Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

4:00 PM Central, 7/1/2026 s must be submitted in TechBid at the following address:

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

2026-1193

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

RFP for Purchase of Aircraft

Rev. January 1, 2026 Page 2 of 20

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Objectives

1.2 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 General

2.2 Requirements

2.3 Proposer Qualifications

2.4 Aircraft Evaluation

2.5 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 Negotiations and 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 Veteran Heroes United in Business ("VetHUB") Firms

4.6 Subcontracting Plan

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 System (“TTUS”) is seeking Proposals from qualified aircraft brokers (“Proposers”) for the acquisition or lease of multiple reconditioned or new aircraft (referred to throughout this RFP as “Aircraft”). TTUS intends to lease or purchase at least one Aircraft in the next 1-6 months and will rely on the broker ultimately chosen to assist TTUS with its overall evaluation of which type of Aircraft to acquire based on its needs and assist TTUS of its evaluation of the market and selecting which specific Aircraft to acquire (including providing brokerage services custom in the business aircraft industry during the negotiation and acquisition process). The Aircraft will be used for TTUS and its component institutions. The primary use will be for passengers and light cargo.

TTUS intends to award master broker qualification contracts and may award to multiple Proposers. TTUS makes no guarantee regarding the lease or purchase of Aircraft; however, the master contracts will serve as the purchasing tool for multiple Aircraft that comply with the State of Texas regulations, TTUS's Operating Policies and Procedures, and TTUS Regulations.

Approval by the TTUS Board of Regents: No Contract resulting from this RFP will be effective for amounts exceeding one million dollars ($1,000,000) until approved by the TTUS Board of Regents.

1.2 Alternate Proposals

TTUS may consider alternate Proposals submitted by Proposers that expand or differ from these specifications;

however, all Aircraft acquisitions must comply with all applicable regulations and best practices for safety compliance.

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.

Rev. January 1, 2026 Page 4 of 20

SECTION 2

PROPOSAL REQUIREMENTS

2.1 General

Texas Tech University System (“TTUS”), a public system of higher education in the State of Texas, is soliciting Proposals from qualified firms (“Proposers”) to provide Aircraft brokerage services (“Services”). The selected Proposer(s) will assist TTUS in the purchase, sale, lease, or evaluation of Aircraft assets, ensuring compliance with all applicable federal and state regulations for a period of up to six (6) years.

Contract Term: TTUS intends to enter into multiple master Contracts with the successful Proposer(s) for an initial one (1) year base term, with the option to renew for five (5) additional one (1) year renewal periods, upon mutual written agreement of both parties. TTUS makes no guarantee of Aircraft purchases.

2.2 Required Services

2.2.1 Market Analysis and Advisory

i. Conduct market research and Aircraft valuation

ii. Identify suitable Aircraft based on mission requirements (range, capacity, cost)

iii. Provide a comparative analysis of Aircraft options

2.2.2 Acquisition Services

i. Identify candidate aircraft and present detailed evaluations

ii. Assist with negotiations, offer structuring, and pricing strategy

iii. Coordinate pre-purchase inspections and due diligence

iv. Review and share Aircraft records, maintenance logs, and compliance status

v. Assist with financing coordination, if requested

2.2.3 Disposition Services (if applicable)

i. Develop marketing strategies for Aircraft sales

ii. Identify potential buyers and manage outreach

iii. Assist with pricing strategy and sales negotiations

2.2.4 Regulatory and Compliance Support

i. Coordinate with legal counsel to ensure compliance with:

(1) Federal Aviation Administration (FAA) regulations; and

(2) Applicable Texas statutes and procurement rules

ii. Coordinate registration, title search, and escrow services

iii. Assist with import/export considerations (if applicable)

2.2.5 Transaction Management

i. Manage transaction timeline from identification through closing

ii. Coordinate with legal counsel, maintenance providers, and escrow agents

iii. Provide regular status updates and reporting

2.2.6 Total Cost of Ownership Analysis

The Proposer shall assist with preparing a Total Cost of Ownership (“TCO”) analysis for any Aircraft purchased. At a minimum, the following will be considered:

i. Acquisition cost

ii. Annual Operating Costs

iii. Maintenance and Overhaul Reserves

2.2.7 Fractional Ownership Analysis and Acquisition

As an alternative to outright aircraft purchase, TTUS, at its discretion, may elect to engage a successful Proposer to evaluate the feasibility and cost-effectiveness of fractional aircraft ownership or other ownership

Rev. January 1, 2026 Page 5 of 20 models. If TTUS determines that fractional ownership is advantageous, the Proposer may assist with due diligence, vendor evaluation, and negotiations of the agreement.

