ESBD_505615_1775848398516_RFP 2026-1168 Retail Supplies.pdf

Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

4:00 PM Central, 5/5/2026 s must be submitted in TechBid at the following address:

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

2026-1168

Retail Supplies

RFP for Retail Supplies_____

Rev. January 1, 2026 Page 2 of 27

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Project Details

1.3 Exceptions and Exclusions

1.4 Product Categories

1.5 Pricing & Discounts

1.6 Packaging and Labeling

1.7 Material Safety and Data Sheets

1.8 Observance of Laws and Regulations

1.9 Recalls

1.10 Reports

1.11 Distribution Centers

1.12 Electronic Data System

1.13 Market Trends

1.14 Account Executive

1.15 Food Safety

1.16 Electronic Mail

1.17 Market Support

1.18 Order Schedule

1.19 Minimum Order requirements

1.20 Increase in Sell Price for Split Cases

1.21 Credits/Returns

1.22 Price Changes

1.23 Delivery Conditions

1.24 Invoice and Payments

1.25 Audits/Price Verification Reviews

1.26 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

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4.5 Term of Award

4.6 Historically Underutilized Business ("HUB") Firms

4.7 HUB Subcontracting Plan

4.8 Right to Modify, Rescind, or Revoke the RFP

4.9 Right to Review and Award

4.10 Signature and Certification of Proposer

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

4.12 Compliance with RFP Requirements

4.13 Binding Effect of Proposal

4.14 Use and Disclosure of Information

4.15 Group Purchase Authority

4.16 E-commerce

4.17 Withdrawal or Modification

4.18 Risk of Loss, Damage, or Delay

4.19 Digital Signature

4.20 Proposer Registration

4.21 Insurance Requirements

4.22 Compensation and Fees

4.23 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. January 1, 2026 Page 4 of 27

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University (“TTU”) is seeking competitive responses from qualified proposers (“Proposers”) to provide food and supplies (“Products) to a variety of locations on the TTU Lubbock and Amarillo campus (“Locations”) operated by the Department of Hospitality Services (“Hospitality”), TTU Athletics, and other TTU departments on an as needed basis. Products include those you would find in a typical grocery store or convenience store

1.2 Project Details

1.2.1 TTU has a current enrollment exceeding 41,000 students and has over 11,000 employees.

1.2.2 The daily hours of operation for each Location may vary according to its business needs. Upon award, TTU will provide the Proposer with a current schedule of the hours of operation for all campus locations. The majority of the need for Products occur from August 11th to May 15th of each year, with TTU being closed over Thanksgiving, Christmas, and spring break holidays. Student capacity during the summer months is 1/3 of the long-semester enrollment.

1.2.3 TTU operates a number of mini markets. These locations are retail operations for the convenience of campus residents and off-campus customers. They offer a wide variety of options in prepared hot foods, grab-and-go items, smoothies/coffees, and much more. TTU Hospitality also operates many franchise restaurant locations and some non-branded food operation locations. In addition, TTU athletics operates an athletics dining hall for student athletes.

There are other smaller operations that may require Products. The majority of Product needs will be in Lubbock, however, TTU operates a School of Veterinary Medicine in Amarillo, and a regional site in Junction, Texas that may require service.

1.2.4 During Fiscal Year 2025 (September 01, 2024 – August 31, 2025), approximately $700,000 worth of Products were purchased under the current contract.

1.3 Exceptions and Exclusions

TTU intends to establish multiple contracts if that is in the best interest of TTU. Proposers should consider incentives for an exclusive contract or a tiered discount system based on overall volume. TTU will also entertain the concept of spend rebates if that provides best value.

1.4 Products Categories

1.4.1 Products will generally fall in the following categories. This list is for reference only, and is not limited to the following:

i. Snack Foods/Candy

ii. Stationary Products

iii. Canned Goods/Dry Goods/Non-perishables

iv. Produce

v. Meat/Poultry/Seafood

vi. Dairy Products

vii. Bakery Products

viii. Prepared Fresh Food/Deli

ix. Specialty Products

x. Health and Beauty Aids

xi. Refrigerated/Freezer Goods

xii. Cleaners/Paper Supplies/Plastics

1.5 Pricing and Discounts

1.5.1 The proposer shall provide a detailed pricing and discount structure that demonstrates flexibility across product categories. Recognizing the variability in promotional strategies and margin opportunities by category, the proposed discount structure should clearly outline how discounts will be applied across a range

Rev. January 1, 2026 Page 5 of 27 of commonly merchandised retail items.

