THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and Business Services

REQUEST FOR PROPOSAL

RFP Number: RFP-01-ESS-26-252

ENVIRONMENTAL HEALTH & SAFETY RECORD MANAGEMENT SYSTEM

PROPOSAL MUST BE RECEIVED BEFORE:

2:00 P.M. Central Time on July 8, 2026

EMAIL PROPOSAL RESPONSES TO:

SOPROCUREMENT@TAMUS.EDU

SUBJECT LINE: ESS-26-252 Environmental Health & Safety RMS

NOTE: Proposal response must be received by The Texas A&M University System Office of Procurement and Busines Services before the date and time specified for receipt of proposal as stated within Section

2.3 of this Request for Proposal. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director Procurement and Business Services | VetHUB Program

The Texas A&M University System soprocurement@tamus.edu

All proposals shall become the property of The Texas A&M University System and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Section 5(G) for more information regarding confidential and proprietary information.

mailto:SOPROCUREMENT@TAMUS.EDU mailto:Soprocurement@tamus.edu

The Texas A&M University System RFP-01-ESS-26-252 Page 2 of 40

TABLE OF CONTENTS

SECTION 1. INTRODUCTION ____________________________________________________________ 3

SECTION 2. INSTRUCTIONS FOR RESPONDENTS _____________________________________________ 5

SECTION 3. SCOPE OF WORK ___________________________________________________________ 9

SECTION 4. PROPOSAL RESPONSE ______________________________________________________ 14

SECTION 5. GENERAL TERMS AND CONDITIONS ___________________________________________ 18

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance Requirements

Exhibit D – Master Software as Service (SaaS) Agreement (Draft) …………………………………………………………27

Attachment A – Subcontracting Plan Instructions

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SECTION 1 – INTRODUCTION

1.1 Overview

The Texas A&M University System (A&M System) is requesting proposals for a comprehensive internet-based records management system that services all aspects of a university system of higher education’s Environmental Health and Safety program (“Solution”), including a system of higher education’s individual member universities and agencies. The successful respondent(s) (hereafter referred to as Respondent, Provider, and/or Vendor) shall provide all software, training, documentation, and services as specified and listed in Section 3 (Scope of Work) of this Request for Proposal (“RFP”).

It is the intent of A&M System to establish a master services agreement (“Agreement”) with one or more vendors (referred to as “Respondent” or “Vendor”) to meet the needs of its member universities and agencies (referred to as “Members”) per the requirements listed in Section 3.

By submitting responses, each Respondent certifies that it understands this RFP and has full knowledge of the scope and nature of the opportunity described herein. 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. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this RFP.

1.2 Background

The Texas A&M University System

The A&M System is one of the largest and most impactful higher education systems in the country, with an annual budget of $8.1 billion. Its statewide network includes 12 universities, a comprehensive health science center, eight state agencies, Texas A&M–Fort Worth and Texas A&M–RELLIS. The A&M System serves approximately 175,000 students and reaches millions more through service, research and outreach programs each year. With nearly $1.6 billion in annual research expenditures, the A&M System fuels innovation, supports communities and drives Texas’ economy forward. More information about the Texas A&M University System and all of its Members can be found at the A&M System About page (https://www.tamus.edu/system/about/).

1.3 Calendar Of Events

Release of RFP ............................................................................................... June 8, 2026 Deadline to Submit Questions ..................................................................... June 22, 2026 Release of Addendum (if applicable) .......................................................... June 26, 2026 Deadline for Receiving Proposals ................................................................... July 8, 2026 Evaluation of Proposals ............................................................................................... TBD Anticipated Award Date .............................................................................................. TBD

The A&M System will make every effort to adhere to the above schedule. The schedule, however, is subject to change. Schedule changes may be necessary for various reasons including but not limited to the need for further clarification of responses or terms of contract are in the best interest of the A&M System, and/or in the event the A&M System requires more time to assure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

http://www.tamus.edu/about/ https://www.tamus.edu/system/about/

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1.4 Priorities/Expectations

Respondents should note the following priorities/expectations with regard to the possibility of the A&M System establishing a contractual relationship with any Respondent:

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to the A&M System in a timely, cost-effective manner. The A&M System is seeking a Respondent that will ensure the provision of such quality in its delivery of service through proven techniques and established metrics.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure services are performed as needed by the A&M System.

