ESBD_549115_1786718523037_RFP 739-SL3821039 - Consulting Services - Enterprise AI Adoption & Enablement.pdf

739-SL3821039

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REQUEST FOR PROPOSALS

Consulting Services

Enterprise AI Adoption & Enablement

RFP 739-SL3821039

Due Date: September 21, 2026

Proposals must be time stamped by the Texas Tech University Health Sciences Center Purchasing Office before the hour and date specified for receipt of solicitation.

Pursuant to the provisions of Texas Government Code Title 10 Subtitle D Chapter

2156.121 - 2156.127, General Services Act rules and regulations adopted there under, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public. Prices and other proposal details will only be divulged after the award, if one is made.

http://www.ttuhsc.edu/abilene/ http://www.ttuhsc.edu/amarillo/ http://www.ttuhsc.edu/lubbock/ http://www.ttuhsc.edu/odessa/ solicitations@ttuhsc.edu Page 2 of 41 DOC1643828-002

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SUBMITTAL

CHECKLIST

Due Date: September 21, 2026

Request Number: RFP 739-SL3821039

Vendor Name:

Contact Name:

Phone Number:

Contact E-Mail:

Check-off

1. ___ Signed and Completed Execution of Offer (ref Appendix B).

2. ___ Signed and Completed VetHUB Subcontracting Plan (ref Appendix C).

3. ___ Signed and Completed Addenda Checklist (ref Appendix D).

4. ___ Responses to questions and requests for information in the Specifications and Scope of Work Section (ref Section 5).

5. ___ Signed and Completed Pricing Schedule (ref Section 6).

6. ___ Deliver Proposal to:

TTUHSC prefers that all proposals be submitted using the TechBid system (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech).

Or Mailed To:

Texas Tech University Health Sciences Center Purchasing Office 3601 4th Street STOP 6217 Lubbock, Texas 79430 https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech solicitations@ttuhsc.edu Page 3 of 41 DOC1643828-002

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TABLE OF CONTENTS

Section 1: General Information

1.1 Introduction

1.2 Description of Texas Tech University Health Sciences Center

1.3 Group Purchase Authority

1.4 TTUHSC’s Right to Reject

1.5 Public Information

1.6 Inquiries and Interpretations

Section 2: Notice to Proposer

2.1 Submittal Deadline

2.2 TTUHSC Contact Person

2.3 Key Events Schedule

2.4 Anticipated Term

Section 3: Proposal Submission Procedures

3.1 Number of Copies

3.2 Submittal Instructions for Online (TechBid) Proposals

3.3 Submittal Instructions for Mailed/Delivered Proposals (Not required if submitted online)

3.4 Proposal Validity Period

3.5 Terms and Conditions

3.6 Alternate Proposals

3.7 VetHUB Subcontracting Plan

Section 4: Evaluation Criteria and Award

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Award Process

4.7 Best and Final Offer

4.8 Award of Agreement

Section 5: Specifications and Scope of Work

5.1 General

5.2 Minimum Requirements

5.3 Additional Requirements Specific to this RFP

5.4 Services Specifications

Section 6: Pricing Schedule

6.1 Pricing for Services Offered

6.2 TTUHSC’s Payment Terms

Section 7: General Terms and Conditions Appendix A: Agreement Appendix B: Execution of Offer Appendix C: VetHUB Subcontracting Plan Appendix D: Addenda Checklist Appendix E: TTUHSC Vendor Information solicitations@ttuhsc.edu Page 4 of 41 DOC1643828-002

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SECTION 1

GENERAL INFORMATION

1.1 Introduction

The Texas Tech University Health Sciences Center (“TTUHSC”), a part of the Texas Tech University System, seeks proposals from qualified firms for Consulting Services - Enterprise AI Adoption & Enablement (the “Services”). The Services are more specifically described in Section 5.4 entitled Service Specifications.

1.2 Description of Texas Tech University Health Sciences Center

TTUHSC has as its major objectives the provision of quality education and development of academic, research, patient care, and community service programs to meet the health care needs of West Texas, which in total is comprised of 108 counties and represents 50% of Texas’ land mass and 11% of its total population. This 131,000 square mile service area and population of 2.7 million has been, and remains highly underserved by health professionals and accessible health care facilities, despite the substantial and meaningful contribution made by our institution. While education of students and residents remains the primary focus of the institution, there has been an important impact on the health status of West Texas.

Please visit the campus web sites for more information:

Abilene campus Amarillo campus Dallas/Fort Worth campus Lubbock campus Permian Basin campus

TTUHSC Fact Book

1.3 Group Purchasing Authority

Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP.

