Laptop Protection Services

The University of Texas Health Science Center at San Antonio (UTHSA) is soliciting competitive sealed proposals for a comprehensive secondary Laptop Insurance Protection Plan (RFP 745-26-P11) to serve dental students in the School of Dentistry. The Plan will supplement manufacturer warranties and existing protection programs by providing coverage for accidental damage, loss, theft, fire, flood, vandalism, and burglary of Apple and Dell laptops owned by students across three programs: the Dental School (approximately 100 students requiring 4-year coverage), the International Dental Education Program (approximately 20 students requiring 2.5-year coverage), and Dental Hygiene (approximately 32 students requiring 2-year coverage). Qualified vendors must demonstrate a minimum of five years of experience providing laptop or similar personal electronic device insurance services and must maintain all required occupational licenses and certifications. Deliverables include per-device premium rate quotes that remain firm for the full initial contract term with no mid-term adjustments, an online claims submission portal, claims processing completion within three to five weeks with reimbursement via certified checks, and detailed monthly and annual reports tracking covered students, laptop information, and claims activity by peril type and device manufacturer. The evaluation criteria consist of cost (24 points), reputation and quality (21 points), extent to which services meet University needs (21 points), past relationship with the University (13 points), and exceptions to terms and conditions (5 points). Proposals must be submitted electronically through the Euna e-Procurement portal by 3:00 PM Central Time on Monday, May 25, 2026, with a question deadline of May 13, 2026, and proposals must remain valid for a minimum of 240 days after the submittal deadline. The initial contract term extends up to three years from the effective date, with the University holding the option to renew for up to two additional one-year terms.

Proposers must submit a Historically Underutilized Business (HUB) Subcontracting Plan demonstrating good faith efforts to utilize HUB subcontractors if subcontracting occurs, though no specific set-aside percentages or restrictions limiting responses to disadvantaged enterprises are indicated in the solicitation documents. The RFP does not identify any incumbent vendors or current contractors, suggesting this may be a new procurement or a rebid of an existing service. The University will collect insurance fees from students at the beginning of each academic year and remit payment to the contractor along with detailed enrollment information. Payment terms require net thirty days in compliance with the Texas Prompt Payment Act, with the University accepting electronic funds transfer methods including ACH and single-use account cards; the University, as a state agency, is exempt from Texas sales and use tax. The agreement includes comprehensive insurance requirements, including Workers' Compensation with statutory limits, Commercial General Liability with minimum limits of $1,000,000 per occurrence, Business Auto Liability of $1,000,000, and Umbrella/Excess Liability Insurance of $2,000,000 per occurrence. UTHSA explicitly does not solicit or guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this RFP or any resulting contract, meaning the award value will depend on actual student enrollment and insurance claims experience.