(c) Delivery Efficiency as it Relates to Total Costs. Respondent must demonstrate its ability to deliver the required services in a cost-effective and timely manner while not sacrificing the quality required by the A&M System.

1.5 Performance Period

Should A&M System, in its sole discretion, enter into an agreement with the successful Respondent as a result of this RFP, the initial term of the resultant Agreement is expected to be effective upon execution for three (3) years, with the option to extend for two (2) additional two

(2) year terms, provided all parties mutually agree in writing on the extension. Any extensions shall be at the same terms and conditions plus any approved changes to be determined by the A&M System and negotiated in writing with the successful Respondent. The A&M System reserves the right to amend the terms of the Agreement as necessary to meet state or federal requirements.

An alternate length of performance period terms may be proposed by the Respondent for consideration by A&M System if additional discounts and/or savings are available.

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SECTION 2 - INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

The A&M System is seeking proposals from qualified Respondents who can provide a comprehensive internet-based records management system that services all aspects of a university system of higher education’s Environmental Health and Safety program that will be utilized by the A&M System as specified and listed in Section 3 of this RFP.

While it is the intent of the A&M System to establish an Agreement with a pool of qualified Providers for this Solution, there is no guarantee that an award will be made and an agreement executed. If a pool of Providers is established as a result of this RFP, Members will have the option to choose services and Providers from the pool at their discretion.

Submitted proposals are to be in accordance with the outline and specifications contained herein and are to remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent’s cover letter submitted with its proposal.

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is critical.

In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference.

They do not purport to define, limit or extend the scope or intent of the respective clauses.

Whenever the terms “must”, “shall”, “will”, “is required”, or “are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent’s response. Any deviation or exception from RFP specifications must be clearly identified by the Respondent in its submittal.

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to the A&M System. All documentation submitted with proposals will become the property of the A&M System.

2.2 Examination of the Request for Proposal

Before submitting, each Respondent will be held to have examined A&M System’s requirements outlined in Section 3 and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all the existing and/or revised conditions and accepts them “as is.”

2.3 Proposal Submission Instructions

All proposals must be received by the A&M System no later than 2:00:00 p.m. Central Time, July 8, 2026 electronically via email to soprocurement@tamus.edu with the subject line of: “ESS-26- 252 – Environmental Health & Safety RMS”.

mailto:soprocurement@tamus.edu

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The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. Late proposals will not be considered under any circumstances.

Telephone and facsimile proposals are not acceptable and will not be considered under any circumstances.

Submittal Format:

Submission shall be saved as two (2) separate files in Adobe Portable Document Format (“PDF”) according to the items listed below and named as such; I) “company name – Forms, and II) “company name – Proposal”.

2.4 Proposal Components

The following documents are to be returned as part of your proposal response. Failure to include these documents may be the basis for response disqualification.

I. Proposal

Proposal Response (Sections 4.2 – 4.5) Pricing Proposal (Section 4.6)

II. Forms

Signed Execution of Offer (Exhibit A) Non-Collusion Affidavit (Exhibit B) signed and notarized Texas Subcontracting Plan (Section 4.7)

NOTE: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

• Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

• Non-Collusion Affidavit: The Respondent signature and notary on this document may be done electronically with an e-signature tool with that capability. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

2.5 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Jeff Zimmermann at soprocurement@tamus.edu. Respondent may not contact other individuals at the A&M System, Texas A&M University, and/or another university or agency of the A&M System to discuss any aspect of this RFP, unless expressly authorized by the A&M System Procurement Office to do so.

