Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

2:00 PM Central, 7/8/2026

Bids must be submitted in TechBid at the following address:

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

2026-1182

Heating, Ventilation, and Air Conditioning (HVAC) Services

RFP for 2026-1182- HVAC Services___

Rev. January 1, 2026 Page 2 of 20

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Project Details

1.3 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.2 Preferred Qualifications

2.3 Quality Measures/Future State

2.4 Proposal Submittal Requirements

SECTION 3: EVALUATION PROCEDURES

3.1 Evaluation Process

3.2 Proposer's Acceptance of Evaluation Methodology

3.3 Evaluation Method

3.4 Evaluation Criteria and Weights

3.5 Scoring Methodology

3.6 Consideration of Additional Information

3.7 Oral Presentations and Interviews

3.8 Award Process

3.9 Best and Final Offer

3.10 Protest Procedures

3.11 Contract Documents

3.12 Not Exclusive

SECTION 4: ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact

4.2 Event Information

4.3 References

4.4 Licenses

4.5 Term of Award

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

4.7 Right to Modify, Rescind, or Revoke the RFP

4.8 Right to Review and Award

4.9 Signature and Certification of Proposer

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

4.11 Compliance with RFP Requirements

4.12 Binding Effect of Proposal

4.13 Use and Disclosure of Information

4.14 Group Purchase Authority

4.15 E-commerce

4.16 Withdrawal or Modification

4.17 Risk of Loss, Damage, or Delay

4.18 Digital Signature

4.19 Proposer Registration

4.20 Insurance Requirements

4.21 Compensation and Fees

4.22 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. January 1, 2026 Page 3 of 20

SECTION 1:

SCOPE OF WORK

1.1 Objectives

Texas Tech University (“TTU”) is seeking Proposals from qualified and experienced Proposers to provide cost-effective Proposals to support the sustainability of a large-scale research institute through a Request for Proposal (“RFP”) for comprehensive Heating, Ventilation, and Air Conditioning (“HVAC”) Maintenance, Repair, Replacement, Testing, Inspection, Emergency Response, and Related Services (“Services”). Services will be provided on an as-needed basis for TTU-owned, leased, or operated facilities, including the main campus, satellite campuses, and off-site locations.

TTU intends to award multiple agreements resulting in several master HVAC service contracts. No minimum or maximum volume of Services is guaranteed, but TTU does anticipate an increase in needed Services over the next few years.

1.2 Project Details

TTU operates various facilities throughout Texas. This includes 150+ buildings, 800+ “HVAC” units, and 1,000+ Variable Air Volume (“VAV”) units of various sizes, ages, and operational requirements that may need these Services on an as-needed basis. The purpose of this RFP is to obtain mutually beneficial relationships with one or more Proposers that bring value to TTU while ensuring prompt and professional responses to TTU’s Service needs. If awarded under this RFP, TTU will execute a master agreement containing the required legal and business terms to govern the business relationship throughout the term.

Projects will be formally submitted to the awarded Proposer(s) by the issuance of a Purchase Order (“PO”), and no Services other than those detailed on a PO shall be authorized.

These Services can include, but are not limited to:

• Preventive and corrective maintenance

• Diagnostics, troubleshooting, and system balancing

• Repair and replacement of HVAC components

• Chillers, boilers, cooling towers, Air Handling Units (“AHU”), Roof Top Units (“RTU”), Variable Air Volume (“VAV”), exhaust and make-up air systems

• Controls calibration and coordination with Building Automation Systems (“BAS”)

• Refrigerant handling and Environmental Protection Agency (“EPA”) compliance

• Emergency and after-hours services

• Indoor air quality assessments

• Energy efficiency and sustainability recommendations

• Code compliance inspections and documentation

TTU does not anticipate finding Proposers that can encompass all Services. Any potential Proposer that can submit a Proposal for at least one of the above Services, or any related Service, is encouraged to submit such a Proposal.

