ESBD_533986_1782938205821_RFP B260005 - Online Marketplace Platform.pdf

RFP OVERVIEW

REQUEST FOR PROPOSALS

for

ONLINE MARKETPLACE PLATFORM

Issued by East Texas A&M University

In collaboration with

SOLICITATION NUMBER- B260005

RFP WEBSITE:https://www.txsmartbuy.gov/esbd https://www.txsmartbuy.gov/esbd

Request for Proposals for

Issued by the East Texas A&M University Solicitation Number- B260005

RFP OVERVIEW

RFP OVERVIEW

I. INTRODUCTION

This Request for Proposals (RFP) is being issued by East Texas A&M University (“Lead Entity”) in collaboration with the State of Florida and the Procurement Professionals Alliance RFxPremier cooperative purchasing program. The purpose of this RFP is to establish one or more Master Agreements for an Online Marketplace Platform.

An Online Marketplace Platform is a platform that allows for capabilities for both availability of products and pricing of products. This RFP is seeking Vendor solutions for such a platform. The platform must be accessible via a webpage and offer detailed reporting of purchases made using the platform.

About RFxPremier RFxPremier is a division of the Procurement Professionals Alliance (PPA), a non-profit association dedicated to advancing public procurement through leadership, excellence, and integrity. In accordance with RFxPremier’s Lead Entity Model, the Lead Entity is issuing this RFP, evaluating responses, and establishing Master Agreements with the support and assistance of a Evaluation Team, representing a broad range of perspectives that ensure the RFP incorporates best practices recognized by public entities across the country.

Participation in RFxPremier Master Agreements is convenient and cost-effective for Eligible Entities— including all states (as well as the District of Columbia and US territories), cities, counties, districts, other political subdivisions of any State, Institutions of Higher Education, K-12, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes/tribal organizations, or nonprofit organizations—and suppliers, with no membership or registration required.

More information about PPA, RFxPremier, and the RFxPremier Lead Entity Model can be found at www.joinppa.org and www.rfxpremier.org.

II. GENERAL INFORMATION AND INSTRUCTIONS

A. RFP Contact. The following individual is the sole contact for this RFP:

Travis Ball Executive Director Business Services and Chief Procurement Officer Travis.Ball@etamu.edu 903.886.5060

B. RFP Website. The following website is the sole official source for RFP information and updates:

https://www.txsmartbuy.gov/esbd

C. RFP Documents. This RFP consists of this RFP Overview, the following attachments, and any information or materials posted by the Lead Entity to the RFP Website, as amended:

1. Attachment A, RFP Terms and Conditions

2. Attachment B, Scope of Work

3. Attachment C, RFP Evaluation Plan

4. Attachment D, Sample Master Agreement

5. Attachment E, Protest Information

6. Attachment F, Offeror Information, Acknowledgements, and Certifications

7. Attachment G, Offeror Response Worksheet

8. Attachment H, Cost Proposal http://www.joinppa.org/ http://www.rfxpremier.org/ mailto:Travis.Ball@etamu.edu https://www.txsmartbuy.gov/esbd

Issued by the East Texas A&M University Solicitation Number- B260005

RFP OVERVIEW

9. Attachment I, Proposed Modifications to Sample Master Agreement

10. Attachment J, Claim of Business Confidentiality

11. Attachment K, Vendor Question & Answer Template

D. Important Dates.

1. RFP Open Date: July 1, 2026

2. RFP Q&A Deadline: July 24, 2026, 12:00 PM Central Time

3. RFP Q&A Responses: July 31, 2026, 3:00 PM Central Time

4. RFP Close Date: August 21, 2026, 3:00 PM Central Time

Dates and deadlines are subject to change. Offerors should continue checking the RFP Website for the most up-to-date information.

E. How to Ask Questions.

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. For questions about the content of this RFP, send your questions via email to the “RFP

Contact” using the form in Attachment K-Vendor Question and Answer Template by the date and time listed in section D.1 of this document. Questions should reference the specific section of the RFP to which the question relates.

3. For assistance with technical issues associated with the RFP Website, contact RFP Contact as identified in Section II.A in this document.

F. How to Respond.

1. Read and review this RFP, including all attachments, exhibits, and amendments.

2. Prepare a proposal that:

a. Follows the requested format;

b. Includes the Solicitation Number on all materials making up the proposal;

c. Addresses each question and request for a response in this RFP, including all questions in Attachment F, Offeror Response Worksheet;

d. Clearly demonstrates your ability to meet the requirements described in Scope of

Work, Attachment B; and

e. Includes all required submissions identified in Section IV.Submit your proposal by the RFP Close Date through the RFP website.

III. SCOPE OF WORK

A detailed description of the Deliverables being sought through this RFP is attached as Attachment B, Scope of Work.

The scope of this RFP and its resulting Master Agreement(s) is intended to benefit all Eligible Entities, which includes all states (as well as the District of Columbia and US territories), cities, counties, districts, other political subdivisions of any State, Institutions of Higher Education, K-12, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes/tribal organizations, or nonprofit organizations. Therefore, Offerors should not interpret the Scope of Work to be associated with or limited to any specific purchase, implementation, project, need, or program within the Lead Entity or any other Eligible Entity. Proposals should be generally applicable to all potential Participating Entities and Purchasing Entities, except where specificity is requested.

