ESBD_517633_1779130659796_RFQ 2026-1189 Audit Services.pdf

Request for Response

Request for Qualifications ("RFQ") Number:

RFQ Name:

RESPONSES MUST BE RECEIVED BEFORE:

4:00 PM Central, 6/26/2026 s must be submitted in TechBid at the following address:

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

2026-1189

Audit Services

RFQ for Audit Services

Rev. January 1, 2026 Page 2 of 18

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Project Details

1.3 Alternate Responses

SECTION 2: RESPONSE REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 Preferred Qualifications

2.3 Response Submittal Requirements

SECTION 3: EVALUATION PROCEDURES

3.1 Evaluation Process

3.2 Respondent's Acceptance of Evaluation Methodology

3.3 Evaluation Method

3.4 Evaluation Criteria and Weights

3.5 Scoring Methodology

3.6 Consideration of Additional Information

3.7 Oral Presentations and Interviews

3.8 Award Process

3.9 Best and Final Offer

3.10 Protest Procedures

3.11 Contract Documents

3.12 Not Exclusive

SECTION 4: ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact

4.2 Event Information

4.3 References

4.4 Licenses

4.5 Term of Award

4.6 Historically Underutilized Business ("HUB") Firms

4.7 HUB Subcontracting Plan

4.8 Right to Modify, Rescind, or Revoke the RFQ

4.9 Right to Review and Award

4.10 Signature and Certification of Respondent

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

4.12 Compliance with RFQ Requirements

4.13 Binding Effect of Response

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 Respondent Registration

4.21 Insurance Requirements

4.22 Compensation and Fees

4.23 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. January 1, 2026 Page 3 of 18

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University System (TTUS) seeks to enter into non-exclusive master Contracts with established, qualified, and experienced public accounting, and/or management advisory firms knowledgeable in providing independent audit and/or management advisory services in the areas of public higher education, healthcare administration and delivery, not-for-profit higher education foundations, cybersecurity, information technology, and/or emerging internal audit issues.

Selection of a Respondentas one of the successful responders will pre-qualify such Respondentto provide such services, upon request by TTUS or any TTUS institution, with respect to future, specific engagement(s). Selection as a successful Respondentand execution of a Contract between TTUS and the successful Respondentdoes not guarantee that the successful Respondentwill be requested to provide such services.

1.2 Project Details

The Services sought by TTUS may include one or more of the following:

1.2.1 Perform independent financial statement audits or reviews of related foundations or other subsets of TTUS. Most entities’ financial statements are prepared in accordance with accounting principles generally accepted in the USA as prescribed by the Government Accounting Standards Board (GASB). On occasion, there may be an entity whose financial statements are prepared in accordance with accounting principles generally accepted in the USA as prescribed by the Financial Accounting Standards Board (FASB).

1.2.2 Perform program-specific audits or reviews.

1.2.3 Perform agreed-upon procedures engagements.

1.2.4 Perform or assist with fraud investigations.

1.2.5 Perform cybersecurity or information technology-related reviews.

1.2.6 Provide specific technical expertise or specialized services related to healthcare, higher education, cybersecurity, information technology, construction, and/or regulatory areas, and assist in audits in those areas.

1.2.7 Perform specific system-wide or institutional audits under the oversight of the Office of Audit Services, which serves as TTUS’s internal audit group.

1.3 Alternate Qualifications

TTUS may consider alternate Qualifications submitted by Respondent. Respondents submitting alternate Qualifications should (i) clearly identify any exceptions taken to the requirements and specifications set forth in this RFQ and (ii) include a detailed description of the alternative(s) proposed. Respondentmay suggest additions to the requirements and specifications set forth in this RFQ, and all such suggestions should be clearly defined. Alternate Qualifications should be submitted as attachments to the Qualification. Alternate Qualifications shall meet the same requirements and shall be in the same format as the Qualification’s base format.

Rev. January 1, 2026 Page 4 of 18

SECTION 2

RESPONSE REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 Clearly define your company’s total capabilities, your ability to meet the TTUS program requirements, and what differentiates you from your competitors.

2.1.2 Provide an overview of the firm/company, its people, and relevant markets or sectors served.

2.1.3 Provide a full description of the type of services you propose to provide, including a description of the audit methodology, processes, data analysis or similar capability, procedures and/or management tools you intend to use.

