ESBD_492836_1772140459277_RFP 2026-1178 RNSC Security Equipment and Services.pdf

Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

3:00 PM Central, 4/2/2026 s must be submitted in TechBid at the following address:

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

2026-1178

Reese National Security Complex Security Equipment and Services https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

RFP for Reese National Security Complex Security Equipment and Services

Rev. August 8, 2024 Page 2 of 21

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Project Details

1.3 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 Preferred Qualifications

2.3 Quality Measures/Future State

2.4 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 Veteran Heroes United in 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 21

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University (“TTU”) is seeking competitive Responses to a Request for Proposal (“RFP”) for Security Equipment and Services for the Reese National Security Complex (formerly the Reese Technology Center) located in western Lubbock, Texas, at the unincorporated community of Reese Center. The purpose of this RFP is to award qualified Proposers to supply necessary goods and equipment (both “Equipment”), installation, services, maintenance, and expertise, collectively referred to as Services, related to access limitation and site monitoring and response.

Services will vary depending on the nature of individual projects. TTU intends to execute multiple open-ended contracts to support Equipment and Services needs throughout the term of the Contract. TTU does not guarantee a minimum number of orders that will be placed under the awarded Contracts.

1.2 Equipment and Services needs

For the purpose of this RFP, Equipment and Services may refer to perimeter security (fencing and walls or berms)(including temporary or permanent structures, construction fencing, and high security fencing), surveillance & detection/video surveillance cameras (including closed circuit systems, analog and IP systems, high definition, night vision capable, and any standalone and system integrated security camera as approved by the TTU, barricades/barriers/bollards (including various types for construction management, and long-term pedestrian and vehicle access control), other integrated systems (access control systems, alarm/intrusion detection systems, acoustic mitigation systems, visitor management systems, remote monitoring, including door locks, door automation, and gate access, both pedestrian and vehicular), and any additional Equipment or Services related to site security not listed above (safety & emergency features like lighting systems and egress gates). Any Equipment or Services that include a software component or collects or processes data must have TX-RAMP (or equivalent) certification (for cloud data storage) and provide a Voluntary Product Accessibility Template (“VPAT”) aligned with the Web Content Accessibility Guidelines (“WCAG”) 2.1 Level AA Standard for accessibility compliance. TTU’s full technology legal requirements are included in Attachment B. All Equipment and Services must be compatible with existing TTU infrastructure and software systems to ensure seamless integration and must comply with TTU Operating Policy and Procedures and Texas Tech University System Regulations.

A Proposer that can fulfill any one or more of the Equipment or Service needs specified in this RFP is encouraged to submit a Proposal. The Proposer is not required to fulfill all Equipment and Service needs outlined herein.

Due to the various levels of security and sensitivity of potential projects that may arise throughout the life of any resulting Contract, additional information may be requested by TTU of any awarded Proposer(s) to ensure compliance with any applicable State and/or Federal regulations and requirements. Requested information may include, but is not limited to, information about personnel, information about the parent company, and/or information about financial aspects of the business. Acceptance of individual project proposals may be subject to the information provided upon request. The information provided may limit the types and/or locations of projects available for a successful individual project proposal from an awarded Proposer. This does not disqualify the Proposer from other projects that may have alternate or no security requirements. The Proposer should provide applicable information about any security clearances held by the Proposer.

1.3 Alternate Proposals

The University may consider alternate Proposals submitted by the Proposer that expand or differ from these specifications. Proposers submitting alternate Proposals should (i) clearly identify any exceptions taken to the Specifications set forth in this RFP and (ii) include a detailed description of the alternative(s) proposed. The Proposer may suggest additions to the specifications set forth in this RFP, and all such suggestions must be clearly defined.

Alternate Proposals should be submitted as attachments to the Proposal. Alternate Proposals shall meet the same mandatory requirements and shall be in the same format as the Proposal’s base format.

https://www.depts.ttu.edu/opmanual https://www.depts.ttu.edu/opmanual https://www.texastech.edu/offices/cfo/regulations.php

Rev. August 8, 2024 Page 4 of 21

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 Proposer(s) must provide documentation or a quote that details the cost of labor and/or supplies for the requested Equipment or Services, as well as the length of time, if applicable, any items will be in place as requested and required by TTU.

2.1.2 Proposer(s) must accept a Purchase Order (“PO”) for each Equipment or Service request. No Equipment or Services shall be provided until an approved PO is received from TTU.

2.1.3 Installation, if applicable, must be completed in accordance with governing bodies that regulate the applicable industry(ies), with industry-standard best practices and procedures, and to the standards and specifications of

TTU.

2.1.4 Services that include continuous monitoring and/or onsite personnel will also include a dedicated contact for

TTU.