Issued by the East Texas A&M University Solicitation Number- B260005

The initial term of the Master Agreement(s) resulting from this RFP is anticipated to be five (5) years, with the option to exercise five (5) renewals totaling up to an additional five (5) years following the initial term, upon mutual agreement by the Lead Entity and Supplier.

IV. OFFEROR RESPONSE

A. Required Submissions. The following must be submitted with your proposal:

1. Any response required to be submitted directly through the linked form which can also be found on the website; https://dms.tamuc.edu/Forms/Bid

2. Completed and signed Attachment F, Offeror Information, Acknowledgements, and Certifications

3. Completed Attachment G, Offeror Response Worksheet

4. Completed Attachment H, Cost Proposal, submitted as a separate document and separate file, if submitting electronically

5. Completed Attachment I, Proposed Modifications to Sample Master Agreement

6. Redlined copy of Attachment D, Sample Master Agreement, if proposing modifications

7. Completed and signed Attachment J, Claim of Business Confidentiality

8. Redacted copy of proposal clearly marked as such, if claiming confidential, proprietary, or protected information

B. Other Documents. The following are informational only and do not need to be submitted with your proposal:

1. This RFP Overview

2. Attachment A, RFP Terms and Conditions

3. Attachment B, Scope of Work

4. Attachment C, RFP Evaluation Plan

5. Attachment D, Sample Master Agreement

6. Attachment E, Protest Information

V. EVALUATION AND AWARD PROCESS

A. Proposals will be sealed until the RFP Close Date. After opening, proposals will be evaluated in stages as set forth in this section and further detailed in Attachment C, RFP Evaluation Plan.

1. Stage 1: Initial Responsiveness Evaluation. Proposals will be reviewed for completeness and initial responsiveness. Proposals omitting required documents or responses may be rejected in accordance with Attachment A, RFP Terms and Conditions.

2. Stage 2: Mandatory Minimum Requirements Evaluation. Complete and responsive proposals will be reviewed for compliance with mandatory minimum requirements.

Proposals failing to meet or exceed all Mandatory Minimum Requirements identified in Attachment C, RFP Evaluation Plan may be rejected in accordance with Attachment A, RFP Terms and Conditions.

3. Stage 3: Technical Criteria Evaluation. Proposals meeting or exceeding the Mandatory Minimum Requirements will be evaluated against the Technical Criteria set forth in Attachment C, RFP Evaluation Plan. Offerors earning a minimum of 70% of the available points will move on to Stage 4: Cost Evaluation. The proposal of any offeror not earning a https://dms.tamuc.edu/Forms/Bid

Issued by the East Texas A&M University Solicitation Number- B260005 minimum of 70% of the available points will be rejected. Offeror demonstrations may be scheduled during this stage of the evaluation. Demonstrations may be used to clarify or reinforce proposals submitted.

4. Stage 4: Cost Evaluation. Cost Proposals for proposals not rejected following evaluation of Technical Criteria will be evaluated against the cost formula and approach set forth in Attachment C, RFP Evaluation Plan.

Cost Proposals may also be subject to an independent review for reasonableness and best value by the Lead Entity. Cost determined not to be reasonable or best-value by the Lead Entity may result in all or part of Offeror’s proposal being rejected, notwithstanding the results of the Cost Proposal evaluation.

5. All scores will be totaled to arrive at the Offeror’s total scored evaluation. See Attachment C, RFP Evaluation Plan.

B. After evaluations are completed, the Lead Entity and Multi-Entity Evaluation Team will determine which proposals are most advantageous to the Lead Entity and potential Participating Entities and Purchasing Entities. Awards may be made at the firm break of 70% of the total available points for both Technical and Cost Evaluation, as outlined in Attachment C, RFP Evaluation Plan.

C. Prior to announcement of awards and execution of Master Agreements, the Lead Entity will present an award recommendation to RFxPremier for approval of the proposed awards.

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment A, RFP TERMS AND CONDITIONS

Attachment A

RFP TERMS AND CONDITIONS

This RFP and Offeror’s participation therein is subject to the following terms and conditions:

I. DEFINITIONS

A. Award or award means the identification of Bidders who are qualified to execute a Master Agreement as deemed eligible by the Multistate Evaluation Team.

B. Confidential Information means any and all information in any form that is marked as confidential or would by its nature be deemed confidential and is obtained by Offeror in connection with this RFP, including but not limited to the data or records of the Lead Entity, the Evaluation Team, PPA, or RFxPremier.

C. Contractor means an Offeror with whom the Lead Entity executes a Master Agreement resulting from this RFP.

D. Day means a calendar day, unless otherwise indicated.

E. Deliverable means a good, product, service, solution, result, labor, or other effort being sought through this RFP.

F. Eligible Entity means all states (as well as the District of Columbia and US territories), cities, counties, districts, other political subdivisions of any State, Institutions of Higher Education, K-12, quasi-governmental entities, service districts, healthcare institutions, transportation districts, tribes/tribal organizations, or nonprofit organizations.

G. Evaluation Team means the group of individuals assisting the Lead Entity with solicitation and contracting activities, which may include but are not limited to development of this RFP, evaluation of proposals, negotiation of Master Agreements, and evaluation of Contractor performance.

H. Interested Entity means an Entity that has requested to be identified as a potential Participating Entity in this RFP.

I. Lead Entity means the Entity issuing this RFP.

J. Master Agreement means a contract, resulting from this RFP, that is executed by and between a successful Offeror and the Lead Entity, acting in collaboration with RFxPremier.