Questions regarding the RFP, including questions for more data or information beyond that included in this RFP and any attachment, should be presented in writing. Deadline for submission of questions is June 22, 2026. The A&M System will publish all questions with responses according to the schedule in Section 1.3.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum and posted to the Electronic State Business Daily (ESBD) at the following site; http://www.txsmartbuy.com/sp. (Input Agency Number “710” and select “Posted” for the Status).

It is the responsibility of all Respondents to check the ESBD for any and all addenda issued for this mailto:soprocurement@tamus.edu http://www.txsmartbuy.com/sp

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RFP. All such addenda/amendments issued by the A&M System 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 Exhibit A – Execution of Offer. Only those A&M System inquiries receiving a public reply via formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

2.6 Selection Process

The evaluation of the proposals shall be based on the information provided that the A&M System deems to represent the best value to the A&M System. The RFP provides the information necessary to prepare and submit proposals for consideration by the A&M System. All properly submitted proposals will be reviewed, evaluated, and ranked by the A&M System. The A&M System will rank the Respondents in the order that they provide the overall best value to the A&M System based on an evaluation of the responses to the RFP. The A&M System may interview one or more of the top ranked Respondents as part of the evaluation process, which could include a request for demonstration or oral presentation.

After proposal tabulation and such investigation of Respondents as the A&M System deems appropriate, an award may be made to the Respondent(s) whose proposed Solution it determines to represent the best value to the A&M System. In determining what is the best value, the A&M System may consider (as applicable) but is not limited to the following: ability of the proposed Solution to meet the needs of the A&M System, timeline for implementation of the Solution, on the reasonableness of the proposed fees for the Solution; Respondent's past relationship with A&M System; presentations or interviews conducted; and any other relevant factor that A&M System deems relevant and would consider in selecting a Respondent for award. Final determination for award of the contract will be made on the overall best value to the A&M System.

By submitting its proposal in response to this RFP, Respondent accepts the evaluation process and acknowledges and accepts that determination of the best value Respondent will require subjective judgments by the A&M System.

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

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

The A&M System may perform reference checks and seek further information, as needed from all Respondents whose proposals the System, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes the A&M System to contact these organizations to discuss the Solution and other considerations which the Respondent has provided to such organizations and authorizes the organizations to provide such information to the A&M System and Respondent shall and hereby does release and hold harmless the A&M System, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative

The Texas A&M University System RFP-01-ESS-26-252 Page 8 of 40 responses received from reference checks may be grounds for disqualification of the proposal.

The A&M System reserves the right to reject any or all proposals and re-solicit for new proposals, or to reject any or all proposals and temporarily or permanently abandon the project. The A&M System makes no representations, written or oral, that it will enter into any form of agreement with any respondent to this RFP for any project and no such representation is intended or should be construed by the issuance of this RFP.

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SECTION 3 – SCOPE OF WORK

3.1 Introduction

The scope of work is to provide a comprehensive internet-based records management system that services all aspects of a university system of higher education’s Environmental Health and Safety program. Solution shall provide flexibility to address the wide array of inspections, compliance reporting, and asset & chemical inventory management practices common to higher educational institutions, while creating visibility into campus-wide safety issues, incidents, budget and risk that drive safety outcomes. The program shall be user friendly and must be able to be serviced/edited by end users without the need for coding. The Solution must include mobile device usability and preferably provide hosting services. The selected Solution must include vendor management and include the ability to capture and manage pricing and costs as well as catalog equipment and resource pricing.

3.2 Minimum Requirements

A. Chemical Inventory Management B. Hazardous Waste Management C. Safety Inspections D. Issue Logging & Remediation E. Asset Management F. Dynamic Pre-Plans G. Permit Management H. Incident Management I. Training J. Radiation Safety K. Occupational Safety L. Calendar M. Reporting

3.3 Support

A dedicated support professional and/or account manager shall be assigned. Support shall be available to receive and respond to messages in a timely manner as to not cause delay in services.

Support shall be available by means of direct instruction, pre-recorded videos, written documents, and other forms of communication necessary other than website Help tab and/or YouTube. Support must be available for problems declared immediate needs, and provide resolution in a timely manner, including a plan for remediation within 24 hours of the issue is reported.