1.4 TTUHSC’s Right to Reject

This RFP does not commit TTUHSC to select a proposer or to award an agreement to any proposer. TTUHSC reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP. Proposals which are qualified with conditional clauses or alterations or items not called for in the RFP documents, or irregularities of any kind, are subject to disqualification by TTUHSC at its option. If TTUHSC receives fewer than three proposals, TTUHSC has the right to reissue this RFP in order to gain additional competitive proposals.

1.5 Public Information

1.5.1 Proposer is hereby notified that TTUHSC strictly adheres to all statutes, court http://www.ttuhsc.edu/abilene/ http://www.ttuhsc.edu/amarillo/ http://www.ttuhsc.edu/dallas/ http://www.ttuhsc.edu/lubbock/ http://www.ttuhsc.edu/odessa/ https://www.ttuhsc.edu/about/factbook.aspx solicitations@ttuhsc.edu Page 5 of 41 DOC1643828-002

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decisions and the opinions of the Texas Attorney General with respect to disclosure of public information.

1.5.2 TTUHSC may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

1.5.3 Upon execution of a final agreement, TTUHSC 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 (Government Code, Chapter 552.001, et seq.). Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under Sections 552.101, 552.110, 552.113, and 552.131, Government Code.

1.6 Inquiries and Interpretations

1.6.1 TTUHSC may in its sole discretion respond in writing to written inquiries concerning this RFP and post its response as an Addendum to all parties recorded by TTUHSC as having received a copy of this RFP. Only TTUHSC’s responses that are made by formal written addenda will be binding on TTUHSC (“Addenda”). Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by TTUHSC prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

1.6.2 Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. APPENDIX D). The Addenda Checklist must be received by TTUHSC prior to the Submittal Deadline and should accompany the Proposer’s proposal.

1.6.3 Any interested party that receives this RFP by means other than directly from TTUHSC is responsible for notifying TTUHSC that it has received an RFP package, and should provide its name, address, telephone number and FAX number to TTUHSC, so that if TTUHSC issues Addenda to this RFP or provides written answers to questions, that information can be provided to such party.

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SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

TTUHSC will accept proposals submitted in response to this RFP until 4:30 PM, Central Time on September 21, 2026 (the “Submittal Deadline”). Proposals should be delivered to:

Texas Tech University Health Sciences Center Purchasing Office

Attention: Solicitation Manager - RFP 739-SL3821039

2.2 TTUHSC Contact Person

Proposers will direct all questions or concerns regarding this RFP to the following TTUHSC contact (“TTUHSC Contact”):

Solicitation Manager Tel. (806) 743-7841 • eFax (806) 743-7850 solicitations@ttuhsc.edu

TTUHSC specifically instructs interested parties to restrict all contact and questions regarding this RFP to written communications forwarded to TTUHSC Contact. TTUHSC Contact must receive all questions or concerns no later than August 21, 2026. TTUHSC will have a reasonable amount of time to respond to questions or concerns. It is TTUHSC’s intent to respond to all appropriate questions and concerns; however, TTUHSC reserves the right to decline to respond to any question or concern.

2.3 Key Events Schedule

TTUHSC will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

Distribution of RFP August 14, 2026 Deadline for Submission of Written Questions August 21, 2026 Deadline for Submission/Delivery of Proposals September 21, 2026 Evaluation of Proposals September 21, 2026 – November 30, 2026

2.4 Anticipated Term

The anticipated term of any resulting agreement will begin on the date an agreement is executed, and expire on August 31, 2027.

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SECTION 3

PROPOSAL SUBMISSION PROCEDURES

3.1 Number of Copies

Proposer must submit a total of one (1) complete copy of its entire proposal. An original or digital signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. APPENDIX B) of the submitted proposal.

3.2 Submittal Instructions for Online (TechBid) Proposals

3.2.1 TTUHSC prefers that all proposals be submitted using the TechBid system at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech.

3.2.2 Proposals must be signed by the responding company’s official authorized to commit such proposals. Failure to sign the Execution of Offer will be basis for proposal disqualification. The TechBid system contains a mandatory “Bidder Affirmation” checkbox certifying this information. By submitting their proposal online, proposers automatically qualify as having a valid signature.

3.2.3 All proposals must be submitted online no later than the date and time indicated in Section 2.1 “Submittal Deadline.”

3.3 Submittal Instructions for Mailed Proposals (Not Required if Submitted Online)

3.3.1 TTUHSC prefers that all proposals be submitted using the TechBid system at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech.

However, if necessary, the proposer may elect to submit a printed version of the proposal and submit the proposal by mail or carrier service.