Services may range from small repairs to major system replacements. Projects will be authorized by TTU-issued PO.

Projects that exceed the normal scope of “maintenance” as determined by TTU Procurement Services may have a Construction Contract in addition to the PO with additional terms and conditions and Project-specific details.

Maintenance projects - Preserves or restores existing assets to their original/functional condition without meaningfully improving or changing them. The focus is on upkeep, preventing decline, and keeping systems operational.

Construction projects - Construct, significantly improves, expands, or modifies an existing or new building.

Construction projects often involves an alteration, upgrade, addition, renovation, demolition, or building from scratch.

Jaco, Andrew Let’s see if we can get a few more details about the campus and what we’re asking for. How many facilities? Will preventative maintenance schedules be determined by Proposer or TTU? This information may need to come from the CRT.

Leake, Wes Estimated #’s added per CRT

Leake, Wes VAV added per CRT

Adling, Jennifer Is this just the service or are we purchasing parts from them too?

Deleon, Joshua Please make sure these are defined.

Deleon, Joshua Please make sure this is defined as well.

Rev. January 1, 2026 Page 4 of 20

1.3 Alternate Proposals

TTU may consider alternate Proposals submitted by Proposer that expand or differ from these specifications.

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

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SECTION 2

PROPOSAL REQUIREMENTS

2.1 Mandatory Requirements/Conditions

2.1.1 Proposer(s) must demonstrate sufficient staffing, equipment, and technical expertise

2.1.2 Proposer(s) must obtain and maintain all required licenses, certifications, and registrations equal to the most recent adopted industry standard for the Proposed Service(s) and accepted by TTU.

2.1.3 Ability to accept POs. No work is authorized to begin without a PO. All work undertaken or completed that is not on a PO is not authorized.

2.1.4 Provide detailed quotes per project upon request that include a breakdown of material costs and labor costs.

2.1.5 Criminal background checks are required at the Proposer(s)’s expense for employees/technicians performing work on the TTU campus.

2.1.6 Technicians must carry proper identification at all times and be easily identified as an employee of the

Proposer(s) while on TTU campus.

2.1.7 Proposer(s) shall ensure that all its employees comply with all Occupational Safety and Health Administration (“OSHA”), state and city safety and occupational health standards, and other applicable federal, State, and local health, safety, and environmental laws, ordinances, rules, and regulations in the performance of the Services.

2.1.8 When applicable, Proposer(s) shall block off and/or mark all work areas with appropriate safety signs and barricades to protect the public from incident or injury.

2.1.9 TTU will be the sole judge concerning the merits or products, materials, and/or service(s) provided in accordance with the specification set forth in this document, or if it is determined the Proposer is operating in violation of federal, state, and local applicable laws and ordinances. No latitude will be given for failure to perform properly.

2.2 Preferred Qualifications

2.2.1 Proposer(s) have a minimum three (3) years of Service experience

2.2.2 Proposer(s) have experience with higher education or large institutional facilities

2.2.3 Proposer(s) have OEM (Original Equipment Manufacturer)-trained or factory-certified technicians

2.2.4 Proposer(s) have experience with energy-efficient and sustainable HVAC solutions

2.2.5 Proposer(s) have the ability to provide emergency response within one (1) hour of request and be on-site within two (2) hours of request.

2.3 Quality Measures/Future State

2.3.1 Proposer(s) maintain compliance with all applicable building codes, American Society of Heating, Refrigerating, and Air-Conditioning Engineers (“ASHRAE”) standards, and safety regulations

2.3.2 Proposer(s) provide timely response and completion of Services

2.3.3 Proposer(s) provide an efficient preventive maintenance plan to extend equipment life https://www.osha.gov/ https://www.epa.gov/

May also need to define this.

Rev. January 1, 2026 Page 6 of 20

2.3.4 Proposer(s) provide continuous improvement and reporting capabilities

2.4 Proposal Submittal Requirements

2.4.1 By submitting a Proposal, the Proposer certifies an understanding of this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Goods or Services to be provided, and the conditions under which the Goods or Services are to be performed. The Proposer also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected for an award by TTU, the Proposer will notify TTU immediately of any material change in any matters about which the Proposer has made a statement or representation or provided information.

