ESBD_558661_1789075369283_RFP 781-7-CB-35 AdviseTX Hybrid.pdf

Request for Proposals (RFP)

Advise TX Hybrid Program:

College Advising GRACE Services and Case

Management

No. 781-7-CB-35

NIGP Code(s):

924-05 Advisory Services, Educational

Solicitation Post Date:

September 10, 2026

Written Questions Deadline: September 15, 2026, by 11:30 PM CT

Proposal Deadline: September 24, 2026, by 11:30 PM CT

Texas Higher Education Coordinating Board

1801 N. Congress Ave., Suite 12.200

Austin, Texas 78701

Proprietary Statement:

The issuing office believes that the requested items in this request for proposals may be proprietary to one vendor under Section 2155.067 of the Government Code; however, the issuing office strongly encourages offers from all qualified respondents that may be able to provide the requested items.

Financial Services Division

Contracts & Procurement

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Table of Contents

1. INTRODUCTION

1.1. OVERVIEW

1.2. AUTHORITY AND ATTACHMENTS

2. CONTRACT TERM

3. MINIMUM ELIGIBILITY AND EXPERIENCE REQUIREMENTS

3.1. EXPERIENCE AND COMPANY PROFILE

3.1.1. Minimum Experience

3.1.2. Company Profile

4. SCOPE OF WORK

4.1. SCOPE OF SERVICES REQUESTED

4.2. DELIVERABLES

4.2.1. IMPLEMENTATION RESOURCES

4.2.2. GRACE IMPLEMENTATION AND SYSTEM INTEGRATION

4.2.3. TRAINING AND ONBOARDING

4.2.4. MAINTENANCE AND SUPPORT

4.2.5. DEVELOPMENT AND DEPLOYMENT OF TEXAS-SPECIFIC MESSAGING

4.3. REPORTING

4.4. MEETINGS AND COMMUNICATION

4.5. ACCEPTANCE CRITERIA FOR SERVICES AND DELIVERABLES

4.6. CHANGE MANAGEMENT

4.7. ELECTRONIC AND INFORMATION RESOURCES (EIR) ACCESSIBILITY

5. PRICING AND PAYMENT TERMS

5.1. PRICING

5.2. PAYMENT TERMS AND AWARD SUMMARY

5.3. INVOICES

5.4 ADDING NEW SERVICES TO THE CONTRACT AFTER AWARD

6. PROPOSAL FORMAT AND CONTENT (REQUIRED)

6.1. PROPOSAL SUBMISSION REQUIREMENTS

6.2. PROPOSAL REQUIREMENTS

6.3. EXCEPTIONS TO RFP

6.4. RESPONDENT ASSUMPTIONS

6.5. BINDING OFFER

7. PROPOSAL DEADLINES AND SCHEDULE OF EVENTS

7.1. DUE DATE FOR PROPOSALS

7.2. CALENDAR OF EVENTS

7.3. POINT OF CONTACT

7.4. ADDITIONAL PERMITTED CONTACTS

7.5. WRITTEN QUESTIONS

7.5.1. Submission Requirements

7.5.2. Ambiguity, Conflict, or Discrepancy

7.6. PROHIBITED COMMUNICATIONS

8. PROPOSAL EVALUATION AND AWARD

8.1. COMPLIANCE WITH STATE LAW

8.2. PROPOSAL EVALUATION CRITERIA

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8.3. DEMONSTRATIONS / ORAL PRESENTATIONS

8.4. ADDITIONAL SELECTION CONSIDERATIONS AND BEST VALUE DETERMINATION

8.5. AWARD NOTICE

9. ADDITIONAL TERMS AND CONDITIONS

9.1. ANTICIPATED CONTRACT

IN ADDITION TO THE ADDITIONAL TERMS AND CONDITIONS BELOW, SEE ATTACHMENT C, ANTICIPATED CONTRACT

9.2. AWARDED RESPONDENT RESPONSIBILITIES

9.3. INTELLECTUAL PROPERTY RIGHTS IN SOFTWARE

9.4. CONFIDENTIALITY

9.5. PUBLIC INFORMATION ACT DISCLOSURES

9.6. FERPA CONFIDENTIALITY AND DATA GOVERNANCE PROVISIONS

9.7. CYBERSECURITY TRAINING AND INSURANCE

9.8. RETENTION OF SOLICITATION RESPONSES

9.9. COSTS INCURRED

9.10. ACCEPTANCE OF EVALUATION METHODOLOGY

9.11. PROTEST

9.12. TECHNICAL DOCUMENTS

9.13. ARTIFICIAL INTELLIGENCE (AI) REQUIREMENTS

9.13.1. General Prohibition on AI

9.13.2. THECB Approval

9.13.3. Legal Compliance and Ethical Obligations

9.13.4. Breach and Survival

10. SUBMISSION CHECKLIST

ATTACHMENT A

ATTACHMENT B

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1. Introduction

1.1. Overview

The Texas Higher Education Coordinating Board (THECB) is the state agency responsible for providing leadership, coordination, and strategic direction for higher education in Texas.

THECB is issuing this Request for Proposals (RFP) to award a contract for proprietary maintenance and support services related to the Advise TX program.