3.3.2 One (1) original individually-bound completed proposal is required for the mailed or delivered submittals. Note: One (1) electronic version (USB Drive) is also required for archival purposes.

3.3.3 Proposals must be signed by the responding company’s official authorized to commit such proposals. Failure to sign the Execution of Offer will be basis for proposal disqualification.

3.3.4 Proposals should be submitted in a sealed envelope or box marked with the name of the RFP (as shown on the cover page of this RFP) and the opening date. All proposals must be submitted no later than the date and time indicated in Section 2.1 “Submittal Deadline.”

3.4 Proposal Validity Period

Each proposal must state that it will remain valid for TTUHSC’s acceptance for a minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

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3.5 Terms and Conditions

Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX A), the Notice to Proposer (ref. Section 2 of this RFP), Proposal Submission Procedures (ref. Section 3 of this RFP) and the Specifications and Scope of Work (ref. Section 5 of this RFP). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity will prevail.

3.6 Alternate Proposals

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

3.7 VetHUB Subcontracting Plan

A VetHUB Subcontracting Plan (“HSP”) is required as part of Proposer’s proposal. The HSP will be developed and administered in accordance with TTUHSC’s Policy on Utilization of Historically Underutilized Businesses attached as APPENDIX C and incorporated for all purposes.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX C. Proposers that fail to do so will be considered non-responsive to this RFP in accordance with Section 2161.252, Government Code.

TTUHSC has reviewed this RFP in accordance with Title 34, Texas Administrative Code, Section 20.13 (a), and has determined that subcontracting opportunities are probable under this RFP.

A search has been conducted of the Centralized Master Bidders List to identify active VetHUB vendors in accordance with Title 34, Texas Administrative Code, Section 20.14(a)(1). The following NIGP commodity codes were included:

Code #1 (91878)

Results can be viewed at the following link:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp solicitations@ttuhsc.edu Page 9 of 41 DOC1643828-002

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SECTION 4

EVALUATION CRITERIA AND AWARD

4.1 Evaluation Process

4.1.1 TTUHSC will utilize a proposal evaluation team for the evaluation of this RFP. The award will be based on the proposal judged to be in the best interest of TTUHSC, the judgment in this regard shall be considered final. Any agreement resulting from this request shall be awarded to the proposer providing the “best value” to TTUHSC.

4.1.2 Under section 51.9335 of the Texas Education Code in determining what is the best value to an institution of higher education, TTUHSC shall consider the purchase price, the reputation of the proposer and of the proposer’s goods or services, the quality of the proposer’s goods or services, the extent to which the goods or services meet TTUHSC’s needs, the proposer’s past relationship with TTUHSC, the impact on the ability of TTUHSC to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities, the total long-term cost to TTUHSC of acquiring the proposer’s goods or services, and any other relevant factor that a private business entity would consider in selecting a vendor.

4.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a proposal indicates proposer’s acceptance of the evaluation technique and proposer’s recognition that some subjective judgments must be made by TTUHSC during the assigning of points.

4.3 Evaluation Criteria and Weights

4.3.1 Each proposal shall be evaluated on the ability to meet TTUHSC’s requirements and to provide the best value to TTUHSC.

4.3.2 The evaluation will be based on the following formula:

Criteria Weight

4.4 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the proposal information to TTUHSC.

4.5 Oral Presentations/Interviews

Upon completion of the initial review and evaluation of the proposals submitted, selected proposers may be invited to participate in oral presentations. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the Section 2.1 entitled “Submittal Deadline.”

Proposer’s Pricing Proposal 30% Proposer’s Experience and Reputation 15% Proposer’s Service Specifications 55% solicitations@ttuhsc.edu Page 10 of 41 DOC1643828-002

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4.6 Award Process

During the opening, proposals will be acknowledged publicly to identify the names of the proposers, but will be afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification, or on the basis of negotiation with any of the proposers or, at TTUHSC’s sole option and discretion, TTUHSC may discuss or negotiate all elements of the proposal with selected proposers which represent a competitive range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be established comprising the highest rated proposal(s).

4.7 Best and Final Offer

When deemed appropriate, after the submission of proposals but before the final selection of the successful proposal, TTUHSC may permit a proposer to revise its proposal in order for TTUHSC to obtain a best and final offer. TTUHSC will provide each proposer within the competitive range with an equal opportunity for discussion and revision of their proposal, and a proposer may elect not to amend their original proposal. TTUHSC is not bound to accept the best-priced proposal if that proposal is not the most advantageous to TTUHSC as determined by the evaluation team.

