ESBD_545395_1785879160259_OAA-26-278 Student Support Services.pdf

THE TEXAS A&M UNIVERSITY SYSTEM

Office of Procurement and Business Services

REQUEST FOR PROPOSAL

RFP NUMBER: RFP-01-OAA-26-278

Student Support Services

PROPOSAL MUST BE RECEIVED PRIOR TO:

2:00 P.M. Central time on September 9, 2026

EMAIL RFP RESPONSES TO:

soprocurement@tamus.edu

Subject Line: OAA-26-278 – Student Support Services

NOTE: Proposal responses must be received by The Texas A&M University System Office of Procurement and Business Services before the date and time specified for receipt of proposal in Section 2.3 of this Request for Proposal (“RFP”). After the due date and time, only the names of respondents may be made public.

REFER INQUIRIES TO:

Jeff Zimmermann, Executive Director Procurement and Business Services The Texas A&M University System soprocurement@tamus.edu

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

mailto:soprocurement@tamus.edu mailto:Soprocurement@tamus.edu

The Texas A&M University System RFP-01-OAA-26-278 Page 2 of 35

TABLE OF CONTENTS

SECTION 1. INTRODUCTION _________________________________________________________________ 3

SECTION 2. INSTRUCTIONS FOR RESPONDENTS __________________________________________________ 5

SECTION 3. SCOPE OF WORK ________________________________________________________________ 9

SECTION 4. PROPOSAL RESPONSE ___________________________________________________________ 13

SECTION 5. GENERAL TERMS AND CONDITIONS ________________________________________________ 18

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance Requirements

Attachment: Subcontracting Plan Form

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SECTION 1 - INTRODUCTION

1.1 Scope

The Texas A&M University System (“A&M System”) is seeking proposals for innovative approaches to assist its member universities (“Member” or “Members”) at their discretion with the implementation of an on-line student support services platform solution (“Solution”). This Solution shall provide the support as further described in Section 3 through a website, mobile application and by telephone.

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

By submitting responses, each Respondent certifies that it understands this RFP and has full knowledge of the scope, 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. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this RFP.

1.2 Background

A&M System is one of the largest and most impactful higher education systems in the country, with an annual budget of $9.1 billion. Its statewide network includes 12 universities, a comprehensive health science center, eight state agencies, Texas A&M-Fort Worth and Texas A&M-RELLIS. A&M System serves approximately 175,000 students and reaches millions more through service, research and outreach programs each year. With nearly $1.6 billion in annual research expenditures, the A&M System fuels innovation, supports communities and drives Texas’ economy forward.

More information about A&M System and all of its member universities and agencies can be found at the A&M System About page.

1.3 Priorities/Expectations

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

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

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

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

1.4 Calendar of Events

Activity Date

Release of Request for Proposal August 4, 2026

Deadline to Submit Questions August 21, 2026 http://www.tamus.edu/about/

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Release of Addendum (if applicable) August 27, 2026

Responses Due September 9, 2026, by 2:00 p.m. Central Time

Presentation/Interview (if applicable) anticipated the week of September 21, 2026

Selection of Respondent anticipated the week of October 5, 2026

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

1.5 Performance Period

Should the A&M System, in its sole discretion, enter into an agreement with one or more successful Respondents as a result of this RFP, the agreement(s) shall be effective upon execution for a period of three

(3) years. agreement may be extended for up to two (2) additional two (2) year terms, providing all parties mutually agree in writing to the extension. Any extensions shall be at the same terms and conditions plus any approved changes to be determined by the A&M System and negotiated in writing with the successful Respondent. The A&M System reserves the right to amend the terms of any agreement as necessary to meet state or federal requirements.

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

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SECTION 2 – INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

The A&M System is seeking proposals from qualified Providers for innovative approaches to implement an on-line student support services platform. This RFP outlines the scope and requirements within Section 3.

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

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

Each proposal shall be prepared simply and economically, providing a straightforward and concise description of the Respondent’s ability to meet the requirements of this RFP. Emphasis shall be on completeness, clarity of content and responsiveness to the offer requirements.

