ESBD_554319_1787948738912_Submission Instructions - 721-27005.pdf

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Require ment

Instructi ons

Execution of Offer Form (signature required)

File Type:

PDF

(.pdf)

Multiple Required

Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

Data Type:

Text

N/A Optional

Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated.

Respondent(s) submit responses at their own risk and expense.

Data Type:

Text

N/A Optional

Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by

Data Type:

Text

N/A Optional

Instructi ons university, at its option.

Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

Data Type:

Text

N/A Optional

University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest.

Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

Data Type:

Text

N/A Optional

Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the comment section of the table provided.

Data Type:

Text

N/A Optional

Failure to comply with the requirements contained in this solicitation may result in the rejection of your response.

Data Type:

Text

Detailed Pricing Per Phase - BidTable 1 BidTable: N/A Required You will

Instructi ons

(BT-69AR) Datatable need to complete the BidTable online in the browser.

The BidTable can be filled any time during your submissio n.

Please note that BidTables may take a significant amount of time to prepare.

Pricing for Optional Services (SOW section 4.6.6.4) (BT-15TJ)

BidTable:

Datatable N/A Required

You will need to complete the BidTable online in the browser.

The BidTable can be filled any time during

Instructi ons your submissio n.

Please note that BidTables may take a significant amount of time to prepare.

Total Cost of Proposed Services Data Type:

Currency

N/A Required

Multiple Awards: University reserves the right to make multiple awards against this

RFP.

Data Type:

Text

N/A Optional

Does Respondent accept all terms and conditions in the solicitation and Attachment Two without exceptions?

Data Type:

Yes/No

N/A Required

If Proposer takes exception to any terms or conditions set forth in the Agreement (ref. Attachment Two), Proposer must submit a red-lined version of Attachment Two and a detailed list of reasons for the exceptions as part of its proposal.

File Type:

Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, Multiple Required

Instructi ons

.word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

Renewal Pricing File Type:

PDF

(.pdf)

Multiple Required

Response must be signed by Respondent’s company official(s) authorized to commit such response.

Failure to sign and return these forms may subject your response to disqualification.

Data Type:

Text

N/A Optional

Response to this solicitation must include a response to the requirements set forth in Bonfire.

Data Type:

Text

N/A Optional

Response must be typed on letter-size (8- 1/2” x 11”) paper. University requests that responses be submitted in an organized electronic fashion resembling a binder format to include section tabs as further defined below. Preprinted electronic material should be referenced in the response and included as labeled attachments. Sections should be divided by tabs for ease of reference.

Data Type:

Text

N/A Optional

Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement.

Electronic response files should clearly

Data Type:

Instructi ons indicate the company name on the file.

Respondents shall upload files individually and not upload folders. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on the project detail page in advance before the Submittal Deadline. Any Response received after the specified time and date noted on the project details page will not be considered under any circumstance.

University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive responses will not be considered.

Higher education digital strategy and UX Data Type:

Text

N/A Optional

Large-scale university website ecosystems

Data Type:

Text

N/A Optional

Modern web and interaction design Data Type:

Text

N/A Optional

Building production Drupal websites and component-based implementation

Data Type:

Text

N/A Optional

Accessibility and inclusive design Data Type:

Text

N/A Optional

Design systems and component libraries Data Type:

Instructi ons

Dynamic and integrated digital experiences

Data Type:

Text

N/A Optional

Search optimization and discoverability strategy

Data Type:

Text

N/A Optional

Semantic and AI-enhanced search/discovery approaches

Data Type:

Text

N/A Optional

Collaborative work with internal development teams

Data Type:

Text

N/A Optional

Managing complex stakeholder environments

Data Type:

Text

N/A Optional

Description of Discounts Data Type:

Text

N/A Optional

Upload of Discounts File Type:

PDF

(.pdf)

Multiple Required

Response: Cover Letter File Type:

PDF

(.pdf)

Multiple Required

By signing the Execution of Offer (APPENDIX ONE), Proposer agrees to comply with Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form

Data Type:

Instructi ons promulgated by TEC and set forth in ATTACHMENT EIGHT. Proposer may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/F AQs/FAQ_Form1295.php.

Appendix One - Execution of Offer File Type:

PDF

(.pdf)

Multiple Required

Acknowledgement of receipt of all addenda issued for this RFP.

Data Type:

Yes/No

N/A Required

Price List and Description of Additional/Related Services

File Type:

PDF

(.pdf)

Multiple Required

Discovery and Strategic Planning Data Type:

Text

N/A Optional

Information Architecture and UX Strategy Data Type:

Text

N/A Optional

Visual Design and Design System Development

Data Type:

Text

N/A Optional

Functional and Technical Planning Data Type:

Text

N/A Optional

Development Collaboration and Data Type:

Instructi ons

Implementation Support Text

QA, Accessibility, and Technical Validation

Data Type:

Text

N/A Optional

Prompt Payment Discount

Data Type:

Percenta ge

N/A Required

Please indicate that you will accept payment under the SUA Program.