4.8 Award of Agreement

4.8.1 TTUHSC reserves the right to award an agreement for all or any portion of the requirements proposed by reason of this request, award multiple agreements, or to reject any and all proposals if deemed to be in the best interests of TTUHSC and to re-solicit for proposals, or temporarily or permanently abandon the solicitation. If TTUHSC awards an agreement, it will award the agreement to the proposer whose proposal is the most advantageous to TTUHSC, considering price and the evaluation factors set forth in this RFP. Any actual or prospective proposer who is aggrieved in connection with the solicitation, evaluation or award of an agreement may formally protest in accordance with the following:

https://www.fiscal.ttuhsc.edu/purchasing/vendors/protestprocedures.aspx

4.8.2 TTUHSC intends to negotiate and award an agreement with the vendor submitting the proposal the evaluation committee determines best meets the requirements and is considered to be the best value overall. The agreement is a non-exclusive agreement, and TTUHSC reserves the right to enter into one or more agreements with third parties covering the same or similar Services.

4.8.3 The proposer may submit its standard agreement for review by TTUHSC. The agreement entered into by the parties shall consist of the RFP, the signed proposal submitted by the vendor, the specifications including all the modifications thereof, a written agreement, and purchase order(s), all of which shall be referred to collectively as the agreement documents.

4.8.4 Any resulting agreement may be subject to review and approval by The Board of Regents of Texas Tech University System (the “BOR”). If the BOR does not approve the agreement, then the agreement is null, void, and of no effect. Rules governing the https://www.fiscal.ttuhsc.edu/purchasing/vendors/protestprocedures.aspx solicitations@ttuhsc.edu Page 11 of 41 DOC1643828-002

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approval and execution of contracts can be viewed here: The Rules & Regulations of the Board of Regents, Chapter 07 - https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf

4.8.5 TTUHSC is required under Texas Legislature House Bill 1295 (section 2252.908 of the Government Code) to request Ethics Commission Reporting from contractors with agreements that:

(1) requires an action or vote by the governing body of the entity or agency; or

(2) has a value of at least $1 million (value of an agreement is based on the amount of consideration received or to be received by the contractor from TTUHSC).

The Business Entity must file Form 1295 electronically with the Texas Ethics Commission using the online filing application:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm solicitations@ttuhsc.edu Page 12 of 41 DOC1643828-002

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SECTION 5

SPECIFICATIONS AND SCOPE OF WORK

5.1 General

The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. The successful Proposer is referred to as the “Contractor.”

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements if applicable:

Proposer is current with the State of Texas Comptroller of Public Accounts (if applicable) https://fmcpa.cpa.state.tx.us/tpis/

Proposer can provide Certificate of Franchise Tax status. (if applicable) https://ourcpa.cpa.state.tx.us/coa/Index.html

Proposer shall demonstrate evidence of certifications, permits, licenses and insurances as appropriate to provide the Services as required.

Proposer is in compliant with the Texas Risk and Authorization Management Program (TX- RAMP) as may be required.

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

Proposer certifies that neither it, nor its holding companies or subsidiaries, is:

(a) Listed in Section 889 of the 2019 National Defense Authorization Act;

(b) Listed in Section 1260H of the 2021 National Defense Authorization Act; or

(c) Owned by the government of a country on the U.S. Department of Commerce’s foreign adversaries list under 15 C.F.R Section 791.4; or

(d) Controlled by any governing or regulatory body located in a country on the U.S.

Department of Commerce’s foreign adversaries list under 15 C.F.R Section 791.4.

5.3 Additional Requirements Specific to this RFP

Proposer must submit the following informational sections as part of Proposer’s proposal:

1. Proposer’s Experience and Reputation

Provide written detail about corporate background and experience.

Provide at least 3 references (with names and contact information) and description of services from current or recent clients. These should include specifications and requirements most similar to those described in this RFP.

https://fmcpa.cpa.state.tx.us/tpis/ https://ourcpa.cpa.state.tx.us/coa/Index.html https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp solicitations@ttuhsc.edu Page 13 of 41 DOC1643828-002

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2. Service Specifications

Detailed Project Approach Provide a description of the proposed approach to the project, detailing how Proposer will meet or exceed all requirements in Section 5.4. This should include a description of the work program, including a description of the deliverables and activities. An outline of the proposed work plan should accompany the narrative. It is the responsibility of the Proposer to assess and define the appropriate number, type and hours of its staff required to complete the project on schedule.

Project Team Identify the key individuals, including sub-consultants if applicable, who are proposed to be part of the team, along with their qualifications and experience. The information should include the expected amount of involvement and time commitment for each of these individuals.

Project Schedule A desired project schedule has been included in Section 5.4 Services Specifications.