3.4 Technical Function

A. The system must allow minimum working hours to be defined for all or some users.

B. The system must allow different working patterns, to cater for part-time and other flexible working arrangements, for some or all users.

C. The system must allow user accounts to be suspended and re-enabled.

D. The system must allow users to copy forward historical patterns of work to pre-populate fields for future work.

E. The system must be able to save data without submitting for approval.

F. The system must have an escalation process in place to flag via email or workflow reminders, The Texas A&M University System RFP-01-ESS-26-252 Page 10 of 40 issues, and important notifications.

G. The system must allow a different approval path to be defined for each user based on permission levels.

H. Manager should be able to approve or reject directly from the program. In the case of rejection, there should be a comment field for the manager to provide feedback.

I. Approvers must be able to select a deputy to approve in their absence.

J. The system must allow administrators to restrict who can act as a deputy.

K. The system should ensure compliance with built-in/customizable alerts, emails, and/or other capabilities providing information on what is needed.

L. System provides a hierarchy for users. (Example: System accounts would be parent accounts that see all data. Member accounts would be child accounts that see only the data for their campus/agency)

3.5 Security/Housing

A. Users must not be able to view any staff records other than their own without permissions granted by administrators.

B. The system must provide the facility for passwords to be changed, and for the administrator to configure the frequency with which this should occur as well as setting up password constraints.

C. Ability to sign in using password authentication that is synchronized with the firm’s Active Directory services.

D. Support for deployment of Single Sign On (SSO) E. The system must allow for encryption of information both inbound and outbound.

F. The system must provide an automatic time-out facility to prevent users remaining logged in when their sessions are inactive.

G. The security features provided in the system and by the hosting facility should be compliant with the relevant industry recognized security standards. Please provide details along with supporting documents.

H. The system must be externally hosted and supported within a jurisdiction with appropriate data protection legislation.

I. The system must have an uptime of at least 99.5%. Please provide supporting evidence with your response.

3.6 Performance

A. Please describe how your solution scales from an infrastructure perspective.

B. Please describe how your solution’s performance scales with the number of concurrent users/sessions online.

C. How do you deal with unexpected peaks in demand/usage? Please include details on whether other customers can affect performance.

D. The system must provide sub-second response times, as visible to the user, operating over a domestic broadband connection, at least 97% of the time.

E. The same system must be able to seamlessly scale to cope with initial volume of users

(approximately 100) and any additional volume of users without replacing the system.

3.7 Integration

A. Real-time integrations can be built to almost any other software solution.

B. Experience of the vendor and ease of integration with other programs.

C. API/Web services availability

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3.8 Reporting

A. The system must provide a mixture of pre-configured and user-defined management information reports.

B. The system must allow standard and customized reports against current and archived data.

C. The system must allow saving of user defined reports for future use.

D. The system must allow all viewable reports to be printed and produced in electronic form

(PDF preferred).

E. Automated reports that can be e-mailed to recipients based upon a pre-set schedule.

F. Reports capable of displaying data in graphs and/or charts.

G. Ability to view/open reports without internet connection and complete reports without internet connection that will be accessible/searchable within database.

3.9 Other Requirements

A. The system must be capable of being accessed from any internet device, including mobile devices.

B. The system must be able to run on supported versions of Internet Explorer, Chrome, Firefox, and Safari.

C. The system should not require installation of applets or controls to run on a client.

D. Upgrades/updates to the system should be frequent (weekly/bi-weekly) and should be handled by the vendor without any downtime.

E. The vendor should be able to provide software administrative training to key staff.

F. System language must be English G. Vendor should provide 24/7/365 support services with a real person assist when needed, please provide details.