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

2.4.2 Submittal Instructions for TechBid Proposals

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

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

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

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

i. Proposer’s Response Form

ii. Attachment A – Schedule of Cost and Fees

iii. Subcontracting Commitment Letter (Example Attachment B)

iv. Signed Affirmation and Conflict of Interest

Rev. January 1, 2026 Page 7 of 20

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

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

Under §51.9335 of the Texas Education Code, in determining what the Best Value is, TTU may consider:

3.1.1 The purchase price;

3.1.2 The reputation of the Contractor and of the Contractor’s Goods or Services;

3.1.3 The quality of the Contractor’s Goods or Services;

3.1.4 The extent to which the Goods or Services meet the TTU’s needs;

3.1.5 The Contractor’s past relationship with TTU;

3.1.6 The total long-term cost to the institution of acquiring the Contractor’s Goods or Services;

3.1.7 Any other relevant factor that a private business entity would consider in selecting a Contractor; and

3.1.8 The use of material in construction or repair to real property that is not proprietary to a single vendor unless

TTU provides written justification in the request for bids for use of the unique material specified.

3.2 Proposer’s Acceptance of Evaluation Methodology

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

3.3 Evaluation Method

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

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

The evaluation of Proposals will include consideration of responses to the list of criteria in Section 3.4. Proposers must specifically address all criteria in their Proposal. Any deviations or exceptions to the specifications or requirements, including any contract terms, must be described and justified in a transmittal letter. Failure to list such exceptions or deviations in the transmittal letter may be considered sufficient reason to reject the Proposal.

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

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

3.4 Evaluation Criteria and Weights

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

The evaluation will be based on the following:

Rev. January 1, 2026 Page 8 of 20

Evaluation Criteria Points Allowed

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

• Cost of Goods and/or Services

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

• Warranties

• Shipping/delivery/import costs

• Installation costs and/or implementation fees

• Donated Goods and Services

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

Proposer

• Other financial consideration

40%

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

• Proposer’s demonstrated professional experience

• Experience with institutions of higher education or similar-sized organizations

• Administrative support and service

• Reporting capabilities

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

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

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

• Stability and success of the Proposer’s business, including but not limited to:

o Qualifications of key personnel (based on resumes and experience provided) o Past performance on similar projects (based on references and publicly available information) o Length of time the business has been operational o Demonstrated capability and financial resources to perform the services or provide the goods in the time projected o Pending or past legal proceedings o Financial soundness

35%

Criteria 3: Value Added Options

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

• Minimization of TTU resource use

• Training

• Customer support features

• Other value added options that provide an innovative solution

15%

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

• Methodology for performing Services or providing Goods

• Project planning

• Customer Service Program

10%

Adling, Jennifer We need to make sure people know they should be updating these every time.

Rev. January 1, 2026 Page 9 of 20

• Ability to comply with Texas laws

TOTAL 100%

3.5 Scoring Methodology

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

3.6 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the Proposal information to TTU. This includes online research, references, presentations, Best and Final Offers, and other information gained during the process.

3.7 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations and interviews are an option of the Contract Review Team and may or may not be conducted; therefore, Proposals must be complete when submitted. Presentations may only be requested from the top-selected proposers from the initial evaluation process. Upon completion of the oral presentations, the CRT may reevaluate the Proposers based on the new information.

