ESBD_507917_1776440135258_TAMUG RFP.pdf

Texas A&M University RFP #; Project Title Page 1 of 15

DIVISION OF FINANCE & BUSINESS SERVICES

Procurement Services

REQUEST FOR PROPOSAL

Communication and Re-branding Services

TAMUG-RFP-26-0117

PROPOSAL MUST BE RECEIVED ON OR BEFORE:

2:00 p.m. CST on May 8, 2026

Proposal response must be received by Texas A&M University, Procurement Services before the date and time specified for receipt of proposal as stated within Submittal Instruction referenced in Section 3.2 of this RFP. After the due date and time, only the names of respondents will be made public.

All proposals shall become the property of Texas A&M University and the State of Texas upon receipt.

Proposals may be subject to public review after contracts have been executed. Refer to Section 14.6 of Standard Terms and Conditions https://purchasing.tamu.edu/_media/TAMU.BID.TERMS.WEB.20250321.pdf. for more information regarding confidential and proprietary information.

REFER INQUIRIES TO:

Jessica Gossett Assistant Director

Texas A&M University Procurement Services email:Jessica.Gossett@tamu.edu

PO Box 30013 College Station, TX 77842-3013 Phone 979-845-4570

Purchasing & Stores Building

330 Agronomy Road

1477 TAMU

College Station, TX 77843-1477 https://purchasing.tamu.edu/_media/TAMU.BID.TERMS.WEB.20250321.pdf

Texas A&M University RFP #; Project Title Page 2 of 15

Table of Contents

Section 1 Introduction

Section 2 Requirements

Section 3 Evaluation Criteria for Award

Section 4 General Information

Section 5 Terms and Conditions

Section 6 Execution of Offer

Section 7 Non-Collusion Affidavit

Appendix A – Insurance Requirements

Attachment A – HUB Subcontracting Plan

Texas A&M University RFP #; Project Title Page 3 of 15

SECTION 1

INTRODUCTION

1.1 Introduction

Texas A&M University Galveston, subsequently referred to as Texas A&M or TAMUG, is accepting proposals and intends to enter into an agreement with a qualified vendor for Communication and Re-branding Services for the Institute for Disaster Resilient Texas (IDRT) located on the Galveston, TX campus as set forth within this RFP.

By submitting responses, each respondent certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY

AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

1.2 Brief History and Background

Texas A&M

Established in 1876, Texas A&M has since grown to become a world leader in teaching, research, and service, with an international reputation for excellence in both academics and athletics. With an enrollment of more than 70,000+ students at the main campus in College Station, Texas A&M is the fourth largest among U.S. universities and graduates more than 17,000 students each year. More than half of the university’s 400,000 alumni, known as “former students,” have graduated since 1999, reflecting Texas A&M’s mercurial growth.

The Institute for a Disaster Resilient Texas (IDRT) was established by the Texas A&M University System at the direction of the Texas Legislature to advance disaster resilience across the State of Texas.

IDRT’s mission includes:

• Developing data analytics tools to support disaster planning, mitigation, response, and recovery

• Creating and maintaining web-based analytical and visualization tools

• Providing evidence-based information and solutions

• Collecting, displaying, and communicating comprehensive flood-related information

• Collaborating with institutions of higher education, state agencies, and local governments

A Contractor will engage in a communication and re-branding services contract to support IDRT.

1.3 Schedule of Events

The review and approval of RFPs is a multi-step process that requires variable amounts of time.

Responders are advised that the projected “Formal Execution of Agreement” date as listed in the “Tentative Timetable” may require extension.

Tentative Timetable

(Update as needed – may have additional steps – develop with the end user)

Deadline for Questions ......................................... ............................... .............................. April 23, 2026 @ 5:00 p.m. CST Posting mailing Addendum and Response to Inquiries ......................... .............................. April 28,2026 @ 5:00 p.m. CST Deadline for Receipt of Proposal ....................... ............................... .............................. May 8, 2026 @ 2:00 p.m. CST Evaluation of Proposals Completed ...................... ............................... .............................. May Award ................................................................... ............................... .............................. May Formal Execution of Agreement (Projected) ........ ............................... .............................. May 18, 2026

1.4 Scope of Work

Texas A&M University RFP #; Project Title Page 4 of 15

The purpose of this Scope of Work is to define continued and expanded services to support IDRT’s communications, branding, and programmatic initiatives, including subject-matter expertise in hazard mitigation planning and support for key IDRT programs.

