ESBD_File_339194_International Student Recruiting RFQ 754-TXST-2024-RFQ-339-VPGOI.pdf

SECTION 1 – PROJECT: International Student Recruiting Services

1.1 The University desires to enter into a non-exclusive Contract with one or more qualified, capable and experienced firm(s) to provide the described Work more specifically described in Section 2 (Scope of Work).

1.2 The length of such Contract shall be one year(s) from Contract execution or date set forthin the Contract, whichever is later, with options to renew in one-year increments for four additional year(s) if funding is available and if both parties agree in writing. If the

University and the "best value" successful Respondent(s) are unable to sign, negotiate and execute a Contract, the University reserves the right to seek alternative Respondent(s) to make an award.

1.3 GROUP PURCHASING AUTHORITY – Texas law authorizes Institutions of Higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335 Education Code). Institutions of Higher

Education may enter into a Contract with the successful Respondent(s) for the purchase of the services described herein based on demonstrated competence, knowledge and qualifications by the successful Respondent for the duration of any Agreement or

Contractual arrangement resulting from this Solicitation. These State Agencies and

Institutions of Higher Education will issue their own purchase orders, directly receive goods or services at their place of business and be directly billed by the successful

Respondent.

SECTION 2 – SCOPE OF WORK

2.1 Scope of work

Texas State University is seeking responses to this RFQ from qualified individuals or firms

(Respondents) so that Texas State may procure the services of multiple international student recruitment agents to promote Texas State academic programs and intensive English instruction and find prospectivestudents to undertake Texas State academic programs and intensive English studies.

*Note: Texas State University is seeking recruiting agents only, not marketing or marketing and recruiting agents.

DEFINITIONS

For the purpose of this RFQ key definitions include:

"Academic Programs" means the academic credit-bearing courses offered by Texas State and made available to foreign students.

"Full Time Study" ordinarily means a minimum of twelve (12) credit hours per semester for undergraduate students and nine (9) credit hours for graduate students.

"Laws" means the laws in force in the State of Texas and the United States ("U.S.") of

America, and any other laws applicable to this Agreement.

"Marks" means logos, trademarks, designs, and crests that belong to or carry the name of

Texas State University.

"Prospective Student" means a person who resides in a country other than the U.S., who is not eligible to receive Title IV benefits, and who intends to become, or who has taken any steps towards becoming a Student.

"Services" means the services described in this RFQ.

“Student” means a person who resides in a country other than the U.S., is in a non-immigrant status, and is currently enrolled in an Academic Program at Texas State.

“Net tuition” it should be something like “Tuition charges less any university fees or payments made by the university on the student’s behalf. Commission is only paid on tuition paid by the student.”

The selected individual(s) or firm(s) as provider of the international student recruitment services to the University will be expected to:

• Recruit students from diverse geographic regions.

• Recruit students for multiple academic units/departments not limited to STEM degrees and for intensive English instruction

• Maintain a high degree of confidentiality and integrity throughout the process

2.1.1 Compensation

The University expects to award multiple non-exclusive contracts to international recruitment agents throughout the globe for these services (work). Texas State will pay the successful bidder(s) on a commission basis per semester per credit hour for each non-U.S. resident student. The percentage will be a 20% flat rate based on each student’s net tuition charges per term.

2.2 Proposal Components

The following documents are required as part of your proposal response. Failure to provide these documents will be basis for response disqualification.

1. Signed Execution of Offer

2. Statement of Qualifications Package

a. Section 4, including Criterion One, Two, Three, and Four

3. Non-Collusion Affidavit

4. Respondent’s exceptions to Texas State standard contract.

All electronic documents must be in either Microsoft Office software or Adobe portable

Document (PDF) format. All image files must be in one of the following formats: .jpg, .gif, .bmp, or .tif.

Only Proposals submitted through the electronic bidding system will be reviewed.

2.3 Inquiries and Interpretations

Responses to inquiries, which directly affect an interpretation or change to thisRFQ will be posted on the Q & A portion of the solicitation.

SECTION 3 – SELECTION CRITERIA

3.1 GENERAL SELECTION CRITERIA: The Respondent(s) selected for award of any

Agreement or Contractual arrangement resulting from this Solicitation will be the

Respondent(s) whose Proposal is judged most advantageous and the Best Qualified to the

University. The University is not bound to accept the lowest priced Proposal if that

Proposal is not in the best interest of the University, as determined solely by the University.

Criteria upon which Proposals will be evaluated are the following:

20% Number of successfully enrolled students to higher education institution in the U.S.

20% Number of countries successfully enrolled students have been recruited from

30% Number of established partnerships (i.e., 3+1, 2+2, transfer pathway programs, special projects)

30% Number of years the agency has been in the international student recruiting business

AUTHORIZED SIGNATURE: The Proposal must be completed and signed in the firm's name or corporate name of the Respondent and must be properly and fully executed and signed by an authorized representative of the Respondent who has the authority to obligate the Firm in the event of an award.