3.8 Negotiations and Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the Proposers, but will be afforded sufficient security to preclude disclosure of the Proposal contents, including prices or other information, prior to award. After the Proposal Opening, an Award may be made based on the Proposals initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Proposers or, at TTU’s sole option and discretion, TTU may discuss or negotiate all elements of the Proposal with selected Proposers representing a competitive range. For Negotiation purposes, a competitive range of acceptable Proposals may be established, comprising the highest-rated Proposals based on the evaluation criteria. TTU may also negotiate additional Goods and/or Services during the Negotiation process if deemed in TTU’s best interest. TTU will award the Contract or multiple Contracts to the responsible and responsive Proposer(s) whose Proposal(s) is/are determined to be the most advantageous to TTU, considering the evaluation factors outlined in this RFP.

3.9 Best and Final Offer

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

3.10 Protest Procedures

Any actual or prospective Proposer who believes they have been aggrieved in connection with the Solicitation, evaluation, or Award of a Contract may formally protest to the Assistant Vice President and Chief Procurement Officer.

https://www.depts.ttu.edu/procurement/resources/training-and-work-aids/documents/purchasing/Vendor-Protest- Procedures-2022.pdf 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

Formatting will need to be updated.

Rev. January 1, 2026 Page 10 of 20

3.11 Contract Documents

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

3.12 Not Exclusive

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

Rev. January 1, 2026 Page 11 of 20

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

John Westley Leake Solicitations.purchasing@ttu.edu Texas Tech University TTU Plaza Suite # 408 Box 41094 Lubbock, TX 79409-1094

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

Events. Questions and Addenda issued related to the RFP, if any, will be posted on the TechBid website.

Only those replies to questions made by formal written Addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. Note: It is the responsibility of the Proposer to review TechBid for any Addenda posted. For any TechBid system issues, please email solicitations.purchasing@ttu.edu.

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

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

4.2 Event Information

4.2.1 Schedule of Events*

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

Schedule of Events Event Date Time Notes

Distribution of RFP Wednesday, June 10, 2026 3:00 PM Central

Deadline for Submission of Written Questions Wednesday, June 24, 2026 5:00 PM

Central

TTU will collect all questions and respond after the Submission Deadline through an Addendum to the RFP, which will be distributed via the

TechBid System.

Proposal Due Date Wednesday, July 8, 2026 2:00 PM Central

Online Proposal Opening Wednesday, July 8, 2026 2:00 PM Central TEAMS LINK

Evaluation of Proposals July-August 2026

Award Recommendation August 2026

* All dates are tentative and subject to change.

mailto:Solicitations.purchasing@ttu.edu https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech mailto:solicitations.purchasing@ttu.edu https://teams.microsoft.com/meet/210855600721847?p=QKKzPLDvA05IIzw4n6

Rev. January 1, 2026 Page 12 of 20

4.2.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFP.

4.2.3 Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting on the date and time shown in the Schedule of Events. At this time, the names of the Proposers will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting.

For convenience, Proposers may request a list of Proposals received by contacting the TTU Primary Contact after the opening. All submitted Proposals become the property of TTU after the RFP submission deadline and will not be returned.

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

4.3 References

The Proposer must submit a list of five (5) applicable clients and contact information for whom similar Goods and Services have been provided. These clients will be contacted by TTU, and the information received will be used during the evaluation and assessment of the Proposer's performance.

4.4 Licenses

Proposers must submit verification that the Proposer has all licenses (including, but not limited to, software licenses) necessary for the Goods and Services contemplated under this RFP, as applicable, e.g., business licenses, business certifications, professional licenses, third-party software licenses, if applicable, etc. Licenses may be verified during the evaluation process.

4.5 Term of Award

The maximum term for an awarded Contract under this RFP is anticipated to begin on the date of the last signature, whichever is later, and to expire four (4) years from that date. Unless terminated earlier pursuant to the Contract terms, the Contract 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 (VETHUB) Firms

TTU endeavors to promote full and equal opportunity for businesses to supply TTU with Services necessary to support TTU's educational mission. In this regard, TTU commits to selecting Proposers in accordance with (i) TTU needs, (ii) TTU resources, (iii) guidelines established by the Texas legislature and Texas Procurement and Support Services ("TPASS"), and (iv) TTU Operating Policies and Procedures for contracting with VetHUBs. Proposers shall provide TTU full access to documentation relating to the VetHUB program and any VetHUB Subcontracting Plan.

