WEST TEXAS A&M UNIVERSITY

PROCUREMENT SERVICES

RFQ-WT27-0001

Behavioral Health Workforce Landscape Analysis

QUALIFICATIONS MUST BE RECEIVED BEFORE:

3:00 PM Central Time, February 27, 2026

MAIL PROPOSAL TO:

West Texas A&M University Procurement Department Attn: Bryon McCafferty, Director of Purchasing and Contracts WT Box 61001 Canyon, TX 79016

HAND DELIVER AND/OR EXPRESS

MAIL TO:

West Texas A&M University Procurement Department Attn: Bryon McCafferty, Director of Purchasing and Contracts 2403 Russell Long Blvd. Suite 106, Canyon

TX 79016

Qualifications of Proposal must be received in the West Texas A&M University Procurement office before the hour and date specified for receipt of proposal. If it is not received in the department by due date and time, the proposal will be considered late and will be returned to the respondent.

Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121 - 2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public.

Prices and other proposal details will only be divulged after the award, if one is made.

All proposals shall become the property of West Texas A&M University and the state of Texas upon receipt. Proposals may be subject to public review after contracts have been executed.

REFER ALL INQUIRIES TO:

REQUEST FOR QUALIFICATIONS

Show RFQ Number, Opening Date and Time on Return Envelope

Bryon McCafferty West Texas A&M University Procurement Department Phone: 806-651-2111 Email:bmccafferty@wtamu.edu mailto:bmccafferty@wtamu.edu

Contents

SECTION 1

GENERAL

1.1 Scope

1.2 History

1.3 Mission

1.4 Performance Period

1.5 Disclosure of Interested Parties

1.6 Pre-proposal Conference

SECTION 2

STATEMENT OF WORK

2.1 Scope

2.2 Objectives

2.3 Deliverables

2.4 Timeline

2.5 Performance and Monitoring

2.6 Budget and Award Information

2.7 Alignment with Legislative and Funding Priorities

2.8 Required Minimum Qualifications

SECTION 3

SELECTION PROCESS

3.1 Selection Process

SECTION 4

GENERAL INFORMATION

4.1 Submittal Deadline and Location

4.2 Notice of WTAMU Holidays – Offices Closed

4.3 Submittal Instructions

4.4 Special Requirement for Respondents

4.5 Proposal Content and Components

4.6 West Texas A&M University Contact

4.7 Inquiries and Interpretations

4.8 Terms and Conditions and Contract

4.9 Protest Procedures

SECTION 5

GENERAL TERMS AND CONDITIONS

5.1 General

5.2 Definitions

5.3 Accessibility

5.4 Acceptance of Goods and Services

5.5 Ownership of Deliverables

5.6 Invoicing

5.7 Payment

5.8 Reporting

5.9 Observance of University Rules and Regulations

5.10 Non-Disclosure

5.11 Publicity

5.12 License and permits

5.13 Compliance with Law

5.14 Alcohol and Drug-Free Workplace

5.15 Force Majeure

SECTION 6

CONTRACTUAL REQUIREMENTS

6.1 Insurance

6.2 Public Information

6.3 Indemnification

6.4 Performance/Payment Bonds

6.5 Other Benefits

6.6 Dispute Resolution

6.7 Contract Administration

SECTION 7

KEY EVENTS SCHEDULE

EVALUATION CRITERIA

ATTACHMENT A

EXECUTION OF OFFER

ATTACHMENT B

NON-COLLUSION AFFIDAVIT

ATTACHMENT C

FELONY CONVICTION NOTICE

ATTACHMENT D

INSURANCE REQUIREMENTS

ATTACHMENT E

DATA PROTECTION QUESTIONNAIRE

ATTACHMENT F

REFERENCES

ATTACHMENT G

CONFLICT OF INTEREST QUESTIONNAIRE

ATTACHMENT H

CERTIFICATION SHEET OF RESIDENT OR NON-RESIDENT BIDDER

ATTACHMENT I

CERTIFICATION REGARDING LOBBYING

ATTACHMENT J

AGREEMENT REGARDING CRIMINAL BACKGROUND SEARCH

ATTACHMENT K

BLANK W9 FORM

ATTACHMENT L

CERTIFICATE OF INTERESTED PARTIES

ATTACHMENT M

EXAMPLE OF VENDOR CONTRACT ADDENDUM

SECTION 1

GENERAL

1.1 Scope

West Texas A&M University (herein referred to as WTAMU) is soliciting proposals and intends to enter into an agreement for qualifications from consulting firms to design and implement a comprehensive Behavioral Health Workforce Assessment for institutions in the Texas Panhandle, supporting the WTAMU College of Nursing & Health Sciences and the interdisciplinary Behavioral Health Workforce Initiative. WTAMU is an institution of higher education located in Canyon, TX. It is the intention of WTAMU to contract with a single company to provide these services for the WTAMU campus. Vendor must have demonstrated competence in providing these services and must have the qualifications necessary to perform the services outlined in this Request for Qualification (RFQ).

