Request for Proposal

Request for Proposal ("RFP") Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

4:00 PM Central, 9/23/2026 s must be submitted in TechBid at the following address:

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

2027-1203

Academic, Technology, and Business Process Consultant

Rev. January 1, 2026 Page 2 of 19

TABLE OF CONTENTS

SECTION 1: SCOPE OF WORK

1.1 Project Overview

1.2 Project Objectives

1.3 Scope of Services

1.4 Deliverables

1.5 Desired Consultant Qualifications

1.6 Success Measures

1.7 Alternate Proposals

SECTION 2: PROPOSAL REQUIREMENTS

2.1 Proposal Submittal Requirements

SECTION 3: EVALUATION PROCEDURES

3.1 Evaluation Process

3.2 Respondent's Acceptance of Evaluation Methodology

3.3 Evaluation Method

3.4 Evaluation Criteria and Weights

3.5 Scoring Methodology

3.6 Consideration of Additional Information

3.7 Oral Presentations and Interviews

3.8 Award Process

3.9 Best and Final Offer

3.10 Protest Procedures

3.11 Contract Documents

3.12 Not Exclusive

SECTION 4: ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact

4.2 Event Information

4.3 References

4.4 Licenses

4.5 Term of Award

4.6 Historically Underutilized Business ("HUB") Firms

4.7 HUB Subcontracting Plan

4.8 Right to Modify, Rescind, or Revoke the RFP

4.9 Right to Review and Award

4.10 Signature and Certification of Respondent

4.11 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents' Rules, and TTU Operating Policies and Procedures

4.12 Compliance with RFP Requirements

4.13 Binding Effect of Proposal

4.14 Use and Disclosure of Information

4.15 Group Purchase Authority

4.16 E-commerce

4.17 Withdrawal or Modification

4.18 Risk of Loss, Damage, or Delay

4.19 Digital Signature

4.20 Respondent Registration

4.21 Insurance Requirements

4.22 Compensation and Fees

4.23 Invoicing and Payment

APPENDIX A: DEFINITIONS

Rev. January 1, 2026 Page 3 of 19

SECTION 1:

SCOPE OF WORK

1.1 Project Overview

Texas Tech University (“TTU”) is seeking proposals from qualified consulting firms (“Respondent”) to conduct a comprehensive review of TTU's major software investments, associated business processes, operational workflows, integrated enterprise software utilization, and organizational efficiencies. The objective is to identify opportunities to improve operational effectiveness, eliminate redundancies, optimize technology investments, reduce costs, enhance customer service, improve student experience, and support strategic decision-making.

1.2 Project Objectives

i. Review major software investments for overlap, redundancy, and underutilization.

ii. Identify inefficiencies, duplication of effort, and process bottlenecks.

iii. Assess organizational alignment, governance structures, and decision-making processes related to software and 3rd party platforms and applications.

iv. Identify friction points where data is siloed and assess the impact on student experience.

v. Assess current utilization of Salesforce and evaluate the current governance model.

vi. Evaluate current business processes in relation to the software and 3rd party platforms and applications across key administrative and support functions.

vii. Develop an implementation roadmap.

1.3 Scope of Services

i. Current state assessment, including stakeholder interviews, workshops, process mapping, document reviews, and system utilization assessments.

ii. Business process review, including, but not limited to, Enrollment Management, Marketing &

Communications, and Advancement.

iii. Enterprise technology and software portfolio assessment to identify duplicate software, overlapping functionality, licensing optimization opportunities, and potential cost savings.

iv. Salesforce assessment, including architecture review, adoption analysis, governance evaluation, integration review, reporting capabilities assessment, and identification of expanded use cases.

v. Benchmarking against Texas, national peer institutions, and higher education best practices.

vi. Future state recommendations with prioritized initiatives, cost-benefit analyses, change management considerations, and implementation sequencing.