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is critical. In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope or intent of the respective clauses. Whenever the terms “must", "shall", "will", "is required”, or "are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

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

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

2.2 Examination of the Request for Proposal

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

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

2.3 Submittal Instructions

All proposals must be received by the A&M System no later than 2:00:00 p.m. Central Time, September 9, 2026 electronically via email to soprocurement@tamus.edu with the subject line of “OAA-26-278 Student Support Services”. The sent time indicated within the A&M System email server shall be used for the receipt and acceptance of the response. A file sharing tool may be used to submit the proposal response if large file sizes are an issue. If opting to use a file sharing tool it is recommended to send a test file prior to the due date.

It is each Respondent’s responsibility to ensure that the entire submittal response is received by the A&M System by the deadline stated above regardless of submission method. Late submittals will not be

The Texas A&M University System RFP-01-OAA-26-278 Page 6 of 35 considered under any circumstances.

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

2.4 Proposal Components

The following documents and all requirements from noted sections are to be returned as part of Respondent’s proposal submittal. Failure to include these documents may be basis for response disqualification.

I. Proposal

Cover Letter, Section 4.1

Table of Contents

Company Profile, Section 4.2

Technical Proposal, Section 4.3

References, Section 4.4

Member Engagement Process, Section 4.5

Pricing Proposal, Section 4.6

II. Forms and Documentation

Signed Execution of Offer (Exhibit A)

Non-Collusion Affidavit (Exhibit B) – signed and notarized

Accessibility, Section 4.7

Subcontracting Plan, Section 4.8

Proposal format: The proposal response shall be presented in the order listed above with sections noted accordingly for easy reference. The Table of Contents shall provide page numbers for each section of the proposal.

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

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

• Non-Collusion Affidavit: The Respondent signature on this document may be done electronically with DocuSign, Adobe or another similar tool. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

The Execution of Offer and Non-collusion Affidavit must be completed, signed, and returned with respondent’s submission. Failure to sign and return these documents may result in the rejection of your proposal submission.

2.5 Inquiries and Interpretations

All technical questions concerning this RFP are to be directed, in writing, to Jeff Zimmermann, Executive Director, Procurement and Business Services to soprocurement@tamus.edu. Respondent may not contact

The Texas A&M University System RFP-01-OAA-26-278 Page 7 of 35 other individuals at the A&M System to discuss any aspect of this RFP, unless expressly authorized by the Procurement Office to do so.

Questions regarding the RFP, including questions for more data or information beyond that included in this RFP and any attachment, should be presented in writing. Deadline for submission of questions is August 21, 2026.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum/amendment and posted to the Electronic State Business Daily (ESBD) according to the schedule in Section 1.4 at the following site; http://www.txsmartbuy.com/sp. (Input Agency Number “710” and select “Posted” for the Status).

All such addenda/amendments issued by the A&M System prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such within Exhibit A. Addendums issued and not acknowledged by the Respondent shall be considered accepted. Only formal written addenda issued by the A&M System in response to an inquiry shall be binding. Oral and other interpretations or clarification will be without legal effect.

2.6 Selection Process

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

After proposal tabulation and such investigation of Respondents as the A&M System deems appropriate, an award may be made to the Respondent(s) whose proposed Solution it judges to represent the best value to the A&M System. In determining what is the best value, the A&M System may consider (as applicable) but is not limited to the following: ability of the proposed Solution to meet the needs of the A&M System and its Members, information provided in response to Section 4, experience and qualifications of the Respondent, timeline for implementation of the Solution, on the reasonableness of the proposed fees for the Solution; Respondent's past relationship with A&M System; and any other relevant factor that A&M System deems relevant and would consider in selecting a Respondent for award. Final determination for award of the contract will be made on the overall best value to the A&M System.

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

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

All proposals must be complete and convey all of the information requested to be considered responsive.

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

The A&M System may perform reference checks and seek further information, as needed from all http://www.txsmartbuy.com/sp

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

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

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SECTION 3 – SCOPE OF WORK

3.1 Scope of Services

The A&M System’s objective in developing this RFP is to receive proposals from Providers with innovative approaches to implement an on-line student support services platform or platforms. It is the intent of A&M System to establish Agreements with one or more Respondents for inclusion in a pool of Providers of a platform Solution. Requested areas of service include Psychiatry Tele-Services, Success Coaching Tele- Services, Medical Tele-Services and Mental Health Tele-Services. Respondents may propose a Solution that includes one or more of these areas of service.

3.2 Psychiatry Tele-Services Required Services and Functionality

3.2.1 Required Functionality:

• Provide access to board certified licensed psychiatric providers (MDs, DOs, Psychiatric NPs).