Advise TX is a near-peer college access program funded by the Texas

Legislature in Strategy A.1.3, College Readiness and Success, which aims to increase postsecondary enrollment. Advise TX Advisers (Advisers) provide admissions and financial aid advice to students and their families through one-on-one and group sessions. Advisers help students identify colleges that will serve them well, complete admissions and financial aid applications, find the college that best fits their career aspirations and academic preparation, and enroll in a college or university.

As a part of this program, THECB partners with three institutions to recruit, hire, and train advisers, who will serve students across multiple high schools.

These Advisers use a hybrid advising model to help students realize their education goals through ADVi, THECB’s virtual advising chatbot, or its successor, and through the Aribot chatbot, an AI chatbot embedded within the GRACE custom web app hosted by the College Advising Corp.

THECB is seeking a vendor to provide maintenance and support services related to the Aribot chatbot and associated GRACE custom web app hosted by the College Advising Corp (hereinafter referred to as the Advise TX tools).

THECB believes these maintenance and support services may be proprietary to one vendor under Section 2155.067 of the Texas

Government Code; however, any qualified respondent that may be able to provide the requested items is eligible to submit a proposal.

THECB reserves the right to award multiple contracts for this RFP.

1.2. Authority and Attachments

THECB has the authority to issue this RFP and enter any resulting contract pursuant to Texas Education Code § 61.067. THECB and Respondent shall comply with all applicable procurement laws of the state of Texas.

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This RFP is comprised of the following:

• RFP 781-7-CB-35

• Attachment A: containing a list of applicable definitions to assist in understanding and responding to this RFP;

• Attachment B, HUB/VetHUB Determination;

• Attachment C: Conflict of Interest Disclosure Statement (to be completed by Respondent);

• Attachment D: Execution of Proposal (to be completed by

Respondent);

• Attachment E: Sample THECB Contract.

2. Contract Term

The initial term of the Contract shall commence upon execution and shall terminate on August 31, 2027, unless, renewed, extended, or terminated as otherwise provided for in the Contract. After the initial term, THECB, at its sole option, may renew any Contract awarded pursuant to this RFP for up to two (2) additional years. All renewals must be in writing to be valid. Subject to proper approvals, the Parties may amend the Contract to extend the term, after all renewals have expired, provided both Parties agree in writing to do so, prior to the expiration date. Any extensions shall have the same terms and conditions, plus any approved changes.

Notwithstanding the limitation in the preceding paragraph, at the end of the initial term or any extension period, THECB, at its sole option, may extend the Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by THECB to serve the best interest of the State for up to twelve (12) months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

3. Minimum Eligibility and Experience Requirements

3.1. Experience and Company Profile

3.2. Minimum Experience

Respondents must have a minimum of three (3) years’ experience providing services like those described in Section 4., Scope of Work.

Additionally, respondents must have a minimum of three (3) years’ experience in collaborating with institutions of higher education

6 C&P Rev.08/2026 and state agencies. An entity or company in existence for fewer than three (3) years is eligible to submit a proposal if key personnel on the proposal team have the minimum required experience.

Respondents who do not meet this requirement are not eligible to submit a proposal.

3.3. Company Profile

Respondents must demonstrate their knowledge and expertise in providing maintenance and support for the Advise TX tools.

Respondents’ employees and/or subcontractors must have the appropriate background experience to perform the work required under this RFP. Respondents must submit a Company Profile that outlines their experience and expertise with the Advise TX tools.

Respondents shall include the following with the Company Profile:

Management team resumes;

Key personnel resumes and/or LinkedIn profiles, illustrating the qualifications of each individual to perform the services described in this RFP;

Experience working on similar projects; and

If subcontractors will be utilized, key personnel resumes, illustrating the qualifications of each subcontracted individual to perform the services described in this RFP.

4. Scope of Work

4.1. Scope of Services Requested

THECB seeks a vendor to support the maintenance and development of the hybrid college advising model at Texas high schools through the existing

Advise TX tools, including the Mainstay chatbot platform, or successor.

Awarded Respondent must develop, maintain, and share all implementation resources necessary for the hybrid model of advising, which integrates the use of the Advise TX tools, and any escalations. Respondent must have an existing agreement with Mainstay, or successor, to deploy services to students at participating AdviseTX hybrid program high schools.

Respondent must meet all other functionality requirements as described in this RFP.

Respondent must ensure legal and ethical compliance with applicable federal and state laws and regulations, including not limited to:

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• FERPA;

• TCPA and other carrier compliance requirements;

• CTIA messaging principles and best practices;

• THECB policies and requirements for responsible and ethical use of AI tools, including the development and deployment of generative AI;

• A2P 100DLC registration requirements; and

• Applicable Texas data privacy and AI governance standards.

4.2. Deliverables

Awarded Respondent must provide the following to THECB:

4.3. Implementation Resources

Awarded Respondent shall provide documented implementation guides, training materials, and process workflows for advisers and program staff. These resources must include, at a minimum:

• Clear instructions for chatbot integration protocols and escalation response procedures via GRACE.

• Troubleshooting guides for common support and operational issues.

• Updated documentation within 15 business days of any system, process, or content change.

4.4. GRACE Implementation and System Integration

Awarded Respondent must provide comprehensive implementation support to ensure the successful maintenance and sustained performance of the hybrid advising model across participating Texas high schools. This shall include:

• Implementation Plan: Execute and maintain a detailed implementation plan outlining timelines, roles and responsibilities, communication protocols, and escalation procedures. Implementation plan should be shared with

THECB within 30 days of contract execution.