1.4 Deliverables

i. Project Work Plan

ii. Current State Assessment Report

iii. Software Rationalization Report

iv. Salesforce Utilization Assessment

v. Benchmarking Report

vi. Final Strategic Recommendations Report

vii. Executive Presentation

1.5 Desired Consultant Qualifications

i. Business process reengineering expertise

ii. Enterprise software portfolio assessment experience

iii. Salesforce consulting and architecture expertise

iv. Change management experience

Rev. January 1, 2026 Page 4 of 19

v. Respondents shall serve as independent advisors and must demonstrate the ability to provide objective, unbiased analyses, recommendations, and services. Proposals should identify any existing relationships with vendors, contractors, affiliates, or other parties that could influence, or appear to influence, the Respondent’s recommendations or decision-making. Independence and objectivity will be considered in the proposal evaluation process. Respondents should describe measures taken to ensure impartiality and disclose any actual, potential, or perceived conflicts of interest that may affect the Respondent’s ability to perform the requested services without bias.

1.6 Success Measures

i. Identification of process improvement opportunities

ii. Identification of software consolidation opportunities

iii. Clear Salesforce optimization recommendations

iv. Actionable recommendations with measurable outcomes

v. Documented cost savings opportunities

vi. Operational efficiency roadmap

1.7 Alternate Proposals

TTU may consider alternate Proposals submitted by Respondent that expand or differ from these specifications.

Respondents submitting alternate Proposals should (i) clearly identify any exceptions taken to the Specifications set forth in this RFP and (ii) include a detailed description of the alternative(s) proposed. The Respondent may suggest additions to the specifications set forth in this RFP, and all such suggestions must be clearly defined. Alternate Proposals should be submitted as attachments to the Proposal. Alternate Proposals shall meet the same mandatory requirements and shall be in the same format as the Proposal’s base format.

Rev. January 1, 2026 Page 5 of 19

SECTION 2

PROPOSAL REQUIREMENTS

2.1 Proposal Submittal Requirements

2.1.1 By submitting a Proposal, the Respondent certifies an understanding of this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the Goods or Services to be provided, and the conditions under which the Goods or Services are to be performed. The Respondent also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. If selected for an award by TTU, the Respondent will notify TTU immediately of any material change in any matters about which the Respondent has made a statement or representation or provided information.

Respondents are cautioned to read the information contained in this RFP carefully and to submit a complete Proposal to all requirements and questions as directed.

2.1.2 Submittal Instructions for TechBid Proposals

TTU requires that all Proposals be submitted in the TechBid system at (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech).

Respondents must submit Proposals online no later than the date and time indicated in the Schedule of Events. TTU recommends that the Respondent submit the Proposal at least twenty-four (24) hours before the submission deadline to accommodate any technical issues. If the Respondent encounters ANY issues with submitting a Response, the Respondent must contact the Primary Contact before the deadline.

In order to be considered responsive, the following items must be submitted in TechBid:

i. Respondent’s Response Form

ii. VETHUB Forms

iii. Signed Affirmation and Conflict of Interest

Rev. January 1, 2026 Page 6 of 19

SECTION 3

EVALUATION PROCEDURES

3.1 Evaluation Process

TTU will utilize a Contract Review Team (“CRT”) the evaluation of the responses to this RFP. All Contracts will be awarded based on the Proposal judged to be in the best interest of TTU, and the judgment in this regard shall be considered final. Any Contract resulting from this Solicitation shall be awarded to the Respondent or multiple Respondents providing the Best Value to TTU.

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

3.1.1 The purchase price;

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

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

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

3.1.5 The Contractor’s past relationship with TTU;

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

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

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

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

3.1.9 The use of material in construction or repair to real property that is not proprietary to a single vendor unless TTU provides written justification in the request for bids for use of the unique material specified.

3.2 Respondent’s Acceptance of Evaluation Methodology

Submission of a Proposal indicates the Respondent’s acceptance of the evaluation method and the Respondent’s recognition that subjective judgments must be made by the CRT and TTU leadership during the awarding of evaluation criteria points.

3.3 Evaluation Method

The CRT, appointed by the Primary Contact will evaluate the Proposals and make a recommendation to the Assistant Vice President and Chief Procurement Officer. Evaluations will be made based upon the submitted Proposal, clarification, questions and answers, the Best and Final Offer, references, past performance, and any presentation given.