• Offer virtual psychiatric evaluations, diagnosis, and medication prescriptions, monitoring and management.

• Ensure initial psychiatric evaluation is scheduled within two weeks and follow-up appointments are scheduled as needed.

• Provide triage availability for medication issues/questions.

3.2.2 Integration & Coordination:

• Coordinate with campus counseling and health services for referrals and continuity of care.

• Establish protocols for high-risk students and emergency situations.

3.2.3 Access & Equity:

• Ensure state licensure coverage to serve students across multiple geographic locations.

• Provide multilingual psychiatric services where possible.

3.2.4 Data & Reporting:

• Report on:

o Number and type of psychiatric visits o Medication management utilization o Wait times for appointments o Diagnosis trends

• Ensure confidentiality and compliance with all applicable regulations.

3.2.5 Quality & Safety:

• Maintain strict protocols for:

o Prescribing practices (e.g., controlled substances) o Risk assessment (e.g., suicidality) o Emergency escalation

• Provide documentation on clinical governance and oversight.

3.3 Success Coaching Tele-Services Scope of Work

3.3.1 Required Services and Functionality:

• Provide access to certified coaches or trained professionals in:

o Financial literacy o Academic success strategies o Career readiness and workforce preparation

• Offer services through virtual platforms (chat, video, phone).

3.3.2 Financial Literacy:

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• Provide coaching and resources on:

o Budgeting and money management o Saving and investing o Student loans and debt management o Credit and financial decision-making

• Offer interactive tools and educational modules.

• Align with student financial wellness initiatives.

3.3.3 Academic Preparation

• Provide support in:

o Time management and study skills o Test preparation strategies o Academic goal setting o Writing and Research Skills

• Offer proactive outreach and skill-building modules.

• Integrate with institutional academic support services when appropriate.

3.3.4 Career Readiness

• Provide coaching on:

o Resume and interview preparation o Career exploration and planning o Internship and job readiness skills

• Include career assessment tools and guided pathways.

3.3.5 Delivery & Engagement

• Provide on-demand and scheduled coaching sessions.

• Offer proactive engagement strategies (nudges, reminders, campaigns).

• Include digital content libraries and self-guided resources.

3.3.6 Data & Reporting

• Provide metrics on:

o Student engagement o Coaching session utilization o Outcomes (e.g., confidence, readiness indicators) o Ability to verify completions of modules/coaching sessions o Trends of resource usage

• Allow institutions to use data to inform programming and interventions.

3.3.7 Integration & Impact

• Provide tools that allow multiple units (academic affairs, student affairs, financial aid, career services) to leverage insights.

3.4 Medical Tele-Services Scope of Work

3.4.1 Required Services and Functionality:

• Provide 24/7/365 access to general medical services via telehealth.

• Services should include:

o Non-emergency medical consultations o Diagnosis and treatment of common illnesses o Prescription services (as appropriate)

• Providers must be licensed healthcare professionals (MDs, DOs, NPs, PAs).

• Health promotion, marketing, and coordination with on-campus support, as appropriate

3.4.2 Scope of Care:

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• Address common student health needs such as:

o Minor illnesses (cold, flu, infections) o Preventative care guidance o Health education

• Provide triage services to determine appropriate level of care.

• Provide services to all students, including those without insurance.

• Provide documentation to student verifying the visit.

3.4.3 Access & Delivery:

• Offer services via mobile app, web, and phone.

• Ensure on-demand and by appointment visits (e.g., minimal wait times for consultations).

• Provide multilingual support.

3.4.4 Coordination of Care:

• Refer students to local providers or campus health centers when in-person care is needed.

• Support continuity of care documentation.

3.4.5 Data & Reporting:

• Provide robust reporting, to include but not limited to:

o Utilization rates o Common conditions treated o Referral patterns o Trends o Operation and service

• Ensure compliance with FERPA, HIPAA, and data privacy standards.

3.5 Mental Health Tele-Services Scope of Work

3.5.1 Required Services and Functionality:

• Provide 24/7/365 access to mental health support through mobile app, web-based platform, and telephone.

• Services must be delivered by licensed, qualified clinicians operating within their scope of practice and compliant with state regulations.

• Offer multilingual services to meet diverse student populations.

• Provide immediate access options (on-demand or same-day support).

• Deliver short-term counseling and crisis intervention services.

• Maintain the ability to escalate and refer high-risk students to campus or local community providers.