1.5.2 The Proposer will complete a Proposer Pricing & Discount Sheet that will outline pricing, discount structure, and additional fees for proposed products.

1.5.3 Proposer shall provide information on their restocking policy and return policy.

1.5.4 All additional fees (i.e. energy surcharge, environmental fee, fuel surcharge, etc.) must be incorporated into the pricing in the discount structure. No additional charges may be charged to TTU at the time of service that are not agreed upon in writing by the parties.

1.5.5 The Proposer shall outline their delivery services and any related fees.

1.5.6 Proposals that are amended or are modified with conditional clauses, alterations, or Products may be grounds for disqualification of the Proposal.

1.5.7 TTU is currently under an exclusive contract with Coca-Cola Refreshments, therefore no Coca-Cola or competitive Products can be provided under this RFP. TTU will not buy any beverages products from the Proposer.

1.5.8 The discount percentage established with the initial proposal will not be changed during the Contract term.

1.5.9 Price reductions will be passed on to TTU when and as they occur, whether due to incentives, term incentives, market surplus, rebates, etc.

1.5.10 Quoted pricing will include all expenses included in the delivery and service of the Product (i.e. stocking, merchandising, end cap support if available, fuel charges, environmental fees, etc.)

1.5.11 The Proposer will work with TTU in order to utilize any available rebate programs whenever possible. The

Proposer will be responsible for notifying TTU Procurement Services when a new rebate program becomes available.

1.6 Packaging and Labeling

1.6.2 The Proposer must ensure each container and case has the manufacturer’s standard identification commercial typeset label permanently affixed, which is compliant with the Federal Hazardous Substances Labeling Act and applicable O.S.H.A. requirements.

1.6.3 Acid resistant ink will be used on the label and will resist deterioration and remain legible throughout the use period of contents. The label will clearly indicate at least the following information:

i. Generic identification of Product therein;

ii. Name and address of Proposer or purchaser;

iii. Trade/Brand name of Product therein;

iv. Net contents and portion size in U.S. Standard pounds, ounces, gallons, fluid ounces, or metric;

v. Production date or code date;

vi. Ingredients claims as required;

vii. Manufacturer’s Product code identification number stamp;

viii. State of refrigeration — “Keep frozen or refrigerated.”

1.6.4 The Proposer will provide information regarding the date coding on the exterior of the package, i.e. date manufacture (processing, expiration date, or use by date). Products must be received within a reasonable period of time to use the Product before it expires.

1.7 Material Safety Data Sheets

1.7.1 The Proposer must provide and maintain a file at the Hospitality Services Administration

Office containing a current material safety data sheet (MSDS) on all hazardous chemical and cleaning Products that the Proposer is asked to furnish during the entire length of the Contract. Failure to provide and/or maintain the file during the Contract term may result in cancellation of the Contract.

1.7.2 TTU prefers to have MSDS sheets provided in pdf format.

1.8 Observance of Laws and Regulations

1.8.1 In performing the services required under this contract, the Proposer will be required to comply with all applicable federal, State of Texas, and local laws, statutes, ordinances, and regulations including TTU Operating Policies and the Occupational Safety and Health Standard Act.

1.8.2 The Proposer must obtain and maintain permits, licenses, and certifications required to perform the https://www.depts.ttu.edu/opmanual/ https://www.depts.ttu.edu/opmanual/ https://www.usa.gov/agencies/occupational-safety-and-health-administration

Rev. January 1, 2026 Page 6 of 27 requirements outlined in the Scope of Work.

1.8.3 The Proposer must ensure that Products and Services furnished in the Contract term meet all applicable requirements of the Occupational Safety and Health Standard Act and any applicable state requirements with reference to employee safety and health.

1.9 Recalls

1.9.1 The Proposer will within no more than six (6) hours of receiving any notice of Product recall, telephone

(806.742.1360) and email the notice to the TTU Point of contacts list, which may be updated from time to time.