2.1.4 Address your risk-based approach for audit engagements.

2.1.5 Address the responsibilities of TTUS and the Contractor.

2.1.6 Include partners/directors and office locations that would most likely provide requested services.

For offices in Texas, specifically include any locations in Lubbock, El Paso, Wichita Falls and/or San Angelo.

2.2 Response Submittal Requirements

By submitting a Response, the Respondent certifies an understanding of this RFQ 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 Respondent also understands that all costs relating to preparing and responding to this RFQ will be the sole responsibility of the Respondent. If selected for an award by TTUS, the Respondent will notify TTUS immediately of any material change in any matters about which the Respondent has made a statement or representation or provided information.

Respondents are cautioned to read the information contained in this RFQ carefully and to submit a complete Response to all requirements and questions as directed.

Submittal Instructions for TechBid Responses

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

Respondents must submit Responses online no later than the date and time indicated in the Schedule of Events. TTUS recommends that the Respondent submit the Response at least twenty-four (24) hours before the submission deadline to accommodate any technical issues. If the Respondent encounters ANY issues with submitting a Response, the Respondent must contact the Primary Contact before the deadline.

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

2.2.2 Respondent’s Response Form

2.2.3 Signed Affirmation and Conflict of Interest

2.2.4 Resumes

Rev. January 1, 2026 Page 5 of 18

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

TTUS will utilize a Contract Review Team (“CRT”) the evaluation of the responses to this RFQ. All Contracts will be awarded based on the Response judged to be in the best interest of TTUS, and the judgment in this regard shall be considered final. Any Contract resulting from this Solicitation shall be awarded to the Respondent or multiple Respondents providing the Best Value to TTUS.

Under §51.9335 of the Texas Education Code, in determining what the Best Value is, TTUS 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 TTUS’s needs;

3.1.5 The Contractor’s past relationship with TTUS;

3.1.6 The impact on the ability of TTUS 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 TTUS provides written justification in the request for bids for use of the unique material specified.

3.2 Respondent’s Acceptance of Evaluation Methodology

Submission of a Response indicates the Respondent’s acceptance of the evaluation method and the Respondent’s recognition that subjective judgments must be made by the CRT and TTUS leadership during the awarding of evaluation criteria points.

3.3 Evaluation Method

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

Responses must first be reviewed by the Primary Contact to verify that they are responsive and meet any minimum requirements. The evaluation of responsive Responses shall then be completed by the CRT, which will determine the ranking of Responses based on the evaluation criteria. Responses will be evaluated strictly in accordance with the requirements set forth in this Solicitation, including any addenda or interpretations that are issued. Respondents are strictly prohibited from contacting any CRT members during the process.

The evaluation of Responses will include consideration of responses to the list of criteria in Section 3.4. Respondents must specifically address all criteria in their Response. 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 Response.

TTUS will evaluate Responses as submitted and will not notify Respondents of deficiencies in their responses. The Contract awards and non-awards will not be notified until a fully executed Contract(s) is complete.

A Response may be rejected if it is conditional or incomplete in the judgment of TTUS.

3.4 Evaluation Criteria and Weights

Rev. January 1, 2026 Page 6 of 18

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

The evaluation will be based on the following:

Criteria No.

Evaluation Criterion

RFQ

Alignment Description / Evaluation Considerations Weight

Demonstrated Ability to Meet TTUS Audit Objectives

Sections 1.1 & 1.2

Respondent’s demonstrated ability to provide independent audit and advisory services aligned with TTUS objectives, including public higher education, healthcare, foundations, cybersecurity, information technology, and emerging audit issues. Considerations may include experience with GASB and FASB financial statement audits; program-specific audits; agreed-upon procedures; fraud investigations;

system-wide and institution-specific audits; and experience with institutions of similar size and complexity.

40%

Firm Qualifications, Experience, and Key Personnel

Sections 1.1, 1.2, and 2.1

Qualifications, stability, accountability, and experience of the Respondent and assigned personnel. Considerations may include years in operation; financial stability;

professional credentials and licensing; continuity and availability of key personnel; experience with Texas public higher education entities; local presence; and history of regulatory compliance.