The services will be provided in accordance with the terms, conditions, requirements, and specifications set forth in this RFQ. Specifications are set forth as an attachment to this RFQ and will become a part of the contract as if written herein. This RFQ provides sufficient information for interested parties to prepare and submit proposals of qualification for consideration by the University

1.2 History

The passage of a bill in early 1909 by the Thirty-first Texas Legislature authorizing the establishment of a State normal school for the education of teachers located somewhere "west of the ninety-eighth meridian" set off a spirited bidding war as some 25 west Texas cities and towns competed to secure the educational institution. On Sept. 9, 1909, the location committee, consisting of the speaker of the Texas House of Representatives, the lieutenant governor and the superintendent of public instruction, announced its decision. The location for the school, already named West Texas State Normal College, would be Canyon, a young community of 1,400 located near the center of the rapidly developing Texas Panhandle. Many factors were involved in the location decision, but a pledge of 40 acres of land and $100,100 in cash made Canyon's bid particularly attractive. Although not mentioned in the official report, the city's lack of saloons also strengthened its case. More information can be found at www.wtamu.edu.

1.3 Mission:

The mission of West Texas A&M University is to provide intellectually challenging, critically reflective, regionally-responsive, and inclusive academic programs that discover, interpret, apply, and disseminate knowledge for preparing the next generation of global citizens.

Vision Statement: Guided by its pioneering spirit, West Texas A&M University is recognized for its excellence in teaching and learning, and a strong focus on engaging students in experiences that aid in the development of skills, capabilities, and insights. Our vision is to become a Regional Research University responsive to the forces that shape who we are. Our distinctive focus on the people and places of the Panhandle region will be acknowledged throughout Texas, across the country, and around the world.

http://www.wtamu.edu/

Core Values: The core values of West Texas A&M University are reflective of, inspired by, responsive to the people we serve, regardless of background, family history, personal beliefs, or aspirations. The people of the plains, in towns and communities, on ranches and farms spend every day living out their commitment to family, faith, hard work, and service to neighbors—locally, regionally, and globally.

From these same Panhandle values, grow WT’s core values:

Academic Freedom – We champion the free exchange of ideas.

Service – We put the needs of others first.

Pragmatism – We seek to apply what we learn for the betterment of our community.

Innovation – We embrace better ways to shape the future.

Respect – We treat others with dignity which flows from the humanity of each individual.

Engagement – We promote citizenship and being part of something larger than oneself.

1.4 Contract Performance Period

The intent of this agreement is a short and consecutive amount of time for analyzation of the Texas Panhandle. Associated with an approximate 5-month maintenance contract ending August 31, 2026, with no options to renew.

1.5 Disclosure of Interested Parties

Texas Ethics Commission-Sec. 2252.908. WTAMU will require that the awarded vendor provide a copy of the electronically created Form 1295 to a governmental agency or state agency. WTAMU, will formally acknowledge receipt of the Form 1295 through its account on the Texas Ethics Commission website, not later than the 30th day after the date the Form 1295 is received by the university. Videos and instructions for creating online accounts can be found on the Texas Ethics Commission website, at - https://www.ethics.state.tx.us/statutes/Gov-Code- 2252.908.php

This section applies only to a contract of a governmental entity or state agency that:

(1) requires an action or vote by the governing body of the entity or agency before the contract may be signed; or

(2) has a value of at least $1 million.

(3) is for services that would require a person to register as a lobbyist under Chapter 305.

https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.php https://www.ethics.state.tx.us/statutes/ch305.php

1.6 Pre-Proposal Conference

A Pre-Proposal Conference will be held on February 17, 11:00 a.m. to 12:00 p.m. The conference will be conducted via Microsoft Teams. Attendance is non-mandatory

The purpose of the conference is to review the requirements of this RFQ and allow respondents to ask questions. Verbal responses provided during the conference are for informational purposes only. Only written responses issued through formal addenda to this RFQ shall be considered official and binding.

Respondents are encouraged to submit questions in accordance with the schedule outlined in this RFQ.

Please see the link below to join the meeting.

Pre-Bid Conference RFQ 27-0001 Behavioral Health Workforce Landscape Analysis | Meeting-Join | Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDRiYjc0NzgtMTcxYi00MDcxLWI5NTktZDc4ZjU5ZjlhYjBl%40thread.v2/0?context=%7b%22Tid%22%3a%22eed99d2e-3551-4ec5-9e90-10a7ff3e13a2%22%2c%22Oid%22%3a%220d67819e-4b25-4ce0-a5b4-fac69f4cfa0e%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDRiYjc0NzgtMTcxYi00MDcxLWI5NTktZDc4ZjU5ZjlhYjBl%40thread.v2/0?context=%7b%22Tid%22%3a%22eed99d2e-3551-4ec5-9e90-10a7ff3e13a2%22%2c%22Oid%22%3a%220d67819e-4b25-4ce0-a5b4-fac69f4cfa0e%22%7d

SECTION 2

STATEMENT OF WORK

2.1 Scope including Background and Purpose

West Texas A&M University, through the College of Nursing & Health Sciences and the interdisciplinary Behavioral Health Workforce Initiative, seeks proposals from qualified consulting firms to conduct a comprehensive Behavioral Health Workforce Landscape Analysis for the Texas Panhandle.