Strategic Communications & Branding Support The Contractor shall provide strategic communication and branding services to support IDRT’s mission and public-facing initiatives. These services include:

• Development and refinement of IDRT brand identity and messaging

• Creation of communication strategies aligned with Institute goals

• Development of outreach materials and campaigns

• Translation of technical and research outputs into accessible public-facing content

• Support for stakeholder engagement and communication efforts

Hazard Mitigation Planning Subject-Matter Expertise The Contractor will serve as a hazard mitigation planning subject-matter expert (SME) for IDRT programs, including:

• Disaster Recovery and Resilience Program (DRRP)

• State Hazard Mitigation Plan (SHMP)

• Regional and local hazard mitigation planning efforts (e.g., RAMP or similar initiatives)

Responsibilities include:

• Advising academic and technical teams on practical applications of research

• Supporting integration of hazard mitigation planning principles into tools and outputs

• Ensuring alignment between research deliverables and real-world end-user needs

• Providing guidance on policy, planning frameworks, and implementation strategies

Programmatic Support & Product Development The Contractor will support the development and communication of IDRT tools, data products, and program outputs, including:

• Assisting with design, structure, and usability of tools and dashboards

• Supporting development of communication materials tied to program deliverables

• Translating technical outputs into user-friendly formats for stakeholders

• Providing feedback on product design to improve usability and adoption

Communications Production & Content Development The Contractor will provide communications production support across IDRT programs, including:

• Development of written content (reports, briefs, web content, etc.)

• Creation of graphics and visual communication materials

• Production of program-specific communication materials as needed

• Editing and refinement of technical and non-technical content

Web & Digital Services The Contractor will support IDRT’s digital presence through:

• Website design and layout enhancements

• Development of webpage concepts and tool mock-ups

• Routine website content updates

• Website maintenance and basic security updates

• Support for improving user experience and accessibility

Special Projects & On-Call Support The Contractor will provide support to the IDRT Communications Team on an as-needed basis for special projects and Institute-wide initiatives, including:

• Graphic design services

• Strategic communications advising

• Rapid-response content development

• Support for new initiatives, partnerships, or emerging priorities

Deliverables Deliverables will be assigned on a task-order or as-needed basis and may include:

• Communication plans and messaging frameworks

• Website content and updates

• Graphic design assets

• Reports, briefs, and written materials

• Tool mock-ups and interface recommendations

• Program-specific communication products

Period of Performance Services shall be provided in alignment with a Master Order term of 5 years and any authorized extensions or renewals.

Coordination & Reporting

Texas A&M University RFP #; Project Title Page 5 of 15

The Contractor will:

• Coordinate regularly with the IDRT Communications Team

• Participate in meetings with program leads and technical teams as needed

• Provide progress updates on assigned tasks

• Ensure deliverables align with IDRT priorities and timelines

Flexibility of Services All services under this Scope of Work will be provided on an as-needed basis, where specific tasks and quantities are not guaranteed and will be assigned based on programmatic needs.

1.5 Award

Any agreement resulting from this RFP will be awarded to one vendor, all or none.

1.6 Contract Term

The intent of the Agreement is to be in effect for a period of five (5) years, with terms, conditions and pricing to be reviewed and negotiated annually and agreed upon by both parties. Respondents are expected to provide ideal terms and conditions.

Texas A&M University RFP #; Project Title Page 6 of 15

SECTION 2

REQUIREMENTS

2.1 Technical Proposal

1. Introduction

This technical proposal outlines the approach, capabilities, and services to support the Institute for a Disaster Resilient Texas (IDRT) in advancing its mission to enhance disaster resilience across the State of Texas.

IDRT requires integrated support that combines strategic communications, branding, hazard mitigation expertise, and technical translation of research into actionable tools and products. This proposal reflects both the initial development needs and ongoing support required to sustain and grow IDRT’s impact.

2. Project Understanding IDRT operates at the intersection of research, policy, and practice. As such, communications and product development must:

- Translate complex research into accessible, actionable information

- Support decision-makers across state and local governments

- Align technical outputs with real-world hazard mitigation planning needs

- Maintain a strong, consistent institutional identity and brand

This effort builds upon the initial rebranding and communications foundation and expands into ongoing programmatic and technical support.