• Dedicated Implementation Lead: Designate a dedicated implementation lead or project manager with expertise in chatbot and case management integration. This individual will serve as the primary liaison to THECB, manage timelines, 8 C&P Rev.08/2026 coordinate deliverables, resolve support and operational issues, and ensure effective program delivery.

• Consent and User Engagement: Awarded Respondent shall obtain and maintain documented user consent in compliance with all applicable federal and state privacy laws, including but not limited to FERPA. Consent records must be securely stored and made available to THECB upon request.

This shall include:

o Managing Consent: Awarded Respondent shall develop and administer all opt-in and opt-out processes in a transparent, user-friendly, and legally compliant manner, ensuring that requests are processed promptly.

o Monitoring Engagement: Awarded Respondent shall continuously track user engagement to maintain high standards of response quality and timeliness and identify trends or issues that may require corrective action.

• GRACE Integration: Maintain seamless integration of the

Advise TX tools. Respondent must demonstrate the ability to deploy a webhook integration that connects the Mainstay or successor platform to the GRACE system to implement

Advise TX program services. The integration must demonstrate the capability to escalate end-user (student) messages to Advise TX virtual advisors, facilitate two-way communication between virtual advisers and students, track key performance indicators (KPIs), and support documentation and follow up.

• Awarded Respondent must ensure that all escalations are accurately routed to the assigned hybrid advisers within the

GRACE system. Awarded Respondent must also track and report on escalation volume, and adviser responsiveness.

These metrics, along with other KPIs, shall be included in a monthly performance report submitted to THECB.

4.5. Training and Onboarding

Awarded Respondent must provide comprehensive training and onboarding to all relevant stakeholders, including institution partners, advisers, and THECB staff, to ensure effective use of the

Advise TX tools.

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Awarded Respondent must also:

• Deliver onboarding sessions for advisers, program staff, and relevant partners.

• Provide user guides, documentation, and recorded trainings for the Advise TX tools to THECB upon request.

• Offer periodic refresher training to support user retention and onboarding of new staff.

• Ensure training content aligns with relevant features.

4.6. Maintenance and Support

Awarded Respondent must ensure ongoing maintenance and support for the Advise TX tools, to include:

• Monitoring performance and proactively identifying and resolving issues that may affect student engagement or adviser workflows.

• Collaborating with THECB and Mainstay (or its successor) to support product configuration, account setup, and system integrations as needed.

• Assisting and troubleshooting support to address issues as needed.

• Providing regular maintenance updates and as needed.

Response times for issues shall be resolved within 2 days and 24 hours for critical issues.

4.7. Development and Deployment of Texas-specific Messaging

Awarded respondent must:

• Assign dedicated staff to lead all phases of content development in collaboration with THECB and Mainstay (or its successor). Content must reflect Texas-specific college access policies, advising resources, relevant deadlines, and key milestones, and be tailored to the needs of high school students across the state.

• Coordinate with THECB and Mainstay (or its successor) to ensure that proactive campaign content is accurate, clear, and aligned with program goals.

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• Coordinate with THECB and Mainstay to provide fully managed student engagement services aligned with research-backed and evidence-based practices in behavioral science, nudge theory, and post-secondary advising.

• Coordinate with THECB and Mainstay to maintain and manage a chatbot knowledge base that utilizes THECB-approved content sources and to implement guardrails that prevent the generation of responses based on unapproved content sources.

• Maintain the capacity to regularly review and update both proactive campaign content and reactive content stored in

Aribot’s knowledge base in response to policy changes, key advising milestones, or other reasons deemed necessary by

THECB within 30 days of receiving notification from THECB.

• Implement structured workflows for editing, testing, and approving content prior to deployment, ensuring that messaging is deployed in a seamless and timely manner that aligns with program timelines and student needs.

• Work with THECB and Mainstay (or its successor) to ensure critical Texas-specific information in the THECB’s ADVi chatbot knowledge base is seamlessly integrated into the

Advise Tx tools knowledge base environment within 30 days following contract execution and upon receiving notice from

THECB thereafter to ensure that hybrid program participants have access to Texas-specific information that aligns with state-level policies and requirements.

4.8. Reporting

Awarded Respondent is required to provide reports in the format and manner prescribed by THECB throughout the life of the project including:

• Monthly reports no later than the last day of the month and a year-end report on August 31, 2027, detailing:

o Student engagement rates, campaign performance, and student escalations;

o Content performance trends;

o Recommendations for improvement; and o Any other reasonable metrics requested by THECB.

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• Quarterly dashboards summarizing key performance indicators (KPIs), notable trends, and areas requiring immediate attention.

Awarded Respondent shall ensure all data is handled in compliance with

FERPA and applicable state data privacy laws. Reports must only include de-identified data unless otherwise authorized. Awarded Respondent shall adhere to secure data transfer protocols approved by THECB.

4.9. Meetings and Communication

As mutually agreed between THECB and Awarded Respondent, meetings may be scheduled via teleconference/videoconference or in-person. Ad hoc meetings may occur, as necessary. Awarded Respondent must maintain communications to address issues that arise between meetings or progress reports.

