President and Chief Procurement Officer.

https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest- Procedures-2022.pdf

3.11 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, specifications (if applicable), and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents.

3.12 Not Exclusive

Proposer acknowledges and agrees that the Contract with TTU is non-exclusive, and TTU has the right to engage with other proposers for similar or identical scopes of work, and to purchase similar or identical Services from other https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest-Procedures-2022.pdf https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest-Procedures-2022.pdf

Rev. August 8, 2024 Page 13 of 23 proposers. Any term or provision in the Proposer’s terms indicating the Contract is exclusive is expressly rejected and is null and void.

Rev. August 8, 2024 Page 14 of 23

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Alleigh Lewis Solicitations.purchasing@ttu.edu Texas Tech University TTU Plaza Suite # 408 Box 41094 Lubbock, TX 79409-1094

4.1.1 All communication relating to this RFP must be submitted in writing by the date indicated in the Schedule of

Events. Questions and Addenda issued related to the RFP, if any, will be posted on the TechBid website.

Only those replies to questions made by formal written Addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. Note: It is the responsibility of the Proposer to review TechBid for any Addenda posted. For any TechBid system issues, please email solicitations.purchasing@ttu.edu.

Questions must be emailed or submitted in writing to the TTU Primary Contact.

4.1.2 Except as provided in this RFP (e.g ., designated Point of Contact) and as otherwise necessary for the conduct of existing TTU business operations, Proposers are expressly and absolutely prohibited from engaging in communications with TTU personnel who are involved in any manner in the drafting of the RFP, in the review or evaluation of the Proposals, in the selection of a Contractor, Negotiation, or formalization of a Contract. If any Proposer engages in conduct or communications that TTU determines is contrary to the prohibitions outlined in this section, TTU may, at its sole discretion, disqualify the Proposer and remove the Proposal from consideration.

4.2 Event Information

4.2.1 Schedule of Events

TTU intends to follow the timeline below for evaluating, negotiating, and issuing a Contract:

Schedule of Events Event Date Time Notes

Distribution of

RFP

Monday, February 9, 2026

4:00 PM

Central

Online Solicitation Conference

Thursday, February 19, 3:00 PM

Central

Join:

https://teams.microsoft.com/meet/25759386471341?p=xExAq

ERQzLp2UE2wD1 Meeting ID: 257 593 864 713 41

Passcode: sP6os28q Deadline for

Submission of Written

Questions

Friday, February 20, 2026

5:00 PM

Central

TTU will collect all questions and respond after the Submission Deadline through an Addendum to the RFP that will be distributed through the TechBid System.

Proposal Due Date

Tuesday, March 3, 2026

4:00 PM

Central

Online Proposal Tuesday, March 4:00 PM Join:

mailto:Solicitations.purchasing@ttu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech mailto:solicitations.purchasing@ttu.edu https://teams.microsoft.com/meet/25759386471341?p=xExAqERQzLp2UE2wD1 https://teams.microsoft.com/meet/25759386471341?p=xExAqERQzLp2UE2wD1

Rev. August 8, 2024 Page 15 of 23

Opening 3, 2026 Central https://teams.microsoft.com/meet/22347370944195?p=O1ui6E VgGNesXL3bsJ

Meeting ID: 223 473 709 441 95 Passcode: nD6L5i5c

Evaluation of Proposals

March 2026- June 2026

Award Recommendatio n July 2026

* All dates are tentative and subject to change.

4.2.2 Solicitation Conference

An online RFP Solicitation Conference is scheduled on the date shown in Schedule of Events. This Solicitation Conference is not mandatory, but it is highly recommended that all potential Proposers attend.

4.2.3 Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting at the date and time shown in Section Schedule of Events. At this time, the names of the Proposers will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting. The access information for the meeting is:

Join: https://teams.microsoft.com/meet/22347370944195?p=O1ui6EVgGNesXL3bsJ

Meeting ID: 223 473 709 441 95 Passcode: nD6L5i5c

For convenience, Proposers may request a list of Proposals received by contacting the TTU Primary Contact after the opening. All submitted Proposals become the property of TTU after the RFP submission deadline and will not be returned.

In the event of change in time, date, access information, or location of the Proposal Opening, notification will be provided by means of an Addendum to the RFP and distributed through the TechBid System.

4.3 References

The Proposer must submit a list of five clients and contact information for whom similar goods and services have been provided. These clients may be contacted by TTU, and the information received will be used during the evaluation and assessment of the Proposer's performance.