Please respond with the company’s ability to meet this timeline.

Scope of Work (“SOW”) Provide a scope of work project document for inclusion as Exhibit “A” SCOPE OF WORK to the Consulting Services Agreement contained in Appendix A of the RFP.

5.4 Services Specifications

Overview:

Texas Tech University Health Sciences Center Is seeking a qualified Contractor to provide enterprise wide Artificial Intelligence (AI), strategy, workforce upskilling, workflow automation, custom development, and adoption analytics services.

Objective:

The primary objective is to move TTUHSC from an isolated, low-complexity AI utilization (e.g., basic search, text summarization) to durable, measurable, high-value adoption across academic, administrative, clinical, and research operational units.

Background:

TTUHSC has provisioned enterprise AI tools, including Large Language Models (LLMs) and embedded AI productivity assistants. To maximize return on investment (ROI), TTUHSC requires external expertise to establish governance frameworks, build institutional capability, redesign high-value workflows, and implement tracking metrics that quantify usage, proficiency, and financial/operational impact.

This specification defines the functional requirements, scope of work, and expected deliverables. It does not mandate a single proprietary methodology or commercial software delivery mechanism. Respondents may propose integrated advisory services, training curricula, coaching frameworks, analytics platforms, custom engineering, or a combination thereof that fulfills the requirements outlined herein.

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Requirements:

Contractor will be responsible for:

A. AI Strategy, Governance & Transformation Planning

The Contractor shall provide strategic consulting and administrative planning to establish a unified enterprise roadmap for AI deployment. Requirements include:

1. Strategic Alignment & Visioning: Facilitate executive alignment sessions to define institutional ambition, risk tolerance, target pace, and strategic benchmarks.

2. Readiness & Maturity Assessment: Conduct an initial assessment of TTUHSC’s AI skills, data architecture, operational pain points, security policies, and cultural adoption barriers.

3. Transformation Roadmap: Formulate an executable roadmap establishing prioritized milestones, resource requirements, key risk indicators, and governance gateways.

4. Governance Framework: Define policies for permissible AI use cases, data privacy protection, IP management, algorithmic accountability, and risk mitigation.

5. Traceability Matrix. For each material initiative included in the Transformation Roadmap, identify the assessment finding(s), operational need(s), or identified opportunity that support the recommendation. Provide a findings-to-recommendations traceability matrix or equivalent artifact demonstrating this relationship. The final transformation roadmap should provide an evidence-based progression from current-state findings, identified gaps and opportunities, prioritized interventions, implementation sequencing, and measurable outcomes.

B. Leadership Activation & Change Management

The Contractor shall design and execute a change management framework to align leadership and build sustainable internal capacity. Requirements include:

1. Leadership Education: Deliver tailored workshops and executive briefing sessions for VPs, Deans, Department Heads, and People Managers regarding AI risk, strategy, and operational opportunities.

2. Change Champions Network: Design and operationalize a peer champion network across administrative and academic departments to drive grassroots adoption and peer-to-peer coaching.

3. Change Management Communications Plan: Provide communication templates, engagement playbooks, and change methodologies to drive employee engagement and reduce adoption friction.

4. Internal Capability Handover: Develop "train-the-trainer" programs and operational playbooks to transfer change management methodologies to TTUHSC personnel, minimizing long-term reliance on external consultants.

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C. Workforce Upskilling, Training & Capability Building

The Contractor shall deliver multi-modal training programs to raise AI and data literacy across the general workforce and targeted functional roles. Requirements include:

1. Structured Curricula & Pathways: Provide role-based learning tracks tailored to specific functional domains (e.g., procurement, finance, clinical administration, academic operations).

2. Multi-Format Instruction: Deliver instruction via live virtual sessions, instructor-led workshops, self-paced modules, applied project-based labs, or apprenticeship-style coaching.

3. Applied Learning on TTUHSC Use Cases: Ensure training modules leverage practical, sanitized institutional scenarios and enterprise-approved tools rather than generic market examples.

4. Role-Specific Coaching & Prompt Engineering: Provide guidance on advanced prompt design, contextual grounding, system instruction, and task-specific automation techniques.

5. Institutional Knowledge Repository: Establish a searchable, filterable repository or library of validated internal AI use cases, prompts, and best practices to preserve institutional memory.

D. Workflow Automation, Custom Solutions & Agentic Strategy

The Contractor shall assist TTUHSC in identifying, prioritizing, engineering, and deploying high-impact workflow automations and custom AI integrations. Requirements include:

1. Workflow Discovery & Opportunity Mapping: Evaluate functional departmental processes to identify high-ROI candidates for AI-driven redesign and task automation.