K. PPA means the Procurement Professionals Alliance.

L. RFxPremier means the cooperative contracting division of PPA.

M. Offeror means an entity or individual submitting a proposal in response to this RFP.

N. Order means a purchase order, sales order, agreement, or other document used by a

Purchasing Entity to commit funds in exchange for a Contractor’s delivery of one or more Deliverables.

O. Participating Addendum means a bilateral agreement executed by a Contractor and a Participating Entity incorporating this Master Agreement and any additional Participating Entity-specific language or other requirements (e.g., ordering procedures specific to the Participating Entity, entity-specific terms and conditions, etc.).

P. Participating Entity means an entity authorized to enter into a Participating Addendum, that executes a Participating Addendum with a Contractor.

Q. Proposal or proposal means the document(s), data, information, and other media submitted by an Offeror in response to this RFP, including information submitted directly through the RFP Website and information submitted after the RFP Close Date at the request of the Lead Entity.

R. Purchasing Entity means an entity authorized to use a Participating Addendum, that issues an Order under a Master Agreement resulting from this RFP through a Participating Entity’s Participating Addendum.

Issued by the East Texas A&M University Solicitation Number - B260005

S. RFP means this request for proposals, including all attachments and exhibits and any information posted by the Lead Entity to the RFP Website, as amended.

T. RFP Close Date means the date and time identified in Section [II.D.4] of the RFP Overview.

U. RFP Contact means the individual identified in Section [II.A] of the RFP Overview.

V. RFP Open Date means the date and time identified in Section [II.D.1] of the RFP Overview.

W. RFP Q&A Deadline means the date and time identified in Section [II.D.3] of the RFP Overview.

X. RFP Website means the website identified in Section [II.B] of the RFP Overview.

Y. Solicitation Number means the number identified on the cover page of the RFP Overview and in the header of each attachment to this RFP.

II. GOVERNING LAW AND VENUE

A. This RFP and Offeror’s participation in it is governed by and construed in accordance with the laws of the state where the Lead Entity is located.

B. Unless otherwise specified in this RFP, the venue for any protest, claim, dispute, or action relating to this RFP, including evaluation and award, is in the state where the Lead Entity is located.

C. Any claim relating to this RFP brought in a federal forum must be brought and adjudicated solely and exclusively within the United States District Court for the State where the Lead Entity is located.

D. Offeror and Offeror’s participation in this RFP must comply with all applicable federal, state, and local laws, rules, and policies.

E. All Deliverables proposed by Offeror must comply with all applicable federal, state, and local laws, rules, and policies.

III. RFP DOCUMENTS

A. RFP Website.

1. The RFP Website is the sole source for official RFP documents and updates. The Lead

Entity may, but is under no obligation to, notify Offeror of updates to the RFP Website, including the posting of RFP amendments.

2. Documents from this RFP may be posted on multiple websites, including non-Lead Entity procurement solicitation boards and the RFxPremier website, or distributed through other channels, such as email. Such distribution is for advertising and informational purposes only, and documents and information from sources other than the RFP Website should not be relied upon to develop or submit a proposal. Proposals or questions submitted through any means other than those specified in this RFP will not be addressed or considered by the Lead Entity.

B. RFP Amendments.

1. The Lead Entity may, at any time and in its sole discretion, issue one or more amendments to this RFP. Information shared orally or in informal communications will not be considered an amendment unless explicitly stated in the communication or documented in writing on the RFP Website.

2. Offerors may, through the process described in this RFP for asking questions, propose amendments to the RFP, including adjustment of deadlines. The Lead Entity is not obligated to consider any proposed amendment.

3. The Lead Entity may extend any deadline given to Offerors during the RFP process, including the RFP Close Date and RFP Q&A Deadline.

4. The Lead Entity may make immaterial corrections or clarifications to the RFP.

5. Offeror is wholly responsible for reviewing amendments and updates to the RFP Website, acknowledging amendments as required, and submitting a proposal that is responsive to and compliant with the RFP as amended.

Issued by the East Texas A&M University Solicitation Number - B260005

C. Waiver.

1. The Lead Entity may waive any requirement in this RFP if the Lead Entity determines that waiver is in the best interest of the Lead Entity and potential Participating Entities and Purchasing Entities.

2. Waiver of a requirement will not be construed as waiver of any other requirement in this

RFP.

3. The Lead Entity may waive minor irregularities or defects in an Offeror’s proposal.

D. Conflicts and Issues.

1. The following should be brought to the attention of the Lead Entity using the process described in this RFP to ask questions:

a. Any alleged conflict among the materials composing this RFP; and

b. Any alleged issue relating to the content of this RFP, including instructions, requirements, or specifications alleged to be ambiguous, unduly restrictive, erroneous, anti-competitive, or unlawful.

IV. PROPOSALS

A. Late Delivery or Non-delivery of Proposal. Offeror is wholly responsible for ensuring Offeror’s proposal is complete and submitted timely to the Lead Entity in the format required by this RFP.

The Lead Entity will not accept a proposal after the RFP Close Date.

B. Modified and Alternate Proposals. Offeror is expected to submit Offeror’s most favorable terms and pricing in its original proposal submitted by the RFP Close Date. The Lead Entity is under no obligation to provide Offerors with an opportunity to modify or submit an addendum to Offeror’s original proposal or to submit another proposal, including a best and final offer, prior to final evaluation and award. Alternate proposals will not be accepted unless otherwise specified in this

RFP.