1.9.2 The Proposer will indemnify and hold harmless TTU, its Board members, employees, and agents from any and all claims, which directly arise out of the Proposer’s failure to provide notice in accordance with this section.

1.9.3 The Proposer will reimburse TTU for any recalled Products or any direct costs that are a result of the recall.

1.10 Reports

1.10.1 The Proposer must be able to provide, upon request, a full range of reports reflecting TTU accounts. TTU requires the Proposer to be capable of providing TTU access to these reports via the internet (i.e. website access) at any time. This will enable TTU to pull any required account information upon demand.

1.10.2 The Proposer must be capable of customizing reports to meet TTU’s needs.

i. The information that must be in these reports should include but is not limited to:

individual revenue center (RVC) reference Product number, full description of Product, pack size, UPC code for each Product, the quantity purchased by cases, the case cost, and an extended purchase amount.

ii. This information must be able to be sorted by RVC, global TTU account, or supplier for the Product. This information must further be able to be sorted by any time period required by TTU, i.e. day, week, month, semester, year-to-date, or any other one- year period of time.

iii. Each report should be capable of being subtotaled for each criterion required by TTU. These reports could include, but will not be limited to, latest sales and velocity reports, rebate reports, cost of goods reports, etc. TTU prefers usage figures be linked to the account that it was billed to and not to the location a Product was shipped.

1.10.3 Required reports include, but are not limited to:

i. Fill rate tracking report by individual RVC or global TTU account, which would illustrate the percent fill rate including approved substitutions.

ii. New Products report showing Products that are new to the Proposer’s inventory; should include a full description of the Product, pack size, and the net cost to TTU.

iii. Deleted Products report showing Products that are being deleted from the Proposer’s inventory.

iv. Not-in-stock report run for a specified time period by individual account, chain account with subtotal and/or global TTU, which would illustrate the number of cases ordered with the total dollar extension and the number of cases not received with the total dollar extension. This report is also referred to as a lost sales report and would be helpful if it could be grouped by category.

v. Monthly rebate tracking usage reports must be processed and sent to TTU within ten (10) calendar days. Any rebates that need to be tracked by the distributor will be processed by the Proposer/distributor and money delivered to TTU.

1. Private-labeled Products that are sold by the Proposer will be included on any rebate tracking requests if that private label Product is produced by the manufacturer for which the rebate is requested.

2. The Proposer is prohibited from providing an assortment of brochures in lieu of the specific information requested above.

1.11 Distribution Centers

1.11.1 Indicate the location(s) of the distribution center(s) which will service TTU.

https://www.usa.gov/agencies/occupational-safety-and-health-administration

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1.11.2 What are the dry and cold storage capacities?

1.11.3 How many delivery vehicles are operated from the distribution center(s) in and/or to Lubbock?

1.12 Electronic Data System

1.12.1 Indicate your ability to provide invoices, price updates, and UPC/inventory management updates in an electronic format that is compatible with the Crunchtime system currently in use by Hospitality Services. Please note that not all TTU departments will use this system. However, Hospitality Services will utilize Crunchtime and they are a large portion of use.

1.12.2 FTP invoicing through Crunchtime is required. FTP is an electronic invoicing format through Crunchtime that is also used to flag new Products and UPC’s so they can be entered into Quadpoint prior to delivery of the Products.

1.12.3 Pricing and UPC updates must be provided to Hospitality Services in electronic format, two days in advance of delivery.

1.12.4 Proposers must notify TTU of any Products that are being discontinued and can be removed from the system. This includes UPC, manufacturer, or any other factor that affects Quadpoint and Crunchtime.

1.12.5 Proposers must notify TTU of new Products and recommended pricing at least seven (7) days before delivery, this information will need to be emailed and sent in a specified format that can be imported into the DC and Micros Crunchtime and Quadpoint systems. This includes UPC, manufacturer, Product name, or any other Product that affects Data Central and Micros. Crunchtime and Quadpoint.

1.13 Market Trends

1.13.1 Indicate, in a brief outline, your recommendations on the procedure for converting the current process in effect at TTU to the process that would be used by your company.