H. Capability of preparing/viewing reports/inspections.

3.10 Safety Management

A. Event Management – Incidents, Near Miss & Environmental Incidents B. Inspections – Equipment & Assets C. Safety Meetings – Meeting log/notes and action items D. OSHA Compliance – OSHA 300, 300A, and 301 Management E. Root Cause Analysis – 5 Why and Fishbone F. Content Management – Documents, Files, and Manual Management G. Task Management – Full tasking of all action items, notifications, reminders, and escalations H. Behavior Based Safety – Full BBS Management I. Fleet Safety – DQFs and CDL Management J. Asset Management – Full Asset and Equipment Tables K. Audits – Audit and Scoring Management L. Training and Certification – Keep training and Certifications up to date M. Corrective Action Plans – Full CAPA Management N. Safety Projects – Creating and Managing your Projects O. Workflow Automation – General Setup of Automated Notifications, Alerts, and Reporting P. Mobile App – Mobile access for any of the above Functionality

3.11 Process Safety Management

A. Lockout/Tagout – Full LOTO program management B. Safety Data Sheets – Full SDS Management

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C. Chemicals Management – Management of materials and containers D. Chemical Inventory – Inventory of chemicals and materials with QR codes E. Management of Change – Complete MOC Management F. JSA/JHA – Full Job Safety Analysis Management G. Permit To Work – Hot Work, Work at Height, Cold Work, Confined Space

3.12 Environmental Management

A. Environmental Compliance – Manage all environmental permits and requirements B. Sustainability – Collect sustainability data, including energy, waste, and GhG C. ESG Reporting – GRI reporting or configuration of your reporting methodology

3.13 Occupational Health

A. Ergonomics – Manage all environmental permits and requirements B. Industrial Hygiene – Full IH Management including testing and reporting C. Medical Surveillance – Fit testing, physical testing, fit to work management

3.14 Accessibility

A. Under Texas Government Code Chapter 2054, Subchapter M; the Texas Administrative Code Sections 206.70 and 213; Title II of the American with Disabilities Act; and implementing policy of A&M System’s Regulations 29.01.04, the A&M System must procure products that comply with the accessibility standards when such products are available in the commercial marketplace or when such products are developed in response to a procurement solicitation.

Accordingly, the Respondent must provide electronic and information resources and associated Product documentation and technical support that comply with the Accessibility Standards, including the technical standards set forth in the Web Content Accessibility Guidelines 2.1, level AA (available at https://www.w3.org/TR/WCAG21), as published by the Web Accessibility Initiative of the World Wide Web Consortium.

B. Provide your Accessibility Conformance Report (ACR) with your RFP response. At a minimum your ACR should address accessibility, keyboard navigation, and screen reader accessibility.

https://www.itic.org/policy/accessibility/

C. Provide Policy Driven Adoption Vendor Self-Assessment (PDAA) with your RFP response. This Information and Communications Technology (ICT) accessibility assessment is for vendor organizations to describe how they are currently implementing accessibility policy and practices within their organizations. https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment

D. Are all areas of your application fully Unicode compliant in terms of both data entry and display?

E. Does your application fully support the major world orthographies (i.e., Chinese, Japanese, Arabic), including those with non-English directionality (R-L, or top to bottom)? Can it accommodate any practical orthographic tradition (i.e., Cherokee syllabics) that can be handled within Unicode?

F. How is accessibility incorporated into your product roadmap and feature development?

3.15 HECVAT Assessment

Respondents must submit a HECVAT assessment using the current version published at https://www.w3.org/TR/WCAG21 https://www.itic.org/policy/accessibility/ https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment

The Texas A&M University System RFP-01-ESS-26-252 Page 13 of 40 https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

3.16 TX-RAMP Certification

Should Respondent’s product meet the Texas Department of Information Resources (“DIR”) definition of a cloud computing service, respondent shall provide A&M System with evidence of its TX-RAMP compliance and certification ID at least thirty (30) days prior to the start of any agreement. (See also Exhibit D: Section 10.C Cloud Computing Services). If the product proposed is currently certified, provide your TX-RAMP Certificate ID with your proposal response.

https://www.educause.edu/higher-education-community-vendor-assessment-toolkit

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SECTION 4 – PROPOSAL RESPONSE

4.1 The Respondent recognizes that in its selection process, A&M System will rely, in part, on the answers provided in response to this Section. Accordingly, Respondent warrants to the best of its knowledge that all responses are true, correct and complete.