2. Solution Engineering & Prototyping: Build, test, and validate functional prototypes for high-priority use cases, including bespoke application development, API integrations, and custom model orchestration where warranted.

3. Agentic AI Architecture & Deployment: Formulate an operational and technical framework for deploying, monitoring, and controlling agentic AI capabilities (multi-step autonomous workflows).

4. Agent Management & Oversight: Establish auditing, approval, access control, and human-in-the-loop (HITL) procedures to govern agentic tools operating in production environments.

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E. Analytics, Adoption Tracking & Impact Measurement

The Contractor shall provide solutions via a software platform, managed analytics services, or integrated reporting tools to track usage, skill acquisition, and financial/operational return. Requirements include:

1. Adoption & Engagement Analytics: Track active utilization, frequency, function distribution, and feature usage across TTUHSC’s enterprise AI solutions.

2. Proficiency & Skill Tracking: Monitor employee skill progression from basic usage to high-value, complex workflow integrations.

3. Intervention Identification: Provide automated or programmatic reporting that identifies lagging departments, adoption bottlenecks, or targeted coaching requirements.

4. ROI Modeling & Verification: Provide a transparent, defensible framework to model, measure, and verify financial savings, hours saved, and operational velocity gains using TTUHSC-supplied baseline metrics and assumptions.

F. Enterprise Security & Data Privacy Compliance

1. Data Handling & Sovereignty: The Contractor must ensure that all services, platforms, and custom solutions strictly comply with state and federal requirements, including FERPA, HIPAA, and Texas Department of Information Resources (DIR) policies.

2. Data Usage Restrictions: Institutional data provided by TTUHSC shall not be used to train, fine-tune, or improve vendor proprietary models, public models, or third-party datasets.

3. Access Control & Encryption: Any software component or data transfer mechanism must enforce Role-Based Access Control (RBAC), single sign-on (SSO) integration (e.g., SAML 2.0 / OAuth2), encryption in transit (TLS 1.3), and encryption at rest (AES- 256).

G. Engagement Structure and Management

1. Project Management Framework: The Contractor shall designate a Project Lead and provide a detailed Project Plan outlining timelines, milestones, deliverables, dependency chains, and escalation paths.

2. Review Cadence: Establish regular operational status reporting (e.g., weekly project status, monthly executive reviews) tied directly to agreed KPIs and milestone acceptance criteria.

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Project Deliverables:

Deliverable Area Description

Deliverable 1 Strategy & Planning

Comprehensive AI Transformation Plan, including ambition statement, roadmap, and baseline readiness assessment report.

Deliverable 2 Leadership Activation

Leadership Enablement Package, including executive workshop materials, change management communications plan, and train-the-trainer playbooks.

Deliverable 3 Workforce Upskilling

Role-Based Training Curricula, live/virtual instruction delivery, certification/skill verification tracking, and use-case repository.

Deliverable 4 Workflow & Automation

Workflow Redesign Specifications, functional automation prototypes/custom solutions, and Agentic AI Governance Policy.

Deliverable 5 Analytics &

ROI

Analytics & ROI Reporting Dashboard/Service providing adoption telemetry, proficiency tracking, and verified financial impact modeling.

Deliverable 6 Knowledge Transfer

Final Knowledge Transfer Package, operational documentation, code/architecture documentation (where applicable), and exit transition plan.

Project Schedule:

TTUHSC desires to operate in accordance with the following schedule. These dates are for planning purposes and subject to change:

• Kick-off meeting: ________________

• Completion of Deliverable 1: ________________

• Completion of Deliverable 2: ________________

• Completion of Deliverable 3: ________________

• Completion of Deliverable 4: ________________

• Completion of Deliverable 5: ________________

• Completion of Deliverable 6: ________________ solicitations@ttuhsc.edu Page 18 of 41 DOC1643828-002

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SECTION 6

PRICING SCHEDULE

Proposal of: ___________________________________ (Proposer Company Name)

Ref.: Consulting Services - Enterprise AI Adoption & Enablement

RFP No.: RFP 739-SL3821039

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the Services required pursuant to the above-referenced Request for Proposal upon the terms quoted below.

6.1 Pricing for Services Offered:

1. Provide a “not to exceed” fixed fee for each of the deliverables including associated fees (i.e. printing costs, attendance at meetings, travel), for the Consulting Services - Enterprise AI Adoption & Enablement. A schedule should be included to document the level of effort used to derive the quoted fixed fee.

2. An hourly resource rate card by resource type (e.g., Project Manager, Analyst) valid through August 31, 2027 which will be used as the basis for change orders.