The Texas Panhandle, encompassing the top 26 counties, faces significant behavioral health workforce challenges, including persistent shortages, high turnover, limited supervision capacity, fragmented programs, and misalignment between education pathways and workforce demand. These challenges are compounded by rural access barriers and increasing service demand. In addition, the development of a new Texas State Hospital in Amarillo is expected to significantly impact regional workforce needs, recruitment pipelines, and service capacity.

This project will provide data-informed analysis and strategic recommendations to support workforce planning and development, funding justification, and coordinated regional response efforts across education, healthcare, and community systems.

A. Workforce Analysis

The selected contractor will conduct a comprehensive workforce analysis that includes:

Analysis of current behavioral health workforce supply and demand Identification of workforce shortages by discipline, licensure level, and geography Assessment of vacancy rates, turnover trends, and retention challenges Analysis of demographic trends, employee skill mapping, and workforce gap identification Evaluation of workforce readiness, licensure, and supervision capacity Identification of rural workforce challenges and access barriers

B. Education & Training Pipeline Review

Review of education, training, and credentialing pathways (and tracking) Assessment of alignment between training programs and workforce needs Identification of barriers to entry, completion, and advancement

C. State Hospital Impact Analysis

Analysis of workforce implications related to the new Texas State Hospital Assessment of regional capacity to meet projected staffing needs, including evaluation of labor availability and strategies to support sustainable workforce expansion without negatively impacting existing community-based providers

Identification of alignment opportunities between education, training, and employment pipelines

D. Stakeholder Engagement

Engagement with regional partners, employers, educators, and workforce entities Interviews or focus groups to inform analysis and recommendations

E. Strategic Recommendations

Short-, mid-, and long-term workforce strategies Recommendations to strengthen recruitment, retention, and pipeline development Alignment with Behavioral Health Workforce Initiative priorities and regional workforce sustainability

2.2 Objectives:

The objectives of this project are to:

Assess the current behavioral health workforce landscape across the top 26 counties of the Texas Panhandle

Identify workforce shortages, turnover trends, and pipeline gaps Analyze workforce readiness, skill alignment, and supervision capacity Evaluate the projected workforce impact of the new Texas State Hospital Support strategic planning, funding justification, and policy development Inform implementation of the Behavioral Health Workforce Initiative

2.3 Deliverables:

The selected contractor shall provide:

1. Comprehensive Workforce Landscape Analysis Report, including:

- Workforce supply and demand analysis

- Demographic trends

- Skill mapping and workforce gap analysis

- Turnover and vacancy trends

- Education and training alignment

2. Workforce Gap Analysis Summary

- Identification of workforce shortages and misalignments

- Analysis of current vs. projected workforce needs

- Implications for service capacity and system sustainability

3. Executive Summary

- Summary of findings suitable for leadership, funders, and policymakers

4. Data Visualizations and Supporting Materials

- Tables, charts, and/or dashboards

5. Strategic Recommendations & Implementation Framework

- Actionable recommendations aligned with Behavioral Health Workforce Initiative goals

- Short-, mid-, and long-term strategies

6. Final Presentation

- Presentation of findings to West Texas A&M University and Behavioral Health Workforce

Initiative leadership and other specified stakeholders

2.4 Timeline:

The anticipated project period is 3–5 months from contract execution. Proposals should include a detailed work plan and timeline that aligns with the following general phases:

Phase 1: Project Kickoff & Data Acquisition (Weeks 1–3) Confirm scope, finalize data sources, establish project plan, and initiate data collection.

Phase 2: Analysis & Stakeholder Engagement (Weeks 3–10) Conduct workforce supply/demand analysis, demographic trends, skill mapping, and gap analysis;

complete stakeholder interviews/focus groups.

Phase 3: Draft Findings & Review (Weeks 10–14) Submit draft report(s) and preliminary findings; incorporate West Texas A&M University/Behavioral Health Workforce Initiative feedback.

Phase 4: Final Deliverables & Presentation (Weeks 14–20) Provide final report package (including executive summary, gap analysis summary, visuals/dashboards as applicable) and deliver final presentation.

West Texas A&M University reserves the right to negotiate the final schedule and deliverable due dates with the selected contractor to ensure alignment with Behavioral Health Workforce Initiative planning and reporting needs.

2.5 Performance and Monitoring

Performance monitoring for this contract will ensure accountability, quality of work, and timely completion of deliverables in accordance with West Texas A&M University standards.