Proposals must first be reviewed by the Primary Contact to verify that they are responsive and meet any minimum requirements. The evaluation of responsive Proposals shall then be completed by the CRT, which will determine the ranking of Proposals based on the evaluation criteria. Proposals will be evaluated strictly in accordance with the requirements set forth in this Solicitation, including any addenda or interpretations that are issued. Respondents are strictly prohibited from contacting any CRT members during the process.

The evaluation of Proposals will include consideration of responses to the list of criteria. Respondents must specifically address all criteria in their Proposal. Any deviations or exceptions to the specifications or requirements, including any contract terms, must be described and justified in a transmittal letter. Failure to list such exceptions or deviations in the transmittal letter may be considered sufficient reason to reject the Proposal.

TTU will evaluate Proposals as submitted and will not notify Respondents of deficiencies in their responses. The Contract awards and non-awards will not be notified until a fully executed Contract(s) is complete.

A Proposal may be rejected if it is conditional or incomplete in the judgment of TTU.

3.4 Evaluation Criteria and Weights

Rev. January 1, 2026 Page 7 of 19

Each Proposal shall be evaluated on the ability to meet TTU’s requirements in the RFP and provide the Best Value to TTU. The Proposal shall be awarded points based on each of the following evaluation criteria.

The evaluation will be based on the following:

Evaluation Criteria Points

Allowed

Criteria 1: Project Approach & Methodology

Evaluate the Respondent's understanding of TTU's objectives and the quality of the proposed approach for conducting the assessment.

• Understanding of operational, technology, and organizational challenges in higher education

• Approach to stakeholder engagement and change management

• Process mapping and business process review methodology

• Technology portfolio assessment methodology

• Salesforce assessment approach

• Benchmarking methodology

• Quality of implementation planning and prioritization framework

• Use of data analytics and evidence-based recommendations

30%

Criteria 2: Qualifications & Relevant Experience Assess the Respondent's experience performing similar engagements.

• Experience with large, complex organizations

• Business process reengineering expertise

• Organizational effectiveness assessments

• Technology and software portfolio rationalization projects

• Salesforce consulting experience

• Demonstrated results and measurable outcomes from similar projects

• Client references

25%

Criteria 3: Cost / Value

Evaluate whether the proposed cost is reasonable, transparent, and aligned with the level of effort required to successfully complete the project.

• Total project cost

• Identification of optional services or additional costs

• Alignment of resources with scope

• Value-added services

• Knowledge transfer to TTU staff

• Long-term benefit of recommendations

20%

Criteria 4: Project Team

Evaluate the qualifications of the proposed team.

• Experience of project leadership

• Subject matter expertise

• Salesforce expertise and certifications

• Business process improvement expertise

15%

Rev. January 1, 2026 Page 8 of 19

• Availability and commitment of proposed staff

• Team structure and governance

• Demonstrated independence from software vendors

• Objectivity in technology assessments

Criteria 5: Deliverables & Implementation Roadmap

Assess the quality and practicality of proposed deliverables.

• Current state assessment approach

• Future state design methodology

• Benchmarking deliverables

• Software rationalization analysis

• Executive reporting capabilities

• Implementation roadmap with prioritization

• Identification of measurable outcomes and KPIs

10%

TOTAL 100%

3.5 Scoring Methodology

Each CRT Voting Member will evaluate the Proposals utilizing the Evaluation Criteria identified in Section 3.4 and will assign each criterion a subjective score of 0 -10, with 10 being the highest. This score is multiplied by the criterion’s weight, which will produce a weighted value for the criteria. The weighted values for all criteria will be summed up and then ranked to determine a high-to-low Respondent ranking. The ranking may be used to determine an initial pool of Respondents who will be invited for presentations or to inform a final award determination for one or more Respondents.

3.6 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 TTU. This includes online research, references, presentations, Best and Final Offers, and other information gained during the process.

3.7 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Respondents may be invited to participate in oral presentations. Oral presentations and interviews are an option of the Contract Review Team and may or may not be conducted; therefore, Proposals must be complete when submitted. Presentations may only be requested from the top-selected Respondents from the initial evaluation process. Upon completion of the oral presentations, the CRT may reevaluate the Respondents based on the new information.