3.Scope of Services

3.1 Up-Front Development

Communication Strategy

- Communication plan

- Messaging framework

- Stakeholder engagement strategy

- Social media approach

Initial Website & Digital Presence

- Website architecture and UX design

- Content migration and refinement

- New page development

- Tool mock-ups

Product & Tool Framing

- User needs identification (DRRP, SHMP, RAMP)

- Dashboard and tool design input

- Communication framework for technical outputs

3.2 Monthly Support (Retainer)

Website & Digital Services

- Website maintenance and updates

- New webpage development

- Security and performance monitoring

Communications & Content

- Written content development

- Graphic design

- Editing and refinement

Hazard Mitigation SME Support

- Advisory support to program teams

- Alignment of tools with real-world needs

- Policy and planning guidance

Programmatic & Product Support

- Translation of research into products

- Dashboard and tool usability input

Special Projects

- Event materials

- Rapid-response communications

Texas A&M University RFP #; Project Title Page 7 of 15

4. Deliverables Deliverables may include:

- Communication strategies

- Website updates

- Graphic design assets

- Reports and briefs

- Tool mock-ups

- Program communication materials

5. Approach & Methodology

- Collaborative engagement with IDRT teams

- User-centered design

- Iterative development

- Alignment with hazard mitigation practice

6. Relevant Experience Experience includes:

- Higher education and research institutions

- Technical communication strategies

- Website and digital tool development

- Hazard mitigation and resilience planning

7. Team & Staffing Team includes expertise in:

- Communications

- Design

- Web development

- Hazard mitigation

- Technical writing

8. Past Work Examples include branding, websites, communications strategies, and resilience-related projects. Samples available upon request.

9. Summary This proposal reflects an integrated approach combining communications, technical expertise, and hazard mitigation planning to advance IDRT’s mission.

2.2 References

Proposals shall include a list of three (3) clients of services comparable in type and scope of service in this solicitation in the last five

(5) years. Clients of higher education institutions are preferred. The list shall include company name, point of contact, telephone number and email address. Texas A&M University reserves the right to call to verify that similar services were provided and inquire about the reliability of the proposer’s performance history. A negative reference may be grounds for disqualification

2.3 Pricing

Respondents shall provide a transparent breakdown of your fee structure.

Texas A&M University RFP #; Project Title Page 8 of 15

SECTION 3

EVALUATION CRITERIA FOR AWARD

3.1 Evaluation Information

Texas A&M University will utilize an evaluation team for the evaluation of this RFP. Texas A&M University will evaluate and make the award on the proposal that is determined to be the “Best Value” (Section 4.2) to the State based on, but not limited to the criteria listed here-in.

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

By submitting a proposal, Respondent acknowledges and accepts [a]the evaluation process, [b] the evaluation factors, [c] the scope of this engagement (Section 1), [d] the terms and conditions of the Agreement (Section 5), [e] all other requirements and specifications set forth in this RFP, and [e] that some subjective judgments must be made by the University during this RFP process.

Should Texas A&M be unable to agree on final Agreement terms and conditions with the highest ranked proposer, a Texas A&M representative(s) will then negotiate with the second-ranked proposer or reissue the same or modified version of this RFP.

Texas A&M University reserves the right to reject any and all proposals.

3.2 Demonstration/Presentation

During evaluation, Texas A&M may request an on-site demonstration/presentation of proposer(s). The team may consider the demonstration/presentation in the evaluation criteria. The purpose of the on-site demonstration/presentations is for clarification or to amplify the materials presented in any part of your submission. However, vendors are cautioned that the evaluators are not required to request clarification; therefore, all submissions should be complete and reflect the most favorable terms available from the offer.

3.3 Evaluation Criteria and Weights

Each proposal shall be evaluated on the ability to meet the university’s minimum requirements in Section 2 and to provide the best value to the University. Proposal shall be evaluated by assigning points to each of the items below. The maximum number of points that can be assigned to each item being evaluated are as follows:

Evaluation Criteria Possible Points Vendor Experience 5

Pricing and benefits to user 20 Operations, university integration and service 35 Hardware and related software 20 Unit specifications and features 15 References 5

TOTAL POINTS 100

Texas A&M University RFP #; Project Title Page 9 of 15

SECTION 4

GENERAL INFORMATION

3.1 Submittal Instructions

3.2.1 Proposals including Execution of Office (Section 6) must be signed by Respondent’s company official authorized to commit such proposals. Failure to sign the Execution of Offer will be basis for proposal disqualification.