30%

Audit Methodology and Risk-Based Approach

Sections 1.2 and 2.1

Quality and effectiveness of the Respondent’s audit methodology, including risk assessment, planning, execution, reporting, and quality control. Considerations may include risk-based audit techniques tailored to higher education, data analytics and technology usage, IT and cybersecurity controls testing, internal peer review processes, and compliance with Government Auditing Standards (Yellow Book).

15%

Capacity, Responsiveness, and Project Management

Sections 1.2 and 2.1

Ability to manage multiple audit engagements efficiently while meeting TTUS timelines and expectations.

Considerations may include staffing capacity, project management approach, responsiveness and communication protocols, ability to meet statutory deadlines, coordination with internal audit and finance teams, and administrative support infrastructure.

10%

Value-Added Services and Innovation

Sections 1.3 and 2.1

Value-added services that enhance audit effectiveness beyond baseline requirements. Considerations may include process improvement recommendations, training and knowledge transfer, advisory services related to emerging risks (e.g., cybersecurity, ESG, data privacy), benchmarking, and innovative approaches that reduce institutional workload or cost.

5%

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Responses 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 Respondentranking. The ranking may be used to determine an initial pool of Respondents who will be invited for presentations or to inform a final award determination for one

Rev. January 1, 2026 Page 7 of 18 or more Respondents.

3.6 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the Response information to TTUS. 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 Responses submitted, selected Respondents 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, Responses must be complete when submitted. Presentations may only be requested from the top-selected Respondents from the initial evaluation process. Upon completion of the oral presentations, the CRT may reevaluate the Respondents based on the new information.

3.8 Negotiations and Award Process

During the Response Opening, Responses will be acknowledged publicly to identify the Respondents, but will be afforded sufficient security to preclude disclosure of the Response contents, including prices or other information, prior to award. After the Response Opening, an Award may be made based on the Responses initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Respondents or, at TTUS’s sole option and discretion, TTUS may discuss or negotiate all elements of the Response with selected Respondents representing a competitive range. For Negotiation purposes, a competitive range of acceptable Responses may be established, comprising the highest-rated Responses based on the evaluation criteria. TTUS may also negotiate additional Goods and/or Services during the Negotiation process if deemed in TTUS’s best interest.

TTUS will award the Contract or multiple Contracts to the responsible and responsive Respondent(s) whose Response(s) is/are determined to be the most advantageous to TTUS, considering the evaluation factors outlined in this RFQ.

3.8

3.9 Best and Final Offer

When deemed appropriate by the Contract Review Team, after the submission of Responses but before the final selection of the successful Response(s), TTUS may permit Respondents to revise their Responses in order for TTUS to obtain a best and final offer. TTUS is not bound to accept the best and final offer if it does not represent the Best Value to TTUS as determined by the Contract Review Team. Upon review of the Best and Final Offers, the CRT may reevaluate the Respondents based on the new information.

3.10 Protest Procedures

Any actual or prospective Respondent 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.TTUS.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor- Protest-Procedures-2022.pdf

3.11 Contract Documents

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

3.12 Not Exclusive

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 8 of 18

The Respondentacknowledges and agrees that the Contract with TTUS is non-exclusive and TTUS has the right to engage with other Respondents for similar or identical scopes of work, and to purchase similar or identical Services from other Respondents. Any term or provision in the Respondent’s terms indicating the Contract is exclusive is expressly rejected and is null and void.

Rev. January 1, 2026 Page 9 of 18

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Lauren Barta lauren.barta@ttu.edu

Texas Tech University

TTUS Plaza Suite # 408

Box 41094

Lubbock, TX 79409-1094

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

Events. Questions and Addenda issued related to the RFQ, 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 Respondent to review

TechBid for any Addenda posted. For any TechBid system issues, please email lauren.barta@ttu.edu.

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

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

4.2 Event Information

4.2.1 Schedule of Events

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

Schedule of Events

Event Date Time Notes

Distribution of RFQ May 12, 2026

Deadline for Submission of Written Questions

June 5, 2026

1:00 PM

Central

TTUS will collect all questions and respond after the Submission Deadline through an Addendum to the RFQ, which will be distributed via the TechBid System.

Response Due Date June 26, 2026

4:00 PM

Central

Online Response Opening June 26, 2026

4:00 PM

Central

Evaluation of Responses July – August 2026

Rev. January 1, 2026 Page 10 of 18

* All dates are tentative and subject to change.

4.2.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFQ.