4.2 Company Profile

A. Provide a contact name for this RFP response, including title, address, telephone number and email address.

B. Number of years in business: ______

C. Number of Employees: ______ (company wide) ______ (relevant branch office(s))

D. Annual Sales Volume: _____________________________(company wide)

E. Is your company currently for sale or involved in any transaction to expend or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

F. 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 the Agencies.

G. 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.

H. Discuss any significant changes Respondent’s firm anticipates in structure, ownership, or service offerings in the next 1-5 years.

4.3 Technical Proposal

Respondent should describe how their services can address the overall needs and requirements of the A&M System as described in SECTION 3 – SCOPE OF WORK.

In responding to these requirements Respondent:

A. Shall provide sufficient information to fully demonstrate that the proposed Solution meets the scope and requirements within sub-sections 3.1 through 3.12. Where applicable, include screenshots, process flows, schedules, lists, etc. that help demonstrate the ability of the Solution to meet the scope.

B. Shall provide a general timeline for implementation of the proposed Solution. Timeline shall include when implementation can begin upon engagement by a Member through the date proposed Solution is fully implemented and operational.

C. May provide other documentation and information to demonstrate the overall value of the proposed Solution, and any other services available to support the Solution.

4.4 Vendor Qualifications

Respondent shall provide a response to the following items:

A. Respondent must furnish at least three references from clients from the past three years for services provided similar in scope, size, and complexity to the scope of Solution described in Section 3 above. If possible, the A&M System requests that two of the references come from

The Texas A&M University System RFP-01-ESS-26-252 Page 15 of 40 institutions of Higher Education and/or other public or private sector entities.

● Company/Agency name & address

● Contact person name & title

● Contact phone number

● Contact email address

● Summary of services provided

B. Has Respondent worked with the A&M System or any of its Members in the past two years?

If yes, provide the specific member of the A&M System, point of contact (name, title, phone number, and email address), and a brief description of the work performed.

C. Has Respondent had any work with A&M System Members non-renewed or cancelled for any reason in the past five years? If so, please provide details on work, agency, and time frame.

4.5 Member Engagement Process

Members will have the option to choose services and Providers from the pool of selected vendors at their discretion. Please provide an explanation of how Members will engage for services.

Provide sample order form, work order, etc. that will be used for engagement.

4.6 Pricing Proposal

Respondent shall provide pricing information including cost per user or institution (A&M System) and all additional software programs the A&M System could consider as part of this RFP; and confirm if the license pricing is determined per institution or based on the number of users.

Specify if the proposed software program incorporates all requested functionality or whether there are any additional charges for customization or special functions and reports.

Respondent shall provide a complete pricing proposal for the Services offered to include the following items as applicable.

A. Initial Implementation or Set-Up Fee.

B. Professional service fees required or recommended for implementation and proposed provider for any recommended services (if not the solution provider).

C. Annual recurring license or subscription – include all possible options in the pricing of this support and applicable terms. Provider must also disclose pricing model (i.e. per instance, per user, per data volumes, or some other metric).

D. Any other annual charges.

E. List incentives or price breaks that the System might receive for engagement by multiple

Members (e.g. collaborative pricing). Include alternate term lengths that allow for discounted pricing/savings.

F. Identify any training, support or materials costs that may be required for implementation or ongoing usage.

4.7 Subcontracting Plan Requirements

The Veteran Heroes United in Business program (VetHUB or HUB) as part of the state of Texas Comptroller’s Statewide Procurement Division focuses 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. For additional information on the VetHUB program visit the following site:

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php.

https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php

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The A&M System requires a state of Texas Subcontracting Plan (SP) 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 therefore, Respondents to this RFP are required to develop and submit a completed Subcontracting Plan form with their proposal submission. (Texas Government Code Chapter 2161, Subchapter F; 34 Texas Administrative Code Section 20.285)

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 SP form.