A. Performance Measures and Standards

The contractor’s performance will be evaluated based on:

Completion of all deliverables within the approved timeline Quality, accuracy, and usability of analysis and findings Adherence to agreed-upon methodology Responsiveness to feedback and revisions Alignment of outputs with Behavioral Health Workforce Initiative goals and workforce planning needs

B. Accountability

The contractor will be accountable to West Texas A&M University’s Office of Academic & Regional Collaboration and Behavioral Health Workforce Initiative leadership and will be required to:

Participate in scheduled progress meetings Provide regular status updates Submit deliverables in accordance with project milestones Comply with all contractual and reporting requirements

C. Monitoring Requirements

West Texas A&M University will monitor performance through:

• Review of interim deliverables

• Progress check-in meetings

• Review of draft and final products

• Ongoing communication with the project lead

D. Noncompliance Resolution

If performance issues arise, West Texas A&M University may:

1. Provide written notice of deficiencies

2. Require a corrective action plan with timeline

3. Withhold payment pending resolution

4. Modify or terminate the contract in accordance with university and state procurement policies

2.6 Budget and Award Information

Funding Source: State Funds Award Type: Single award anticipated WEST TEXAS A&M UNIVERSITY reserves the right to reject any or all proposals and negotiate scope or cost as necessary.

2.7 Alignment with Legislative and Funding Priorities

This project supports:

Legislative Appropriations Requests State workforce development strategies Behavioral health capacity building Rural and regional workforce recruitment and retention Data-informed funding and policy decisions

Findings will inform Behavioral Health Workforce Initiative planning, future funding proposals, and regional coordination efforts.

2.8 Required Minimum Qualifications:

2.9

To be considered, proposers must meet the following minimum qualifications. Proposals that do not clearly demonstrate these qualifications may be deemed non-responsive and removed from further consideration.

1. Organizational Experience

• Demonstrated experience conducting workforce, labor market, or systems-level analyses within the past five (5) years

• Experience working with public-sector entities, institutions of higher education, healthcare systems, or government agencies

• Demonstrated ability to manage projects of similar scope, complexity, and scale

2. Workforce & Data Analysis Capacity

• Demonstrated capacity to:

- Conduct workforce supply and demand analyses

- Perform skills mapping and workforce gap analysis

- Analyze labor market, demographic, and education pipeline data

• Experience integrating multiple data sources (e.g., state, regional, institutional, employer-based, or licensure datasets)

• Ability to translate quantitative and qualitative findings into actionable recommendations for planning, policy, or funding purposes

3. Regional, Rural, and Large-Geography Experience

• Demonstrated experience working in rural or geographically dispersed regions, including projects spanning large multi-county service areas

• Demonstrated understanding of challenges associated with large geographic regions, such as:

- Distance and service accessibility

- Workforce availability and distribution

- Coordination across jurisdictions and providers

- Data availability and infrastructure variability

- Differences in local capacity across communities

• Experience designing or supporting regional-scale initiatives that require coordination among multiple stakeholders is strongly preferred

4. Interdisciplinary and Complex Workforce Systems

• Demonstrated experience working within complex, interdisciplinary workforce systems that span multiple sectors, such as education, healthcare, human services, workforce development, or community-based systems

• Experience analyzing or supporting systems that require coordination across multiple disciplines, credentialing pathways, regulatory environments, and stakeholder groups

• Demonstrated understanding of workforce challenges related to:

- Recruitment and retention

- Training and pipeline development

- Supervision and credentialing

- Service capacity and access

• Experience working across interprofessional environments, including collaboration among education providers, employers, public agencies, and community-based organizations

• Familiarity with behavioral health, healthcare, or human services systems is strongly preferred but not required, provided the proposer demonstrates relevant systems-level workforce expertise

5. Project Management Capacity

• Ability to complete work within a 3–5-month project period

• Identification of a dedicated project lead and supporting staff

• Demonstrated experience delivering written reports, presentations, and stakeholder-facing products on time and within scope

6. Compliance & Eligibility

• Ability to contract with a public institution of higher education in the State of Texas

• No conflicts of interest

• Ability to meet WEST TEXAS A&M UNIVERSITY contracting, reporting, and insurance requirements

Failure to meet the minimum qualifications outlined above may result in disqualification from further consideration, regardless of proposal quality.

SECTION 3

SELECTION PROCESS

3.1 Selection Process

The evaluation of the proposals shall be based on the information provided that the WTAMU deems to represent the best value to the WTAMU. The RFQ provides the information necessary to prepare and submit proposals for consideration by the WTAMU. All properly submitted proposals will be reviewed, evaluated, and ranked by the WTAMU. The WTAMU will rank the RESPONDENTS in the order that they provide the overall “best value” to the WTAMU based on an evaluation of the responses to the RFQ.

The WTAMU will base its choice on criteria to include but not limited to the following: demonstrated competence, knowledge, and qualifications of the Respondent in respect to the Solution offered; as well as the capability of the Solution offered to include, but not be limited to, factors such as functionality and ease of use of the Solution; and on the reasonableness of the proposed fee for the Solution and related services.