6.2 TTUHSC’s Payment Terms

TTUHSC’s standard payment terms are “Net 30 days.”

By: ___________________________

Name: _________________________

Title: __________________________

Date: _____________________ solicitations@ttuhsc.edu Page 19 of 41 DOC1643828-002

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SECTION 7

GENERAL TERMS AND CONDITIONS

The terms and conditions contained in (i) the attached Agreement (ref. APPENDIX A) or, in the sole discretion of TTUHSC, terms and conditions substantially similar to those contained in the Agreement and (ii) the Texas Tech University System Required Contract Terms set forth at http://www.texastech.edu/ogc/required-contract-terms.pdf (collectively, the “Required Terms”) will constitute and govern any agreement that results from this RFP. If Proposer takes exception to any of the Required Terms, Proposer will submit a list of the exceptions as part of its proposal.

Proposer’s exceptions will be reviewed by TTUHSC and may result in disqualification of Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then TTUHSC may consider Proposer’s exceptions when TTUHSC evaluates the Proposer’s proposal.

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APPENDIX A

AGREEMENT

CONSULTANT SERVICES AGREEMENT

This Consultant Services Agreement (“Agreement”) is made and entered into by and between Texas Tech University Health Sciences Center, a public institution of higher education located in the State of Texas (“University”), and _________________ (“Consultant”). University and Consultant may be referred to herein individually each as a “Party” or collectively as the “Parties.”

Background

University desires to obtain expert consulting services to provide enterprise-wide Artificial Intelligence strategy, workforce upskilling, workflow automation, custom development, and adoption analytics services.

Consultant represents that Consultant possesses the necessary qualifications and knowledge to perform these services.

Agreement

Now therefore, for the consideration herein expressed, University and Consultant hereby agree as follows.

Responsibilities of Consultant

1.1 Consultant shall perform the scope of work shown on Exhibit “A” attached hereto and incorporated herein for all purposes.

1.2 Upon University’s request, Consultant will report in writing to University on the status of Consultant’s work.

Consultant agrees to allow University and any other state agency and the legislature at University’s discretion, to distribute the consultant report, if any, and to post the report on University’s Internet website or the website of a standing committee of the legislature. During the term of this Agreement, University shall always have the right to inspect Consultant’s work in progress and to receive copies of all or any portion thereof. The work product will be advice, suggestions, and information as requested on various projects.

1.3 Consultant agrees that all writings, reports, or other materials produced by Consultant and its employees relating to the services performed under this Agreement shall be deemed “works made for hire” as that term is defined in the U.S. Copyright Act, that all rights thereto shall be owned by University for its exclusive use and re-use at any time without further compensation and without any restrictions, and that Consultant shall not assert any claim thereto, and Consultant shall execute any documents that may be necessary to transfer such rights to University.

1.4 Consultant will not remove any property of any nature whatsoever, including intellectual property, from University’s premises without University’s prior written consent. Upon completion of the services, or termination of this Agreement, Consultant will return all materials provided by University in connection with work under this Agreement along with all information developed to date during the course of providing services under this Agreement.

1.5 Consultant represents, warrants, and agrees to perform the services under this Agreement in compliance with all applicable federal, state, and local laws, regulations, and ordinances. Consultant represents, warrants, and agrees that (a) it will perform the services in a good and workmanlike manner and in accordance with commercially reasonable standards of Consultant’s profession or business, and (b) all of the services to be performed will be of the quality that prevails among similar businesses engaged in providing similar services in major United States urban areas under the same or similar circumstances. In addition, Consultant represents and warrants that Consultant and its personnel performing services under this Agreement hold and shall continue to maintain any and all licenses or certifications required under law to perform the services described herein. Consultant further represents and warrants that Consultant and its employees do not have any obligations, conflicts, commitments, or impediments of any kind that will affect, limit, or prevent its performance of the services under this Agreement, and Consultant shall immediately advise University should any such issue arise during the term of this Agreement.

1.6 Consultant agrees to maintain for Consultant’s personnel performing under this Agreement standard employer’s liability and worker’s compensation insurance. In addition, Consultant shall maintain general liability and solicitations@ttuhsc.edu Page 21 of 41 DOC1643828-002

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automobile insurance coverage with limits of not less than $250,000.00 per person and $500,000.00 per occurrence.

Certificates of insurance verifying the foregoing requirements shall be provided to University prior to commencement of any services under this Agreement.