• Support continuity of care through coordination with campus counseling centers (when appropriate).

• Include well-being content, self-guided tools, mental health screeners, and psychoeducational resources.

• Continuity of care for at least 90 days after enrollment ceases.

• Marketing support throughout the entire contract term

• Provides consultation support for faculty and staff assisting students

3.5.2 Capacity & Access:

• Demonstrate ability to expand mental health capacity across all member institutions.

• Ensure access regardless of student location (including rural and out-of-state students and internationally).

• Students are verified to be a student in some capacity

3.5.3 Data & Reporting:

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• Provide real-time and aggregate reporting, including:

o Utilization rates o Types of services accessed o Peak usage times o Presenting concerns (high-level categories) o Comparison data with other institutions on at least a quarterly basis

• Maintain strict data privacy and FERPA/HIPAA compliance.

• Provide custom reporting capabilities for system-level and campus-level insights.

• Call reports should be high-quality, timely, consistent, and content/context relative

3.5.4 Quality Assurance:

• Define service level agreements (SLAs) (e.g., response times, wait times).

• Demonstrate clinician credentialing, training, and supervision protocols.

• Provide student satisfaction and outcomes measurement tools.

3.6 System Members

Members who may utilize the Solution offered are listed below.

• Prairie View A&M University

• Tarleton State University

• Texas A&M International University

• Texas A&M University

• Texas A&M University-Central Texas

• East Texas A&M University

• Texas A&M University-Corpus Christi

• Texas A&M University-Kingsville

• Texas A&M University-San Antonio

• Texas A&M University-Texarkana

• Texas A&M University-Victoria

• Texas A&M University at Galveston

• West Texas A&M University

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SECTION 4 – PROPOSAL RESPONSE

Respondents are instructed to respond using the proposal format included in this RFP in order to expedite analysis and comparison of proposals received. Failure to use the stated format or failure to provide complete responses may, at the A&M System’s option, disqualify the Respondent.

A complete proposal shall consist of the following items:

4.1 Cover Letter

This letter shall summarize interest and ability to provide the scope of this RFP, include a statement to the validity of the proposal, and provide a contact name for this RFP response, including title, address, telephone number, and email address.

4.2 Company Profile

4.2.1 Number of Years in Business: _______

4.2.2 Number of Employees: ______(company wide)

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

4.2.4 Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with the A&M System.

4.2.5 Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

4.3 Technical Proposal

Respondent should describe how the Solution proposed can address the overall needs and requirements of the A&M System as described in SECTION 3 – SCOPE OF WORK. A complete proposal shall consist of the following items:

4.3.1 Organizational Chart. Provide an organizational chart identifying the chain of authority through the company’s CEO for this account. Include names, addresses, titles, email addresses and telephone numbers for each individual.

4.3.2 Staffing. Describe the staff involved in the management of this account. Include names, titles, addresses, email addresses, and brief biographies of the following individuals or their organizational equivalents who will be assigned to the A&M System account(s):

• Account Executive

• Reporting/Analytics Representative

• Communications representative

• Clinical Operations Representative (or Clinical Director)

4.3.3 Required Services and Functionality. Respondent shall indicate which areas of service (Sections 3.2 through 3.5) their proposal Solution includes. For each area included, describe and demonstrate how the proposed Solution meets the functionality and requirements listed within each. Include any information and relevant documentation needed to show evidence of compliance (e.g., the certifications required of clinicians, the languages services can be offered in, etc.). Explain how your Solution meets HIPAA and FERPA compliance.

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4.3.4 Process. Describe the process for identifying eligible users (“Users”) of the Solution, access by Users, protection of Users data, and any other information relevant to the use of the Solution.

Include the process for user authentication, onboarding, access through the website, mobile application and telephone, referrals to campus or community resources (as applicable), and protection of user data. Explain how your Solution meets HIPAA and FERPA compliance.

4.3.5 Service Level Agreement. Provide a Service Level Agreement which defines service levels to be measured through metrics that are auditable. Include any fees associated with each defined service level that may be refunded if not attained on an annual basis.

4.3.6 Proposal Considerations. Provide in the proposal response information regarding the A&M System and Member resources (people, processes, capabilities, etc.) needed to ensure successful implementation and utilization of the proposed Solution.

4.3.7 Implementation. Describe your implementation approach, including project management, implementation timeline, training, communication strategy, and activities required for successful implementation across participating Member institutions.