The Respondent selected will be the one with the experience and qualifications, as presented in response to this RFQ, establish them, in the opinion of WTAMU, as well qualified and offering the greatest benefits, experience and value to WTAMU. WTAMU may cancel this RFQ or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should WTAMU determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and executed with that Respondent. The contract will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the Respondent’s proposal as negotiated.

The most qualified Respondents as determined by WTAMU MAY BE REQUIRED to present the Solution proposed to the evaluation committee before the final selection. Presentations/demonstrations may be presented on-site at a WTAMU location or virtually using webinar software. WTAMU will not provide compensation to Respondents for any expenses incurred by the Respondents for proposal preparation, evaluations or demonstrations that may be made.

Submission of proposals indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by WTAMU during the evaluation process.

The selection of the successful proposal may be made by WTAMU on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal may be made by WTAMU on the basis of negotiation with any of the Respondents. WTAMU shall not disclose any information derived from the proposals submitted by competing Respondents in conducting such discussions.

All proposals must be complete and convey all of the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFQ, WTAMU alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

WTAMU may perform reference checks and seek further information, as needed from all Respondents whose proposals WTAMU, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes

WTAMU to contact these organizations to discuss the services and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to WTAMU and Respondent shall and hereby does release and hold harmless WTAMU, the state of Texas, and such organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

WTAMU reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, and/or to make the award to the most responsive Respondent.

SECTION 4

GENERAL INFORMATION

4.1 Submittal Deadline and Location

All proposals must be received by WTAMU in a sealed envelope or box prior to the date specified in the Schedule of Events with the bid number clearly marked on the outside.

Late proposals will not be considered under any circumstances. Late proposals properly identified will be returned to the Respondent unopened. Telephone and/or facsimile (Fax) proposals are not acceptable under any circumstances.

4.2 Notice of WTAMU Holidays – Offices Closed

WTAMU offices will be closed for the agency’s holidays. The current year’s holidays can be found at:

Human Resources/Payroll | WTAMU

Telephone calls and emails will not be answered, and mail and deliveries will not be received during these holiday periods. Respondents are advised to consider these dates when scheduling telephone calls, emails, and mailing or delivery of proposal responses.

4.3 Submittal Instructions

Proposal responses including Execution of Offer must be signed by the Respondent’s company official authorized to commit such proposals.

Submit one (1) original printed copy and 3 additional copies.

Proposal response outermost delivery package (envelope/box/carton) must clearly indicate the Respondent’s company name and address, and the RFQ number and opening date. Packages that are not properly labeled will be sent back to sender unopened.

4.4 Special Requirement for Respondents

Submittal Requirements

Interested vendors must submit a proposal that includes the following:

Evaluation Topical Area

What submittal items you want to review from proposers?

How will this item be evaluated? What will we consider in scoring? What would the desired response look like?

1. Workforce & Systems Understanding

• Narrative description of understanding of workforce challenges

• Description of relevant experience

Proposals will be evaluated on the proposer’s understanding of and experience with complex workforce systems, including challenges related to workforce supply, demand, training pipelines, and system coordination. The desired response demonstrates a strong grasp of interdisciplinary workforce dynamics, https://www.wtamu.edu/business-finance/human-resources/holidays.html especially across education, workforce, healthcare, and community systems, and reflects familiarity/experience with regional or rural workforce challenges.

2. Workforce Analysis & Methodology

• Detailed description of proposed methodology and analytical approach

• Work plan and sequencing of activities

• Description of data sources and analytic tools

• Explanation of how findings will be synthesized and presented

Proposals will be evaluated on the clarity, rigor, and feasibility of the proposed methodology. The desired response clearly outlines a structured, step-by-step approach to conducting the workforce analysis, including data collection, analysis, stakeholder engagement, and synthesis. Strong proposals will demonstrate an understanding of workforce supply and demand analysis, skills mapping, and gap identification, and will describe how quantitative and qualitative data will be integrated to produce actionable findings. The methodology should reflect an ability to assess complex, interdisciplinary workforce systems and generate practical recommendations that inform planning, policy, and investment decisions.

3. Regional & Large-Scale Capacity Considerations

• Description of experience working in rural or large geographic regions

• Examples of prior regional or multi-county work

Reviewers will assess the proposer’s experience working in rural or geographically dispersed areas. Strong proposals will demonstrate understanding of challenges related to scale, distance, workforce availability, and coordination across jurisdictions, and will reflect strategies appropriate for large, diverse service regions.

4. State Hospital & Workforce Expansion Alignment

• Narrative describing approach to assessing State Hospital workforce impacts

• Description of strategies to address regional workforce needs and sustainability

Proposals will be evaluated on how well they address workforce implications associated with the new Texas State Hospital. Desired responses will demonstrate an understanding of workforce demand, labor availability, and strategies to expand workforce capacity without negatively impacting existing providers or service systems and building regional workforce sustainability.

5.

Interdisciplinary & Cross-Sector Experience

• Description of team experience

• Examples of cross-sector or interdisciplinary work

Evaluation will consider the extent to which the proposer has experience working across multiple sectors such as education, workforce development, healthcare, and community-based organizations. Strong responses will demonstrate the ability to work within complex systems requiring coordination across disciplines and stakeholders.