3.2.2 Complete proposals may be submitted either USPS, express mail or electronically utilizing the following electronic options. Electronic submittals are preferred. Electronic signatures are acceptable.

Option 1 AggieBid (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU) – One (1) electronic copy submitted via our electronic bid system. Respondents are required to register as a vendor within system. If you need assistance with vendor registration, please reach out to Jaggaer Supplier Support or call 800.233.1121.

Option 2 Email - One (1) Electronic Copy submitted via email to tamuaggiebid@tamu.edu with the subject line “RFP Number and Project title – (buyer initials)”.

All electronic copies must either be in Microsoft Office software or Adobe Portable Document Format (PDF). All image files must be in one of the following formats: .jpg, .gif, .bmp, or .tif. We prefer image files to already be inserted as part of a document such as a PDF.

3.2.3 An unreadable electronic copy due to incorrect format may reflect negatively on your proposal.

Late responses properly identified will be returned to Respondent unopened. Late responses will not be considered under any circumstances. Texas A&M shall not be responsible for failure of electronic equipment or operator error.

3.2 Question and Answer Period

Texas A&M specifically requests that Respondents restrict all contact and questions regarding this RFP to the TAMU Procurement Contract provided on cover page. Deadline for questions is Day, Date and time p.m. CST. All questions and answers will be posted to the AggieBid site no later than the date specified within the Schedule of Events (Section 1.3).

3.3 Inquiries and Interpretations

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum (amendment) and e-mailed, faxed or mailed to all parties recorded by Texas A&M as having received a copy of the RFP. All such addenda issued by Texas A&M prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in their proposal.

Only those Texas A&M replied to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect.

3.4 Electronic State Business Daily Website

It is the responsibility of interested vendors to regularly check the ESBD for any possible addenda to this project. The RFP is inclusive of all addenda issued.

http://www.txsmartbuy.com/sp

3.5 Proposal Components

The following documents are to be returned as part of your proposal submittal:

Signed Execution of Offer (See Section 6) References (See Section 2) Technical Proposal (See Section 2) Non-Collusion Affidavit (See Section 7) Pricing (See Section 2) Any Addendums, if applicable

SECTION 5

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU mailto:tamuaggiebid@tamu.edu http://www.txsmartbuy.com/sp

Texas A&M University RFP #; Project Title Page 10 of 15

TERMS AND CONDITIONS

5.1 Terms and Conditions

Texas A&M University’s Standard Terms and Conditionshttps://purchasing.tamu.edu/_media/TAMU.BID.TERMS.WEB.20250321.pdf, as well as any additional terms and conditions provided here-in, in all aspects govern and control any Agreement issued as a result of this solicitation.

Additional or attached terms and conditions which are determined to be unacceptable to Texas A&M may result in the disqualification of your proposal. Examples include, but are not limited to, liability for payment of taxes, subjugation to the laws of another State, and limitations on remedies.

5.2 General

These General Terms and Conditions shall be made a part of and govern any Agreement/Purchase Orders resulting from this Request for Proposal.

Each response should be prepared simply and economically, providing a straightforward and concise description of Respondent’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content and responsiveness to the offer requirements.

In accordance with Texas Education Code 51.9335, Texas A&M University shall make the award based on, but not limited to, the following best value criteria: The purchase price; The reputation of the vendor and of the vendor's goods or services; The quality of the vendor's goods or services; The extent to which the goods or services meet the institution's needs; The vendor's past relationship with the institution; The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities; The total long-term cost to the institution of acquiring the vendor's goods or services; Any other relevant factor that a private business entity would consider in selecting a vendor; and The use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified. Additionally, all respondents are hereby notified that Texas A&M shall consider all factors it believes to be relevant in the determination of the “Best Value” including, but not limited to: past experience, references, proposal, and price. Texas A&M’s decision is final.

Responses are to be valid for a minimum of 180 days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays.

5.1 Final Review and Approval

Failure to comply with the requirements contained in this Request for Proposal may result in the rejection of the proposal.

Proposals which are qualified with conditional clauses, alterations, items not called for in the RFP documents, or irregularities of any kind are subject to disqualification by Texas A&M at its option.

5.2 Definitions

Whenever the following terms are used in these General Terms and Conditions or in other documents the intent and meaning shall be interpreted as follows:

RFP shall mean Request for Proposal.

