ESBD_553272_1787948288564_Pre-Proposal Meeting 721-27004.pdf

MICHELLE BERNAL, MBA, CTCD

PROCUREMENT CATEGORY MANAGER

PROCUREMENT SERVICES

The University of Texas at Austin

PRE-PROPOSAL CONFERENCE

RFP 721-27004

DIRECT MARKETING &

MEMBERSHIP CAMPAIGN MANAGEMENT SERVICES

Housekeeping Rules

• This meeting will not be recorded.

• Questions asked today, by chat, email, or the Q&A board, will be answered in the Public Notice Message area of the Euna (formerly Bonfire) portal.

• Please stay muted, limit background noise, and silence cell phones. The chat is open for questions throughout.

Agenda I. Introductions II. Vendor Management Office III. Solicitation Overview

• Questions

• RFP Submittal Requirements

• RFP Submission

• Evaluation Criteria

• Schedule

• General Overview of Scope

IV. Questions and Closing

Information Re: Questions

• All questions must be submitted in writing to the RFP point of contact through the University’s Euna portal.

• UT Austin will answer questions in writing, by addendum issued to all proposers through Euna.

• Answers given in any other form, including anything said aloud today, are not binding on the University and should not be relied on when preparing your proposal.

RFP Submission - Required Documents Submit a complete electronic proposal including:

1. Signed and completed Execution of Offer — Appendix 1

2. Signed and completed Pricing and Delivery Schedule — Section 5

3. Supporting documents and BidTables — as requested in Euna

4. Response to Contract Terms and Conditions, listing exceptions or redlines — Appendix

Two

5. Acknowledged Addenda — Euna acknowledgement

6. Response to Scope of Work — Section 4

7. Signed and completed VetHUB Subcontracting Plan or other applicable documents —

Section 2.5 and Attachment Three See Section 6 for additional instructions and proposal requirements as outlined in Euna.

RFP Submission

• Large files can take time to upload, depending on file size and your internet connection. Plan to submit well before the deadline.

• Once your submission is finalized, you will receive an email confirmation with a unique confirmation number. If you do not receive it, your proposal has not been submitted.

• The University cannot consider a proposal that is submitted after the deadline, is missing the required Subcontracting Plan, or is missing any required executed document.

Evaluation Criteria Evaluation Criterion Reference Weight

Respondents' Qualifications, Abilities, and Reputation Section 6.5 20%

Respondents' Quality of Proposed Goods or Services (Methodology and Approach) Section 6.6 30%

Respondents' ability to meet the University's needs via Proposed Goods and/or Services Section 6.7 15%

Respondents' Price Proposal and the long-term cost of using the Respondent's proposed Goods and/or Services Section 6.8 20%

Respondents' Staffing Resources and Past Business Relationship Strength with the University Section 6.9 15%

Solicitation Schedule Date Event Time

August 24, 2026 Date RFP Issued

August 28, 2026 Pre-Proposal Conference via Teams 10:00 A.M. CST

August 31, 2026 Deadline for Questions/Inquiries via Euna 2:30 P.M. CST

September 2, 2026 (estimated)

Questions and Answers Document Posted via Euna 5:00 P.M. CST

September 24, 2026 RFP Due via Euna 2:30 P.M. CST

Procurement Overview

• Objective Need: Establish one or more flexible, scalable contracts for direct marketing and membership campaign services supporting the Wildflower Center and other authorized University colleges, schools, and units.

• Current State: The Wildflower Center uses one contract for these services.

Other UT colleges and schools use different vendors.

• Contract Vehicle: The University intends a flexible, scalable vehicle that can support planned campaigns, recurring program needs, and ad hoc projects throughout the contract term.

Scope of Services

• Membership and donor lifecycle: acquisition, renewal, reactivation, upgrades, stewardship, and monthly giving

• Campaign services: strategy, audience development, multichannel outreach, digital marketing, and telefundraising

• Data and analytics: segmentation, forecasting, attribution, and donor lifetime-value modeling

• Production: printing, personalization, direct mail, fulfillment, and postal optimization

Contract and Pricing Approach

• Awards: The University may make a single award or multiple awards

• Assignment: Work may be assigned directly or competed among awarded contractors, based on project needs

• Pricing: Campaign-based fees, professional-service rates, pass-through markups, and standardized scenarios

• Historical data: Past campaign examples and volumes are provided for context only

• No guarantee: The University guarantees no minimum volume, spend, or amount of work

Questions

Reminders

• Question Deadline: August 31, 2026 at 2:30 P.M. CST

• Submittal Deadline: September 24, 2026 at 2:30 P.M. CST

• Short-list oral presentations may be held, by invitation only

• Make sure your proposal addresses every required component (see Section 3, Submission of Proposal).

• RFP Assistance:

– Send a message in the Euna portal, which goes directly to the contract officer

– Purchasing Office – purchasing@austin.utexas.edu

– HUB/Small Business Office - VendorManagement@austin.utexas.edu

– Euna Vendor Portal - https://support.gobonfire.com

– Euna Technical Support - Support@GoBonfire.com mailto:purchasing@austin.utexas.edu mailto:VendorManagement@austin.utexas.edu https://support.gobonfire.com/ mailto:Support@GoBonfire.com