Online Response Opening

A public Response 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 Respondents will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting.

For convenience, Respondents may request a list of Responses received by contacting the TTUS Primary

Contact after the opening. All submitted Responses become the property of TTUS after the RFQ submission deadline and will not be returned.

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

4.3 References

The Respondent 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 TTUS, and the information received will be used during the evaluation and assessment of the Respondent's performance.

4.4 Licenses

Respondents must submit verification that the Respondent has all licenses (including, but not limited to, software licenses) necessary for the Goods and Services contemplated under this RFQ, 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 RFQ 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 may automatically renew for up to four (4) one (1) year renewal terms unless either party provides written notice of its intent not to renew the Contract at least sixty (60) days prior to the end of the initial or then current renewal term.

The parties may negotiate and mutually agree on an alternate term.

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

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

TTUS endeavors to promote full and equal opportunity for businesses to supply TTUS with Goods or Services necessary to support TTUS's educational mission. In this regard, TTUS commits to selecting Respondents in accordance with (i) TTUS needs, (ii) TTUS resources, (iii) guidelines established by the Texas legislature and Texas

Procurement and Support Services ("TPASS"), and (iv) TTUS Operating Policies and Procedures for contracting with

HUBs. Respondents shall provide TTUS full access to documentation relating to the HUB program and any HUB

Subcontracting Plan. Failure to comply with any provision of the State or TTUS's HUB regulations may result in

Rev. January 1, 2026 Page 11 of 18 rejection of any Response or immediate cancellation of any Contract.

TTUS is relying upon Respondent's expertise to fully identify subcontracting opportunities that best align with the

TTUS organization and this RFQ. Respondents who intend to subcontract are responsible for identifying all areas that will be subcontracted.

4.7 VETHUB Subcontracting Plan (“HSP”)

TTUS has determined that there are subcontracting opportunities in the performance of the Scope of Work of this

Solicitation, and/or any resulting Contract is anticipated to exceed $100,000.00 over its term, including all renewals and extensions. The Respondent must include a completed HSP, and any supporting documentation required per the

HSP (e.g., proof of Good Faith Effort) with the Response submission. Respondents must submit a completed HSP regardless of the Respondent’s HUB status, the intent to subcontract, or the intent to self-perform.

VETHUB Resources

4.8 Right to Modify, Rescind, or Revoke the RFQ

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

4.9 Rights of Review and Award

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

TTUS reserves the right to reissue this RFQ to solicit additional competitive Responses. If TTUS reissues this RFQ, any Respondent who has submitted a Response, may elect to resubmit the original Response.

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

Contract , and termination may result in debarment of the Contractor from future TTUS Solicitations.

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

4.10 Signature and Certification of Respondent

The Response must be signed and dated by a representative of the Respondent who is legally authorized to bind the

Respondent to the terms and conditions contained in this RFQ and can ensure compliance with the terms of the submitted Response. Each Respondent submitting a Response certifies to (a) the completeness and accuracy of the information provided in the Response and (b) the authority of the individual whose signature appears on the

Affirmation and Conflict of Interest to bind the Respondent. Responses submitted without the required signature will be disqualified.

https://comptroller.texas.gov/purchasing/vendor/hub/resources.php

Rev. January 1, 2026 Page 12 of 18

4.11 Compliance with Applicable Laws, Regulations, Ordinances, TTUS System Regents’ Rules, and

TTUS Operating Policies and Procedures

By submitting a Response, the Respondent agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTUS. TTUS

Operating Policies and Procedures may be accessed at http://www.depts.TTUS.edu/opmanual/, and TTUS System

Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTUS System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

4.12 Compliance with RFQ Requirements

By submitting a Response and by signing the Affirmation and Conflict of Interest, the Respondent agrees to be bound by the requirements set forth in this RFQ, TTUS’s General Terms and Conditions contained in the RFQ, as well as the TTUS Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by

TTUS. If the Respondent takes exception to any of the terms or cannot agree to be bound by all terms, TTUS, at its sole discretion, may review and, if deemed in TTUS’s best interest, disqualify the Response from consideration.

4.13 Binding Effect of Response

Unless otherwise agreed in writing signed by the Assistant Vice President and Chief Procurement Officer, or their designee, each Respondent agrees to and shall be bound by the information and documentation provided with the

Response, including prices quoted for Goods or Services. Responses shall be valid for TTUS’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Responses, if accepted, shall be incorporated into the executed Contract and remain valid for the duration of the Contract.