6. Project Management & Feasibility

• Project timeline

• Staffing plan

• Roles and responsibilities

Reviewers will evaluate the feasibility of the proposed timeline, clarity of roles, and overall project management approach. Strong proposals will include a realistic schedule, clearly defined responsibilities, and evidence of capacity to complete the work within the required timeframe.

7. Cost Effectiveness & Value

• Detailed budget

• Budget narrative

Proposals will be evaluated on the reasonableness and clarity of the budget relative to the scope of work. The desired response demonstrates efficient use of funds, alignment between budget and activities, and clear justification for all major cost categories.

4.5 Proposal Content and Components

4.5.1 Proposals should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to meet the requirements and specifications set forth in this RFQ. Emphasis should be on completeness, clarity of content and responsiveness to the requirements and specifications set forth in this RFQ.

4.5.2 Respondents are requested to submit a proposal that represents their best offer, as WTAMU does not anticipate utilization of the “Best and Final Offer” process.

4.5.3 Proposal text is to be typed single-spaced. All pages are to be on 8 ½ X 11-inch paper with all pages numbered sequentially and correspond with the table of contents.

4.5.4 The following information is to be returned as part of your proposal response.

Proposals submitted without this information will be evaluated accordingly

• Signed Execution of Offer (ATTACHMENT A)

• Proposal response

• Felony Conviction Notification (ATTACHMENT C)

• Non-Collusion Affidavit (ATTACHMENT B)

• Data Protection Questionnaire (ATTACHMENT F)

• Insurance Requirements (ATTACHMENT D)

• References (ATTACHMENT F)

• Conflict of Interest Questionnaire (if appliable) (ATTACHMENT G)

• Certification of Resident or Non-Resident Bidder (ATTACHMENT H)

• Certification Regarding Lobbying (ATTACHMENT I)

• Agreement Regarding Criminal Background Search (ATTACHMENT J)

• Certificate of Interested Parties (ATTACHMENT L)

• Demonstrated Experience and Qualifications

• Company Information

• Pricing in accordance with the specifications

• Copies of all addenda that may be issued for the RFQ signed by same authorized

Respondent representative who signs the Execution of Offer, or acknowledgment on the Bid Form.

4.5.5 The proposal response should also include the following information. Proposals submitted without this information will be evaluated accordingly:

• A table of contents by section to the appropriate pages

• An executive overview that provides a concise overview of the services being offered to meet the requirements of this RFQ, the Respondent’s general approach to providing the services and deliverables, and documentation as to why the Respondent is the best qualified.

https://www.wtamu.edu/administration/human-resources-holidays.aspx

• A proposal narrative that is concise yet offers a complete explanation of the project. Be specific in justifying the proposal in terms of the goals and objectives described in the

RFQ.

• A statement of qualifications which includes:

a) Introduction – Content shall be at the discretion of the Respondent.

b) Company background – Must provide relevant experience (years in business) with projects of this size and scope.

c) Qualifications – Information provided for professional and support staff, and/or any Subcontractors must demonstrate experience and qualifications in their particular work assignment for the project. Information provided for similar projects must be substantiated with current references. Describe services you organization has provided in the past three (3) years that demonstrates your organization’s capability to carry out the proposed services.

d) Project management methodology – Describe project organization and management methods that are most appropriate to perform the services and provide deliverables as required in this RFQ. The description shall include procedures, cost and time schedules, and any other management considerations appropriate to this RFQ. Contract and project managers and key personnel shall be identified. Any subcontractors shall be identified and the intended scope of their work detailed. Office locations for key personnel and any subcontractors shall be identified. The management methods shall address cost or price monitoring and control. The Respondent’s management and project tracking capabilities shall be described.

e) In its response to this RFQ, RESPONDENT must submit a Financial Proposal that clearly identifies all costs, fees and/or charges to WTAMU over the term of the agreement. No particular form of Financial Proposal is required, but it must be clear and plainly identify all costs, fees and/or charges.

Respondent shall provide a list of at least 3 references where they have provided management and operational services of this type and scope. References shall include, name of company, address, point of contact, and phone number. A negative reference may be cause for disqualification of proposal. On site visit of reference may be requested.

4.6 West Texas A&M University Contact

Any questions or concerns regarding this Request for Qualifications shall be directed in writing to:

Bryon McCafferty Director of Purchasing and Contracts

Email: bmccafferty@wtamu.edu Phone: 806-651-2111

WTAMU specifically requests that Respondents restrict all contact and questions regarding this RFQ to the above-named individual.