2.3 Proposer Qualifications

2.3.1 Proposer(s) must demonstrate:

• Minimum of five (5) years of experience in Aircraft brokerage or aviation consulting

• Proven track record of successfully completing similar transactions

• Knowledge of:

o FAA regulations and aircraft certification requirements o Aircraft valuation and market trends

• Experience working with:

o Government entities or public institutions (preferred)

• Appropriate licenses, certifications, and industry memberships

2.4 Aircraft Evaluation

When evaluating the purchase or lease of an Aircraft, the Proposer must include the following for review by TTUS:

i. Model name and year

ii. Number of crew required

iii. Passenger capacity

iv. Passenger interior dimensions

v. Length

vi. Wingspan

vii. Height

viii. Empty weight

ix. Useful load

x. Maximum takeoff weight

xi. Power plant type

xii. Cruise speed

xiii. Range

xiv. Service ceiling

xv. Balanced field length (max weight)

xvi. Landing distance (max weight)

xvii. Engine hours/cycle

xviii. Engine hours left until time before overhaul (TBO)

xix. APU hours/cycles

xx. Total aircraft hours

xxi. List of mishaps/accidents

xxii. Provide a history of corrosion

xxiii. Are logbooks complete?

xxiv. Year interior was last redone, and description of extent

xxv. The year the painting was last redone

xxvi. Current location of the aircraft

xxvii. Aircraft location history xxviii. Warranty. Provide all applicable warranty information.

xxix. Annual cost of ownership (less fuel)

xxx. Hours of flight time

xxxi. Range (minimum of 1,600 nautical miles

xxxii. Seating (type (leather) and number) xxxiii. Interior condition

xxxiv. Amenities

1. Lavatory

2. Bar/kitchen prep or serving area

3. Wi-Fi

4. Cargo area

Rev. January 1, 2026 Page 6 of 20

5. Televisions/monitors

2.5 Proposal Submittal Requirements

2.5.1 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 Services to be provided, and the conditions under which the 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.

2.5.2 Company Background

i. Legal name, ownership structure, and headquarters

ii. Organizational chart and key personnel

2.5.3 Relevant Experience

i. Description of at least three (3) similar engagements

ii. Client references (including public sector, if available)

2.5.4 Methodology

i. Approach to:

1. Aircraft selection

2. Due diligence

3. Negotiation and closing

2.5.5 Fee Structure

(i) Clearly defined compensation model:

(ii) Commission-based, fixed fee, or hybrid

(iii) Disclosure of any potential conflicts of interest

2.5.6 Conflict of Interest

(i) Any financial interest in aircraft being recommended

(ii) Relationships with sellers, manufacturers, or financiers

2.5.7 Submittal Instructions for TechBid Proposals

TTUS 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.

TTUS recommends that the Proposer submit the Proposal at least twenty-four (24) hours before the submission deadline to allow time to address 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:

Proposer’s Response Form

i. VETHUB Subcontracting Plan (if required)

ii. Signed Affirmation and Conflict of Interest

iii. Proposer Response Form

iv. Experience

v. Licenses

Rev. January 1, 2026 Page 7 of 20

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

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

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

3.1.1 The purchase price;

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

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

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

3.1.5 The Contractor’s past relationship with TTU;

3.1.6 The impact on the ability of TTU to comply with laws and rules relating to Historically Underutilized

Businesses and to the Procurement of Goods or Services from Persons with disabilities;

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

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

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

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

3.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a Proposal indicates the Proposer’s acceptance of the evaluation method and the Proposer’s recognition that subjective judgments must be made by the CRT and TTUS 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, any presentation given.