3.2 SELECTION PROCESS – Texas State will base its choice on demonstrated competence, knowledge, and qualifications.

• The RESPONDENT(s) selected will be the one whose experience and qualifications, as presented in response to this RFQ, establish them, in the opinion of Texas State, as well qualified and offering the greatest benefits, experience and value to Texas State.

• Texas State may cancel this RFQ or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Texas State determine in its sole discretion that only one RESPONDENT is fully qualified, or that one vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that

RESPONDENT.

• The award document will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the RESPONDENT's proposal as negotiated.

• Submission of proposals indicates RESPONDENT's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by Texas State during the evaluation process.

• The selection of the successful proposal may be made by Texas State on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal may be made by Texas State on the basis of negotiation with any of the

RESPONDENTS. Texas State shall not disclose any information derived from the proposals submitted by competing RESPONDENTs in conducting such discussions.

• All proposals must be complete and convey all of the information requested to be considered responsive. If a proposal fails to conform to the essential requirements of the RFQ, Texas State alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

• Texas State reserves the right to check references prior to award. Any negative responses received may be grounds for disqualification of the proposal.

• Texas State reserves the right to accept or reject any, part or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, award to multiple RESPONDENTs, or to make the award to the most responsive RESPONDENT.

SECTION 4 – QUALIFICATIONS

Address the following questions and upload with your proposal.

4.1 CRITERION ONE: NUMBER OF SUCCESSFULLY ENROLLED STUDENTS TO HIGHER

EDUCATION INSTITUTION IN THE U.S.

4.2 CRITERION TWO: NUMBER OF COUNTRIES SUCCESSFULLY ENROLLED HAVE BEEN

RECRUITED FROM – Respondent should provide the number of countries students have successfully been recruited from and provide date to support this.

4.3 CRITERION THREE: NUMBER OF ESTABLISHED PARTNERSHIPS (eg. 3+1, 2+2, TRANSFER PATHWAY PROGRAMS, SPECIAL PROJECTS) – Respondent should provide the number of established partnerships, the type of partnership, and with what institution.

4.4 CRITERION FOUR: NUMBER OF YEARS THE AGENCY HAS BEEN IN THE

INTERNATIONAL STUDENT RECRUITING BUSINESS – Respondent should provide the number of years the agency has been in the international student recruiting business and provide data to support this.

SECTION 5 – SCHEDULE OF PROPOSAL PROCESS

The University wishes to adhere to the following schedule:

DATE: ACTION:

Oct. 17, 2023: Deadline for submission of questions and/or clarifications regarding RFQ. All questions must be received by 3:00 p.m. Central Standard/Daylight Time in order to be considered.

Question will be answered on the Q & A Board.

Oct. 24, 2023: Responses electronically submitted in the University's e-bidding system on or before

5:00 p.m. Central Standard/Daylight Time.

Oct. 31, 2023: Clarification of responses, negotiations, and/or demonstrations/presentations (if necessary)

Nov. 6, 2023: Notification of successful Respondent(s) contingent upon execution of contract.

Nov. 8, 2023: Recommend of Award and approval to enter into Contract(s).

Dec. 15, 2023: Contract(s) executed.

Jan. 1, 2024: Work to begin

NOTE: This schedule may be modified or changed at the sole discretion of the University, if it is determined to be in the University’s best interests to do so.

SECTION 6 – HUB SUBCONTRACTING REQUIREMENTS

6.1 HISTORICALLY UNDERUTILIZED BUSINESSES SUBMITTAL REQUIREMENTS: All agencies of the State of Texas are required to make a "good faith effort" to assist

Historically Underutilized Businesses (each a “HUB”) in receiving their fair share of

Contract or Subcontract awards. The goal of the HUB program is to promote full and equal business opportunity for all businesses in contracting with state agencies. If under the terms of any Agreement or Contractual arrangement resulting from this Solicitation, Respondent subcontracts any of the Services then, Respondent must make a good faith effort attempt to utilize HUBs certified by the Statewide Procurement Division of the TexasComptroller of

Public Accounts (SPD).

Proposals that fail to comply with the subcontracting requirements contained in this

Solicitation will constitute a material failure to comply with advertised Specifications and will be rejected by the University as non-responsive. Additionally, compliance with good faith effort guidelines is a condition precedent to awarding any Agreement or

Contractual arrangement resulting from this Solicitation. Respondent acknowledges that,if selected by the University, its obligation to make a good faith effort to utilize HUBs when subcontracting any of the Services will continue throughout the term of all Agreements or

Contractual arrangements resulting from this Solicitation. Furthermore, any subcontracting of the Services by the successful Respondent(s) is subject to review bythe University to ensure compliance with the HUB program requirements.

6.1.1 STATEMENT OF PROBABILITY: The University has determined that subcontracting opportunities are NOT probable in connection with this

Procurement Solicitation. Therefore, a HUB Subcontracting Plan (HSP) is NOT required as a part of the Respondent's Proposal.