2.1.5 Services and/or Equipment that interact, integrate, or communicate with any TTU system must adhere to the attached IT Addendum (Attachment B).

2.1.6 Fencing

i. All fencing must be in good working condition and free from defects.

ii. Proposer(s) must be available to perform maintenance and remediation efforts when requested by

TTU for all warranty work. Services requested outside of the warranty period will be requested and executed through a PO.

iii. Fencing must be installed at the time and location as detailed in the approved PO

iv. Security fencing, when requested, must be rated at or higher than the request from TTU and must be approved by TTU.

2.1.7 Video Surveillance Systems

i. Proposer(s) must maintain the required and necessary certifications and licenses to install and maintain Video Surveillance Systems.

ii. Video Surveillance Systems must be warranted against defects in accordance with the manufacturer’s warranty or better.

iii. Cameras must meet or exceed the security capabilities of various security levels of projects, including, but not limited to, low-risk monitoring and high-security environments with special requirements.

2.1.8 Barricades

i. Barricades must be free from defects and able to operate efficiently in typical conditions (moderate to high winds, rain, etc.)

ii. Proposer(s) must be available to perform maintenance and remediation efforts when requested by

TTU.

iii. Barricades must be installed at the time and location as detailed in the approved PO.

2.1.9 Access Control Systems

i. Proposer(s) must maintain the required and necessary certifications and licenses to install and maintain the applicable Access Control System.

ii. Access Control Systems must be free from defect and in good working condition.

iii. Physical access controls, such as door locks and gate access apparatus, must be warranted according to the manufacturer’s warranty, or better, and Proposer(s) must perform maintenance and remediation efforts when requested by TTU.

Rev. August 8, 2024 Page 5 of 21

iv. Digital access controls, such as security databases and software applications, must be warranted according to the manufacturer’s warranty, or better, and Proposer(s) must perform maintenance and remediation efforts when requested by TTU.

2.1.10 Special Condition Requirements

The following conditions will be required for projects noted as having such Special Conditions when requesting and accepting project-specific proposals on the individual projects. These standards, including those set by the Unified Facilities Criteria (“UFC”) and the Unified Facilities Guide Specifications (“UFGS”), will not be required for every project, but any Proposer(s) capable of fulfilling such requirements must note that ability on the Proposer’s Response Form. This list is not exhaustive; any information on similar, parallel, or otherwise applicable standards is welcome and encouraged.

i. Fencing

(a) Fencing must follow the standards set forth by UFC 4-022-03 – Security Fences and Gates

(b) Fencing must follow the standards set forth by UFGS 32 31 13.53 – High-Security Chain Link

Fences and Gates.

ii. Video Surveillance Systems

(a) Video Surveillance Systems must follow the standards set forth by UFC 4-021-02 – Electronic Security Systems.

iii. Barricades

(a) Barricades must follow the standards set forth by UFC 4-022-02 – Selection and Application of Vehicle Barriers.

iv. Access Control Systems

(a) Access Control Systems must follow the standards set forth in UFC 4-021-02 – Electronic Security Systems.

(b) Access Control Systems must follow the standards set forth in UFC 4-010-06 – Cybersecurity of Facility-Related Control Systems.

(c) Access Control Systems must follow the standards set forth in UFC 4-022-01 – Security Engineering: Entry Control Facilities/Access Control Points.

v. Acoustic Mitigation

(a) Acoustic Mitigation must follow the acoustic attenuation standards set forth in UFC 4-010-05 – SCIF/SAPF Planning, Design, and Construction.

vi. Intrusion Detection Systems

(a) Intrusion Detection Systems must follow the standards set forth in UFC 4-021-02 – Electronic Security Systems.

vii. Visitor Management Systems

(a) Visitor Management Systems must follow the standards set forth in UFC 4-021-02 – Electronic Security Systems.

(b) Visitor Management Systems must follow the standards set forth in UFC 4-022-01 – Security Engineering: Entry Control Facilities/Access Control Points.

(c) Visitor Management Systems must follow the standards set forth in UFGS 28 10 05 – Electronic Security Systems.