3.8 Negotiations and Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the Respondents, but will be afforded sufficient security to preclude disclosure of the Proposal contents, including prices or other information, prior to award. After the Proposal Opening, an Award may be made based on the Proposals initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Respondents or, at TTU’s sole option and discretion, TTU may discuss or negotiate all elements of the Proposal with selected Respondents representing a competitive range. For Negotiation purposes, a competitive range of acceptable Proposals may be established, comprising the highest-rated Proposals based on the evaluation criteria. TTU may also negotiate additional Goods and/or Services during the Negotiation process if deemed in TTU’s best interest. TTU will award the Contract or multiple Contracts to the responsible and responsive Respondent(s) whose Proposal(s) is/are determined to be the most advantageous to TTU, considering the evaluation factors outlined in this RFP.

Rev. January 1, 2026 Page 9 of 19

3.8 Best and Final Offer

When deemed appropriate by the Contract Review Team, after the submission of Proposals but before the final selection of the successful Proposal(s), TTU may permit Respondents to revise their Proposals in order for TTU to obtain a best and final offer. TTU is not bound to accept the best and final offer if it does not represent the Best Value to TTU as determined by the Contract Review Team. Upon review of the Best and Final Offers, the CRT may reevaluate the Respondents based on the new information.

3.9 Protest Procedures

Any actual or prospective Respondent who believes they have been aggrieved in connection with the Solicitation, evaluation, or Award of a Contract may formally protest to the Assistant Vice President and Chief Procurement Officer.

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

3.10 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, specifications (if applicable), and a written Contract (if applicable). When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents.

3.11 Not Exclusive

The Respondent acknowledges and agrees that the Contract with TTU is non-exclusive and TTU has the right to engage with other Respondents for similar or identical scopes of work, and to purchase similar or identical Services from other Respondents. Any term or provision in the Respondent’s terms indicating the Contract is exclusive is expressly rejected and is null and void.

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

Rev. January 1, 2026 Page 10 of 19

SECTION 4

ADMINISTRATIVE REQUIREMENTS

4.1 Primary Contact ("Primary Contact")

Lauren Barta lauren.barta@ttu.edu

Texas Tech University

TTU Plaza Suite # 408

Box 41094

Lubbock, TX 79409-1094

4.1.1 All communication relating to this RFP must be submitted in writing by the date indicated in the Schedule of

Events. Questions and Addenda issued related to the RFP, if any, will be posted on the TechBid website.

Only those replies to questions made by formal written Addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. Note: It is the responsibility of the Respondent to review

TechBid for any Addenda posted. For any TechBid system issues, please email lauren.barta@ttu.edu.

Questions must be emailed or submitted in writing to the TTU Primary Contact.

4.1.2 Except as provided in this RFP (e.g., designated Primary Contact) and as otherwise necessary for the conduct of existing TTU business operations, Respondents are expressly and absolutely prohibited from engaging in communications with TTU personnel who are involved in any manner in the drafting of the RFP, in the review or evaluation of the Proposals, in the selection of a Contractor, Negotiation, or formalization of a Contract. If any Respondent engages in conduct or communications that TTU determines is contrary to the prohibitions outlined in this section, TTU may, at its sole discretion, disqualify the Respondent and remove the Proposal from consideration.

4.2 Event Information

4.2.1 Schedule of Events

TTU intends to follow the timeline below for evaluating, negotiating, and issuing a Contract:

Schedule of Events

Event Date Time Notes

Deadline for Submission of Written Questions

September 4, 2026

1:00 PM

Central

TTU will collect all questions and respond after the Submission Deadline through an Addendum to the RFP, which will be distributed via the TechBid System.

Proposal Due Date September 23, 2026

4:00 PM

Central

Online Proposal Opening September 23, 2026

4:00 PM

Central

* All dates are tentative and subject to change.

mailto:lauren.barta@ttu.edu

Rev. January 1, 2026 Page 11 of 19

4.2.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFP.

Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting on the date and time shown in the

Schedule of Events. At this time, the names of the Respondents will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting.

4.2.3

For convenience, Respondents may request a list of Proposals received by contacting the TTU Primary

Contact after the opening. All submitted Proposals become the property of TTU after the RFP submission deadline and will not be returned.