4.4 Licenses

Proposers must submit verification that the Proposer has all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable e.g., business licenses, business certifications, professional licenses, third party software licenses, if applicable, etc. Licenses may be verified during the evaluation process.

https://teams.microsoft.com/meet/22347370944195?p=O1ui6EVgGNesXL3bsJ

Rev. August 8, 2024 Page 16 of 23

4.5 Term of Award

The maximum term for an awarded Contract under this RFP is anticipated to begin the date of the last signature, and to expire one (1) year from that date. Unless terminated earlier pursuant to the Contract terms, the Contract may be renewed for additional one (1) year periods for up to four (4) years under the same terms unless either party provides written notice of its intent not to renew the Contract at least sixty (60) days prior to the end of the initial or then current renewal term. The parties may negotiate and mutually agree on an alternate term.

In accordance with Regents' Rule 07.12, any resulting Contract will require a termination without-cause provision of one hundred and eighty (180) days or less, or the Contract may not exceed five (5) years total term with renewals.

4.6 Veteran Heroes United in Business ("HUB") Firms

TTU endeavors to promote full and equal opportunity for businesses to supply TTU with Goods or Services necessary to support TTU's educational mission. In this regard, TTU commits to selecting Proposers in accordance with (i) TTU needs, (ii) TTU resources, (iii) guidelines established by the Texas legislature and Texas Procurement and Support Services ("TPASS"), and (iv) TTU Operating Policies and Procedures for contracting with HUBs. Proposers shall provide TTU full access to documentation relating to the HUB program and any HUB Subcontracting Plan.

Failure to comply with any provision of the State or TTU's HUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

TTU is relying upon Proposer's expertise to fully identify subcontracting opportunities that best align with the TTU organization and this RFP. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted.

4.7 HUB Subcontracting Plan (“HSP”)

TTU has determined that there are subcontracting opportunities in the performance of the Scope of Work of this Solicitation, and/or any resulting Contract is anticipated to exceed $100,000.00 over its term, including all renewals and extensions. The Proposer must include a completed HSP, and any supporting documentation required per the HSP (e.g., proof of Good Faith Effort) with the Proposal submission. Proposers must submit a completed HSP regardless of the Proposer’s HUB Vendor status, the intent to subcontract, or the intent to self-perform.

If a properly submitted HSP contains minor deficiencies (e.g., failure to sign or date the HSP, failure to submit already-existing evidence that three HUBs were contacted), TTU may contact the Proposer for clarification to the HSP if it contains sufficient evidence that the Proposer developed and submitted the HSP in good faith. Failure to submit an HSP in accordance with this section will result in disqualification of the Proposal

4.8 Right to Modify, Rescind, or Revoke the RFP

TTU reserves the right to modify, revoke, or cancel this RFP in whole or in part at any time before the date on which TTU executes a Contract with the selected Proposer(s).

4.9 Rights of Review and Award

TTU reserves the right to accept or reject any and all Proposal or any part of a Proposal and waive informalities, technical defects, and minor irregularities in the Proposals received. Further, TTU reserves the right to make a single award, split awards, make multiple awards, or no award whichever is in the best interest of TTU. This RFP does not commit TTU to select a Proposer or to award a Contract to any Proposer.

TTU has the right to reissue this RFP in order to gain additional competitive Proposals. If TTU reissues this RFP, any Proposer who has submitted a Proposal, may elect to resubmit the original Proposal.

Rev. August 8, 2024 Page 17 of 23

A Proposal consisting of only alternate Goods or Services (i.e., a Proposal that offers Goods or Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TTU and is subject to rejection. TTU shall reject a Proposal if the financial Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other potential Proposer. Proposals which are qualified with conditional clauses, revised clauses, alterations, or items not called for in the RFP, or irregularities of any kind, are subject to disqualification by TTU, at its option, regardless of the time of detection. TTU shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or Contract termination and may result in debarment of the Contractor from future TTU Solicitations.

TTU reserves the right to evaluate Proposals against any governmental agency, institution of higher education, or purchasing cooperative contract to determine Best Value.

4.10 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and can ensure compliance with the submitted Proposal.

Each Proposer submitting a Proposal certifies to (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmation and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature will be disqualified.

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

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTU. TTU Operating Policies and Procedures may be accessed at http://www.depts.ttu.edu/opmanual/ and TTU System Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTU System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

4.12 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmation and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TTU’s General Terms and Conditions contained in the RFP, as well as the TTU Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by TTU. If the Proposer takes exception to any of the terms or cannot agree to be bound by all terms, TTU, at its sole discretion, may review and, if deemed in TTU’s best interest, disqualify the Proposal from consideration.