1.14 Account Executive

1.14.1 The Proposer will assign an account executive and/or a customer service representative to manage TTU’s account. The account executive and/or customer service representative will maintain contact with TTU’s large-volume primary contacts weekly or, on a mutually agreed basis, to review service requirements.

Monthly meetings with selected TTU staff and a company account representative are expected.

1.14.2 TTU prefers that the account executive have some prior food service and computer experience so that they will better be able to understand the mutual needs of the Proposer and TTU.

1.14.3 A three (3) hour response time, Monday through Friday, 8:00 a.m. to 5:00 p.m., is expected in order to handle TTU’s complaints and inquiries about various Products, resolve any problems with the order/delivery schedule, and oversee the entire operation to help maintain a smooth and efficient relationship between TTU and the Proposer. Likewise, weekend availability is necessary.

1.15 Food Safety

1.15.1 The Proposer must employ standard food safety practices to ensure proper food handling and food safety throughout the entire process. To this end, the Proposer will work with appropriate personnel in the Hospitality Services area to develop and establish proper food handling controls.

1.16 Electronic Mail

1.16.1 E-mail is readily available and used extensively by TTU. Therefore, it is necessary that all the appropriate Proposer personnel working within its’ facilities have access to e-mail.

1.17 Market Support

1.17.1 If needed, TTU would expect to have direct access to manufacturer representatives, brokers, and Product specialists for Product information and pricing. However, the Proposer will assist in the management of suppliers, brokers, and manufacturer representatives to put TTU in a position to fully utilize the resources necessary to control costs and be aware of changing market conditions and new ideas.

1.17.2 The Proposer will assist, either directly or through its suppliers, in obtaining all signage, POP or POS materials, flyers, table tents, sample Products, customer give-a-ways, etc. that become available.

1.17.3 TTU hosts several events during the year to promote new or existing Products offered on the menus. Larger

Rev. January 1, 2026 Page 8 of 27 events are conducted for any grand opening of new facilities, TTU coordinated events (i.e. Raider Alley, Food Fest), or new concepts on TTU campus. TTU events may include Product sampling, prize give-a-ways, media coverage, etc. The Proposer will assist TTU in the coordination of these mutually beneficial events and obtain the cooperation of brokers and manufacturer representatives, as needed.

1.17.4 The vendor agrees to actively support promotional initiatives that enhance student engagement and drive sales. Marketing collaboration may include: Product sampling or promotional activations (when approved). Limited-time offers or featured product campaigns. Participation in campus events or themed promotions. Digital or social media collaboration, as appropriate. Leveraging existing vendor partnerships, contracted brands, and approved product usage within dining and retail locations

1.18 Order Schedule

1.18.1 Orders will be prepared and placed by TTU employees with case, partial case, and “each” available for delivery.

1.19 Minimum Order Requirements

1.19.1 There will not be any minimum order amounts, either in quantity of Product delivered or dollar amount purchased per stop per day. TTU will monitor any chronic deterioration in the order delivery schedule and act upon the problem. The Proposer will need to work out an acceptable delivery schedule with the manager of each location being served.

1.19.2 All support and training of ordering devices used at each location will be provided by the Proposer.

1.20 Increase in Sell Price for Split Cases

1.20.1 Within seventy-two (72) hours of receipt of a deficient or incorrect product, TTU will contact the Proposer’s account representative, who will arrange for the pick-up and credit of the Product within ten

(10) days of original receipt by TTU. TTU will hold the Product at the proper temperature and will make every attempt to return it in its original package.

1.20.2 TTU will accept NO restocking fees or other charges for incorrect deliveries received. This does not apply to erroneous deliveries resulting from TTU negligence. All credits and adjustments will be made on the invoices at the time of pickup or notification. The Proposer’s delivery personnel must have the authorization to note any credits due on the invoice at the time of delivery.

1.20.3 TTU is sensitive to the needs of its customers and will try to keep all order/delivery quantities as small as possible. This prevents TTU from receiving and stocking extra inventory and keeps merchandise fresh. The Proposer will agree to a 100% guarantee on all Products sold to TTU under this Contract.