The Respondent shall use the CMBL/VetHUB directory published on the comptroller’s website to identify VetHUBs. 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 VetHUB 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. The VetHUB directory can be accessed via the following site:

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

The A&M System VetHUB 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 VetHUB subcontractors and/or suppliers on this project. The A&M System may reject a SP that was not developed in good faith or was not completed. The A&M System shall document the reasons for rejection in the contract file. If the A&M System finds that businesses identified in a SP are no longer HUBs, it may invite the vendor to submit a revised plan that identifies active VetHUBs.

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

Procedures for Completing the SP Form

The A&M System requires the Respondent to submit an SP form for this RFP. The SP form must include all subconsultants, suppliers, subcontractors, and vendors intended to be included in the Respondent’s team. The A&M System has set a VetHUB goal of 2% for this solicitation. Refer to Attachment A for additional information and instructions.

In accordance with 34 TAC §20.285 the Respondent must demonstrate its good faith development of a subcontracting plan by either inviting small businesses to bid for subcontracts (the solicitation method) or stating that it does not intend to subcontract (the self-performing method). These two methods are further described within the SP form.

The SP form to be used is located at the following site:

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

For more information or assistance in properly completing the SP form for this RFP, the Respondent may contact the A&M System at SO-HUBProgram@tamus.edu. Each Respondent is encouraged to submit a draft of their SP form prior to submitting their response to the RFP for review by the A&M System. To permit adequate time for the performance of the required good faith effort, we request that all drafts be submitted at least ten (10) business days prior to the RFP due date.

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=05%2F12%2F2026&recordId=228524 https://comptroller.texas.gov/purchasing/vendor/hub/forms.php mailto:SO-HUBProgram@tamus.edu

The Texas A&M University System RFP-01-ESS-26-252 Page 17 of 40

SECTION 5 - GENERAL TERMS AND CONDITIONS

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

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

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

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

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

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

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting a state of qualification, the Respondent certifies that it does not, and will not, during the performance of any resultant Agreement, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986, as amended.

F. DEBARMENT STATUS: By submitting a proposal, Respondent certifies that it is not currently debarred from submitting submittals on contracts nor is it an agent of any person or entity that is currently debarred from submitting bids on contracts.

G. PUBLIC INFORMATION: Respondent is hereby notified that the A&M System strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information. The A&M System may seek to protect from disclosure all information submitted in response to this RFP until such time as the resultant Agreement is executed. Upon execution of the resultant Agreement, the A&M System will consider all information, documentation, and other materials requested to be submitted in response to this RFP to be of a non-confidential and non-proprietary nature and therefore subject to public disclosure under the Texas Public Information Act, Texas Government Code, Chapter 552.

Respondent will be advised of a request for public information that implicates its materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General.

The Texas A&M University System RFP-01-ESS-26-252 Page 18 of 40

H. ALTERNATE PROPOSALS: A&M System reserves the right to consider alternate proposals submitted by Respondents. Alternate proposals shall be clearly marked “Alternate” with the proposed alternates clearly defined and all pricing/cost advantages included, if applicable.

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

J. EXECUTIVE HEAD OF A STATE AGENCY AFFIRMATION: In accordance with Section 669.003 of the Texas Government Code, relating to contracting with the executive head of a state agency, Respondent certifies that it is not (1) the executive head of the A&M System or any of its Members, (2) a person who at any time during the four years before the date of the contract was the executive head of the A&M System or any of its Members, or (3) a person who employs a current or former executive head of the A&M System or any of its Members.

K. EXECUTIVE ORDER GA-48 CERTIFICATION: Respondent certifies that pursuant to Executive Order GA-48, Hardening of State Government, Respondent is not and, if applicable, none of its holding companies or subsidiaries are a) listed in Section 889 of the 2019 National Defense Authorization Act (“NDAA”) regarding telecommunications and video surveillance; b) listed in Section 1260H of the 2021 NDAA regarding Chinese military companies in the US; c) owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4 (“15 C.F.R. § 791.4 List”); or d) controlled by any governing or regulatory body located in a country on the 15 C.F.R. § 791.4 List. Respondent acknowledges that a false certification is grounds for immediate termination of any resulting contract or purchase order with no further obligation on the part of A&M System.