In the event of a change in the time, date, access information, or location of the Proposal Opening, notification will be provided via an Addendum to the RFP and distributed through the TechBid System.

4.3 References

The Respondent must submit a list of five (5) applicable clients and contact information for whom similar Goods and

Services have been provided. These clients will be contacted by TTU, and the information received will be used during the evaluation and assessment of the Respondent's performance.

4.4 Licenses

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

4.5 Term of Award

The term for the awarded Contract under this RFP is anticipated to begin the date of the last signature and to expire upon completion of the Services. The parties may negotiate and mutually agree on an alternate term.

In accordance with Regents' Rule 07.12, any resulting Contract will require a termination without-cause provision of one hundred and eighty (180) days or less, or the Contract may not exceed five (5) year’s total term with renewals.

4.6 Veteran Heroes United in Business ("VetHUB") Firms

TTU endeavors to promote full and equal opportunity for businesses to supply TTU with Services necessary to support TTU's educational mission. In this regard, TTU commits to selecting Respondents in accordance with (i)

TTU needs, (ii) TTU resources, (iii) guidelines established by the Texas legislature and Texas Procurement and

Support Services ("TPASS"), and (iv) TTU Operating Policies and Procedures for contracting with VetHUBs.

Respondents shall provide TTU full access to documentation relating to the VetHUB program and any VetHUB

Subcontracting Plan. Failure to comply with any provision of the State or TTU's VetHUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

TTU is relying upon Respondent's expertise to fully identify subcontracting opportunities that best align with the

TTU organization and this RFP. Respondents who intend to subcontract are responsible for identifying all areas that will be subcontracted.

Rev. January 1, 2026 Page 12 of 19

State of Texas Subcontracting Plans, when applicable and requested in writing by TTU, must comply with Texas

Government Code 2161, including any amendments or alterations in place at the time of any request for a

Subcontracting Plan. For more information, please visit the VetHUB Resources page provided by the Texas

Comptroller of Public Accounts. For additional questions or guidance related to the State of Texas Subcontracting

Plan, please email strategic.acquisitions@ttu.edu.

4.7 Right to Modify, Rescind, or Revoke the RFP

TTU reserves the right to modify, revoke, or cancel this RFP in whole or in part at any time before the date on which

TTU executes a Contract with the selected Respondent(s).

4.8 Rights of Review and Award

TTU reserves the right to accept or reject any and all Proposals or any part of a Proposal and waive informalities, technical defects, and minor irregularities in the Proposals received. Further, TTU reserves the right to make a single award, split awards, make multiple awards, or make no award, whichever is in the best interest of TTU. This RFP does not commit TTU to select a Respondent or to award a Contract to any Respondent.

TTU reserves the right to reissue this RFP to solicit additional competitive Proposals. If TTU reissues this RFP, any

Respondent who has submitted a Proposal, may elect to resubmit the original Proposal.

A Proposal consisting of only alternate Goods or Services (i.e., a Proposal that offers Goods or Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TTU and is subject to rejection. TTU shall reject a Proposal if the financial Proposal was not arrived at independently, without collusion, consultation, communication, or agreement with any other potential Respondent on any matter relating to such prices. Proposals that are qualified with conditional clauses, revised clauses, alterations, or items not called for in the RFP, or irregularities of any kind, are subject to disqualification by TTU, at its option, regardless of the time of detection. TTU shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or

Contract , and termination may result in debarment of the Contractor from future TTU Solicitations.

TTU reserves the right to evaluate Proposals against any governmental agency, institution of higher education, or purchasing cooperative contract to determine Best Value.

4.9 Signature and Certification of Respondent

The Proposal must be signed and dated by a representative of the Respondent who is legally authorized to bind the

Respondent to the terms and conditions contained in this RFP and can ensure compliance with the terms of the submitted Proposal. Each Respondent submitting a Proposal certifies to (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the

Affirmation and Conflict of Interest to bind the Respondent. Proposals submitted without the required signature will be disqualified.