And any publicly available information.

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 RFP, 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 criteria listed 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.

TTUS 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 TTUS. No Contracts will be awarded to any Proposer who is not in good standing with the State of Texas.

Rev. January 1, 2026 Page 8 of 20

3.4 Evaluation Criteria and Weights

Each Proposal shall be evaluated on the ability to meet the requirements in this RFP, TTU System’s Regulations, TTU System’s Regents’ Rules, and State of Texas statutes, and provide the Best Value to TTUS. The Proposal shall be awarded points based on each of the following evaluation criteria.

The evaluation will be based on the following:

Evaluation Criteria Points Allowed

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

• Cost of Services

• Positive influence on the Total Cost of Ownership

• Warranties

• Cost of Evaluating Aircraft

• Other financial consideration

40%

Criteria 2: Demonstrated ability of the Proposer to fulfill the requirements of TTUS in accordance with the specifications

• Proposer’s demonstrated professional experience

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

• Administrative support and services

• Reporting capabilities

• Project schedules/estimated time to perform services

• Quality, availability, and adaptability of Proposer’s staff, 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 for similar customers (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 TTUS process improvement

• Minimization of TTUS resource use

• Training and consulting offerings

• 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

• Project planning

• Customer Service Program

• Ability to comply with Texas laws

10%

Rev. January 1, 2026 Page 9 of 20

TOTAL 100%

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Proposals using 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 to be invited to present 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 could clarify the Proposal to TTUS. This includes online research, references, presentations, Best and Final Offers, and other information gained during the process.

3.7 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations and interviews are options for 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 the discretion of TTUS, TTUS 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. TTUS may also negotiate Services or value-adds during the Negotiation process if deemed in TTUS's best interest. TTUS 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 TTUS, considering the evaluation factors outlined in this RFP.

3.9 Best and Final Offer (BAFO)

When deemed appropriate by the Contract Review Team, after Proposals are submitted but before the final selection of the successful Proposal(s), TTUS may permit Proposers to revise their Proposals to obtain a BAFO. TTUS is not bound to accept the best and final offer if it does not represent the Best Value to TTUS as determined by the CRT.

Upon review of the BAFOs, 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

3.11 Contract Documents

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

Rev. January 1, 2026 Page 10 of 20

The Contract entered into by the parties shall consist of the RFP, the Proposal, specifications (if applicable), and a written Contract (if applicable). When 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 TTUS is non-exclusive and that TTUS 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 TTUS Primary Contact ("Primary Contact")

Lauren Barta Lauren.Barta@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 TTUS 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 TTUS business operations, Proposers are expressly and absolutely prohibited from engaging in communications with TTUS 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 TTUS determines is contrary to the prohibitions outlined in this section, TTUS may, at its sole discretion, disqualify the Proposer and remove the Proposal from consideration.

4.2 Event Information

4.2.1 TTUS 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 17, 2026

4:00 PM

Central

Online Solicitation Conference

Monday, June 22, 2026

3:00 PM

Central

Join: https://teams.microsoft.com/meet Meeting ID: 299 284 779 077 78 Passcode: xB6QJ2E5

Deadline for Submission of Written Questions

Tuesday, June 23, 2026

5:00 PM

Central

TTUS 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 1, 2026

4:00 PM

Central

Online Proposal Opening Wednesday, July 1, 2026

4:00 PM

Central

Join: https://teams.microsoft.com/meet Meeting ID: 234 535 469 879 069 Passcode: zg79Md6s

Evaluation of Proposals July 2026 – September 2026 mailto:solicitations.purchasing@ttu.edu https://teams.microsoft.com/meet/29928477907778?p=BiM75H9e2Kemzd2CL3 https://teams.microsoft.com/meet/234535469879069?p=FJiKPaULbPNIaUoJYU

Rev. January 1, 2026 Page 12 of 20

* All dates are tentative and subject to change.