4.10. Acceptance Criteria for Services and Deliverables

Awarded Respondent shall comply with the following acceptance criteria for all services and deliverables to be provided under this RFP:

Awarded Respondent must submit documentation of work performed under this RFP, pursuant to Section 6.3, Invoices. Submission of an invoice shall constitute Awarded Respondent’s certification that the services have been performed in accordance with this RFP. Each invoice is primarily subject to review and approval by THECB to determine acceptable levels of performance. THECB will review each submitted invoice within fifteen (15) business days from the date of receipt to ensure that the services invoiced are within the scope of services described in Section 4. and all subsections therein.

Any changes to delivery dates must have THECB’s prior written approval.

In the event THECB does not approve an invoice, THECB will notify the

Awarded Respondent in writing and with the specific reasons. Awarded

Respondent will have seven (7) business days to correct the unaccepted invoice.

Awarded Respondent shall correct any latent defects identified after the acceptance of a Deliverable (where appropriate) at no additional charge to

THECB.

4.11. Change Management

This establishes the exclusive process by which modifications to the scope of work, deliverables, schedule, or compensation may be requested, reviewed, approved, and implemented. All proposed changes to this scope

12 C&P Rev.08/2026 of work must be documented in a formal written Change Request (CR). No verbal or informal approvals will be considered valid.

A valid Change Request must include:

• A detailed description of the proposed change;

• A business or technical justification for the change;

• A comprehensive impact assessment (including cost, schedule, technical, and performance impacts);

• Identification of any assumptions or dependencies;

• Alternatives considered (if applicable);

• Requested implementation timeline (if applicable); and

• Proposed pricing and supporting cost data, where applicable.

All Change Requests must be reviewed and approved by the following:

• For THECB: Assistant Commissioner for College and Career Advising

• For Awarded Respondent: Project Manager or Business Owner

Any work performed by the Awarded Respondent outside the approved scope and without a valid and approved Change Order shall be considered unauthorized work. THECB shall have no obligation to compensate

Awarded Respondent for unauthorized work or to grant contract extensions related to such work.

In addition to any other rights and remedies available under to the Parties, failure to comply with this Change Request process may result in the following actions:

• Non-Payment - Work performed without an approved Change

Request will not be eligible for payment.

• Withholding of Payments - Payments may be delayed or withheld until compliance issues are resolved.;

• Remediation - Awarded Respondent may be required to remove, correct, or reperform non-conforming or unauthorized work at no additional cost.

• Contract Termination - Material or repeated non-compliance may constitute breach of contract and may result in termination

• Vendor Performance Reporting - Non-compliance may be documented in performance systems such as the Comptroller's

Vendor Performance Tracking System (VPTS), potentially impacting future contract awards.

In addition to the above, some changes may also require a formal contract amendment.

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4.12. Electronic and Information Resources (EIR) Accessibility

Awarded Respondent shall ensure that all EIR provided under the resulting contract, if any, are accessible to all users, including individuals with disabilities, in compliance with:

• Texas Administrative Code (TAC) Title 1, Chapters 206 and 213

• Texas Government Code, Subchapter M, Sections 2054.451–457

• Section 508 of the Rehabilitation Act of 1973, as amended

• Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, where applicable.

Awarded Respondent may be required to provide documentation of

EIR compliance prior to Contract execution and at any time during the life of the Contract.

5. Pricing and Payment Terms

5.1. Pricing

Respondent’s pricing must be all-inclusive, covering all services, costs, and fees required to provide all deliverables and comply with all technical requirements as described in this RFP, including personnel costs, license fees, maintenance costs, and all other necessary expenses required in the performance of the contract or purchase order. Respondents must provide pricing in a separate PDF attachment to be titled “Excel Pricing

Spreadsheet,” in accordance with Section 6.2”

Respondent shall propose pricing based on key deliverables/milestones using the below format or similar format to adequately describe deliverables and pricing structure. Respondents should add additional lines as necessary to detail the additional costs required for THECB to continue to provide system access and functionality.

NO. COST DESCRIPTION PRICE

YEAR 1

PRICE

YEAR 2

PRICE

YEAR 3

1. Enter

2. Enter

4. Enter and add rows as needed

Total Cost

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5.2. Payment Terms and Award Summary

Awarded Respondent will submit invoices to THECB that detail the itemized associated costs of the services rendered or deliverables completed.

Awarded Respondent will be reimbursed for deliverables completed and approved by THECB, subject to the limitations provided herein.

To the extent Awarded Respondent is not a Texas state agency, THECB will make payments for services in accordance with the Texas Prompt Payment

Laws, Texas Government Code §§ 2251.001-.055. If Awarded Respondent is a Texas state agency, THECB will make payments for services in accordance with the Interagency Cooperation Act, Texas Government Code

§§ 771.001-.010.

Upon execution of a Contract resulting from this RFP, the term

“Respondent” shall have the same meaning as “Contractor.” Awarded

Respondent agrees not to begin or provide any services until issuance of a contract or purchase order by THECB. THECB makes no guarantee of volume, usage, or total compensation to be paid under any Contract awarded through this RFP. THECB does not guarantee Awarded Respondent minimum compensation. The Contract is subject to appropriations and the continuing availability of funds.

THECB will not apply for credit nor will THECB prepay. THECB shall pay, subject to the terms of the Texas Prompt Payment Laws, upon the receipt of a properly submitted invoice after all goods and services have been received and applicable Deliverables have been approved by THECB.

At THECB’s discretion, THECB shall award the contract or purchase order to the most qualified Respondent(s) successfully meeting the criteria and conditions as outlined in this RFP, subject to successful contract negotiations.