C. Discussions, Clarifications, and Demonstrations. The Lead Entity may, but is not obligated to, enter discussions with or request clarifications or demonstrations from one or more Offerors prior to awarding a Master Agreement. Offerors are expected to be ready to participate in discussions, clarifications, or demonstrations with limited notice. Discussions, clarifications, and demonstrations must be consistent with Offeror's original proposal and will become an addendum to Offeror's proposal.

D. Cost Proposal.

1. Offeror must complete all required elements of Attachment H, Cost Proposal. The format and structure of the Cost Proposal is intended to allow for a fair evaluation of costs like among Offerors. Deviation from the format or structure of the Cost Proposal may result in Offeror’s proposal being deemed non-responsive.

2. Offeror is wholly responsible for ensuring figures and calculations submitted in Offeror’s completed Cost Proposal are accurate, even if formulas have been provided by the Lead Entity as a courtesy.

3. Inclusion of cost or pricing information in any document other than the Cost Proposal may result in Offeror’s proposal being deemed non-responsive.

4. Offeror’s proposed costs must be inclusive of all fees and charges, including but not limited to fees or charges for shipping, delivery, credit card payments, and personnel. All costs proposed by Offeror must also be inclusive of the RFxPremier administrative fee.

Proposed costs incorporated into a Master Agreement resulting from this RFP represent not-to-exceed pricing and minimum discounts, where applicable. Except as permitted by Subsection 5, pricing offered to Participating Entities and Purchasing Entities must be no higher than pricing set forth in the Master Agreement.

5. A Participating Addendum may also require payment of an additional administrative fee by Contractors to a Participating Entity based on sales to Purchasing Entities within the jurisdiction of the Participating Entity. Unless otherwise negotiated by the Participating

Issued by the East Texas A&M University Solicitation Number - B260005

Entity, Contractor may adjust the Master Agreement pricing incorporated into the Participating Entity’s Participating Addendum by an amount not to exceed the Participating Entity’s fee. Such adjustments will have no effect on the RFxPremier administrative fee, pricing in the Master Agreement, or pricing offered to Purchasing Entities outside the jurisdiction of the Participating Entity.

6. In addition to the Cost Proposal evaluation described in this RFP, Cost Proposals may also be subject to an independent review for reasonableness by the Lead Entity. Costs determined not to be reasonable or best-value by the Lead Entity, including any cost to which Offeror’s proposed markup or discount is to be applied, may result in all or part of Offeror’s proposal being rejected, notwithstanding the results of the Cost Proposal evaluation.

7. At the Lead Entity’s discretion, points earned in the Cost Proposal evaluation may be normalized and scaled to award the Offeror earning the highest total cost score the maximum number of cost points possible.

E. Proposed Modifications to the Sample Master Agreement.

1. The Lead Entity may, but is not obligated to, consider proposed modifications to

Attachment D, Sample Master Agreement. Provisions of the Sample Master Agreement that are generally inapplicable to, incompatible with, or unsuitable for the subject of this RFP should be brought to the attention of the Lead Entity using the process described in this RFP for asking questions and will be addressed only at the sole discretion of the Lead Entity.

2. Offeror-specific modifications to Attachment D, Sample Master Agreement, may be proposed as part of Offeror’s proposal in Attachment I, Proposed Modifications to Sample Master Agreement, but are strongly discouraged. The quantity, breadth, and nature of modifications proposed by Offeror may be considered in the Lead Entity’s evaluation of Offeror’s proposal and of its risks, costs, and benefits to the Lead Entity and potential Participating Entities and Purchasing Entities. Proposing excessive or overly restrictive modifications, or proposing modifications upon which Offeror’s proposal is conditioned, may result in Offeror’s proposal being deemed non-responsive.

3. The following will not be considered by the Lead Entity:

a. Any proposed modification not submitted with Offeror’s proposal in Attachment I, Proposed Modifications to Sample Master Agreement;

b. Any proposed modification not accompanied by an explanation as required in

Attachment I, Proposed Modifications to Sample Master Agreement;

c. Any proposed modification not reflected in redlined edits to the Sample Master

Agreement and submitted with Offeror’s proposal; and

d. Any proposed modification merely referencing another document or a URL.

4. Offerors may propose additional terms but must include them in Attachment I, Proposed Modifications to Sample Master Agreement and must clearly identify where any terms conflict with the Sample Master Agreement.

5. If Offeror is awarded a Master Agreement resulting from this RFP, a comparison of Attachment D, Sample Master Agreement and Offeror’s accepted modifications thereto may be posted on the RFxPremier website for examination by potential Participating Entities and Purchasing Entities.

F. Proposal Contact.

1. The Proposal Contact identified by Offeror in Attachment F, Offeror Information, Acknowledgements, and Certifications must be able to respond timely to communications from the Lead Entity. Offeror must, within 24 hours, notify the Lead Entity of any change to Offeror’s Proposal Contact. Offeror is wholly responsible for ensuring communications received by Offeror’s Proposal Contact are reviewed and addressed timely by the appropriate personnel.

Issued by the East Texas A&M University Solicitation Number - B260005

2. The Lead Entity may, but is under no obligation to, notify Offeror’s Proposal Contact of updates to the RFP Website, including the posting of RFP amendments. Offeror is wholly responsible for reviewing updates and submitting a proposal that is responsive to and compliant with the RFP as amended.