4.7 Inquiries and Interpretations

Responses to inquiries which directly affect an interpretation or change to this RFQ will be issued in writing by addendum to the contact identified in Item 4.6. Only inquiries which are replied to by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

Notice: It is the responsibility of Respondents who download this RFQ from the Electronic State Business Daily (http://www.txsmartbuy.com/sp) to check the website for any addenda for this RFQ. All such addenda issued by WTAMU prior to the time that proposals are received shall mailto:bmccafferty@wtamu.edu http://www.txsmartbuy.com/sp be considered part of the RFQ. The Respondent shall consider and acknowledge receipt of such addenda by including signed copies of such addenda in their response.

The addendum for listing all questions and answers is scheduled to be available posted on the above referenced website as outlined in the Key Event Schedule.

4.8 Terms and Conditions and Contract

All terms and conditions and other requirements contained in this RFQ shall govern any Agreement issued as a result of this RFQ. Additional or attached terms and conditions which are determined to be unacceptable to WTAMU shall result in the disqualification of the proposal. By submitting a response to this RFQ, you affirm your company’s intention to enter into an agreement under the terms and conditions listed in the contract example. No other form of contract will be utilized as a result of this RFQ.

4.9 Protest Procedures

Any vendor wishing to challenge a purchase award made by the Department of Purchasing must make a written request to the Director of Purchasing & Contracts to review the transaction. The request for review must be made within three working days of the notification of award.

The Director of Purchasing& Contracts will review the award and provide a written explanation of the decision to the vendor making the request. In the event that the Director of Purchasing & Contracts review discovers any significant deviation from the rules, the award may be changed their discretion. The vendor may appeal the decision, within three working days, to the Director of Purchasing & Contracts who will render a decision.

If the vendor does not agree with the decision of the Director of Purchasing & Contracts, the vendor may appeal to the Vice President of Business & Finance, whose decision will be final.

SECTION 5

GENERAL TERMS AND CONDITIONS

5.1 General

TERMS AND CONDITIONS: WTAMU reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFQ. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which WTAMU determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. WTAMU reserves the right to award to the firm, or firms, which in our sole judgment, will best serve our long-term interest.

This RFQ in no manner obligates WTAMU to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by WTAMU without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by WTAMU Office of General Counsel are essential prior to the award of any resultant agreement. In the event the Respondent does not supply terms and conditions with their submittal, WTAMU terms and conditions will govern this transaction.

A. GOVERNING LAW: Respondent agrees that, in the event of a dispute, laws of the State of Texas will prevail.

B. NON-DISCRIMINATION: The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, color, national origin, age, religion, sex, genetic information, veteran status or disability protected by law. Such action shall include, but is not limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a submittal, Respondents certify that they will conform to the provisions of the federal Civil Rights Act of 1964, as amended.

C. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a state of qualification, the Respondents certify that they do not and will not, during the performance of any resultant agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

D. DEBARMENT STATUS: By submitting a proposal, Respondents certify that they are not currently debarred from submitting submittals on contracts nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts.

E. INDEMNIFICATION AND HOLD HARMLESS: The Respondent shall defend, indemnify and hold harmless WTAMU, its officers, employees and agents, against any and all liability of whatever nature which may arise directly or indirectly by reason of the Respondent’s performance under any resultant agreement. The Respondent agrees to protect the State from claims involving infringement of patents or copyrights.

F. RESPONDENT LIABILITY: The Respondent will be liable for any associated costs of repairs for damage to buildings or other WTAMU property caused by the negligence of the Respondent’s employees.

G. EARLY TERMINATION: WTAMU shall have the right to terminate any resultant agreement with the Respondent without penalty after a (30) day written notice of termination to the Respondent under the following circumstances:

1. Default of Respondent It shall be considered a default whenever the Respondent shall:

(a) Disregard or violate material provisions of any resultant agreement documents or WTAMU instructions, or fail to execute the work according to the agreed upon schedule of completion and/or time of completion specified, including extensions thereof, or fail to reach agreed upon performance results.

(b) Declare bankruptcy, become insolvent, or assign company assets for the benefit of creditors.

2. Convenience of WTAMU Termination of any resultant agreement if construed by WTAMU to be in its best interest for serving the community and its students, faculty, and staff.

Note: Any contract cancellation notice shall not relieve the Respondent of the obligation to deliver and/or perform prior to the effective date of cancellation.

H. RESPONDENT PAYMENT/BILLING TERMS: Payment of invoices will be made thirty (30) days after receipt of a correct invoice and approval by the applicable department within WTAMU.

I. CIVIL RIGHTS REQUIREMENTS: All Respondents must comply with applicable civil rights laws.

J. NON-COLLUSION CLAUSE: The Non-Collusion Affidavit must be executed as a part of the Respondent’s submittal.

K. ENTIRE AGREEMENT: Any resultant agreement, when fully executed, shall supersede any and all prior and existing agreements, either oral or in writing, and will contain all the covenants and agreements between the parties with respect to the subject matter of any resultant agreement. Any amendment or modification to any resultant agreement must be in writing and signed by the parties hereto.

L. SEVERABILITY: It is understood and agreed that if any part, term, or provision of any resultant agreement is by the courts held to be illegal or in conflict with any law of the State of Texas, the validity of the remaining portions or provisions shall be construed and enforced as if any resultant agreement did not contain the particular part, term, or provision held to be invalid.