1.7 Consultant agrees to indemnify and hold harmless University, its Regents, employees, and agents from any claim, damage, liability, injury, expense, or loss (including attorney’s fees) arising out of Consultant’s performance, direct or indirect, under this Agreement. In addition, Consultant warrants all writings or other materials produced by Consultant and its employees relating to the services performed under this Agreement do not infringe any patent, copyright, trademark, or other intellectual property rights of a third party and Consultant shall defend, indemnify, and hold harmless University, its Regents, employees, and agents from and against all claims arising from infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property rights of a third party arising out of, in connection with, or resulting from this Agreement or the writings or other materials provided under this Agreement. This Article shall survive termination of this Agreement.

1.8 Consultant certifies this Agreement is not prohibited under Tex. Gov’t Code § 2261.252(b) and agrees that if Consultant’s certification is or becomes untrue, this Agreement is void, and Consultant will not seek and waives its right to seek any legal or equitable remedy for past or future performance under this Agreement, including damages, whether under breach of contract, unjust enrichment, or any other legal theory; specific performance;

and injunctive relief.

Payment

1.9 University agrees to pay for each deliverable upon completion by Consultant in accordance with Exhibit “A” for a total not to exceed amount of $___________ including travel and expenses, attached hereto and incorporated herein for all purposes. University shall only reimburse travel expenses pre-approved in writing, at rates not to exceed the most current rates set by the Texas Comptroller (https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php). University may reimburse rental car expenses at rates not to exceed those set in University contracts. University will not reimburse for alcoholic beverages.

1.10 University agrees to make payments within thirty (30) days of receipt of a properly submitted, itemized invoice from Consultant. The invoice must reference the University contract number affixed to this Agreement and must agree in all respects to the requirements and price schedules set forth herein. Final payment is contingent upon satisfactory receipt of the final work product and a final itemized invoice for services rendered.

1.11 Consultant agrees to provide the following notice to all of its employees and subcontractors who may work on any campus of Texas Tech University System: All sex offenders required to register with local law enforcement authorities under Chapter 62 of the Texas Code of Criminal Procedure and who intend to work or carry on a vocation (full-time or part-time) on any campus of Texas Tech University System for a consecutive period exceeding fourteen (14) days or for an aggregate period exceeding thirty (30) days in a calendar year are required to register (or verify registration) with the law enforcement authority for campus security in accordance with Article 62.064 of the Texas Code of Criminal Procedure within 7 days of beginning work on any campus of Texas Tech University System. In addition, such sex offenders are required to notify the law enforcement authority for campus security within seven (7) days of terminating work on any campus of Texas Tech University System. For additional information, please contact the Texas Tech University Police Department, 2901 4th St., Lubbock, TX 79409, 806-742-3931.

Term and Termination

1.12 The term of this Agreement shall commence on _____________, and continue in full force and effect through August 31, 2027.

1.13 Either Party may terminate this Agreement at any time, with or without cause, by giving the other Party thirty (30) days written notice. Upon notice of termination, Consultant shall not incur any additional expenses and shall submit an invoice for services rendered only to date of notice.

1.14 University may terminate this Agreement immediately upon notice to Consultant in the event that Consultant becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its business or assets, becomes subject to any proceeding under any bankruptcy or insolvency laws, whether domestic or foreign, or has wound up or liquidated, voluntarily or otherwise.

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1.15 “Event of Force Majeure” means an event beyond the control of Consultant or University which prevents or makes a Party’s compliance with any of its obligations under this Agreement illegal or impracticable, including but not limited to: act of God (including, without limitation, fire, explosion, earthquake, tornado, drought, and flood); war, act or threats of terrorism, hostilities (whether or not war be declared), invasion, act of enemies, mobilization, requisition, or embargo; rebellion, insurrection, military or usurped power, or civil war; contamination or destruction from any nuclear, chemical, or biological event; riot, commotion, strikes, go slows, lock outs, or disorder; epidemic, pandemic, viral outbreak, or health crisis; or directive of governmental authority. No Party will be considered in breach of this Agreement to the extent that performance of their respective obligations is prevented or made illegal or impracticable by an Event of Force Majeure that arises during the term (or after execution of the Agreement but prior to the beginning of the term). A Party asserting an Event of Force Majeure hereunder (“Affected Party”) will give reasonable notice to the other Party of an Event of Force Majeure upon it being foreseen by, or becoming known to, Affected Party. In the event of an Event of Force Majeure, Affected Party will endeavor to continue to perform its obligations under the Agreement only so far as reasonably practicable.

1.16 In the event this Agreement is terminated in accordance with this Article, then within thirty (30) days after the effective date of such termination, Consultant shall submit Consultant’s termination statement for Services rendered to the date of termination, and University shall pay Consultant for such Services within thirty…