Proposal shall mean Respondents offer

Texas A&M shall mean Texas A&M University and other system parts.

Respondent shall mean the individual, partnership, corporation, or other entity responding to this RFP.

Vendor shall mean the individual, partnership, corporation, or other entity awarded an agreement for labor or for equipment & supplies under this RFP in accordance with the terms, conditions, and requirements herein.

Agreement shall mean an agreement, documented by written instrument, between Texas A&M and the successful respondent to provide products/services as requested to Texas A&M in College Station, Texas.

5.3 Default

Texas A&M University RFP #; Project Title Page 11 of 15

In the event that the Vendor fails to carry out or comply with any of the terms and conditions of the agreement with Texas A&M, Texas A&M may notify the Vendor of such failure or default in writing and demand that the failure or default be remedied within ten (10) days; and in the event that the Seller fails to remedy such failure or default within the ten (10) day period, Texas A&M shall have the right to cancel the agreement upon thirty (30) days written notice.

The cancellation of the Agreement, under any circumstances whatsoever, shall not affect or relieve Vendor from any obligation or liability that may have been incurred or will be incurred pursuant to the agreement and such cancellation by Texas A&M shall not limit any other right or remedy available to Texas A&M at law or in equity.

5.4 Termination

5.6.1 For Convenience:

The agreement may be terminated, without penalty, by Texas A&M without cause by giving thirty (30) days written notice of such termination to the seller.

5.6.2 In no event shall such termination by Texas A&M as provided for under this Section give rise to any liability on the part of Texas A&M including, but not limited to, claims of Vendor for compensation for anticipated profits, unabsorbed overhead, or interest on borrowing. Texas A&M’s sole obligation hereunder is to pay Vendor for products and/or services ordered and received prior to the date of termination.

5.6.3 Texas A&M reserves the right to immediate cancellation, without penalty, due to non-performance

5.7 Publicity

Vendor agrees that it shall not publicize this agreement or disclose, confirm or deny any details thereof to third parties or use any photographs or video recordings of Texas A&M’s name in connection with any sales promotion or publicity event without the prior express written approval of Texas A&M.

5.8 Non-Waiver of Defaults

Any failure of Texas A&M at any time, to enforce or require the strict keeping and performance of any of the terms and conditions of this agreement shall not constitute a waiver of such terms, conditions, or rights, and shall not affect or impair same, or the right of Texas A&M at any time to avail itself of same.

5.9 Billing Resolutions

In the case of a problem on a disputed invoice or charge, the Respondent will provide necessary information, i.e. duplicate invoice, shipping information and proof of delivery at no extra charge to Texas A&M within 5 business days of request. All credit memos will reflect the purchase order number and the original invoice number in which charge was initiated.

5.10 VetHUB Subcontracting Plan

The Veteran Heroes United in Business program (VetHub or HUB) as part of the state of Texas Comptroller’s Statewide Procurement Division will focus on certification of service-disabled veterans (SDV) to facilitate their growth and development and increase opportunities for contracts and subcontracts with the state of Texas. Additional information on the VetHUB program visit the following site: https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php.

Texas A&M University requires a HUB subcontracting plan (HSP) for contracts of $100,000 or more over the life of the contract (including any renewals), where such opportunities exist. The total expected value of this solicitation and subsequent contract is $100,000 or more and the Texas A&M University has determined that subcontracting opportunities are probable. Therefore, respondents to this solicitation are required to develop and submit an HSP form with their proposal submission.

A subcontracting opportunity is defined as any portion or lot of work that the Respondent cannot complete with its own equipment, supplies, materials, and/or employees. The Respondents will use the procedures prescribed below when completing the HSP form.

The Respondent shall use the CMBL/HUB directory published on the comptroller’s website to identify HUBs. If the Respondent uses any alternate source, it accepts the risk that its HUB subcontracting plan may be noncompliant due to inaccurate HUB certification information. A business listed in the HUB directory at the time of the good faith effort is considered a HUB for purposes of evaluating a HUB subcontracting plan, even if the business later graduates or has its HUB status revoked or expired. If the Respondent uses any alternate source, it accepts the risk that its HUB subcontracting plan may be noncompliant due to inaccurate HUB certification information. The HUB directory can be accessed via the following site:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp.