4.14 Use and Disclosure of Information

Respondents acknowledge that TTUS is an agency of the State of Texas and is therefore required to comply with the

Texas Public Information Act Texas Government Code Chapter 552. If a Response includes proprietary data, trade secrets, or information the Respondent wishes to except from public disclosure, then the Respondent must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL –

PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Respondent as proprietary will be used by TTUS only for purposes related to or arising out of the (a) evaluation of Responses, (b) selection of a Respondent or Respondents pursuant to the RFQ process, and (c) Negotiation and execution of a

Contract, if any, with the Respondent(s) selected.

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

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

TTUS reserves the right to contact references or contact names listed below and shall be free from any liability to

Respondent for conducting such inquiry.

4.15 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Respondent under this RFQ based upon any awarded Contract. The http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

Rev. January 1, 2026 Page 13 of 18

Respondent should also note that TTUS may procure Goods or Services for itself or on behalf of any TTUS System component institution. When submitting a Response in response to this RFQ, the Respondent should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFQ.

4.16 E-commerce

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

4.17 Withdrawal or Modification

No Response may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Assistant Vice President and

Chief Procurement Officer. However, a Response may be withdrawn and resubmitted at any time prior to the set time for

Response receipt. Modifications will be allowed on the TechBid website until the deadline for Response submittals. No

Response may be withdrawn after the submittal deadline without approval by TTUS, which shall be based on the

Respondent’s submittal in writing of a reason acceptable to TTUS.

4.18 Risk of Loss, Damage, or Delay

Respondent acknowledges and agrees to release and hold harmless TTUS, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Response to

Procurement Services at TTUS, as detailed in this RFQ.

4.19 Digital Signature

Respondents must sign documents and correspondence using software approved by the TTUS. To be approved by

TTUS, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic

Transaction Act (UETA), (2) utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following three are specifically approved: Adobe Sign and DocuSign. TTUS utilizes Adobe Sign for its signature process.

4.20 Respondent Registration

If the Respondent is not already established in PaymentWorks as a TTUS Vendor, the Respondent will be required to register through TTUS’s PaymentWorks system. Any modification to the Respondent’s address, tax identification number, or banking information must be made through PaymentWorks for security purposes.

4.21 Insurance Requirements

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

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

All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded http://www.texas-statutes.com/insurance-code

Rev. January 1, 2026 Page 14 of 18 plans that TTUS maintains.

4.21.1 The Respondent agrees to furnish insurance certificates reflecting the following coverage:

Type of Coverage Limits of Liability

Workers' Compensation (Coverage A) Statutory

Employer’s Liability (Coverage B) $1,000,000

Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

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

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000

f. Medical Payments (any one person) $5,000

Automobile Liability (covering leased, hired, non-owned, and employee non-owned vehicles)

Bodily Injury/Property Damage (each accident) $1,000,000

Personal Injury Protection Statutory

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

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

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

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

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

4.21.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTUS. With the exception of the Workers'

Compensation policy, TTUS must be an additional insured on all policies.

4.21.4 Certificates of Coverage

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, or upon renewal of the policies, Respondent shall furnish Procurement Services with certificates of insurance in a form acceptable to TTUS, certifying that the

Respondent carries the required insurance policies and coverage. The certificates shall be sent to Procurement

Services at procurement.insurance@TTUS.edu. Failure of TTUS to request such certificates does not eliminate the requirement for the Respondent to maintain the required coverage.

4.21.5 Notification of Cancellation

The Respondent will endeavor to notify Procurement Services thirty (30) days before any material change or cancellation of any insurance policy. In the event the Contractor receives notice of modification or cancellation of any policy required under a Contract, the Respondent shall obtain a policy of insurance mailto:procurement.insurance@ttu.edu

Rev. January 1, 2026 Page 15 of 18 affording the required coverage from an insurance carrier acceptable to TTUS prior to the effective date of the modification or cancellation of the policy. If the Respondent fails to obtain such an insurance policy, TTUS may immediately terminate the Contract after providing the Respondent with notice of such termination.

4.22 Invoicing and Payment

4.22.1 Respondent(s) shall submit invoices by electronic means to TTUS Payment Strategies

(payment.strategies@TTUS.edu) and provide support for allocation of premium to the components as may be required.