4.10 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents’ Rules, and

TTU Operating Policies and Procedures

By submitting a Proposal, the Respondent agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTU. TTU

Operating Policies and Procedures may be accessed at http://www.depts.ttu.edu/opmanual/, and TTU System

Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTU System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

4.11 Compliance with RFP Requirements

https://comptroller.texas.gov/purchasing/vendor/hub/resources.php mailto:strategic.acquisitions@ttu.edu http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php

Rev. January 1, 2026 Page 13 of 19

By submitting a Proposal and by signing the Affirmation and Conflict of Interest, the Respondent agrees to be bound by the requirements set forth in this RFP, TTU’s General Terms and Conditions contained in the RFP, as well as the

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

4.12 Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Assistant Vice President and Chief Procurement Officer, or their designee, each Respondent agrees to and shall be bound by the information and documentation provided with the

Proposal, including prices quoted for Goods or Services. Proposals shall be valid for TTU’s acceptance until the award of the Contract(s) to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall be incorporated into the executed Contract and remain valid for the duration of the Contract.

4.13 Use and Disclosure of Information

Respondents acknowledge that TTU is an agency of the State of Texas and is therefore required to comply with the

Texas Public Information Act Texas Government Code Chapter 552. If a Proposal includes proprietary data, trade secrets, or information the Respondent wishes to except from public disclosure, then the Respondent must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL –

PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Respondent as proprietary will be used by TTU only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Respondent or Respondents pursuant to the RFP process, and (c) Negotiation and execution of a

Contract, if any, with the Respondent(s) selected.

If the Respondent marks the entire Proposal or substantive portions of the Proposal as confidential, TTU, in its sole discretion, may declare the Proposal non-responsive and reject it.

By submitting a Proposal, the Respondent grants a limited license to reproduce the Proposal to conduct an evaluation and to comply with any legal requirement, including, but not limited to, the Texas Public Information Act and Texas

Legislative Budget Board requirements.

TTU reserves the right to contact references or contact names listed below and shall be free from any liability to

Respondent for conducting such inquiry.

4.14 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Respondent under this RFP based upon any awarded Contract. The

Respondent should also note that TTU may procure Goods or Services for itself or on behalf of any TTU System component institution. When submitting a Proposal in response to this RFP, the Respondent should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of TTUS, its other component institutions, and other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

4.15 E-commerce

TTU utilizes the Jaggaer e-commerce platform to issue purchase orders and process invoices. The Respondent agrees to comply with any TTU requirements for participating in electronic commerce.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

Rev. January 1, 2026 Page 14 of 19

4.16 Withdrawal or Modification

No Proposal may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Assistant Vice President and

Chief Procurement Officer. However, a Proposal may be withdrawn and resubmitted at any time prior to the set time for

Proposal receipt. Modifications will be allowed on the TechBid website until the deadline for Proposal submittals. No

Proposal may be withdrawn after the submittal deadline without approval by TTU, which shall be based on the

Respondent’s submittal in writing of a reason acceptable to TTU.

4.17 Risk of Loss, Damage, or Delay

Respondent acknowledges and agrees to release and hold harmless TTU, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Proposal to

Procurement Services at TTU, as detailed in this RFP.

4.18 Digital Signature

Respondents must sign documents and correspondence using software approved by the TTU. To be approved by

TTU, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic

Transaction Act (UETA), (2) utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following three are specifically approved: Adobe Sign and DocuSign. TTU utilizes Adobe Sign for its signature process.

4.19 Respondent Registration

If the Respondent is not already established in PaymentWorks as a TTU Vendor, the Respondent will be required to register through TTU’s PaymentWorks system. Any modification to the Respondent’s address, tax identification number, or banking information must be made through PaymentWorks for security purposes.

4.20 Insurance Requirements

Consistent with its status as an independent contractor, Respondent will carry and cause its Subcontractors to obtain and maintain at least the following insurance, with companies authorized to do business in Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code.

TTU in no way warrants that these limits are sufficient to protect the Respondent from liabilities that might arise out of the performance of the Scope of Work. The Respondent will assess its own risks and, if it deems appropriate or prudent, maintain higher limits or broader coverages. The Respondent is not relieved of any liability or other obligations assumed by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded plans that TTU maintains.