Data Type:

Yes/No

N/A Required

Response: Qualifications, Abilities, and Reputation

File Type:

Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

Instructi ons

Response: Comparable Project Experience

File Type:

PDF

(.pdf)

Multiple Required

Response: Curated Portfolio File Type:

PDF

(.pdf)

Multiple Required

Is the Respondent identifying a GPO contract for this solicitation?

Data Type:

Yes/No

N/A Required

Cooperative Contract Name Data Type:

Text

N/A Optional

Cooperative Contract Number Data Type:

Text

N/A Optional

Cooperative Contract Term Data Type:

Text

N/A Optional

Cooperative Contract Website Link Data Type:

Text

N/A Optional

Response: Quality of Proposed Services

File Type:

Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, Instructi ons

.dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

Response: Proposed Approach and Timeline

File Type:

PDF

(.pdf)

Multiple Required

Response: Implementation Artifact Sample

File Type:

PDF

(.pdf)

Multiple Required

Response: Projects We Admire File Type:

PDF

(.pdf)

Multiple Required

Response: Ability to Meet University’s Needs

File Type:

Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, .bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, Instructi ons

.dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

Provide Contractor with details of specific equipment and service needs along with designated point(s) of contact to facilitate Services.

Data Type:

Text

N/A Optional

Respond to Contractor's inquiries in a timely manner.

Data Type:

Text

N/A Optional

Provide schedule(s), locations (s), security and building access, etc. needed to facilitate Services.

Data Type:

Text

N/A Optional

Perform all production implementation of the Phase 2 website

Data Type:

Text

N/A Optional

Coordinate participation of University stakeholders for interviews, workshops, reviews, testing activities, and feedback sessions.

Data Type:

Text

N/A Optional

Designate project sponsors, project managers, and key stakeholder representatives authorized to provide project direction, feedback, and deliverable approvals.

Data Type:

Text

N/A Optional

Provide reasonable access to available documentation, analytics, technical information, existing website assets, branding standards, and other materials

Data Type:

Instructi ons necessary for Contractor performance.

Retain responsibility for content creation, content maintenance, content approval, and content migration activities unless otherwise authorized by the University.

Data Type:

Text

N/A Optional

Provide information regarding the existing Drupal environment, integrations, hosting architecture, and related technical constraints reasonably necessary to support planning and design activities.

Data Type:

Text

N/A Optional

Review project deliverables and provide consolidated feedback within mutually agreed review periods to support project schedule adherence.

Data Type:

Text

N/A Optional

Retain sole authority regarding implementation priorities, deployment decisions, future enhancements, and acceptance of recommendations developed through the engagement.

Data Type:

Text

N/A Optional

Response: Pricing and Delivery Schedule File Type:

PDF

(.pdf)

Multiple Required

Cancellation Policy File Type:

PDF

(.pdf)

Multiple Required

Indicate if cancellation fees will be assessed.

Data Type:

Yes/No

N/A Required

Response: Staffing Resources and Past Business Relationship Strength with the University

File Type:

Any (.csv, .pdf, .xls, .xlsx, .ppt, .pptx, Instructi ons

.bmp, .gif, .jpeg, .jpg, .jpe, .png, .tiff, .tif, .txt, .text, .rtf, .doc, .docx, .dot, .dotx, .word, .dwg, .dwf, .dxf, .mp3, .wav, .avi, .mov, .mp4, .mpeg, .wmv, .zip)

Work is dependent upon the needs of the clients; this may include evenings, weekends, and holidays.

Data Type:

Text

N/A Optional

Compensation for all increased number of hours shall be based at the same hourly rate in executed contract. University will notify Contractor at least 24 hours' notice to reduce Services.

Data Type:

Text

N/A Optional

Aside from seasonal temporary closings, University is open year-round. Reference https://hr.utexas.edu/current/leave/holiday s for holiday schedule.

Data Type:

Text

N/A Optional

Company and Financial Information Questionnaire (Q-57GT)

Question naire:

Excel (.xlsx)

1 Required

You will need to fill out the provided Response Template

Instructi ons for this Question naire. The Response Template can be download ed from the project listing on the Bonfire portal.

Contractor must respond to any concern or complaint regarding the Services or Equipment within 24 hours.

Data Type:

Text

N/A Optional

Contractor must provide a contingency plan (at no cost to the University) to address staffing, weather, equipment deemed by the University to be inadequate or inappropriate, and/or other unforeseen circumstances.

Data Type:

Text

N/A Optional

University may require changes based on dynamic programmatic needs and will bear the financial responsibility for those changes and adaptations.

Data Type:

Text

N/A Optional

In the event changes are required in Production Management Services due to changes in personnel, Contractor shall notify the University in writing and provide qualification of any new Production Manager.

Data Type:

Text

N/A Optional

University will have the right to review, approve, and remove Contractor personnel during the term of the

Data Type:

Instructi ons

Agreement. University may evaluate any Contractor team members and request new team members.