4.13 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Chief Procurement Officer, or their designee, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for Goods or Services. Proposals shall be valid for TTU’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall be incorporated into the executed Contract and remain valid for the duration of the Contract.

4.14 Use and Disclosure of Information

Proposers acknowledge that TTU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act Texas Government Code Chapter 552. If a Proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

Rev. August 8, 2024 Page 18 of 23 by TTU only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Proposer or Proposers pursuant to the RFP process, and (c) Negotiation and execution of a Contract, if any, with the Proposer(s) selected.

If the Proposer marks the entire Proposal or substantive portions of the Proposal as confidential, TTU in its sole discretion may declare the Proposal non-responsive and reject it.

By submitting a Proposal, the Proposer grants a limited license to reproduce the Proposal to conduct an evaluation and to comply with any legal requirement including, but not limited to, the Texas Public Information Act and Texas Legislative Budget Board requirements.

TTU reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

4.15 E-commerce

TTU utilizes the Jaggaer e-commerce platform to issue purchase orders and process invoices. The Proposer agrees to comply with any TTU requirements for participating in electronic commerce.

4.16 Withdrawal or Modification

No Proposal may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Chief Procurement Officer.

However, a Proposal may be withdrawn and resubmitted any time prior to the time set for receipt of Proposals.

Modifications will be allowed on the TechBid website until the deadline for Proposal submittals. No Proposal may be withdrawn after the submittal deadline without approval by TTU, which shall be based on Proposer’s submittal in writing of a reason acceptable to TTU.

4.17 Risk of Loss, Damage, or Delay

Proposer acknowledges and agrees to release and hold harmless TTU, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Proposal to Procurement Services at TTU, as detailed in this RFP.

4.18 Digital Signature

Proposers must sign documents and correspondence using software approved by the TTU. To be approved by TTU, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic Transaction Act (UETA), (2) must utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following three are specifically approved: Adobe Sign, DocuSign, and Verisign. TTU utilizes Adobe Sign for its signature process. TTU will support other digital signature platforms as long as they comply with this policy.

4.19 Proposer Registration

If the Proposer is not already set up as a TTU Vendor, the Proposer will be required to register through TTU’s PaymentWorks system. Any modification to the Proposer’s address, tax identification number, or banking information is required to be modified through PaymentWorks.

Rev. August 8, 2024 Page 19 of 23

4.20 Insurance Requirements

Consistent with its status as an independent contractor, Contractor will carry and cause its Subcontractors to obtain and maintain at least the following insurance, with companies authorized to do business in Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code.

TTU in no way warrants that these limits are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Scope of Work. The Contractor will assess its own risks and, if it deems appropriate or prudent, maintain higher limits or broader coverages. The Contractor is not relieved of any liability or other obligations assumed by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded plans which TTU maintains.

4.20.1 The Contractor agrees to furnish insurance certificates reflecting the following coverage:

Type of Coverage Limits of Liability Workers Compensation (Coverage A) Statutory Employer’s Liability (Coverage B) $1,000,000 Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

b. Products/Completed Operations Aggregate $2,000,000

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000

f. Medical Payments (any one person) $5,000 Automobile Liability (covering leased, hired, non-owned and employee non-owned vehicles) Bodily Injury/Property Damage (each accident) $1,000,000 Personal Injury Protection Statutory

NOTE: An umbrella policy may be used to reach required limits.

4.20.2 Commercial General Liability (“CGL”) must include coverage for liability arising from Goods or Services-completed operations and liability assumed under an insured Contract.

i. If the CGL insurance has a general aggregate limit then ISO endorsement CG 25 04 (03/97 Edition) or its equivalent must be added. The Designated Location(s) General Aggregate Limit must be maintained for the duration of the Contract, and the limit must be twice the minimum required occurrence limit.

ii. Contractor will name TTU, and its Board of Regents, officers, employees, agents, and volunteers as Additional Insureds on ISO endorsement CG 20 26 or its equivalent. The policy shall include ISO endorsement CG 20 01 04 13.

iii. The CGL policy shall contain no endorsements or modifications limiting the scope of coverage for liability assumed under the Contract, or liability arising from pollution.

4.20.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTU. With the exception of the Workers' Compensation policy, TTU must be an additional insured on all policies.

4.20.4 Certificates of Coverage

http://www.texas-statutes.com/insurance-code

Rev. August 8, 2024 Page 20 of 23

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, or upon renewal of the policies, Contractor shall furnish Procurement Services with certificates of insurance in a form acceptable to TTU, certifying that the Contractor carries the required insurance policies and coverage. The certificates shall be sent to Procurement Services at procurement.insurance@ttu.edu.