5.3. Invoices

Upon completion of a deliverable or service and acceptance by THECB based on the requirements and acceptance criteria set forth in this RFP, Awarded Respondent may submit an invoice to THECB setting forth amounts due in accordance with the Terms and Conditions of this RFP and the anticipated contract.

Each invoice submitted must include the purchase order number and deliverable(s) or service(s) to which the invoice relates. All invoices must be sent to the designated THECB contract manager(s) and accountspayable@highered.texas.gov. The invoice must include the mailto:accountspayable@highered.texas.gov

15 C&P Rev.08/2026 following minimum information:

1. Awarded Respondent’s mailing and e-mail (if applicable) address;

2. Awarded Respondent’s telephone number;

3. The name and telephone number of a person designated by Awarded

Respondent to answer questions regarding the invoice;

4. THECB’s name, agency number (781), and delivery address;

5. The THECB purchase order number, if applicable;

6. The contract number or other reference number, if applicable;

7. A valid Texas identification number (TIN) issued by the comptroller;

8. A description of the goods or services, in sufficient detail to identify the order which relates to the invoice;

9. The unit numbers corresponding to the amount of the invoice, if applicable;

10. If submitting an invoice after receiving an assignment of a contract, the

TIN of the original contractor and the TIN of the successor vendor; and

11. Other relevant information supporting and explaining the payment requested.

THECB shall certify that the goods and services have been received and approved for payment by THECB prior to making any payment for invoices submitted by Awarded Respondent. Payments will be made in accordance with Section 5.1 above.

5.4 Adding New Services to the Contract After Award

Following the Contract award, additional services of the same general category that could have been encompassed in the award of this Contract, and that are not already on the Contract, may provide a proposal on the additional services, and Respondent(s) shall submit proposals to THECB as instructed. All prices are subject to negotiation. A formal written request may be sent to Awarded Respondent(s) to provide a proposal on the additional services, and Respondent(s) shall submit proposals to THECB as instructed. All prices are subject to negotiation with a Best and Final Offer.

THECB may accept or reject any or all proposals and may issue a separate

RFP or Invitation for Bid (IFB) for the services after rejecting some or all the proposals. The services covered under this provision shall conform to the terms, conditions, specifications, and requirements as outlined in the request.

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6. Proposal Format and Content (Required)

6.1. Proposal Submission Requirements

Proposals should adhere to the following submission requirements:

• Proposals should be addressed to the Point of Contact listed in Section

7.3, below and submitted to THECB’s Vendor Client Gateway;

• Proposals must be submitted by an authorized representative for

Respondent;

• Proposals must be received by THECB prior to the deadline;

• Proposals must include all required attachments.

Respondents should limit the use of embedded hyperlinks within proposals as

THECB cannot guarantee evaluators will be permitted to view embedded hyperlinks.

Failure to submit all required information may make the proposal nonresponsive and thus disqualified from consideration; however, THECB reserves the right to waive any error in submissions. Respondents are solely responsible for thoroughly understanding this RFP and its attachments. Any questions concerning this RFP should be directed to the Point of Contact by the Deadline for Submitting Questions identified in Section 7.2.

Respondents are cautioned to pay particular attention to the clarity and completeness of their proposal. Respondents are solely responsible for their proposal and all documentation submitted. Respondent’s proposal shall be as precise, accurate, and succinct as possible. The clarity and completeness of a proposal may be considered by THECB evaluators. In the event of any discrepancies or variations within a proposal, THECB has no obligation to resolve the inconsistencies and may make its scoring and selection decision accordingly, including the decision to potentially disqualify a proposal.

No mailed, hand-delivered, or faxed proposals will be accepted.

6.2. Proposal Requirements

Each Respondent shall provide detailed descriptions of how it will fulfill each requirement of this RFP.

Each Respondent shall submit a total of three (3) files: one (1) Excel

Pricing Sheet and two (2) Portable Document Files (PDF) as noted below.

https://higheredtexas.cobblestone.software/Gateway/

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The following are part of the THECB’s administrative review. Failure to submit any items or submitting incomplete items may result in THECB deeming the proposal unresponsive.

Excel Pricing Spreadsheet

The spreadsheet must contain the pricing as described in Section

5.1.

PDF No. 1: Response to Section 3. and Section 4.

The first PDF must contain responses to the following:

1. Respondent’s qualifications and Company Profile, to be completed in accordance with Section 3., Minimum Eligibility and Experience

Requirements, and all subsections;

2. Project plan or other narrative describing how Respondent will meet all requirements of the Scope of Work under Section 4. and all subsections of Section 4;

PDF No. 2: Attachments C and D, Hub/Vet HUB Subcontracting Plan, and

Transmittal Letter

The second PDF must contain the following items:

1. Attachment C: Conflict of Interest Disclosure Statement, to be completed as detailed below.

The Conflict-of-Interest Disclosure Statement is required.

Respondents shall be neutral and impartial and shall not advocate specific positions to THECB. Entities having a conflict of interest, as determined solely by THECB, will not be eligible for a contract award.

THECB will determine whether a conflict of interest or the perception of a conflict of interest exists from the perspective of a reasonable person uninvolved in the matters covered by the resulting contract. THECB is the sole arbiter of whether a conflict or the appearance of a conflict of interest exists.