Failure to comply with any provision of the State or TTU's VetHUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

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

Rev. January 1, 2026 Page 13 of 20 organization and this RFP. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted.

State of Texas Subcontracting Plans, when applicable and requested in writing by TTU, must comply with Texas Government Code 2161, including any amendments or alterations in place at the time of any request for a Subcontracting Plan. For more information, please visit the VetHUB Resources page provided by the Texas Comptroller of Public Accounts. For additional questions or guidance related to the State of Texas Subcontracting Plan, please email strategic.acquisitions@ttu.edu.

TTU has determined that there are subcontracting opportunities expected in the performance of the Scope of Work of this Solicitation. A State of Texas Subcontracting Plan Commitment Letter ("VetHUB Letter"), such as the example provided as Attachment B, will be required with each submission of a Proposal to this RFP. This VetHUB Letter states the Proposer's willingness to obtain a State of Texas Subcontracting Plan when requested by TTU.

4.7 Right to Modify, Rescind, or Revoke the RFP

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

4.8 Rights of Review and Award

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

TTU reserves the right to reissue this RFP to solicit additional competitive Proposals. If TTU reissues this RFP, any Proposer who has submitted a Proposal, may elect to resubmit the original Proposal.

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

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

4.9 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and can ensure compliance with the terms of the submitted Proposal. Each Proposer submitting a Proposal certifies to (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmation and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature will be disqualified.

4.10 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents’ Rules, and TTU Operating Policies and Procedures https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcomptroller.texas.gov%2Fpurchasing%2Fvendor%2Fhub%2Fresources.php&data=05%7C02%7CWes.Leake%40ttu.edu%7Cce35b2f67d2c4acbdae608dec5707a0c%7C178a51bf8b2049ffb65556245d5c173c%7C0%7C0%7C639165284052377389%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=YraqIjFYjjG2PMlRIwbTo6ppdSk%2FKaROjZl7ZAnIsss%3D&reserved=0 mailto:strategic.acquisitions@ttu.edu

Rev. January 1, 2026 Page 14 of 20

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTU. TTU Operating Policies and Procedures may be accessed at http://www.depts.ttu.edu/opmanual/, and TTU System Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTU System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

4.11 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmation and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TTU’s General Terms and Conditions contained in the RFP, as well as the TTU Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by TTU. If the Proposer takes exception to any of the terms or cannot agree to be bound by all terms, TTU, at its sole discretion, may review and, if deemed in TTU’s best interest, disqualify the Proposal from consideration.

4.12 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Assistant Vice President and Chief Procurement Officer, or their designee, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for Goods or Services. Proposals shall be valid for TTU’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall be incorporated into the executed Contract and remain valid for the duration of the Contract.

4.13 Use and Disclosure of Information

Proposers acknowledge that TTU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act Texas Government Code Chapter 552. If a Proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TTU only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Proposer or Proposers pursuant to the RFP process, and (c) Negotiation and execution of a Contract, if any, with the Proposer(s) selected.

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

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

TTU reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

4.14 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TTU may procure Goods or Services for itself or on behalf of any TTU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that 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 15 of 20 could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

4.15 E-commerce

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

4.16 Withdrawal or Modification

No Proposal may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Assistant Vice President and Chief Procurement Officer. However, a Proposal may be withdrawn and resubmitted at any time prior to the set time for Proposal receipt. Modifications will be allowed on the TechBid website until the deadline for Proposal submittals. No Proposal may be withdrawn after the submittal deadline without approval by TTU, which shall be based on the Proposer’s submittal in writing of a reason acceptable to TTU.

4.17 Risk of Loss, Damage, or Delay

Proposer acknowledges and agrees to release and hold harmless TTU, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Proposal to Procurement Services at TTU, as detailed in this RFP.