4.4 References

Respondent must furnish at least three references from clients from the past three years for a Solution provided similar in scope, size, and complexity to the scope of services described in Section 3 above. If possible, the A&M System requests that two of the references come from institutions of Higher Education and/or other public sector entities and ideally from schools within the A&M System or the state of Texas.

• Company/Agency name & address

• Contact person name & title

• Contact phone number

• Contact email address

• Summary of services provided

4.5 Member Engagement Process

Each Member has the option to utilize the Solution from any resultant Agreement from this RFP. Describe the process for engagement to include any required documents to be completed and executed by a Member to engage and implement the Solution. Provide a sample engagement document; i.e. statement of work, order form, etc. to be utilized for a Member specific engagement.

4.6 Pricing Proposal

Respondent shall provide a complete pricing proposal for the Solution offered in a format that defines the costs Members will pay if they choose to utilize any Solution available as a result of an award from this RFP.

Pricing proposal shall include but not limited to the following items as applicable.

A. Provide pricing for all service packages available to include payment options. Describe in full how pricing is calculated initially and throughout the term of the Agreement. Include:

1. Initial Implementation or Set-Up Fee.

2. Professional service fees required or recommended for implementation.

3. Annual recurring license or subscription fees to include all possible options in the pricing of the opt-in Solution and applicable terms. Provider must also disclose pricing model (i.e. per instance, per user, per data volumes, or some other metric).

B. Provide pricing for any additional services available not included in your standard service packages

The Texas A&M University System RFP-01-OAA-26-278 Page 15 of 35 described in (A) above.

C. Provide pricing as applicable for any implementation, support, training, or other costs not previously provided.

D. Please provide any additional fees, not outlined herein to include one-time, annual, or reoccurring.

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

collaborative pricing). Include alternate term lengths that allow for discounted pricing/savings.

4.7 Accessibility

A. Under Texas Government Code Chapter 2054, Subchapter M, the Texas Administrative Code Sections

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

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

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

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

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

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

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

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

4.8 Subcontracting Plan Requirements

The Veteran Heroes United in Business program (VetHUB or HUB) as part of the state of Texas Comptroller’s Statewide Procurement Division focuses on certification of service-disabled veterans (SDV) to facilitate their growth and development and increase opportunities for contracts and subcontracts with the state of Texas.

For additional information on the VetHUB program visit the following site:

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

The A&M System requires a state of Texas Subcontracting Plan (SP) for contracts of $100,000 or more over the life of the contract (including any renewals), where such opportunities exist. The total expected value of this solicitation and subsequent contract is $100,000 or more and therefore, Respondents to this RFP are required to develop and submit a completed Subcontracting Plan form with their proposal submission.

(Texas Government Code Chapter 2161, Subchapter F; 34 Texas Administrative Code Section 20.285)

A subcontracting opportunity is defined as any portion or lot of work that the Respondent cannot complete with its own equipment, supplies, materials, and/or employees. The Respondents will use the procedures https://www.w3.org/TR/WCAG21 https://www.itic.org/policy/accessibility/ https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment https://dir.texas.gov/resource-library-item/policy-driven-adoption-accessibility-pdaa-vendor-assessment https://comptroller.texas.gov/purchasing/vendor/hub/hub-faq.php

The Texas A&M University System RFP-01-OAA-26-278 Page 16 of 35 prescribed below when completing the SP form.

The Respondent shall use the CMBL/VetHUB directory published on the comptroller’s website to identify VetHUBs. If the Respondent uses any alternate source, it accepts the risk that its HUB subcontracting plan may be noncompliant due to inaccurate HUB certification information. A business listed in the VetHUB directory at the time of the good faith effort is considered a HUB for purposes of evaluating a HUB subcontracting plan, even if the business later graduates or has its HUB status revoked or expired. The VetHUB directory can be accessed via the following site:

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

The A&M System VetHUB Program Office will review the information and documentation submitted and use it as a basis to determine if the plan was developed in good faith effort by the Respondent to utilize VetHUB subcontractors and/or suppliers on this project. The A&M System may reject a SP that was not developed in good faith or was not completed. The A&M System shall document the reasons for rejection in the contract file. If the A&M System finds that businesses identified in a SP are no longer HUBs, it may invite the vendor to submit a revised plan that identifies active VetHUBs.

An accepted SP form will become a part of any contract with the Respondent resulting from this solicitation.