4.2.2 Solicitation Conference

An online RFP Solicitation Conference is scheduled on the date shown in the Schedule of Events. This Solicitation Conference is not mandatory, but it is highly recommended that all potential Proposers attend.

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 Proposers' names will be read aloud, and the meeting will be terminated.

No pricing or other information will be discussed at this meeting. The access information for the meeting is:

Join: https://teams.microsoft.com/meet/234535469879069?p=FJiKPaULbPNIaUoJYU Meeting ID: 234 535 469 879 069 Passcode: zg79Md6s

For convenience, Proposers may request a list of Proposals received by contacting the TTUS Primary Contact after the opening. All submitted Proposals become the property of TTUS 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, including contact information, for whom similar Services have been provided. These clients may be contacted by TTUS, and the information received will be used during the evaluation and assessment of the Proposer's performance. TTUS is not responsible for contacting all references and may choose to contact any of the listed references or may choose not to contact any of them.

4.4 Licenses

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

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

TTUS endeavors to promote full and equal opportunity for businesses to supply TTUS with Goods or Services necessary to support TTUS's mission. In this regard, TTUS commits to selecting Proposers in accordance with (i) TTUS needs, (ii) TTUS resources, (iii) guidelines established by the Texas legislature and Texas Procurement and Support Services ("TPASS"), and (iv) TTU System Regulations. Proposers shall provide TTUS full access to documentation relating to the VetHUB program and any VetHUB Subcontracting Plan. Failure to comply with any provision of the State or Texas VetHUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

TTUS is relying upon Proposer's expertise to fully identify subcontracting opportunities that best align with the TTUS organization and this RFP. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted.

https://teams.microsoft.com/meet/234535469879069?p=FJiKPaULbPNIaUoJYU

Rev. January 1, 2026 Page 13 of 20

4.6 Subcontracting Plan

TTUS has determined that there are either no subcontracting opportunities in the performance of the Scope of Work of this Solicitation or any resulting Contract is not anticipated to exceed $100,000.00 over the term, including all renewals and extensions. Consequently, the Proposer is not required to submit a State of Texas Subcontracting Plan with the Solicitation response.

However, if the Proposer discovers opportunities to subcontract and the resulting Contract is anticipated to exceed $100,000.00 over the term, including all renewals and extensions, the Proposer must submit a completed State of Texas Subcontracting Plan at the time of the Proposal submission. The Proposer must include a completed State of Texas Subcontracting Plan even if the Proposer intends to self-perform. Any required supporting documentation (e.g., proof of Good Faith Effort) must be submitted with the State of Texas Subcontracting Plan.

4.6.1 HSP Resources VETHUB Resources

4.7 Right to Modify, Rescind, or Revoke the RFP

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

4.8 Rights of Review and Award

TTUS 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, TTUS reserves the right to make a single award, split awards, make multiple awards, or make no award, as TTUS deems in TTUS's best interest. This RFP does not commit TTUS to selecting a Proposer or to awarding a Contract to any Proposer.

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

A Proposal consisting of only alternate Services (i.e., a Proposal that offers Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TTUS and is subject to rejection. TTUS 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 TTUS, at its option, regardless of the time of detection. TTUS shall consider any of the foregoing prohibited actions grounds for Proposal rejection or Contract termination, and termination may result in debarment of the Contractor from future TTUS Solicitations.

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

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 and TTU System.

TTUS 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 TTUS Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by TTUS. If the Proposer takes exception to any of the terms or cannot agree to be bound by all terms, TTU,S at its sole discretion, may review and, if deemed in TTUS’s best interest, disqualify the Proposal from consideration.

4.12 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the TTU 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 Services. Proposals shall be valid for TTUS’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. 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 TTUS is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act Texas Government Code Chapter 552. If a 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, TTUS, 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.

TTUS 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 TTUS may procure 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 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 commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Services requested in this RFP.

4.15 E-commerce

TTUS utilizes the Jaggaer e-commerce platform to issue purchase orders and process invoices. The Proposer agrees to comply with any TTUS 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 TTUS, which shall be based on the Proposer’s submittal in writing of a reason acceptable to TTUS.