1.21 Credits/Returns

1.21.1 Within seventy-two (72) hours of receipt of a deficient or incorrect product, TTU will contact the Proposer’s account representative, who will arrange for the pick-up and credit of the Product within ten

(10) days of original receipt by TTU. TTU will hold the Product at the proper temperature and will make every attempt to return it in its original package.

1.21.2 TTU will accept NO restocking fees or other charges for incorrect deliveries received. This does not apply to erroneous deliveries resulting from TTU negligence. All credits and adjustments will be made on the invoices at the time of pickup or notification. The Proposer’s delivery personnel must have the authorization to note any credits due on the invoice at the time of delivery.

1.21.3 TTU is sensitive to the needs of its customers and will try to keep all order/delivery quantities as small as possible. This prevents TTU from receiving and stocking extra inventory and keeps merchandise fresh. The Proposer will agree to a 100% guarantee on all Products sold to TTU under this Contract.

1.22 Price Changes

1.22.1 The Proposer’s prices will remain firm for the duration of the Contract period unless there is a supplier’s increase or decrease. In this event, the Proposer may increase the bid price only by the percentage of cost increase (rounded to four (4) places) based on the wholesale cost. Wholesale cost is defined as that cost, plus inbound freight to the Proposer at the time of the RFP opening. Additionally, this procedure works in reverse for price decreases and prices will be adjusted down if the wholesale cost drops.

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1.22.2 The mark-up percentage will remain unchanged for the entire term of the Contract.

1.23 Delivery Conditions

1.23.1 The Proposer will deliver all individual orders labeled and invoiced by account to each Location. Awarded Proposer will utilize only properly insulated, mechanical, or thermostatic temperature-controlled refrigeration equipment for delivery of perishable items. Such equipment must be capable of maintaining a temperature adequate for protection of the product. TTU reserves the right to inspect driver temperature logs and any other equipment utilized by a carrier.

The Products will be maintained at their proper temperature throughout their staging, transport, and delivery.

1.23.2 All of the Proposer’s facilities and delivery vehicles must conform to local, state, and federal rules and regulations regarding sanitation and are subject to inspection by TTU or other officials at the discretion of TTU. TTU reserves the right to reject any Products due to the use of any equipment utilized by a carrier not found to be in clean sanitary conditions.

1.23.3 TTU requires the delivery person to unload the Products at the appropriate Location. The driver will deliver and off-load all Products to a specified area on the inside of the unit buildings. The Proposer will provide any and all equipment needed to complete this process.

1.23.4 Proposals must include Proposer’s ability to stock all merchandise in the appropriate space such as display coolers, freezers, shelves in walk-in-refrigerators, kiosks, end caps, shelves, or any other display system being utilized or to a mutually agreed upon point of delivery.

1.23.5 Proposer must stock delivered Products. Excess stock will be placed in a mutually agreed upon location which protects the integrity of the product.

1.23.6 Shelving displays must be mutually approved by the location representative for TTU and the Proposer’s representative to meet generally accepted industry standards.

1.23.7 All Proposer employees must conduct business with TTU personnel in a competent, courteous, and professional manner. TTU will notify the Proposer of any chronic problems and may request a change in delivery personnel.

1.23.8 At the time of delivery and before the merchandise is stocked, a designated TTU employee must verify the accuracy of the order, invoice, and quality of the Products received. Any discrepancies or other errors noted at the time of delivery will be communicated to the Proposer’s delivery personnel who must have the ability to issue and authorize credits for damaged, improper, returned, or missing Products at that time.

1.23.9 The Proposer’s delivery personnel must communicate with the operation management concerning product shortages or any other problems with the delivery. Any hidden deviations related to the order that are found later will be communicated to the Proposer’s representative or an internal sales representative.

1.24 Invoice and Payments

1.24.1 All orders will be accompanied by an itemized invoice, split into categories within the Proposer’s system, including the unit’s name, account number, product name, pack size, Proposer item code number, unit cost, extension, and total charges. Items shorted and substitutions will be noted on the invoice. The Proposer will send TTU a monthly statement of payment by account that shows all outstanding debits and credits with referenced invoice numbers and dates. Additionally, invoices need to be electronically submitted via FTP invoicing.