https://www.wbdg.org/FFC/DOD/UFC/ufc_4_022_03_2013.pdf https://www.wbdg.org/FFC/DOD/UFGS/UFGS%2032%2031%2013.53.pdf https://www.wbdg.org/FFC/DOD/UFGS/UFGS%2032%2031%2013.53.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_022_02_2009_c1.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_022_02_2009_c1.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_010_06_2023.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_010_06_2023.pdf https://www.cdse.edu/Portals/124/Documents/jobaids/physical/UFC-4-022-01Security-Enginering-Entry-Control-Facilities-Access-Points.pdf https://www.cdse.edu/Portals/124/Documents/jobaids/physical/UFC-4-022-01Security-Enginering-Entry-Control-Facilities-Access-Points.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_010_05_2023.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_010_05_2023.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.wbdg.org/FFC/DOD/UFC/ufc_4_021_02_2025.pdf https://www.cdse.edu/Portals/124/Documents/jobaids/physical/UFC-4-022-01Security-Enginering-Entry-Control-Facilities-Access-Points.pdf https://www.cdse.edu/Portals/124/Documents/jobaids/physical/UFC-4-022-01Security-Enginering-Entry-Control-Facilities-Access-Points.pdf https://www.wbdg.org/FFC/DOD/UFGS/UFGS%2028%2010%2005.pdf https://www.wbdg.org/FFC/DOD/UFGS/UFGS%2028%2010%2005.pdf

Rev. August 8, 2024 Page 6 of 21

viii. Construction Projects

(a) Projects that contain a construction component, as determined by TTU Procurement Services, will contain a supplemental Construction Agreement that contains project-specific details, defined timelines, payment and bond requirements, and other aspects that pertain to compliance with federal, state, and local regulations.

(b) Construction projects must remain in compliance with and adhere to the Uniform General Conditions and Supplemental General Conditions.

2.2 Preferred Qualifications

2.2.1 Proposer(s) geographically located near TTU sites that can provide a quicker response time are preferred.

2.2.2 Proposer(s) may establish a dedicated team of employees for TTU when appropriate.

2.2.3 Proposer(s) may provide extended warranties on Equipment and Services that exceed those of the manufacturer.

2.3 Quality Measures/Future State

2.3.1 All Equipment shall be installed in accordance with industry standards and/or manufacturers' recommendations and is subject to testing and inspection by TTU personnel.

2.3.2 Detailed drawings and designs shall be available upon request of TTU.

2.3.3 Proposer response time shall be adequate to meet TTU’s deadlines for each request from TTU.

2.3.4 Successful Proposer(s) shall provide insight and recommendations, when applicable, and understand the growing needs of TTU.

2.4 Proposal Submittal Requirements

2.4.1 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 Equipment to be provided and Services to be performed, the detailed requirements of the Equipment or Services to be provided, and the conditions under which theEquipment or Services are to be performed. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected for award by TTU, the Proposer will notify TTU immediately of any material change in any matters about which the Proposer has made a statement or representation or provided information.

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

2.4.2 Submittal Instructions for TechBid Proposals

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

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

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

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

i. Proposer’s Response Form

ii. Attachment A – Schedule of Costs and Fees

iii. HUB Subcontracting Commitment Letter (Example provided as Attachment C)

iv. Signed Affirmation and Conflict of Interest https://www.texastech.edu/fpc/ugc_sugcs_2010_revised_9-07-2023.pdf https://www.texastech.edu/fpc/ugc_sugcs_2010_revised_9-07-2023.pdf https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

Rev. August 8, 2024 Page 7 of 21

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 Equipment 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 8 of 21

3.4 Evaluation Criteria and Weights

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

The evaluation will be based on the following:

Evaluation Criteria Points Allowed

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

• Cost of Equipment and/or Services

• Cost of ongoing maintenance, service agreements, licenses, or support

• Warranties

• Shipping/delivery/import costs

• Installation costs and/or implementation fees

• Donated Equipment and Services

• Sponsorships/scholarships/non-monetary contributions contributed by the

Proposer

• Other financial consideration

40%

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

• Proposer’s demonstrated professional experience

• Experience with institutions of higher education, federal or state government, or similar-sized organizations

• Administrative support and Service

• Perceived ability to meet requested standards and maintain standards during all phases of service

• Reporting capabilities

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

• Project Schedules/estimated time to perform services or installation time

• Quality, availability, and adaptability of Proposer’s supplies, materials, and equipment

• 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

40%

Criteria 3: Value Added Options

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

• Minimization of TTU resource use

10%

Criteria 4: Quality assurance plan and control measures implemented and maintained by the Contractor

• Methodology for performing services and project planning 10%

Rev. August 8, 2024 Page 9 of 21

• Customer Service Program

• Ability to comply with Texas laws and TTU Operating Policies

TOTAL 100%

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 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 10 of 21 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 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 11 of 21

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Andrew Jaco andrew.jaco@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 Thursday, February 26, 3:30 PM

Central

On-site Solicitation Conference Monday, March 9, 2026 10:00 AM Central Will meet at 9801 Reese Blvd

Deadline to confirm attendance for On-site Solicitation

Conference Friday, March 6, 2026 5:00 PM

Central

Submit a confirmation email to andrew.jaco@ttu.edu and Miranda.ramos@ttu.edu.