4.18 Digital Signature

Proposers must sign documents and correspondence using software approved by the TTU. To be approved by TTU, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic Transaction Act (UETA), (2) 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. TTU utilizes Adobe Sign for its signature process.

4.19 Proposer Registration

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

4.20 Insurance Requirements

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

TTU in no way warrants that these limits are sufficient to protect the Proposer from liabilities that might arise out of the performance of the Scope of Work. The Proposer will assess its own risks and, if it deems appropriate or prudent, maintain higher limits or broader coverages. The Proposer is not relieved of any liability or other obligations assumed by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded plans that TTU maintains.

4.20.1 The Proposer agrees to furnish insurance certificates reflecting the following coverage:

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

Rev. January 1, 2026 Page 16 of 20

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.

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

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

4.20.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTU. With the exception of the Workers' Compensation policy, TTU must be an additional insured on all policies.

4.20.4 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, Proposer shall furnish Procurement Services with certificates of insurance in a form acceptable to TTU, certifying that the Proposer carries the required insurance policies and coverage. The certificates shall be sent to Procurement Services at procurement.insurance@ttu.edu. Failure of TTU to request such certificates does not eliminate the requirement for the Proposer to maintain the required coverage.

4.20.5 Notification of Cancellation

The Proposer 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 Proposer shall obtain a policy of insurance affording the required coverage from an insurance carrier acceptable to TTU prior to the effective date of the modification or cancellation of the policy. If the Proposer fails to obtain such an insurance policy, TTU may immediately terminate the Contract after providing the Proposer with notice of such termination.

mailto:procurement.insurance@ttu.edu

Rev. January 1, 2026 Page 17 of 20

4.21 Compensation and Fees

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

4.21.2 Contract Pricing: Unless otherwise agreed in writing by the parties, the Contract prices for Goods or Services will remain firm for twelve (12) months following Contract execution.

i. After the initial twelve (12) month period and on each annual anniversary date of the Contract thereafter, the Contract may be subject to an increase not to exceed three percent (3%). The first escalation would be applicable on the second anniversary of the Contract or the renewal date, based upon the three percent (3%) increase listed above. Each succeeding year, the same three percent (3%) increase will be used until all remaining optional renewals have been completed.

ii. In the event there is a significant reduction in costs of materials or labor, TTU will work with the Proposer to negotiate a reasonable increase less than the standard three percent (3%).

4.21.3 In addition to the financial offers, please propose a financial commitment to assist TTU. Options may include a signing bonus, scholarships, sponsorship internships, commitment to hire TTU graduates, or a (%) percentage rebate. All offers are subject to TTU approval and Operating Policies and Procedures.

4.22 Invoicing and Payment

4.22.1 Proposer(s) shall submit invoices by electronic means to TTU Payment Strategies

(payment.strategies@ttu.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 TTU Purchase Order, or the invoice will be returned as non-compliant. No commitment for Goods or Services is valid without a TTU Purchase Order.

4.22.3 Proposer(s) may submit a Proposal for a prompt payment discount.

4.22.4 TTU has established the following payment options for invoices based upon the payment option chosen by the Proposer. TTU 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 TTU is making payment on funds appropriated by the State of Texas, the payment term is net thirty (30) as required by law. TTU 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 18 of 20

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, Proposal, or Offer, thereby resulting in a Contract or Purchase Order between TTU and the Contractor.

Best Value: The factors to be considered in determining the best overall value for TTU 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 TTU employee's judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to TTU (see TTU OP 10.20).

Contract: A legally binding written agreement executed between TTU 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 TTU 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 TTU. For this RFP, Contractor is used interchangeably with the term “Proposer.” 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 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.

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.depts.ttu.edu/oppol/Chapter07.pdf

Rev. January 1, 2026 Page 19 of 20

Liquidated Damages: A specified Contract provision that entitles TTU to demand a set monetary amount determined to be a reasonable estimate of damages TTU 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 TTU 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 Proposer 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.

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

Proposal Opening: The public…