1.24.2 Payment will be made on or before thirty (30) working days after receipt and acceptance of statement. All payments will be made by ACH. The University will not make any payments by paper checks. The Proposer must have a Proposer identification code number on file with TTU, which is their Federal Tax Number. Additionally, the Proposer must be in good standing with the State of Texas and not have any holds in their name barring payment.

Payments may be delayed over holiday breaks when TTU offices are closed. TTU will make every effort to minimize the impact such closures may have on TTU accounts.

1.24.3 The Proposer is prohibited from delaying or ceasing deliveries or other services due to late TTU payments, missing invoices, or statement discrepancies. TTU will be proactive in payment issues in a timely manner.

1.24.4 If invoices are not paid when due, a service charge for the late unpaid amount of balance can be assessed to TTU, up to the maximum amount permitted by law. Unpaid invoice balances and finance charges due to the Proposer will be deducted from any credit due to TTU.

1.25 Audits/Price Verification Reviews

1.25.1 A price verification review may be performed before the contract is awarded to determine the accuracy of the pricing submitted with this Proposal.

1.25.2 Following award, the Proposer will exercise maximum control over all transactions and recommend conditions and systems needed to maintain this control. In case of any doubt or difference as to the amount due TTU or the Proposer, the decision of TTU auditors will be final and binding upon both parties.

1.25.3 TTU’s purpose in conducting routine price verification reviews is to confirm that the percentages quoted and

Rev. January 1, 2026 Page 10 of 27 amounts invoiced are in accordance with the terms of the Contract. Under normal circumstances, TTU will give a lead-time of approximately one (1) month for a routine price verification review, for a period not exceeding six (6) months prior to the audit date.

1.25.4 The Proposer will agree to allow TTU auditing staff, with proper advance notice (3.28.3), to audit the files of the

1.26.5 Proposer and verify any price during the Contract period and agrees to furnish all information requested by TTU, but no more than three times yearly, with a maximum of fifty (50) items unless substantial problems are found, then further audits will be requested.

1.25.5 The documentation needed would include, but not be limited to, the following: the original copy of invoices for distributor purchases from suppliers; freight bills or support documentation where freight is charged separately; and manufacturer documentation of any applicable off-invoice allowances. If during a price verification review sufficient irregularities are detected to cause concern on the part of TTU, additional information may be requested including any history during the life of the Contract.

1.25.6 If at any other time TTU identifies any irregularities in the administration of the Contract, or the Proposer has acted in such a way as to give just cause to suspect a violation of the Contract, then a price verification review and/or audit may be conducted with minimum notice in order to investigate and correct a problem. In this case, the Proposer must allow TTU to audit for any period of the Contract.

1.25.7 TTU expects full restitution of any mistakes found to be in TTU’s favor during an audit, and that full action is taken to correct any procedures that allowed the mistake to happen.

1.25.8 At the time of an audit, the Proposer must be able to substantiate a base price. A base price is the cost figure used when preparing the Proposal. This figure must have been based on the Proposer’s Product cost on the date TTU’s order was received. If the base price for an item cannot be established at the audit time, TTU at its sole discretion may disallow any price changes made during the year.

1.26 Alternate Proposals

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

Rev. January 1, 2026 Page 11 of 27

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 TTU Requires name brand Products unless a generic substitute is pre-approved by the Associate Director of

Retail Operations

2.1.2 Products containing pseudoephedrine cannot be sold on campus.

2.1.3 Outline your processes for the following:

i. Shelf tags

ii. Electronic inventory/ordering

iii. Staff training (if needed)

iv. Electronic updates/conversion

v. Display systems/merchandising

vi. Point of deliver vs. Shelf stocking – if shelf stocking is provided, clarify times per week, who will coordinate, and what is included.

vii. Signage

viii. Provision of end caps

ix. Buyback program at semester close down

x. End of semester support for high volume purchasing

xi. Rebates

xii. Hot Shots

xiii. Frequency of visits from sales representative

xiv. Procedure for new Product rollouts

xv. Pricing assistance

xvi. Procedure for non-movers

xvii. Sustainability procedures

2.1.4 To better manage the contract, TTU requires that the global TTU account be divided into individual store revenue centers (RVC).