4.22.2 Invoices will be paid net thirty (30) days in compliance with Texas laws. All invoices must reference a valid

TTUS Purchase Order, or the invoice will be returned as non-compliant. No commitment for Goods or

Services is valid without a TTUS Purchase Order.

4.22.3 Respondent(s) may submit a Response for a prompt payment discount.

4.22.4 TTUS has established the following payment options for invoices based upon the payment option chosen by the Respondent. TTUS requires all contracted Vendors to enroll in automated payment options.

i. Automated Clearing House (“ACH”) transaction

ii. Single-Use Account (“SUA”) card (JP Morgan)

* If TTUS is making payment on funds appropriated by the State of Texas, the payment term is net thirty (30) as required by law. TTUS will submit an electronic check remittance to the email address on record for all ACH and SUA payments.

mailto:payment.services@ttu.edu

Rev. January 1, 2026 Page 16 of 18

APPENDIX A

DEFINITIONS

Addendum: A written change, addition, alteration, correction, or revision to a Solicitation document or a Contract.

Amendment: An agreed addition to, deletion from, correction, or modification of a Contract signed by all authorized parties. An Amendment may include renewal or extension of a Contract.

Assignment: An authorized legal transfer of contractual rights from one party to another party.

Award: The act of accepting a Bid, Response, or Offer, thereby resulting in a Contract or Purchase Order between TTUS and the Contractor.

Best Value: The factors to be considered in determining the best overall value for TTUS per Texas Education Code §51.9335(b).

Comptroller: The Texas Comptroller of Public Accounts.

Conflict of Interest: A Conflict of Interest refers to a situation in which an employee's financial, professional, or other personal considerations may directly or indirectly affect, or have the appearance of influencing, the TTUS employee's judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to TTUS (see TTUS OP 10.20).

Consultant: An individual or firm that provides Consulting Services to an Institution and does not involve the traditional relationship of employer and employee, Texas Government Code §2254.021.

Consulting Services: The Services of studying and advising an Institution per Texas Government Code, §2254.021 Consulting Services must be approved by the TTUS System Board of Regents per Regents' Rule Chapter 07.

Contract: A legally binding written agreement executed between TTUS and a second party in which the parties agree to perform in accordance with the obligations therein. Contracts include, but are not limited to, letter agreements, cooperative agreements, memorandums of understanding ("MOU"), Interagency Contracts, Interlocal Contracts, easements, licenses, leases, and Purchase Orders (see Regents’ Rules Chapter 07).

Contract Administration: Following the contract award, the TTUS requesting department-level actions to oversee full compliance with all the terms and conditions contained within a Contract.

Contract Administrator: The Contract Administrator is the department-level individual responsible for adherence to all provisions contained within a Contract and for managing the performance of the Contract.

Contract Close-out: The process conducted upon completion of the Contract during which the Contract Administrator confirms and documents compliance with the terms and conditions of the Contract, final deliverables are received, and outstanding payments are processed.

Contract Management: The complete contract process from planning through Contract close-out.

Contract Review Team: A team comprised of such members as the Contract Manager, the Contract Administrator, and, as needed, cross-functional members such as subject matter experts, information technology, risk management, legal, and price/cost analysts. The size and the members of the team are dependent on the nature and complexity of the project.

Contractor: An entity or individual contracted to provide Goods or Services to TTUS. For this RFQ, Contractor is used interchangeably with the term “Respondent.” In some instances, the Contractor may be referred to as the supplier.

Escalation Clause: A provision in a Contract that allows for increasing or decreasing the Contract price for Goods http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm http://www.depts.ttu.edu/opmanual/OP10.20.pdf http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm http://www.depts.ttu.edu/oppol/Chapter07.pdf http://www.depts.ttu.edu/oppol/Chapter07.pdf

Rev. January 1, 2026 Page 17 of 18 or Services in step with market prices, an agreed-upon benchmark such as the consumer price index (“CPI”), or when maintenance and operating costs increase or decrease.

Fiscal Year (“FY”): The twelve (12) month period starting September 1 and closing on August 31 that is consistent with the State’s annual budget.

Goods: Includes salable or usable items such as supplies, materials, merchandise, consumables, commodities, solutions, manufactured items, or equipment. Goods do not include Services or real property.