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

Texas A&M University RFP #; Project Title Page 12 of 15

Texas A&M University HUB Program Office will review the information and documentation submitted and use it as a basis to determine if the plan was developed in good faith effort by the Respondent to utilize HUB subcontractors and/or suppliers on this project. Texas A&M University may reject a HUB subcontracting plan that was not developed in good faith or was not completed.

Texas A&M University shall document the reasons for rejection in the contract file. If Texas A&M University finds that businesses identified in a HUB subcontracting plan are no longer HUBs, it may invite the vendor to submit a revised plan that identifies active HUBs.

An accepted HSP form will become a part of any contract with the Respondent resulting from this solicitation. Any revisions to the HSP must be approved by the Texas A&M University HUB Program Office.

Texas A&M University requires the Respondent to submit an HSP form for this solicitation. The HSP form must include all subconsultants, suppliers, subcontractors, and vendors intended to be included in the Respondent’s team. In accordance with 34 TAC §20.285, as amended1, the Respondent may demonstrate good faith effort to utilize Texas certified HUBs for its subcontracting opportunities by utilizing one of four methods: (1) Solicitation Method, (2) All-HUB-Subcontractors Method,

(3) Meeting-or-Exceeding-HUB-Goal Method, or (4) Self-performing Method.

For more information or assistance in properly completing this requirement of this solicitation, the Respondent may contact Texas A&M University HUB Program Office. Each Respondent is encouraged to submit a draft of their HSP form prior to submitting their response to the solicitation for review by Texas A&M HUB Program Office. To permit adequate time for the performance of the required good faith effort, we request that all drafts be submitted at least [ten] business days prior to the solicitation due date.

Texas A&M HUB Program Patty Winkler P-Winkler@tamu.edu

5.11 Insurance Requirements

5.11.1 The successful vendor will be required per the indicated requirements (Appendix A) to provide proof of insurance prior to beginning any work on the campus of Texas A&M University. The vendor will be held strictly liable for any damages to Texas A&M University property occurring during any installation.

5.11.2 Vendor shall not commence work until all the insurance specified hereunder has been obtained and certificates of such insurance have been filed with and accepted by Texas A&M University. Insurance coverage shall provide for a thirty-day notice of cancellation or material change to the policy coverage and/or limits and the certificate of insurance enforce must include a notice that the policy or policies do contain these provisions. Acceptance of insurance certificates by Texas A&M University shall not relieve or decrease the liability of the vendor. Unless otherwise specified, the vendor shall provide and maintain, until the work included in this Request for Proposal is completed and accepted by Texas A&M University.

5.11.3 Certificates of Insurance must be delivered or mailed to:

Texas A&M University Procurement Services Attn: Procurement Contact P.O. Box 30013 College Station, TX 77842-3013.

https://texas-sos.appianportalsgov.com/rules-and-meetings?interface=VIEW_TEXAS_REGISTER_SUMMARY&recordId=457245 mailto:P-Winkler@tamu.edu

Texas A&M University RFP #; Project Title Page 13 of 15

SECTION 6

EXECUTION OF OFFER

In compliance with this RFP, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all commodities or services at the prices quoted. Signing this proposal with a false statement constitutes a material breach of contract, rendering the submitted proposal or any resulting contract(s) void.

Additionally, the proposer may be excluded from participating in future solicitations.

6.1 Respondent Affirmation

By signing below, the Respondent certifies and agrees that the Texas A&M University Standard Terms and Conditions, as referenced athttps://purchasing.tamu.edu/_media/TAMU.BID.TERMS.WEB.20250321.pdf., along with any other terms and conditions referenced herein, will fully govern and control in all aspects.

If proposer takes exception to any of the aforementioned terms and conditions, the exceptions must be included in a clearly identified separate section of the Respondent’s proposal. This section should specify the exact paragraph(s) of the terms and conditions where the exceptions occur. Any exceptions not included in this section will not be recognized in any resulting contract negotiations unless explicitly acknowledged in writing by Texas A&M.

Exceptions listed in the proposal may negatively impact the proposal evaluation criteria outlined in Section 3 or lead to the rejection of the offer.

6.2 Company Profile

The Respondent recognizes that in selecting a supplier, Texas A&M will rely, in part, on the answers provided in response to this Section 7.