M. MODIFICATION OF SERVICE: WTAMU reserves the right to modify the services during the course of any resultant agreement. Any changes in pricing and rates proposed by the Respondent resulting from such changes are subject to acceptance by WTAMU.

In the event prices and rates cannot be negotiated to the satisfaction of both parties, resultant agreement may be subject to competitive bidding based upon the new specifications.

N. PUBLICITY: Respondents must refrain from giving any reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcements, without specific written approval from WTAMU.

Information provided to Respondent by WTAMU, including but not limited to information from the members, officers, agents, or employees of The Texas A&M University System or any of its members, and information provided to Respondent by members of the public or any other third party shall belong to WTAMU.

O. INDEPENDENT CONTRACTOR: The successful Respondent agrees that in all respects its relationship with WTAMU will be that of an independent contractor, and that it will not act or represent that it is acting as an agent of WTAMU or incur any obligation on the part of WTAMU without written authority of WTAMU. As an independent contractor, Respondent will be solely responsible for determining the means and methods for performing the services described.

Respondent shall observe and abide by all applicable laws and regulations, policies and procedures, including but not limited to, those of WTAMU relative to conduct on its premises.

P. CONFIDENTIALITY: In accordance with the Texas Public Information Act, Submittals could be subject to public review after any resultant agreements have been executed. Respondents responding to this submittal are cautioned not to include any proprietary information as part of their submittal unless such proprietary information is carefully identified as such in writing.

Information created, derived, or otherwise produced by Respondent shall remain the exclusive property of Respondent. Respondent acknowledges any final report or papers will be provided in accordance with this Agreement, and that any information contained in any report or papers, which Respondent believes is confidential under Texas law will be clearly designated as such by Respondent. In the event WTAMU receives a request for public information for any portion of any final report or papers that have been designated by Respondent to be confidential, WTAMU will provide notice to Respondent and Respondent may submit a brief to the Office of the Attorney General, as provided by Chapter 552, Texas Government Code.

Q. PUBLIC INFORMATION ACT:

(a) R. Respondent acknowledges that WTAMU is obligated to strictly comply with the Public

Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this RFQ, as well as any other disclosure of information required by applicable Texas law.

(b) Upon WTAMU’s written request, Respondent will promptly provide specified contracting information exchanged or created under this Agreement for or on behalf of WTAMU.

(c) Respondent acknowledges that WTAMU may be required to post a copy of the fully executed Agreement as a result of this RFQ on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

(d) The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to any resultant agreement and the Respondent agrees that the resultant agreement can be terminated if the Respondent knowingly or intentionally fails to comply with a requirement of that subchapter.

R. OWNERSHIP OF DOCUMENTS: Upon completion or termination of any resultant agreement, all documents prepared by the Respondent for the benefit of WTAMU shall become the property of WTAMU. At WTAMU’ option, such documents will be delivered to WTAMU Procurement Office. WTAMU acknowledges that the documents are prepared only for the contracted services specified. Prior to completion of the contracted services, WTAMU shall have a recognized proprietary interest in the work product of the Respondent.

S. SUBCONTRACTING: No subcontract or third-party personnel will be permitted to perform services described herein, without the written consent of WTAMU. Upon written request, the Respondent shall provide copies of all applicable licenses and other written approvals, which may be held by its subcontractors in order to perform the services described herein.

The Respondent shall be fully responsible for all work performed under any resultant agreement from this RFQ. The Respondent shall describe who will be, if any, subcontractor(s) for the resultant agreement. No subcontract, which the Respondent entered into with respect to performance under any resultant agreement, shall in any way relieve the Respondent of any responsibility for the performance of its duties under the terms of the resultant agreement. The Respondent shall notify the agency in writing of any changes in subcontracting.

T. DISPUTE RESOLUTION: The resolution process provided in Chapter 2260, Texas Government Code, and the related rules adopted by the Texas Attorney General pursuant to Chapter 2260, shall be used by WTAMU and Respondent to attempt to resolve any claim for breach of contract made by Respondent that cannot be resolved in the ordinary course of business. Respondent shall submit written notice of a claim of breach of contract under this Chapter to the Vice President for Business & Finance, who shall examine Respondent’s claim and any counterclaim and negotiate with Respondent in an effort to resolve the claim.

U. VENUE: Pursuant to Section 85.18, Texas Education Code, venue for any suit filed against WTAMU shall be in the county in which the primary office of the chief executive officer of WTAMU is located.

V. STATE AUDITOR’S OFFICE: Respondent understands that acceptance of funds under this Agreement constitutes acceptance of the authority of the Texas State Auditor's Office, or any successor agency (collectively, “Auditor”), to conduct an audit or investigation in connection with those funds pursuant to Section 51.9335(c), Texas Education Code. Respondent agrees to cooperate with the Auditor in the conduct of the audit or investigation, including without limitation, providing all records requested.