Any revisions to the SP must be approved by the A&M System VetHUB Program Office.

Procedures for Completing the SP Form

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

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

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

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

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

4.8.1 Subcontracting Plan Instructions

The information below shall be included in page 1 of the State of Texas Subcontracting Plan completed and submitted with your proposal response.

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

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4.8.2 Awarded Respondent Requirements

If the Respondent is selected and awarded an Agreement for their proposed Solution in connection with this RFP, the Respondent will be required to comply with all good faith effort requirements.

The Respondent may be required to complete a separate SP form for a Member engagement which identifies the subcontracting opportunities anticipated for the scope of work defined in that specific engagement. If required, the SP will be due prior to beginning performance on a Member engagement.

The SP form submitted with the proposal response will be included within the Agreement and the A&M System will monitor compliance and progress with all requirements. Per Texas Government Code 2161.253(d), if a determination is made that the Vendor failed to implement the plan in good faith, the A&M System, in addition to any other remedies, may bar the Vendor from further contracting opportunities with the A&M System.

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SECTION 5 - GENERAL TERMS AND CONDITIONS

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

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

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

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

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

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

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

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

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

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

I. ANTITRUST: Respondent hereby assigns to the A&M System, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15

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U.S.C.A. Section 1, et seq. (1973) and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

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

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

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

M. REQUIRED CONTRACT TERMS: Respondent understands that any resultant Agreement will contain the following terms and conditions or, in the sole discretion of the A&M System, terms and conditions substantially similar to the following conditions (“Required Terms”). If Respondent takes exception to any of the Required Terms, Respondent will submit a list of exceptions as part of its proposal. Respondent’s exceptions will be reviewed by the A&M System and may result in disqualification of Respondent’s proposal as non-responsive to this RFP. If Respondent’s exceptions do not result in disqualification of Respondent’s proposal, then the A&M System may consider Respondent’s exceptions when the A&M System evaluates the Respondent’s proposal. Any exceptions not included in the Respondent’s proposal and submitted upon selection for award may be considered at A&M System’s discretion as part of the evaluation or subsequent negotiations.

1. TERM AND TERMINATION:

A. Term. This Agreement will commence on the Effective Date and continues for a period of three (3) years (the “Term”), unless earlier terminated as provided herein. The Term of the Agreement may be extended for three (3) additional one (1) year periods upon mutual written agreement executed by the Parties; provided that the total term of the Agreement shall not exceed six (6) years from the Effective Date.

B. In the event of a breach of a material term of this Agreement by a Party, the non-defaulting Party may terminate this Agreement upon thirty (30) days’ prior written notice to the other Party detailing the nature of the breach and the other Party fails to fully cure the breach within such 30-day period.

C. A&M System may immediately terminate this Agreement if (i) the PROVIDER’s insurance coverage required under this Agreement is cancelled or non-renewed; or (ii) the PROVIDER declares bankruptcy, is placed into involuntary bankruptcy or receivership or becomes insolvent.

D. A&M System and PROVIDER may terminate this Agreement without cause upon thirty (30) days’ prior written notice to the other Party.

E. Upon any termination, A&M System shall pay, subject to Section 4, Payment Terms and the Texas

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Prompt Payment Act, PROVIDER for all Services rendered and reimbursable expenses incurred in accordance with the terms of this Agreement up to and including the effective date of termination.

Notwithstanding the foregoing, in the event that A&M System terminates this Agreement for cause, A&M System shall receive a pro-rata refund of any pre-paid but unused amounts.

2. PROMPT PAYMENT ACT: Payment of invoices will be made thirty (30) days after receipt of a correct invoice and approval by the A&M System. The A&M System’s payment shall be made in accordance with Chapter 2251, Texas Government Code (the “Texas Prompt Payment Act”), which shall govern remittance of payment and remedies for late payment and non-payment. It is the policy of the state of Texas to make payment on a properly prepared and submitted invoice within thirty (30) days of the latter of any final acceptance of performance or the receipt of a properly submitted invoice, in conformance with the Texas Prompt Payment Act. Generally, payment will be made on the 30th day unless a discount has been arranged for more immediate payment.

3. OWNERSHIP OF CREATED WORKS: The Parties intend that all works prepared by PROVIDER specifically and exclusively for A&M System under this Agreement (“Deliverables”), including the copyrights and all other rights (except as expressly provided otherwise in this Section 5), will be the sole and exclusive property of A&M System.