G. Proposal Development Costs. All costs incurred by Offeror in the preparation and submission of a proposal, including any costs incurred during discussions, clarifications, or demonstrations, are the responsibility of Offeror and will not be reimbursed.

H. Firm Offer. Except as otherwise provided in this RFP, no proposal may be changed, amended, or modified after it has been submitted or filed in response to this RFP. However, upon written request by the Offeror, a proposal may be withdrawn or withdrawn and resubmitted at any time prior to the Submittal Deadline. No proposal may be withdrawn after the Submittal Deadline without University’s consent, which shall be based on the Offeror’s written documentation evidencing a reason acceptable to University in its sole discretion.

I. Ownership and Disclosure of Proposals.

1. Hard copy proposals and tangible items submitted by Offeror in connection with this RFP, including physical media and product samples, will become the property of the Lead Entity and may not be returned to Offeror.

2. Offeror grants Lead Entity and PPA a perpetual, irrevocable, non-exclusive, royalty-free, and transferable right to display, modify, copy, and otherwise use the contents of Offeror’s proposal, which may be:

a. Shared with PPA members;

b. Shared with entities represented on the Evaluation Team;

c. Posted to the RFxPremier website following execution of Master Agreements for examination by potential Participating Entities and Purchasing Entities;

d. Subject to disclosure in accordance with applicable public information laws, rules, and policies; and

e. Subject to retention, archiving, and destruction in accordance with applicable retention laws, rules, and policies.

3. If Offeror is claiming any portion of its proposal as confidential, proprietary, or protected, Offeror must complete the required sections of Attachment J, Claim of Business Confidentiality, and submit with Offeror’s proposal a redacted copy of Offeror’s proposal, which must be clearly marked as such. Offeror may not mark pricing or Offeror’s entire proposal as confidential, proprietary, or protected. Submission of a Claim of Business Confidentiality does not guarantee that information claimed by Offeror as confidential, proprietary, or protected will not be subject to disclosure in accordance with applicable public information laws, rules, and policies. If Offeror fails to submit a redacted copy of Offeror’s proposal, or fails to claim information as confidential, proprietary, or protected in compliance with this RFP, Offeror releases the Lead Entity, PPA, PPA members, and entities represented on the Evaluation Team from any obligation to keep the information confidential and waives all claims of liability arising from disclosure of the information.

J. Confidential Information. If Offeror is provided or given access to Confidential Information in connection with this RFP, Offeror will keep the Confidential Information in confidence and will not use the Confidential Information for any purpose other than as directed by the Lead Entity and necessary to respond to this RFP. Unless otherwise directed by the Lead Entity, Offeror will destroy Confidential Information within 30 days of the cancellation of this RFP, rejection or withdrawal of Offeror’s proposal, or execution of a Master Agreement between the Lead Entity and Offeror.

Issued by the East Texas A&M University Solicitation Number - B260005

V. RIGHTS RESERVED TO THE LEAD ENTITY

A. RFP Contact and Evaluation Team.

1. The Lead Entity may change the RFP Contact at any time. The Lead Entity will notify potential Offerors of the change via an amendment to this RFP, an email to the Offeror’s Proposal Contact, or an update to the RFP Website.

2. The Lead Entity is not required to disclose the composition of the Evaluation Team and may, at any time without notice, change the composition of the Evaluation Team, provided the composition complies with the Lead Entity’s laws, rules, and policies.

B. Consideration of External Information. The Lead Entity and Evaluation Team may consult external sources and consider external information to confirm the responsibility of Offeror, the responsiveness of Offeror’s proposal, and the veracity of any representation made by Offeror.

Offeror will be given a reasonable opportunity to respond to any external information obtained by the Lead Entity and Evaluation Team that materially and negatively affects evaluation of Offeror’s proposal. External information does not include information obtained from references provided by Offeror.

C. Rejection of Proposals. The Lead Entity may reject Offeror’s proposal at any time if the Lead Entity determines that:

1. The proposal is non-responsive;

2. The proposal has failed to meet any mandatory requirement of the RFP, including any minimum scoring threshold;

3. Offeror is not responsible; or

4. Offeror has committed violation of procurement law, rule, or policy.

D. Cancellation.

1. The Lead Entity may cancel this RFP at any time if the Lead Entity determines that cancellation is in the best interest of the Lead Entity and potential Participating Entities and Purchasing Entities.

2. Following cancellation, the Lead Entity may, at its discretion, re-issue this RFP or issue another RFP for the same or similar Deliverables.

E. No Exclusivity.

1. Master Agreements resulting from this RFP will be established solely for the convenience of Participating Entities. The Lead Entity, Participating Entities, and Purchasing Entities reserve the right to obtain the same or similar Deliverables from other sources when in their best interest and permitted by applicable law, rule, or policy.

2. The Lead Entity may, at its discretion, issue a supplemental solicitation during the term of a Master Agreement resulting from this RFP if the Lead Entity determines that:

a. There is insufficient competition among Offerors awarded a Master Agreement resulting from this RFP;

b. The quantity or diversity of Deliverables available through Master Agreements resulting from this RFP is insufficient to meet demand; or

c. Changes in industry, market, or technology justify the solicitation of new or supplemental Offerors or Deliverables.