Liquidated Damages: A specified Contract provision that entitles TTUS to demand a set monetary amount determined to be a reasonable estimate of damages TTUS will incur due to the Contractor’s failure to meet Contract requirements.

Negotiations: Conferring, discussing, or bargaining to reach a mutual agreement between two or more parties.

Originating Department: The TTUS department from which a Solicitation or Procurement request originates and is responsible for the Contract Administration.

Payment Bond: A bond solely for the protection and use of Payment Bond beneficiaries who have a direct contractual relationship with the prime Contractor or a Subcontractor to supply labor or material.

Performance Bond: An instrument executed, subsequent to award, by a successful Respondent or Bidder that protects an Institution from loss due to the Contractor’s inability to complete the Contract as agreed.

Procurement (“Procure”): Purchasing, renting, leasing, or otherwise acquiring any Goods or Services, including all functions that pertain to the acquisition through Contract Close-out.

Professional Services: Services directly related to professional practices as defined by the Professional Services Procurement Act (Texas Government Code §2254.002). These include Services within the scope of the practice of accounting, architecture, land surveying, medicine, optometry, professional engineering, real estate appraising, or professional nursing. Services provided by professionals outside the scope of their profession, e.g., Consulting Services provided by accounting firms, are not considered Professional Services.

Response: A Response to a Request for Responses (“RFQ”), and is intended to be used as a basis to negotiate a Contract award.

Response Opening: The public opening of Responses, in which the names of the Respondents to a Solicitation are publicly read and recorded. No prices are divulged at a Response Opening as these types of Solicitations are subject to Negotiations.

Respondent: An entity submitting a Response to a Request for Response. The term includes anyone authorized to act on behalf of the individual or other entity that submits a Response, such as agents, employees, and representatives.

Purchase Order: A legal document issued to the Contractor used to formalize the terms and conditions of any purchase of Goods or Services.

Regents’ Rules: Rules established by the TTUS System Board of Regents that govern all TTUS component Institutions. http://www.texastech.edu/board-of-regents/regents-rules.php

Renewal: The process by which an existing Contract is renewed for an additional period per the terms and conditions of the original Contract.

Request for Response (“RFQ”): A Solicitation requesting submittal of a Response in response to the required Specifications and usually includes some form of a cost Response. The RFQ process allows for Negotiations between a Respondent and the issuing Institution.

Responsible: A Respondent who is fully capable of meeting all the financial and technical requirements of a http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm http://www.texastech.edu/board-of-regents/regents-rules.php

Rev. January 1, 2026 Page 18 of 18

Solicitation and any subsequent Contract.

Responsive: The Respondent has complied with all material aspects of the Solicitation, including submission of all required documents in accordance with the Specifications.

Scope of Work (or “SOW”): A detailed, written description of the conceptual requirements contained within the Specifications.

Scoring Matrix: A chart used to document the evaluation criteria of a Response.

Service(s): The furnishing of labor, time, and effort by a Contractor or auxiliary enterprise, including a construction project, which may involve, to a lesser degree, the delivery or supply of Goods.

Solicitation: A method or process used to obtain Responses for the purpose of gathering information or entering a Contract.

Solicitation Conference: A meeting chaired by the Procurement Services Office designed to help potential Respondents understand the requirements of a Solicitation. It may also be known as a Pre-Response Conference.

Specification(s): Description of the requirements for Goods or Services, including the Scope of Work, to be fulfilled by a Contractor.

State: The State of Texas.

Statute: A law enacted by a legislature.

Subcontractor: An individual or business entity retained by a Contractor to perform part of a Contractor’s duties under a Contract.

TTUS: The Texas Tech University System shall include the component institutions Texas Tech University, Texas Tech University Health Sciences Center, Texas Tech University Health Sciences Center El Paso, Angelo State University, and Midwestern State University.

TechBid: TTUS’s online system, Procurement notification, and submittal system.

Vendor (Contractor) Debarment: The status of any Vendor debarred from conducting business with TTUS by either the Texas Comptroller or the federal government. Debarment protects the State from risks associated with awarding Contracts to Contractors who have exhibited an inability or unwillingness to fulfill contractual requirements or who have displayed improper conduct. Debarment may include a Contractor’s successors-in-interest. Debarment does not relieve the Contractor from responsibility for fulfilling existing obligations.