L. PROHIBITED TECHNOLOGIES: Respondent certifies that it is not: (a) an entity listed on the Higher Education Research Security Council’s list of prohibited software/applications/developers at https://www.highered.texas.gov/prohibited-software-applications-developers/ (the “HERSC List”), or a subsidiary or affiliate of such an entity, or (b) providing, under this Agreement, software that is either on or provided by an entity on the HERSC List. Respondent acknowledges this Agreement may be terminated for cause immediately if this certification is inaccurate.

M. INSURANCE: Respondent shall obtain and maintain, for the duration of any resultant Agreement or longer, the minimum insurance coverage set forth on Exhibit C attached hereto.

N. REQUIRED CONTRACT TERMS: The terms and conditions contained in the draft agreement attached as Exhibit D and terms and conditions substantially similar to those contained in the attached Exhibit C, are in the sole discretion of the A&M System, and will constitute and govern any Agreement that results from this RFP. If Respondent takes exception to any terms or conditions set forth in the attached Exhibits D or C, Respondent will submit a list of the exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFP. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal.

https://www.highered.texas.gov/prohibited-software-applications-developers/

The Texas A&M University System RFP-01-ESS-26-252 Page 19 of 40

EXHIBIT A

EXECUTION OF OFFER

RFP01-ESS-26-252

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.

A.1 Respondent Affirmation

NOTE TO RESPONDENTS: SUBMIT ENTIRE SECTION WITH RESPONSE.

This execution of offer must be completed, signed, and returned with the Respondent's Proposal.

Failure to complete, sign and return this execution of offer with the Proposal may result in rejection of the Proposal.

Signing a false statement may void the submitted Proposal or any agreements or other contractual arrangements, which may result from the submission of Respondent’s Proposal. A false certification shall be deemed a material breach of contract and, at the A&M System's option, may result in termination of any resulting contract or purchase order.

Addenda Acknowledgment:

Receipt is hereby acknowledged of the following addenda to this RFP by entering yes or no in space provided and indicating date acquired. Enter “0" if none received.

No. 1 ______ Date No. 3 ______ Date

No. 2 ______ Date No. 4 ______ Date

A.2 Signature

By signing below, the Respondent hereby certifies as follows, and acknowledges that such certifications will be included in any resulting contract:

(i) the Response and all statements and information prepared and submitted in response to this RFP are current, complete, true and correct;

(ii) it is not given, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount trip, favor or service to a public servant in connection with the submitted response or any subsequent proposal. Failure to sign below, or signing a false statement, may void the response or any resulting contracts at the A&M System’ option, and the Respondent may be removed from all future proposal lists at this state agency;

(iii) the individual signing this document and the documents made part of the RFP is authorized to sign such documents on behalf of the Respondent and to bind the Respondent under any contract which may result from the submission of the Response;

(iv) no relationship, whether as a relative, business associate, by capital funding agreement or by any other such kinship exists between Respondent and an employee of the A&M System;

(v) Respondent has not been an employee of the A&M System within the immediate twelve

(12) months prior to the RFP response;

(vi) no compensation has been received for participation in the preparation of this RFP (ref.

The Texas A&M University System RFP-01-ESS-26-252 Page 20 of 40

Section 2155.004 Texas Government Code);

(vii) all services to be provided in response to this RFP will meet or exceed the safety standards established and promulgated under the Federal Occupational Safety and Health law (Public Law 91-596) and its regulations in effect as of the date of this solicitation;

(viii) Respondent complies with all federal laws and regulations pertaining to Equal Employment Opportunities;

(ix) to the best of its knowledge, no member of the Board of Regents of The Texas A&M University System, or the Executive Officers of the Texas A&M University System or its member institutions or agencies, has a financial interest, directly or indirectly, in the Solution;

(x) if the Respondent is subject to the Texas franchise tax, it is not currently…