THECB encourages Respondents to provide complete disclosure of matters that might be considered a conflict of interest.

Completeness of disclosure may be a factor in evaluating proposals.

Each Respondent must also address how Respondent intends to ensure that no interest arising or potentially arising as a result of its

18 C&P Rev.08/2026 activities or those of its parent, affiliate, or other related entity shall conflict with Respondent’s duty should it be selected to provide these services.

Respondent’s submitted Conflict of Interest Disclosure Statement must meet the following requirements:

• Be attested to by an unsworn declaration;

• Identify either the extent, nature, and length of any potential relationships or engagements that require disclosure or a statement that no known or potential conflicts of interest exist;

• Address how Respondent intends to ensure that no interest arises or potentially arises because of its activities or those of its parent, affiliate, or other related entity that would conflict with Respondent’s duty should it be selected to provide these services; and

• Be signed by the highest-ranking officer of Respondent’s entity having responsibility for vetting corporate conflicts of interest, e.g., a corporate Executive Vice President rather than the head of an operating or regional unit of the firm.

Failure to provide either a signed statement on potential conflicts of interest or a signed statement that no potential conflicts exist shall automatically disqualify Respondent.

THECB may not enter into a contract with a person it has employed within the past twelve (12) months. Individuals who have been employed by THECB or by another state agency in

Texas more than twelve (12) months but fewer than twenty-four

(24) months ago shall disclose in the proposal the nature of previous employment with the state agency and the date the employment ended.

2. Attachment D: Execution of Proposal, including the following:

• Respondent Information

• Texas Family Code §231.006(c)

• Texas Government Code §669.003

• Preferences

• Respondent Acknowledgement

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• Signature

3. HUB/VetHUB Subcontracting Plan, if applicable, to be submitted in accordance with Attachment B below.

4. Transmittal Letter: Respondent shall provide a Transmittal Letter with its proposal that meets the following requirements:

• Identifies the person or entity submitting the proposal and includes a commitment by that person or entity to provide the services required by THECB through this RFP and the

Anticipated Contract;

• Is signed by a person legally authorized to bind Respondent;

• Includes a reference to RFP No. 781-7-CB-35;

• States that the “the proposal is binding and valid at the discretion of THECB;”

• States that the proposal is good for one hundred and twenty

(120) days; and

• Includes either full acceptance of the terms and conditions described in this RFP and all attachments or a list of

Respondent’s exceptions to the terms and conditions.

6.3. Exceptions to RFP

If Respondent takes any exceptions to any provision of this RFP, these exceptions must be specifically and clearly identified by Section and

Respondent’s proposed alternative must also be provided. All exceptions must be included in the Transmittal Letter, as indicated above in Section 6.2.

Any exception not included in the Transmittal Letter may be rejected without consideration.

Please note as an agency of the state of Texas, THECB is bound to comply with all applicable state and federal procurement and contract laws.

Exceptions to required terms and conditions may disqualify the proposal from further consideration. Respondent cannot take a “blanket exception” to the entire RFP. If any Respondent takes a “blanket exception” to this entire RFP or does not provide proposed alternative language, the proposal may be disqualified from further consideration.

Any exception, term, condition, or provision in a Proposal that differs, varies from, or contradicts this RFP will not become a part of the Contract unless expressly agreed to by THECB and made a part of the Contract in writing.

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NOTE: THECB, as a state agency, is prevented by the Texas Constitution from indemnifying a Respondent. Respondent is discouraged from including a term in its proposal that requires THECB to indemnify it. Such a term may result in the proposal being deemed nonresponsive.

Respondents are highly encouraged, in lieu of including exceptions in their proposals, to address all issues that might be advanced by way of exception by submitting such issues as questions in accordance with Section 7.5, Written Questions.

6.4. Respondent Assumptions

Respondent must identify any business, economic, legal, programmatic, or practical assumptions that underlie Respondent’s Proposal and include them in its proposal. THECB reserves the right to accept or reject any or all assumptions. All assumptions not expressly identified and incorporated into any Contract resulting from this RFP are deemed rejected by THECB.

6.5. Binding Offer

Respondent’s submission of a proposal constitutes a binding offer to contract based upon the terms, conditions, and specifications set forth in this RFP. By submitting a proposal, Respondent represents and warrants that any individual submitting the proposal and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any contract that may result from this RFP.

Prior to the proposal submission deadline specified in Section 7.2 herein, Respondent may either 1) withdraw its proposal by submitting a written request to the THECB Point of Contact noted in Section 7.3 below, or 2) modify its proposal by submitting a written amendment to the THECB Point of Contact noted in Section 7.3 below. When modifying its proposal, Respondent must provide written notice signed by an authorized representative that specifically identifies the portion(s) of the proposal that will be replaced or removed by the amendment and meet all required deadlines as set out in Section 7.2, Calendar of Events.

7. Proposal Deadlines and Schedule of Events

7.1. Due Date for Proposals

Respondents shall submit proposals to THECB no later than the Proposal

Due Date indicated in the Calendar of Events section below. Proposals received after the Proposal Due Date may be rejected for being late and may not be considered for evaluation.

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A Respondent may be required to provide proof of timely submission of the proposal. THECB shall not be responsible for proposals that are captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by THECB or Respondent’s anti-virus or other security software.