Deadline for Submission of Written Questions Thursday, March 19, 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 Thursday, April 2, 2026 3:00 PM Central mailto:Solicitations.purchasing@ttu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech mailto:solicitations.purchasing@ttu.edu mailto:andrew.jaco@ttu.edu mailto:Miranda.ramos@ttu.edu

Rev. August 8, 2024 Page 12 of 21

Online Proposal Opening Thursday, April 2, 2026 3:00 PM Central TEAMS LINK

Evaluation of Proposals April – May 2026

Award Recommendation May 1, 2026

* All dates are tentative and subject to change.

4.2.2 Solicitation Conference

A Solicitation Conference is scheduled on the date shown in Schedule of Events in the 2nd floor conference room of the main RNSC building located at 9801 Reese Blvd. Lubbock, Texas at the Reese National Security Complex. Potential Proposers must email the contacts listed in the Schedule of Events to confirm attendance and the number of attendees NO LATER THAN Friday, March 6, 2026, at 5:00 PM Central. 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.

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 Equipment 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.

4.5 Term of Award

The maximum term for an awarded Contract under this RFP is anticipated to begin on the date of the last signature, whichever is later, and to expire four (4) years from that date. Unless terminated earlier pursuant to the Contract terms, the Contract would automatically renew for up to four (4) one (1) year renewal terms unless either party https://teams.microsoft.com/l/meetup-join/19%3ameeting_YWUwMzMxMjgtNjg5Ny00MzBkLWFiOGYtN2E0MWJjM2I1Yjdi%40thread.v2/0?context=%7b%22Tid%22%3a%22178a51bf-8b20-49ff-b655-56245d5c173c%22%2c%22Oid%22%3a%22678f0562-66a0-4b00-8ea6-9eb3de58d58b%22%7d

Rev. August 8, 2024 Page 13 of 21 provided 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 expected in the performance of the Scope of Work of this Solicitation. An HSP Commitment Letter (“HUB Letter”) will be required with each submission of a Proposal to this RFP. An example of a HUB Letter has been provided (Attachment C) for reference. The HUB Letter will state the Proposer’s intent to submit a completed HSP, and any supporting documentation required per the HSP (e.g., proof of Good Faith Effort) when requested by Procurement Services and/or a supplemental Construction Agreement. 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.

4.7.1 HSP Resources

i. HSP preparation assistance: solicitations.purchasing@ttu.edu.

ii. Fillable HSP form: http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf.

iii. State of Texas Centralized Master Bidders List:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

4.7.2 TTU’s FY 2026 HUB Goals are:

i. 1% for all categories

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 mailto:solicitations.purchasing@ttu.edu http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Rev. August 8, 2024 Page 14 of 21

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.

A Proposal consisting of only alternate Equipment or Services (i.e., a Proposal that offers Equipment 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 Assistant Vice President and Chief Procurement Officer, or their http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php

Rev. August 8, 2024 Page 15 of 21 designee, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for Equipment 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 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 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TTU may procure Goods or Services for itself or on behalf of any TTU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

4.16 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.

4.17 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 Assistant Vice President and 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.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

Rev. August 8, 2024 Page 16 of 21

4.18 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.

4.19 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 or DocuSign. TTU utilizes Adobe Sign for its signature process. TTU will support other digital signature platforms as long as they comply with this policy.

4.20 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.

4.21 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.

4.21.1 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.

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

Rev. August 8, 2024 Page 17 of 21

4.21.2 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.

4.21.3 Cyber Liability

i. Proposed Services that include the transfer or storage of data may be asked to provide proof of Cyber Liability coverage that meets or exceeds a $10,000,000.00 Aggregate Limit.

4.21.4 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.

4.21.5 Certificates of Coverage

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. Failure of TTU to request such certificates does not eliminate the requirement for the Contractor to maintain the required coverage.

4.21.6 Notification of Cancellation

The Contractor will endeavor to notify Procurement Services thirty (30) days before any material change or cancellation of any insurance policy. In the event the Contractor receives notice of modification or cancellation of any of the policies required under any Contract, then prior to the effective date of modification or cancellation of the policy, the Contractor will obtain a policy of insurance affording the required coverage from an insurance carrier acceptable to TTU. If the Contractor fails to obtain such an insurance policy, TTU may immediately terminate the Contract after providing the Contractor with notice of such termination.

4.22 Compensation and Fees

4.22.1 Provide a detailed compensation schedule for the Goods provided or Services to be performed in response to this RFP. Proposed pricing will apply to every TTU department requesting Goods or Services and cannot be limited to select departments. Proposer(s) shall submit a schedule that clearly details the various compensation amounts and fees that will apply if the Proposer is awarded a Contract with TTU. TTU will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the fully executed Contract.

mailto:procurement.insurance@ttu.edu

Rev. August 8, 2024 Page 18…