F. Mandatory State Preferences. The Lead Entity may apply mandatory evaluation preferences to proposals of eligible Offerors as set forth in applicable laws, rules, policies, or provisions of this RFP. Offeror is wholly responsible for demonstrating eligibility for any applicable preference in Offeror’s proposal, including identification of applicable Business Certifications in Attachment F, Offeror Information, Acknowledgements, and Certifications. Offerors that meet the requirements for award with an applied preference but would not receive an award without an applied preference may be awarded a contract for use by the Lead Entity but will not be awarded a RFxPremier Master Agreement for use by other states and eligible entities.

G. Conditional Awards.

Issued by the East Texas A&M University Solicitation Number - B260005

1. Award and execution of a RFxPremier Master Agreement by the Lead Entity is conditioned upon the following:

a. Approval by RFxPremier;

b. Approval by any individual or group of individuals required to approve Lead Entity awards or contracts, including but not limited to legal counsel, an overseeing board, or Entity head;

c. Continued eligibility for award following resolution of any protests received by the Lead Entity; and

d. Negotiation of Master Agreement terms, conditions, and pricing satisfactory to the Lead Entity, awarded Offeror, and RFxPremier.

2. Approval of awards and Master Agreements may be in whole or in part.

3. Awards and Master Agreements not approved by RFxPremier may, at the Lead Entity’s option, result in a contract for use by the Lead Entity only.

4. Offeror agrees to hold the Lead Entity and PPA harmless and release the Lead Entity and PPA from any liability for damages arising from non-award or non-execution of a contract.

5. Nothing in this section affects Offeror’s right to file a protest in accordance with Attachment E, Protest Information.

H. Term. The Lead Entity may, prior to execution, adjust the effective date or duration of the initial term or renewal period of any Master Agreement resulting from this RFP for the purpose of making the Master Agreement coterminous with others. If this RFP is a re-solicitation of an existing RFxPremier portfolio, the Lead Entity may, at its option, defer the effective date of Master Agreements resulting from this RFP to reduce or eliminate overlap in portfolio terms.

VI. POTENTIAL PARTICIPATING ENTITIES

A. Potential Participation by Canadian Entities. In addition to potential Participating Entities within the United States, any Canadian provincial government or provincially funded entity in Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, the Northwest Territories, Nova Scotia, Nunavut, Ontario, Prince Edward Island, Quebec, Saskatchewan, and Yukon, including municipalities, universities, community colleges, school boards, health authorities, housing authorities, agencies, boards, commissions, and crown corporations, may be eligible to use a Master Agreement resulting from this RFP, with the approval of the Offeror.

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment B, SCOPE OF WORK

Attachment B

SCOPE OF WORK

I. OVERVIEW

The purpose of this RFP is to establish a Master Agreement(s) with qualified Offerors to provide competitive offers for Online Marketplace Platform. East Texas A&M University is requesting proposals from qualified

Offerors for an Online Marketplace Platform in furtherance of the RFxPremier Cooperative Purchasing

Program. The Offeror must provide a customizable online ordering platform with the ability to procure goods and supplies outlined within the provisions of the Master Agreement.

An online marketplace platform should have technological solutions that enable multiple suppliers to offer and sell goods and services directly to end users through a centralized system. Unlike traditional single-supplier eCommerce models, these platforms function as intermediaries by providing the infrastructure necessary to support transactions, logistics, payment processing, and customer service. The marketplace environment facilitates a competitive, multi-supplier ecosystem that enhances product availability, pricing transparency, and overall procurement efficiency for participating entities.

This RFP is designed to provide interested Offerors with sufficient information to submit Proposals meeting the requirements. It is not intended to be comprehensive. Each Offeror is responsible for determining all factors necessary for submission of a comprehensive Proposal. Offerors are encouraged to expand upon the specifications to add service and value consistent with state requirements. The objective of the RFP is to obtain best value, and in some cases, achieve more favorable pricing than is obtainable by an individual state and local government entities.

The Master Agreement(s) resulting from this RFP may be used by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, and territories of the United States.

II. MASTER AGREEMENT OBJECTIVES

The objective of this RFP is to obtain best value, competitive proposal requirements on behalf of all entities through the RFxPremier Cooperative Purchasing Program, which creates more favorable pricing than obtained by individual state or local government entities.

The scope of this RFP includes an online purchasing platform as defined in the requirements established in

Attachment G, Offeror Response Worksheet.

III. MASTER AGREEMENT DELIVERABLES

The award of this RFP will cover the phases below to provide a customizable online ordering platform with the ability to procure goods and supplies.

Offerors must have a customizable online ordering platform at time of offer response. This ordering platform must meet all requirements outlined in Attachment C RFP Evaluation Plan.

1. Platform Requirements

a. Established functionality for customizable controls by category groups. Including but not limited to the below listed categories:

i. Office Suppliers

ii. Information Technology Equipment

iii. Classroom Suppliers

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment B, SCOPE OF WORK

iv. Grounds Maintenance Equipment and Supplies

v. Public Safety Equipment

b. Advanced product search and filter capabilities.

c. Real-time pricing and product availability.

d. Shopping cart and checkout functionality.

e. Allow multiple sellers to compare products and purchasing.

2. Ordering Requirements

a. End-to-End order management through delivery.

b. Real-time tracking.

c. Order history and tracking dashboards.

3. Payment Management

a. Support multiple payment methods (Purchase Orders, P-Cards, invoices, etc.)

b. Ability to integrate with ERP systems.

c. Support tax-exempt purchasing.