7.2. Calendar of Events

The solicitation process for this RFP will proceed according to the schedule below. THECB reserves the right to revise this schedule or any portion of this

RFP by publishing addendum on the Electronic State Business Daily (ESBD) and THECB’s Vendor Client Gateway.

EVENT DEADLINE

Publication of RFP on THECB’s

Vendor Client Gateway

September 10, 2026

Last Day to Submit Written

Questions

September 15, 2026

THECB’s Anticipated Response to

Written Questions

September 18, 2026

Proposal Due Date and Time September 24, 2026

Anticipated Contract Start Date November 1, 2026

7.3. Point of Contact

Respondents shall direct all inquiries, written questions, requests for clarification, and communications concerning this RFP to the Point of

Contact listed below, through THECB’s Vendor Client Gateway, except as otherwise expressly permitted herein.

Miriam Hogans, CTCD, CTCM

Contract Developer

Financial Services Division – Contracts and Procurement

Texas Higher Education Coordinating Board eBids@highered.texas.gov

Contact or attempted contact with other THECB employees, including

Commissioners and their staff, except as expressly permitted herein, may result in a Respondent’s immediate disqualification.

All THECB responses must be in writing to be binding. Any information

THECB deems to be important and of general interest or which modifies https://higheredtexas.cobblestone.software/Gateway/ https://higheredtexas.cobblestone.software/Gateway/ mailto:eBids@highered.texas.gov

22 C&P Rev.08/2026 requirements of the RFP shall be provided in the form of an addendum to the RFP on the ESBD and THECB’s website.

7.4. Additional Permitted Contacts

Other than the Point of Contact listed above, the following THECB staff may be contacted as follows:

• The Point of Contact may expressly direct another designated THECB representative to speak to the Respondent, such as during contract negotiations. It is the Respondent’s responsibility to ensure that communications with an individual other than the Point of Contact have been authorized by the Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s proposal as provided otherwise herein.

• The Point of Contact will authorize an alternate or backup Point of

Contact in the event of extended absence from the office.

7.5. Written Questions

7.6. Submission Requirements

THECB will only accept written questions and requests for clarification via THECB’s Vendor Client Gateway. THECB will post responses to written questions on THECB’s Vendor Client Gateway.

Responses to the RFP questions will not be emailed to the individual requestors.

Questions received after the deadline specified in Section 7.2, Calendar of Events, may not be answered. Prior to the Proposal deadline specified in Section 7.2, Calendar of Events, THECB reserves the right to amend answers previously posted. It is the

Respondent's responsibility to periodically check THECB’s Vendor

Client Gateway. Respondent’s failure to periodically check this resource will in no way release the selected contractor from

“addenda or additional information” resulting in additional costs to meet the requirements of the RFP.

7.7. Ambiguity, Conflict, or Discrepancy

Respondent must notify the Point of Contact listed above of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the https://higheredtexas.cobblestone.software/Gateway/ https://higheredtexas.cobblestone.software/Gateway/

23 C&P Rev.08/2026 deadline described herein for Written Questions. Respondent submits a proposal at its own risk.

If Respondent fails to properly and timely notify the Point of

Contact of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a contract or not, waives any claim of error or ambiguity in the Solicitation and any resulting contract and is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

7.8. Prohibited Communications

Except as provided herein, THECB, including its representative(s) and partners, will not respond to any verbal or written inquiries for procurement status or otherwise discuss the contents of this RFP with any Respondent, potential Respondent, or their associated Representative(s). Failure to comply with this restriction may result in disqualification of

Respondent's Proposal.

This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this RFP.

8. Proposal Evaluation and Award

8.1. Compliance with State Law

THECB will evaluate responsive proposals in accordance with applicable

Texas procurement laws. THECB will make the selection of one or more

Respondent(s), if any, based on demonstrated competence and qualifications, and subject to the negotiation of a fair and reasonable pricing arrangement.

8.2. Proposal Evaluation Criteria

Proposals that meet all submission requirements and satisfy the minimum qualifications described in Sections 3, Minimum Eligibility and Experience

Requirements, will be reviewed and evaluated by THECB. THECB will review and score responsive proposals according to the Evaluation Criteria outlined in the table below. The relative weight of each criterion is indicated in the right-hand column. THECB may consider both the final weighted score as well as the average ranking when making vendor selection(s).

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Evaluation Criteria Weight

Price (20%):

• Cost estimate demonstrates best value to the state.

20%

Strength of Response to Scope of Work (50%):

• Proposal satisfactorily addresses Scope of Work in

Section 4., including all subsections.

50%

Experience and Qualifications (30%):

• Proposal satisfactorily address Experience and

Qualifications requirements in Section 3.

30%

Total 100%

Scoring Scale:

5 Exceptional, fully meets and exceeds all requirements

4 Good, advantageous, exceeds some requirements

3 Average, meets minimal requirements

2 Addresses most of the minimal requirements

1 Poor, addresses part of minimal requirements

0 Addresses none of minimal requirements

Sample Scoring Sheet:

CRITERIA SCORE (1-5) WEIGHT (SCORE*WEIGHT)

*100

Overall Experience &

Demonstrated Results

4 40% 160

Strategic Workplan

Approach

3 40% 120

Timeline 5 10% 50

Budget Approach 2 10% 20

Total Score 350

8.3. Demonstrations / Oral Presentations

At the sole discretion of THECB, Respondents may be asked to participate in a Demonstration or Oral Presentation. Respondents attending

Demonstrations will be asked to provide a demo of their proposed product, services, or solution. Respondents attending Oral Presentations will be asked questions related to the evaluation criteria and asked to provide

25 C&P Rev.08/2026 additional clarifications regarding the Respondent’s specific offerings in its proposal.

Following each round of Demonstrations or Oral Presentations, the evaluation team will review and update the scores, if warranted, based on the clarifications provided by the Respondent in the Demonstration or Oral

Presentation. Respondent scores and rankings may increase or decrease from the original written evaluation scores, based on the clarifications provided. Respondent’s score prior to the Demonstration will no longer be considered its Final Score, and instead the post-interview score will be considered the Final Score for purposes of evaluating and awarding a vendor(s).