Accordingly, Respondent warrants to the best of its knowledge that all responses are true, correct and complete. Texas A&M reserves the right to contact each and every reference listed below and shall be free from any liability to respondent for conducting such inquiry.

a. Number of Years in Business: _______

Type of Operation: Individual____ Partnership____ Corporation____ Government____

Number of Employees: ______(company wide) Number of Employees: ______(servicing location)

Annual Sales Volume: ______(company wide) Annual Sales Volume: ______(servicing location)

b. Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with Texas A&M.

c. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

6.3 Signature

Respondent shall provide their Federal Employer Identification Number (EIN), full vendor name, address and contact information in the spaces below.

The person signing the proposal response shall show title and/or authority to bind his/her firm in contract. Failure to sign manually or with electronic signature will disqualify the proposal response.

Federal EIN/Taxpayer ID#:

Respondent Company Name:

Authorized Signature:

Name (Typed/Printed):

Title:

Street:

City/State/Zip:

Telephone No.:

E-mail:

THIS SHEET MUST BE COMPLETED, SIGNED, AND RETURNED WITH RESPONDENT’S

PROPOSAL. FAILURE TO SIGN AND RETURN THIS SHEET WILL RESULT IN THE REJECTION

OF YOUR PROPOSAL.

Texas A&M University RFP #; Project Title Page 14 of 15

SECTION 7

NON-COLLUSION AFFIDAVIT

The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in the submission of the foregoing Proposal (such persons, firms and corporations hereinafter being referred to as the "RESPONDENT"), being duly sworn, on his or her oath, states that to the best of his or her belief and knowledge no person, firm or corporation, nor any person duly representing the same joining and participating in the submission of the foregoing Proposal, has directly or indirectly entered into any agreement or arrangement with any other RESPONDENTS, or with any official of TEXAS A&M or any employee thereof, or any person, firm or corporation under contract with TEXAS A&M whereby the RESPONDENT, in order to induce acceptance of the foregoing Proposal by said TEXAS A&M, has paid or is to pay to any other RESPONDENT or to any of the aforementioned persons anything of value whatever, and that the RESPONDENT has not, directly or indirectly entered into any arrangement or agreement with any other RESPONDENT or RESPONDENTS which tends to or does lessen or destroy free competition in the letting of the contract sought for by the foregoing Proposal.

The RESPONDENT hereby certifies that neither it, its officers, partners, owners, providers, representatives, employees and parties in interest, including the affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other RESPONDENT, potential RESPONDENT, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other RESPONDENTS or potential RESPONDENTS, or to obtain through any unlawful act an advantage over other RESPONDENTS or TEXAS A&M.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the RESPONDENT without consultation with other RESPONDENTS or potential RESPONDENTS or foreknowledge of the prices to be submitted in response to this solicitation by other RESPONDENTS or potential RESPONDENTS on the part of the RESPONDENT, its officers, partners, owners, providers, representatives, employees or parties in interest, including the affiant.

CONFLICT OF INTEREST

The undersigned RESPONDENT and each person signing on behalf of the RESPONDENT certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of TEXAS A&M, nor any employee, or person, whose salary is payable in whole or in part by TEXAS A&M, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, except as noted otherwise herein.

Signature ____________________________________________

Respondent Name ____________________________________________

Date _______________________

Subscribed and sworn to before me this

__________ day of ________________, 2026.

Notary Public in and for the County of _____________________________, State of

___________________. My commission expires: __________________________

AFFIDAVIT MUST BE COMPLETED, SIGNED, NOTORIZED, AND RETURNED WITH

RESPONDENT’S PROPOSAL. FAILURE TO SIGN AND RETURN THIS SHEET MAY RESULT

IN THE REJECTION OF YOUR PROPOSAL.

Texas A&M University RFP #; Project Title Page 15 of 15

Appendix A – Insurance Requirements

A. Vendor shall obtain and maintain, for the duration of this Agreement or longer, the minimum insurance coverage set forth below. All coverage shall be written on an occurrence basis. All coverage shall be underwritten by companies authorized to do business in the State of Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code and have a financial strength rating of A- or better and a financial strength rating of VII or better as measured by A.M. Best Company or otherwise acceptable to Texas A&M University (“Texas A&M”). By requiring such minimum insurance, Texas A&M shall not be deemed or construed to have assessed the risk that may be applicable to Vendor under this Agreement. Vendor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverage. Vendor is not relieved of any liability or other obligations assumed pursuant to this Agreement by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

No policy will be canceled without unconditional written notice to Texas A&M at least ten days before the effective date of the cancellation.