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

Type of Coverage Limits of Liability

Workers' Compensation (Coverage A) Statutory

Employer’s Liability (Coverage B) $1,000,000

Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

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

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000 http://www.texas-statutes.com/insurance-code

Rev. January 1, 2026 Page 15 of 19

f. Medical Payments (any one person) $5,000

Automobile Liability (covering leased, hired, non-owned, and employee non-owned vehicles)

Bodily Injury/Property Damage (each accident) $1,000,000

Personal Injury Protection Statutory

NOTE: An umbrella policy may be used to reach required limits.

4.20.2 Commercial General Liability (“CGL”) must include coverage for liability arising from Goods or Services-completed operations and liability assumed under an insured Contract.

i. If the CGL insurance has a general aggregate limit, then ISO endorsement CG 25 04 (03/97 Edition) or its equivalent must be added. The Designated Location(s) General Aggregate Limit must be maintained for the duration of the Contract, and the limit must be twice the minimum required occurrence limit.

ii. Respondent will name TTU, and its Board of Regents, officers, employees, agents, and volunteers as

Additional Insureds on ISO endorsement CG 20 26 or its equivalent. The policy shall include ISO endorsement CG 20 01 04 13.

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

4.20.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTU. With the exception of the Workers'

Compensation policy, TTU must be an additional insured on all policies.

4.20.4 Certificates of Coverage

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, or upon renewal of the policies, Respondent shall furnish Procurement Services with certificates of insurance in a form acceptable to TTU, certifying that the

Respondent carries the required insurance policies and coverage. The certificates shall be sent to Procurement

Services at procurement.insurance@ttu.edu. Failure of TTU to request such certificates does not eliminate the requirement for the Respondent to maintain the required coverage.

4.20.5 Notification of Cancellation

The Respondent will endeavor to notify Procurement Services thirty (30) days before any material change or cancellation of any insurance policy. In the event the Contractor receives notice of modification or cancellation of any policy required under a Contract, the Respondent shall obtain a policy of insurance affording the required coverage from an insurance carrier acceptable to TTU prior to the effective date of the modification or cancellation of the policy. If the Respondent fails to obtain such an insurance policy, TTU may immediately terminate the Contract after providing the Respondent with notice of such termination.

4.21 Compensation and Fees

4.21.1 Provide a detailed compensation schedule for the Goods provided or Services to be performed in response to this RFP. Proposed pricing will apply to every TTU department requesting Goods or Services and cannot be limited to select departments. Respondent(s) shall submit a schedule that clearly details the various compensation amounts and fees that will apply if the Respondent is awarded a Contract with TTU. TTU will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the mailto:procurement.insurance@ttu.edu

Rev. January 1, 2026 Page 16 of 19 fully executed Contract.

4.21.2 In addition to the financial offers, please propose a financial commitment to assist TTU. Options may include a signing bonus, scholarships, sponsorship internships, commitment to hire TTU graduates, or a (%) percentage rebate. All offers are subject to TTU approval and Operating Policies and Procedures.

4.22 Invoicing and Payment

4.22.1 Respondent(s) shall submit invoices by electronic means to TTU Payment Strategies

(payment.strategies@ttu.edu) and provide support for allocation of premium to the components as may be required.

4.22.2 Invoices will be paid net thirty (30) days in compliance with Texas laws. All invoices must reference a valid

TTU Purchase Order, or the invoice will be returned as non-compliant. No commitment for Goods or

Services is valid without a TTU Purchase Order.

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

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

i. Automated Clearing House (“ACH”) transaction

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

* If TTU is making payment on funds appropriated by the State of Texas, the payment term is net thirty (30) as required by law. TTU will submit an electronic check remittance to the email address on record for all ACH and SUA payments.

mailto:payment.services@ttu.edu

Rev. January 1, 2026 Page 17 of 19

APPENDIX A

DEFINITIONS

Addendum: A written change, addition, alteration, correction, or revision to a Solicitation document or a Contract.

Amendment: An agreed addition to, deletion from, correction, or modification of a Contract signed by all authorized parties. An Amendment may include renewal or extension of a Contract.

Assignment: An authorized legal transfer of contractual rights from one party to another party.

Award: The act of accepting a Bid, Proposal, or Offer, thereby resulting in a Contract or Purchase Order between TTU and the Contractor.