4. Implementation

a. Support onboarding of multiple participating entities.

b. Configure platforms settings to meet entity specific requirements.

5. Technology and Integration

a. Support APIs for integration with state and local systems.

b. Ensure interoperability with eProcurement platforms.

6. Security and Compliance

a. Comply with all relevant local, state and federal data privacy laws.

b. Conduct regular security testing and audits.

c. Role-based access controls.

7. Customer Support

a. Provide 24/7 support.

b. Technical Assistance for end users.

c. Support for issue resolution and escalation.

IV. CONTRACTOR RESPONSIBILITIES AND TASKS

1. Participating Entity Terms and Conditions

1. The Offeror shall understand each Participating Entity reserves the right to negotiate additional terms and conditions in its Participating Addendum. Offeror shall submit a statement that they understand they may be required to negotiate these additional terms and conditions when executing a Participating Addendum.

2. Insurance

1. Offerors shall, during the term of this Master Agreement, maintain in full force and effect, the insurance described in this section. Offeror shall acquire such insurance from an insurance carrier or carriers licensed to conduct business in each Participating Entity’s state and having a rating of A-, Class VII or better, in the most recently published edition of A.M. Best’s Insurance Reports. Failure to buy and maintain the required insurance may result in this Master Agreement’s termination or, at a Participating Entity’s option, result in termination of its Participating Addendum.

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment B, SCOPE OF WORK

a. Coverage shall be written on an occurrence basis. The minimum acceptable limits shall be as indicated below: (1) Commercial General Liability covering premises operations, independent Offerors, products and completed operations, blanket contractual liability, personal injury (including death), advertising liability, and property damage, with a limit of not less than $1 million per occurrence/$2 million general aggregate; Offeror must comply with any applicable State

Workers Compensation or Employers Liability Insurance requirements.

b. Offeror / Offeror shall pay premiums on all insurance policies. Offeror shall provide notice to a Participating Entity who is a state within five (5) business days after Offeror is first aware of expiration, cancellation or nonrenewal of such policy or is first aware that cancellation is threatened or expiration, nonrenewal or expiration otherwise may occur.

c. Copies of renewal certificates of all required insurance shall be furnished within thirty (30) days after any renewal date to the applicable state Participating Entity.

Failure to provide evidence of coverage may, at the sole option of the Lead

State, or any Participating Entity, result in this Master Agreement’s termination or the termination of any Participating Addendum.

d. Coverage and limits shall not limit Offeror’s liability and obligations under this

Master Agreement, any Participating Addendum, or any Purchase Order.

3. Changes in Offeror Contact

1. The Offeror shall notify the Contract Administrator of any changes in the company status, such as mergers, sell-offs, discontinuation of equipment, addition of equipment lines and changes in the contact information of the Contract. The Contract Administrator shall be able to contact the Offeror at all times during business hours.

4. Quarterly Reporting

1. The Offeror shall submit a quarterly sales report directly to RFxPremier no later than thirty (30) days following the end of each quarter.

5. Administrative Fees

1. The Offeror shall pay RFxPremier, or its assignee, RFxPremier Administrative Fee of one percent (1.00%) no later than sixty (60) days following the end of each calendar quarter.

The RFxPremier Administrative Fee shall be submitted quarterly and is based on all sales and services under the Master Agreement. The RFxPremier Administrative Fee is not negotiable. This fee is to be included as part of the pricing submitted with the proposal.

2. Additionally, a Participating Addendum may also require payment of an additional administrative fee by Offerors to a Participating Entity based on sales to Purchasing

Entities within the jurisdiction of the Participating Entity. Unless otherwise negotiated by the Participating Entity, Offeror may adjust the Master Agreement pricing incorporated into the Participating Entity’s Participating Addendum by an amount not to exceed the

Participating Entity’s fee. Such adjustments will have no effect on the RFxPremier administrative fee, pricing in the Master Agreement, or pricing offered to Purchasing

Entities outside the jurisdiction of the Participating Entity.

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment B, SCOPE OF WORK

V. LEAD ENTITY RESPONSIBILITIES AND TASKS

1. Solicitation Process Management

a. Develop, issue, and manage Request for Proposals (RFP) in compliance with applicable procurement laws and regulations.

b. Serve as the point of contact for questions, clarifications, and any modifications during the solicitation process.

c. Ensure transparency, fairness, and competition throughout the evaluation process, working in coordination with the cooperative’s governance guidelines.

2. Evaluation and Award

a. Lead the evaluation of proposals in accordance with the established criteria.

b. Coordinate evaluation committee activities, including scoring and discussions, to recommend

Offerors for award to RFxPremier.

c. Notify awarded Offerors

3. Master Agreement Overview

a. Ensure that all agreements reflect the scope of work deliverables, Offeror responsibilities, pricing and service levels as outlined in the RFP.

b. Manage any amendments of the Master Agreement(s) as needed.

VI. RFxPremier Tasks and Responsibilities

1. RFxPremier will support the Lead Entity in the distribution of contract documents and information to the Participating Entity.

VII. Participating Entity Terms and Conditions

1. Each Entity reserves the right to negotiate additional terms and conditions in its Participating

Addendums.

Issued by the East Texas A&M University Solicitation Number - B260005

Attachment C, RFP EVALUATION PLAN

Attachment C

RFP EVALUATION PLAN

Stage 1: Initial Responsiveness Evaluation. Proposals will be reviewed for completeness and initial responsiveness. Proposals omitting required documents or responses may be rejected in accordance with

Attachment A, RFP Terms and Conditions.