4.17 Risk of Loss, Damage, or Delay

Proposer acknowledges and agrees to release and hold harmless TTUS, its component institutions, 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 TTUS, as detailed in this RFP.

4.18 Digital Signature

Proposers must sign documents and correspondence using software approved by the TTUS. To be approved by TTUS, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic Transaction Act (UETA), (2) utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following two 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 TTUS Vendor, the Proposer will be required to register through the 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.

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

Rev. January 1, 2026 Page 16 of 20 maintains.

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

Type of Coverage Limits of Liability Workers' Compensation (Coverage A) Statutory Employer’s Liability (Coverage B) $1,000,000 Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

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

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000

f. Medical Payments (any one person) $5,000 Automobile Liability (covering leased, hired, non-owned, and employee non-owned vehicles) Bodily Injury/Property Damage (each accident) $1,000,000 Personal Injury Protection Statutory

NOTE: An umbrella policy may be used to meet the 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 TTUS, and its Board of Regents, officers, employees, agents, and volunteers as Additional Insureds on ISO endorsement CG 20 26 or its equivalent. The policy shall include ISO endorsement CG 20 01 04 13.

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

4.20.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation in favor of TTUS. With the exception of the Workers' Compensation policy, TTUS 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 TTUS with certificates of insurance in a form acceptable to TTUS, 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 by TTUS to request such certificates does not eliminate the Proposer's requirement to maintain the required coverage.

mailto:procurement.insurance@ttu.edu

Rev. January 1, 2026 Page 17 of 20

4.20.5 Notification of Cancellation

The Proposer will endeavor to notify TTUS 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 TTUS prior to the effective date of the modification or cancellation of the policy. If the Proposer fails to obtain such an insurance policy, TTUS may immediately terminate the Contract after providing the Proposer with notice of such termination.

4.21 Compensation and Fees

4.21.1 Provide a detailed compensation schedule for the Services to be performed in response to this RFP.

Proposed pricing will apply to every TTUS department requesting Services. 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 TTUS. TTUS 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 Services will remain firm for twenty-four (24) months following Contract execution.

i. After the initial twenty-four (24) 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, TTUS 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 TTUS. Options may include a signing bonus, scholarships, sponsorship internships, commitment to hiring TTUS graduates, or a (%) percentage rebate. All offers are subject to TTUS approval and Operating Policies and Procedures.

4.22 Invoicing and Payment

4.22.1 Proposer(s) shall submit invoices by electronic means to TTUS 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 Purchase Order number; otherwise, they will be returned as non-compliant. No commitment for Services is binding without a valid Purchase Order.

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

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

i. Automated Clearing House (“ACH”) transaction

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

TTUS will submit an electronic check remittance to the email address on record for all ACH and SUA payments.

mailto:payment.services@ttu.edu

Rev. January 1, 2026 Page 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 TTUS 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 TTUS employee's judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to TTUS (see TTU OP 10.20).

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

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

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

Contract Administration: Following the contract award, the TTUS requesting department-level actions to oversee full compliance with all the terms and conditions contained within the 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 team's size and membership depend on the nature and complexity of the project.

Contractor: An entity or individual contracted to provide Goods or Services to TTUS. 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 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.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm http://www.depts.ttu.edu/opmanual/OP10.20.pdf http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2254.htm http://www.depts.ttu.edu/oppol/Chapter07.pdf http://www.depts.ttu.edu/oppol/Chapter07.pdf

Rev. January 1, 2026 Page 19 of 20

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.

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

Procurement (“Procure”): Purchasing, renting, leasing, or otherwise acquiring any 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 opening of Proposals, in which the names of the Proposers to a Solicitation are publicly read and recorded. No prices are divulged at a Proposal Opening as these types of Solicitations are subject to Negotiations.

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

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

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

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

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

Responsible: A Proposer who is fully capable of meeting all the financial and technical requirements of a Solicitation and any subsequent Contract.

Responsive: The Proposer has complied with all material aspects of the Solicitation, including submission of…