2.1.5 The TTU fiscal year is September 1 – August 31.

2.1.6 Indicate order fill rates and order fill rates consisting of out-of-stocks and miss-ships.

2.1.7 File Transfer Protocol (FTP) invoicing will be broken down by revenue centers.

2.1.8 TTU reserves the right to change, add, or remove locations as necessary to provide the best possible service to the campus community. TTU will update addresses as changes occur during the year.

2.1.9 TTU encourages Proposers to identify and describe any value-added benefits or alternative offerings that may enhance the overall value of their Proposal. In addition to responding to the core requirements of this RFP, proposers are invited to include options that support the TTU’s mission, student success, and long-term partnership goals. Examples of such benefits include, but are not limited to:

- Scholarships or Financial Support:

Opportunities for student scholarships, tuition assistance programs, or direct financial support for academic initiatives.

- Internships and Hiring Pipelines:

Commitment to recruit, hire, or provide internship opportunities for TTU students or recent graduates.

- Research or Academic Collaboration:

Support for faculty research, curriculum development, experiential learning, or codeveloped academic programs.

- Rebate or Incentive Programs:

Supplier rebates, cost savings programs, loyalty incentives, or revenue sharing arrangements tied to contract performance or purchase volume.

- Training and Professional Development:

Free or discounted training, certifications, workshops, or professional development for students, faculty, or staff.

- Equipment, Technology, or In-kind Contributions:

Donation or loan of equipment, technology platforms, software licenses, or other resources that may

Rev. January 1, 2026 Page 12 of 27 benefit academic or administrative units.

Proposers are encouraged to be innovative and to clearly describe the structure, duration, and estimated value of any proposed benefits. TTU reserves the right to consider the qualitative and quantitative value of such offerings as part of its overall evaluation and award decision.

2.2 Proposal Submittal Requirements

2.2.1 By submitting a Proposal, the Proposer certifies an understanding of this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Goods or Services to be provided, and the conditions under which the Goods 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 an award by TTU, the Proposer will notify TTU immediately of any material change in any matters about which the Proposer has made a statement or representation or provided information.

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

2.2.2 Submittal Instructions for TechBid Proposals

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

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

TTU recommends that the Proposer submit the Proposal at least twenty-four (24) hours before the submission deadline 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. HUB Subcontracting Plan

iii. Signed Affirmation and Conflict of Interest

Rev. January 1, 2026 Page 13 of 27

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

TTU will utilize a Contract Review Team (“CRT”) the evaluation of the responses to this RFP. All Contracts 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 or multiple Proposers providing the Best Value to TTU.

Under §51.9335 of the Texas Education Code, in determining what the Best Value is, 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 the Proposer’s acceptance of the evaluation method and the Proposer’s recognition that subjective judgments must be made by the CRT and TTU leadership during the awarding of evaluation criteria points.

3.3 Evaluation Method

The CRT, appointed by the Primary Contact will evaluate the Proposals and make a recommendation to the Assistant Vice President and Chief Procurement Officer. Evaluations will be made based upon the submitted Proposal, clarification, questions and answers, the Best and Final Offer, references, past performance, and any presentation given.

Proposals must first be reviewed by the Primary Contact to verify that they are responsive and meet any minimum requirements. The evaluation of responsive Proposals shall then be completed by the CRT, 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. Proposers are strictly prohibited from contacting any CRT members during the process.

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 Proposal. Any deviations or exceptions to the specifications or requirements, including any contract terms, 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 Contract awards and non-awards will not be notified until a fully executed Contract(s) is complete.

A Proposal may be rejected if it is conditional or incomplete in the judgment of TTU.

Rev. January 1, 2026 Page 14 of 27

3.4 Evaluation Criteria and Weights

Each Proposal shall be evaluated on the ability to meet TTU’s requirements in the RFP 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: Vendor Qualifications & Experience

Respondents will be evaluated on their demonstrated ability to successfully perform the services described in this RFP.

Evaluation factors include:

• Experience providing retail or institutional supplies to public universities, colleges, or governmental entities

• Length of time in business and organizational stability

• References from higher education or public-sector clients

• Expertise in managing multi-department or multi-location accounts

20%

Criteria 2: Product Offering & Scope Compliance

Proposals will be evaluated on how well the Respondent’s catalog and services meet the requirements outlined in Section 1.2 – Scope of Work.