Stage 2: Mandatory Minimum Requirements Evaluation. Complete and responsive proposals will be reviewed for compliance with the following Mandatory Minimum Requirements established in Attachment G Offeror’s

Response Worksheet:

Req Criteria Evaluation Result

I.A Offeror must have an established customizable online ordering platform at time of offer submitted.

Pass/fail

I.B Offeror must have at least 3 years’ experience in fulfilling orders through an online ordering platform.

Pass/fail

I.D.1 Offeror must be able to provide reports to a participating entity. Pass/fail

I.D.2 Reporting Intervals Pass/fail

I.D.3 Reporting Template Pass/fail

I.D.4 Offeror must provide reports at no cost to the Participating Entity that are specific to the needs of the Participating Entity.

Pass/fail

I.E.1 Administrative Controls Pass/fail

I.E.2 Platform must offer an analytics page for a Participating Entity’s administrator, whose role is defined in the resulting contract.

Pass/fail

I.F.1 Offeror must allow the Purchasing Entity the ability to submit purchase orders based on the Participating Entity needs.

Pass/fail

I.F.5 Offeror must comply with the tax-exempt status of a Participating Entity as defined in the resulting contract.

Pass/fail

I.F.6 Offeror must allow for returns of products at no cost to Participating Entity within 30 days of delivery to Participating Entity.

Pass/fail

I.G.1 Offeror must submit as a part of their submittal any End User License Agreements that a Participating Entity will be asked to negotiate and sign.

Pass/fail

Stage 2 Result:

Proposals failing to meet or exceed all Mandatory Minimum Requirements may be rejected in accordance with

Attachment [A], RFP Terms and Conditions.

Stage 3: Technical Criteria Evaluation. Proposals meeting or exceeding the Mandatory Minimum Requirements will be evaluated against the following Technical Criteria:

Criteria Technical

Points Possible

Offeror’s Technical

Points Earned

Experience, Skills, Qualifications and Subcontractors 100

Scope of Work 150

Reporting 100

Issued by the East Texas A&M University

Platform Requirements 150

Ordering Requirements 150

Information Technology Requirements 100

Implementation and Promotion of the RFxPremier Master Agreement 50

Additional Economic Benefits 50

Stage 3 Total: 850

The proposal of any Offeror not earning the minimum of 595 points will be rejected.

Stage 4: Cost Evaluation.

Cost Proposals for proposals not rejected following evaluation of Technical Criteria will be evaluated.

Offerors cost must disclose all pricing components associated with platform licensing, marketplace participation, transaction processing, delivery management, and operational scaling. Pricing must clearly identify fixed, recurring, transaction-based, and usage-based fees, including any overage thresholds, implementation costs, and third-party pass-through charges. Please note fees based upon Participating Entity usage will not be evaluated but must be included as it will be included as part of the cost sheet in the final Master Agreement if awarded. All costs proposed by Offeror must also be inclusive of the RFxPremier administrative fee. Proposed costs incorporated into a Master Agreement resulting from this RFP represent not-to-exceed pricing and minimum discounts, where applicable. Except as permitted below, pricing offered to Participating Entities and Purchasing

Entities must be no higher than pricing set forth in the Master Agreement.

Cost Item Cost Points Possible Offeror’s Total Points Earned

Platform Licensing Fees, Membership Fees, Recurring Fees and Fixed Fees

At the Lead Entity’s discretion, points earned in the Cost Proposal evaluation may be normalized and scaled to award the Offeror earning the highest total cost score the maximum number of cost points possible.

Cost Proposals may also be subject to an independent review of reasonableness and best value by the Lead

Entity. Costs determined not to be reasonable or best-value by the Lead Entity, including any cost to which

Offeror’s proposed markup or discount is to be applied, may result in all or part of Offeror’s proposal being rejected, notwithstanding the results of the Cost Proposal evaluation.

Evaluation Summary

Stage Total Points

Possible Offeror’s Total Points Earned

Technical Criteria Evaluation 850

Proposed Cost 250

Total: 1100

Issued by the East Texas A&M University

Award Selection

All Offerors earning a minimum of 770 points combined from the Technical Criteria Evaluation and Cost

Evaluation will be eligible for a Master Agreement award. The proposal of any Offeror not earning the minimum of

770 points combined with the Technical Criteria Evaluation and Cost Evaluation.

The Lead Entity and Evaluation Team will then determine which proposals are most advantageous to the Lead

Entity and potential Participating Entities and Purchasing Entities. Methods used to make this determination may include, but are not limited to, one or more of the following:

• Identification of a natural break in total scores

• Identification of a minimum scoring threshold above which Proposers are deemed to be adequately qualified

• Consideration of the optimal number of Contractors required to successfully supply Deliverables to

Participating Entities and Purchasing Entities

Prior to announcement of awards and execution of Master Agreements, the Lead Entity will present an award recommendation to RFxPremier for approval of the proposed awards.

Following approval of RFxPremier and the Lead Entity will issue the award documentation to the selected

Offerors.

Issued by the East Texas A&M University Solicitation Number-

Attachment D, SAMPLE MASTER AGREEMEN OGC Approved September 2025

MASTER SERVICES AGREEMENT

This Master Services Agreement (“Agreement”) is entered into and effective ___________ (the…