The University does not anticipate that travel to the UT Austin campus will be required for this project. Respondent must discuss and receive approval of University for any travel to UT Austin Campus before traveling. If travel is agreed upon by both parties, University may reimburse the Contractor for reasonable and pre-approved expenses incurred directly and solely in support of the Work.

Reimbursable expenses may include meals, rental car or mileage, coach-class airfare, and lodging.

Data Type:

Text

N/A Optional

All reimbursements will be subject to the then-current Travel Reimbursement Rates established by the Texas Comptroller of Public Accounts (https://fmx.cpa.texas.gov/fmx/travel/textr avel/rates/current.php). The University will not reimburse expenses that are prohibited or that exceed allowable amounts under these rates.

Data Type:

Text

N/A Optional

As a condition of reimbursement, the Contractor must submit receipts, invoices, and any additional documentation requested by the University.

Data Type:

Text

N/A Optional

Parking permits are required at all times for vehicles parking on campus. University will not pay for parking. It will be the responsibility of the Contractor’s employee to obtain the appropriate parking permits for the vehicles brought on campus. Contractor’s employee will also be responsible for any parking violations that may occur while on

Data Type:

Instructi ons campus. For additional information, please reference the University’s Parking and Transportation Services (PTS) website (http://www.utexas.edu/parking).

Proposers must complete the Vendor Product Security Assessment as instructed on the attachment.

Data Type:

Yes/No

N/A Required

Proposers must acknowledge the requirements as listed on the attachment.

Data Type:

Yes/No

N/A Required

Response to EIR Specifications (Attachment Six)

File Type:

PDF

(.pdf)

Multiple Required

Response to Information Security Requirements and Questions (Attachment Seven)

File Type:

PDF

(.pdf)

Multiple Required

Lead discovery and strategy Data Type:

Text

N/A Optional

Design the site and design system Data Type:

Text

N/A Optional

Produce complete implementation-ready specifications

Data Type:

Text

N/A Optional

Provide technical advisory and design QA during the University’s build

Data Type:

Text

N/A Optional

Full content production, copywriting, content migration, or population of website content.

Data Type:

Instructi ons

Full website development, implementation, production deployment, or launch activities.

Data Type:

Text

N/A Optional

Long-term website hosting, maintenance, support, or managed services.

Data Type:

Text

N/A Optional

Redesign or redevelopment of individual department websites beyond strategic recommendations, information architecture considerations, and future-state planning.

Data Type:

Text

N/A Optional

Full implementation of AI chatbot, conversational assistant, generative AI, or AI-powered search solutions.

Data Type:

Text

N/A Optional

Procurement, licensing, purchase, or implementation of third-party software, tools, platforms, or subscriptions.

Data Type:

Text

N/A Optional

Procurement, licensing, configuration, or ongoing management of third-party AI platforms.

Data Type:

Text

N/A Optional

Enterprise AI governance implementation, policy development, or organizational change management activities.

Data Type:

Text

N/A Optional

Development of custom integrations with third-party systems, except for recommendations, requirements, specifications, and implementation guidance.

Data Type:

Text

N/A Optional

Production-ready development of Drupal themes, modules, components, or integrations beyond any reference examples or optional implementation support specifically requested by the

Data Type:

Instructi ons

University.

Ongoing SEO, digital marketing, paid advertising, or marketing campaign management services following completion of the engagement.

Data Type:

Text

N/A Optional

Execution & Upload of Proposal Schedule File Type:

PDF

(.pdf)

1 Required

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 920

Data Processing, Computer, Programming, And Software Services

NIGP 91548

Graphic Arts Services, Not Printing

NIGP 91551

Information Highway Electronic Services:

Internet, Ethernet, World Wide Web, Virtual Tours, Including Construction Renderings, etc.

NIGP 91596

Web Page Design, Management and Maintenance

Commodity Set Commodity Code Title Description

Services

NIGP 91807 Advertising Consulting

NIGP 91838 Education and Training Consulting

NIGP 91871

IT Consulting, (Not Otherwise Classified)

NIGP 92046

Software Updating and Upgrading

NIGP 92064

System Implementation and Engineering

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Euna Procurement Help Center.

https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot

Requested Questionnaires:

The Questionnaire Response Templates can be obtained at https://utexas.bonfirehub.com/opportunities/250679.

Please note that Questionnaires may take a significant amount of time to prepare.

Requested BidTables:

You will need to complete the BidTable online in the browser. The BidTable can be filled any time during your submission. Please note that BidTables may take a significant amount of time to prepare.

2. Upload your submission at:

https://utexas.bonfirehub.com/opportunities/250679

You will not be able to prepare a submission unless you submit 'Yes' for your Intent to Bid by Sep 28, 2026 12:00 PM CDT.

The Question period for this opportunity starts Aug 28, 2026 2:30 PM CDT. The Question period for this opportunity ends Sep 14, 2026 2:30 PM CDT. You will not be able to send messages after this time.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Sep 28, 2026 2:30 PM CDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

Need Help?

University of Texas at Austin uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us