Evaluation factors include:

• Compliance with required and optional product categories (e.g., office supplies, breakroom supplies, janitorial items, retail consumables)

• Availability of nationally recognized brands and/or acceptable alternatives

• Product quality, consistency, and substitution practices

• Ability to support evolving retail needs over the contract term

25%

Criteria 3: Service, Distribution & Support

Respondents will be evaluated on their ability to provide reliable, responsive service in accordance with Section 2.1 – General Requirements.

Evaluation factors include:

• Order processing and fulfillment timelines

• Delivery methods and freight terms

• Local or regional distribution capabilities

• Dedicated account management and customer support

• Issue resolution and return procedures

20%

Criteria 4: Pricing & Cost Structure

Pricing will be evaluated to determine overall best value rather than lowest price alone.

Evaluation factors include:

25%

Rev. January 1, 2026 Page 15 of 27

• Unit pricing for commonly purchased retail supplies

• Discount structures (volume, tiered, or contract-based)

• Price stability and escalation terms

• Transparency of fees, surcharges, and freight costs

• Value of cooperative contracts or benchmark pricing

• Ability to comply with Texas laws

Criteria 5: Value-Added Services

Respondents will be evaluated on additional offerings that enhance value beyond minimum requirements.

Evaluation factors may include:

• Customized reporting and spend analytics

• Inventory management

• Sustainability initiatives (recycled products, reduced packaging, environmentally preferable products)

TOTAL 100%

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Proposals utilizing the Evaluation Criteria identified in Section 3.4 and will assign each criterion a subjective score of 0 -10, with 10 being the highest. This score is multiplied by the criterion’s weight, which will produce a weighted value for the criteria. The weighted values for all criteria will be summed up and then ranked to determine a high-to-low Proposer ranking. The ranking may be used to determine an initial pool of Proposers who will be invited for presentations or to inform 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. This includes online research, references, presentations, Best and Final Offers, and other information gained during the process.

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. Presentations may only be requested from the top-selected proposers from the initial evaluation process. Upon completion of the oral presentations, the CRT may reevaluate the Proposers based on the new information.

3.8 Negotiations and Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the Proposers, but will be afforded sufficient security to preclude disclosure of the Proposal contents, including prices or other information, prior to award. After the Proposal Opening, an Award may be made based on 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. TTU may also negotiate additional Goods and/or Services during the Negotiation process if deemed in TTU’s best interest. TTU will award the Contract or

Rev. January 1, 2026 Page 16 of 27 multiple Contracts to the responsible and responsive Proposer(s) whose Proposal(s) is/are determined to be the most advantageous to TTU, considering the evaluation factors outlined in this RFP.

3.8 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. Upon review of the Best and Final Offers, the CRT may reevaluate the Proposers based on the new information.

3.9 Protest Procedures

Any actual or prospective Proposer 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

3.10 Contract Documents

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

3.11 Not Exclusive

The 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.

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. January 1, 2026 Page 17 of 27

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Jaydon Furtick jfurtick@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 jfurtick@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 Primary 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 4/10/2026

Deadline for Submission of Written Questions

4/21/2026 1:00 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 5/05/2026 4:00 PM Central

Online Proposal Opening 5/05/2026 4:00 PM Central Microsoft Teams Meeting

Evaluation of Proposals May 2026 – July 2026

Award Recommendation August 2026 mailto:jfurtick@ttu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech mailto:jfurtick@ttu.edu https://teams.microsoft.com/meet/231916061420285?p=tuOodAMc90V9MlWW5t

Rev. January 1, 2026 Page 18 of 27

* All dates are tentative and subject to change.

4.2.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFP.

4.2.3 Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting on the date and time shown in the

Schedule of Events. At this time, the names of the Proposers will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting. The access information for the meeting is:

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

4.3 References

The Proposer must submit a list of five (5) applicable clients and contact information for whom similar Goods and

Services have been provided. These clients will 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 Goods and Services 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 the date of the last signature, 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 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.