1. Commercial General Liability

Commercial general liability insurance with the following minimum limits of coverage:

Each Occurrence Limit $1,000,000 Damage to Rented Premises $300,000 Medical Payments $5,000 Personal / Advertising Injury $1,000,000 General Aggregate Limit $2,000,000 Products / Completed Operations $1,000,000

The required commercial general liability policy must be issued on a form that insures Vendor’s or its subcontractors’ liability for bodily injury (including death), property damage, personal and advertising injury assumed under the terms of this Agreement.

2. Automobile Liability $1,000,000 or $5,000,000

Business auto liability insurance covering all owned, non-owned or hired automobiles, with limits of not less than $1,000,000 (or $5,000,000 for bus charter companies) single limit of liability per accident for bodily injury and property damage.

3. Worker’s Compensation

Worker’s compensation insurance with the following minimum limits of coverage:

Statutory Benefits (Coverage A) Statutory Employers Liability (Coverage B) $1,000,000 Each Accident $1,000,000 Disease/Employee $1,000,000 Disease/Policy Limit

Workers’ compensation policy must include under Item 3.A. on the information page of the workers’ compensation policy the state in which work is to be performed for Texas A&M. Workers’ compensation insurance is required, and no “alternative” forms of insurance will be permitted.

B. Commercial General Liability and Auto Liability policies must be endorsed to name Board of Regents (“Board of Regents”) for and on behalf of The Texas A&M University System, The Texas A&M University System and its member institutions, universities, and agencies as additional insureds up to the actual liability limits of the policies maintained by Vendor. The commercial general liability additional insured endorsements must include on-going and completed operations afforded by CG 20 10 (10 01 Edition or equivalent) and CG 20 37 (10 01 Edition or equivalent). Commercial general liability and business auto liability policies must be written on a primary and non-contributory basis. Copies of each endorsement must be submitted with the certificate of insurance. If an Umbrella policy is required herein, then the Umbrella, at minimum, must follow form.

C. All insurance policies must be endorsed to provide a waiver of subrogation in favor of the Board of Regents (“Board of Regents”) for and on behalf of The Texas A&M University System, The Texas A&M University System and its member institutions, universities, and agencies.

D. All insurance policies will be endorsed to require the insurance carrier providing coverage to send notice to Texas A&M ten (10) days prior to the effective date of cancellation, material change, or non-renewal relating to any insurance policy.

E. Vendor shall deliver to Texas A&M evidence of insurance on a Texas Department of Insurance approved certificate form verifying the existence and actual limits of all insurance prior to the execution and delivery of this Agreement and prior to the performance of any services by Vendor under this Agreement. Vendor shall provide additional evidence of insurance on a Texas Department of Insurance approved certificate form verifying the continued existence of all required insurance no later than thirty

(30) days after each annual insurance policy renewal.

Texas A&M University RFP #; Project Title Page 16 of 15

F. Any deductible or self-insured retention must be declared to and approved by Texas A&M prior to the performance of any services by Vendor under this Agreement. Vendor shall pay any deductible or self-insured retention for any loss. All deductibles and self-insured retentions must be shown on the certificates of insurance.

G. “Certificate Holder” portion of the Certificate of Insurance shall read as follows:

Texas A&M University System 301 Tarrow St, 5th Floor College Station TX 77845

H. Certificates of insurance and additional insured endorsements as required by this Agreement must be emailed to the following Texas A&M contact:

E-mail Address:

I. The insurance coverage required by this Agreement must be kept in force until all services have been fully performed and accepted by Texas A&M in writing.

Texas A&M University RFP #; Project Title Page 17 of 15

Attachment A – HUB Subcontracting Plan

The VetHUB Subcontracting Plan Pages 1-10

All respondents are required to return a HUB Subcontracting Plan (HSP) with their proposal. Failure to submit an HSP that meets the minimum requirements for acceptance will result in the disqualification of the proposal.

To assist with the successful completion of an HSP, the Texas A&M University HUB Office offers cursory reviews to ensure an HSP meets the minimum requirements for acceptance. These cursory reviews are by appointment only and must be scheduled no later than 48 hours prior to the submission deadline.

For assistance, contact:

Texas A&M HUB Program Patty Winkler p-winkler@tamu.edu mailto:p-winkler@tamu.edu