Best Value: The factors to be considered in determining the best overall value for TTU per Texas Education Code §51.9335(b).

Comptroller: The Texas Comptroller of Public Accounts.

Conflict of Interest: A Conflict of Interest refers to a situation in which an employee's financial, professional, or other personal considerations may directly or indirectly affect, or have the appearance of influencing, the TTU employee's judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to TTU (see TTU OP 10.20).

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

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

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

Contract Administration: Following the contract award, the TTU requesting department-level actions to oversee full compliance with all the terms and conditions contained within a Contract.

Contract Administrator: The Contract Administrator is the department-level individual responsible for adherence to all provisions contained within a Contract and for managing the performance of the Contract.

Contract Close-out: The process conducted upon completion of the Contract during which the Contract Administrator confirms and documents compliance with the terms and conditions of the Contract, final deliverables are received, and outstanding payments are processed.

Contract Management: The complete contract process from planning through Contract close-out.

Contract Review Team: A team comprised of such members as the Contract Manager, the Contract Administrator, and, as needed, cross-functional members such as subject matter experts, information technology, risk management, legal, and price/cost analysts. The size and the members of the team are dependent on the nature and complexity of the project.

Contractor: An entity or individual contracted to provide Goods or Services to TTU. For this RFP, Contractor is used interchangeably with the term “Respondent.” In some instances, the Contractor may be referred to as the supplier.

Fiscal Year (“FY”): The twelve (12) month period starting September 1 and closing on August 31 that is consistent with the State’s annual budget.

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

Rev. January 1, 2026 Page 18 of 19

Goods: Includes salable or usable items such as supplies, materials, merchandise, consumables, commodities, solutions, manufactured items, or equipment. Goods do not include Services or real property.

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

Originating Department: The TTU department from which a Solicitation or Procurement request originates and is responsible for the Contract Administration.

Procurement (“Procure”): Purchasing, renting, leasing, or otherwise acquiring any Goods or Services, including all functions that pertain to the acquisition through Contract Close-out.

Proposal: A Response to a Request for Proposals (“RFP”), and is intended to be used as a basis to negotiate a Contract award.

Proposal Opening: The public opening of Proposals, in which the names of the Respondents to a Solicitation are publicly read and recorded. No prices are divulged at a Proposal Opening as these types of Solicitations are subject to Negotiations.

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

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

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

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

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

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

Responsive: The Respondent has complied with all material aspects of the Solicitation, including submission of all required documents in accordance with the Specifications.

Scope of Work (or “SOW”): A detailed, written description of the conceptual requirements contained within the Specifications.

Scoring Matrix: A chart used to document the evaluation criteria of a Proposal.

Service(s): The furnishing of labor, time, and effort by a Contractor or auxiliary enterprise, including a construction project, which may involve, to a lesser degree, the delivery or supply of Goods.

Solicitation: A method or process used to obtain Responses for the purpose of gathering information or entering a Contract.

Solicitation Conference: A meeting chaired by the Procurement Services Office designed to help potential Respondents understand the requirements of a Solicitation. It may also be known as a Pre-proposal Conference.

Specification(s): Description of the requirements for Goods or Services, including the Scope of Work, to be fulfilled by a Contractor.

http://www.texastech.edu/board-of-regents/regents-rules.php

Rev. January 1, 2026 Page 19 of 19

State: The State of Texas.

Statute: A law enacted by a legislature.

Subcontractor: An individual or business entity retained by a Contractor to perform part of a Contractor’s duties under a Contract.

TTUS: The Texas Tech University System shall include the component institutions Texas Tech University, Texas Tech University Health Sciences Center, Texas Tech University Health Sciences Center El Paso, Angelo State University, and Midwestern State University.

TechBid: TTU’s online system, Procurement notification, and submittal system.

Vendor (Contractor) Debarment: The status of any Vendor debarred from conducting business with TTU by either the Texas Comptroller or the federal government. Debarment protects the State from risks associated with awarding Contracts to Contractors who have exhibited an inability or unwillingness to fulfill contractual requirements or who have displayed improper conduct. Debarment may include a Contractor’s successors-in-interest. Debarment does not relieve the Contractor from responsibility for fulfilling existing obligations.