Respondents will be provided with advance notice of any such

Demonstration or Oral Presentation. Advance notice will include an agenda specifying the focus areas and specific questions to be answered. Failure to participate in the requested Demonstration or Oral Presentation may eliminate a Respondent from further consideration. THECB is not responsible for any costs incurred by the Respondent in preparation for, attendance at, participation in, or otherwise related to any Demonstration or Oral Presentation. All costs incurred by Respondent are the responsibility of Respondent.

Demonstrations and Oral Presentations will be held via Microsoft Teams or in a manner prescribed by THECB. Attendance by team members assigned to the project to describe their relative experience and proposed involvement in the project is critical. THECB reserves the right to ask questions or request clarification from any Respondent at any time during the RFP process, including during Demonstrations or Oral Presentations.

8.4. Additional Selection Considerations and Best Value Determination

In addition to the criteria listed in Section 8.2, THECB will also consider best value for the State, as directed by Texas Government Code §2157.003, when selecting a Respondent. THECB may contact the references provided by

Respondent in response to this RFP. THECB will also use the Comptroller’s

Vendor Performance Tracking System to determine whether to award a contract to a Respondent. THECB will be the sole judge of best value, and the Respondent who receives the highest score is not guaranteed award.

Best Value criteria may include, but are not limited to:

a) The proposal that best meets the goals and objective as stated in this

RFP;

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b) The proposal that indicates Respondent’s ability to reliably perform the required tasks/deliverables described in this RFP;

c) The Respondent’s ability to adhere to the schedule and delivery terms

(if applicable);

d) Respondent’s experience in providing services in this RFP;

e) Past Vendor Performance: In accordance with Texas Government Code

§§ 2155.074 and 2262.055, vendor performance may be used as a factor in the award (if applicable); and

f) Other factors relevant to determining the best value for the state in context of this purchase (i.e., certifications/licensure, reference checks, pricing, etc.).; and

g) The negotiation of fair and reasonable pricing.

Respondents providing the best value to the State for each NIGP group description may be chosen as the State’s primary or “best value vendor” for that group. Additional Respondents may be awarded Contracts at the sole discretion of THECB to provide alternate resources for meeting the requirements of the requested services.

8.5. Award Notice

If the RFP is awarded, THECB will post a Notice of Award on the Electronic

State Business Daily. However, there is no guarantee that an award, any contract, or purchase order will result from this RFP.

9. Additional Terms and Conditions

9.1. Anticipated Contract

In addition to the additional Terms and Conditions below, see Attachment

C, Anticipated Contract.

9.2. Awarded Respondent Responsibilities

THECB shall look solely to Awarded Respondent for performance of all contractual obligations arising out of this RFP and any resulting Contract.

Awarded Respondent shall not be relieved of its obligations for any nonperformance by its subcontractor(s).

Failure to meet service requirements and/or specifications authorizes THECB to procure services of this RFP elsewhere and charge any increased costs for the services, including the cost of re-soliciting, to Awarded Respondent.

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If subcontracting, before any work may be performed by a subcontractor, the subcontractor must be approved by THECB and must be on Awarded

Respondent's approved Texas Department of Information Resources HUB

Subcontracting Plan.

THECB may require Awarded Respondent to conduct criminal background checks for all team members assigned to this project or otherwise provide documentation that all team members assigned to this project have passed a recently conducted criminal background check. Any team member who does not pass a criminal background check shall not be assigned to the project team.

All contracted services, including services performed by subcontractors, must be conducted by individuals located in the US who are legally eligible to work in the US. Upon request, Awarded Respondent shall provide THECB with an electronic or hardcopy confirmation of compliance with this requirement.

9.3. Intellectual Property Rights in Software

THECB and Awarded Respondent acknowledge and agree that intellectual property or other property produced, generated, or created in connection with the contract that Awarded Respondent had not previously produced, generated, or created, either completed or partially, shall be THECB’s sole property and all rights, title, and interest in and to the work product shall vest in THECB upon payment for the services.

Awarded Respondent acknowledges and agrees that all THECB-owned intellectual property, including any applicable trademark, copyrights, logos, graphics, etc. shall remain the intellectual property of THECB. To the extent necessary, THECB will provide Awarded Respondent with a limited, non-exclusive, non-transferable, revocable license to use THECB's intellectual property for the sole purpose of providing the services and deliverables set forth in Section 4. herein. Awarded Respondent agrees that it shall not use the THECB trademarks and copyrights or other intellectual property, or any marks or copyrights that are confusingly similar for any other purpose.

Awarded Respondent agrees it shall not assert any right, license, or interest with respect to any THECB intellectual property.