Responses Must Be Received at the Designated Location Specified in This Solicitation On

RFP for Services

RESPONSES MUST BE RECEIVED AT THE DESIGNATED LOCATION SPECIFIED IN THIS SOLICITATION ON OR BEFORE:

Month Day, 200x

XX:00 AM/PM CST/CDT

MAIL, COURIER or HAND DELIVER RESPONSE TO:

Texas State University-San Marcos

ATTN: ______

Office of ______

601 University Drive, _____ Bldg. Room ???

San Marcos, TX 78666-4616

Show RFQ Number, Opening Date and Time on Return Envelope

NOTES TO POTENTIAL RESPONDENTS:

Responses must be received at the location designated above and time stamped on or before the time and date specified in this solicitation in order to be considered.

It is the Respondent’s sole responsibility for preparing, submitting and delivering a response with all required materials to the designated location on or before the published submittal deadline. Courier or delivery services may not deliver directly to the specified location. It is strongly recommended that the response be hand carried to insure receipt at the proper location:

· If mailing or sending by courier, the Respondent (Offeror) is cautioned to allow sufficient time for delivery prior to the published deadline to the location specified above.

· Failure to deliver, for whatever reason, may not be grounds for disputing the procurement solicitation process or any resulting contract award.

All questions relating to the RFQ shall be in writing via fax or e-mail as provided below. All requests for information shall result in written responses sent to all potential Offerors known to the University.

REFER INQUIRIES IN WRITING TO:

ATTN: ______

______Office

Fax: 512-245-_____

Email: ______

Due to the nature of the solicitation and evaluation process being utilized, after receipt of responses only the names of Respondents will be made public. Terms and other details will only be divulged upon written request after the contract award, if one is made. All responses submitted shall become the property of the State of Texas upon receipt.

Rev. 09/14/11

RFP for Services

PAGE NUMBER

SECTION 1 INTRODUCTION

1.1 Statement of Intent and Purpose 3

1.2 HUB Outreach Program 3

1.3 Form Of Response 4

1.4 Qualification Evaluation ?

1.5 Award Process ?

1.6 Term of Agreement ?

1.7 Texas State University-San Marcos Background Information ?

1.8 Compliance with University Policies ?

1.9 Insurance Requirements [insert as applicable] ?

1.XX Group Purchasing Authority [optional] ?

1.XX Background Check Minimum Requirements [optional] ?

1.XX Service Categories [optional] ?

1.XX Utilization Of Service Provider Pool [optional] ?

1.XX Work Products, Including Intellectual Property (optional) ?

1.XX [Additional Requirements to be Determined] (optional) ?

SECTION 2 SCHEDULE OF SOLICITATION PROCESS ?

SECTION 3 General Information

3.1 Submittal Deadline and Location ?

3.2 Submittal Instructions ?

3.3 Texas State Contacts ?

3.4 Inquiries and Interpretations ?

3.5 Terms and Conditions ?

3.6 Confidential or Proprietary Information ?

3.7 Right To Not Make An Award, Waive Formalities ?

3.8 Referenced Documents [optional] ?

3.9 Special Instructions [optional] ?

SECTION 4 (Sample Contract) General Terms and Conditions ?

SECTION 5 Execution of Offer

SECTION 1: INTRODUCTION

1.1 STATEMENT OF INTENT AND PURPOSE

In accordance with Texas Government Code 2254, Texas State University-San Marcos (“Texas State” or “University”) is seeking responses (qualification statements) to this solicitation from qualified individuals or firms (Respondents) to perform the professional services (“Work” or “services”) described below to/for .

The purpose of this RFQ is to evaluate and select a qualified firm(s) to provide the described professional services to Texas State.

For purposes of this solicitation, the terms “bid”, “offer” or “proposal” shall mean response to this RFQ.

The University expects to enter into one or more contracts with the selected Respondents to provide the following described professional services:

The selected Respondent(s) as provider of the Work to the University shall:

;

Be expected to maintain a high degree of confidentiality throughout the process;

Refer all media or other requests for information to ; and,

Be subject to the State’s “open records” laws.

1.2 HUB OUTREACH PROGRAM

The purpose of the State of Texas Historically Underutilized Business Program is to promote equal business opportunities for economically disadvantaged persons (as defined by Texas Government Code ∲2161) to contract with the State of Texas in accordance with the goals specified in the State of Texas Disparity Study. If you are a certified HUB, please indicate this in your response. If you are anticipating subcontracting with HUBs, please so indicate in your response.

The Statewide HUB goals per TAC 20.14 are: 11.2 % for heavy construction other than building contracts; 21.1% for all building construction, including general contractors and operative builders contracts; 32.7 % for all special trade construction contracts; 23.6 % for professional services; 24.6 % for all other services contracts; and 21 % for commodities contracts.

For additional information regarding any aspect of the University’s HUB Outreach Program, please contact Yolanda Strey, HUB Specialist at (512) 245-2523 or .

[Note: Add the following if the total contract award may exceed $100k and subcontracting opportunities have been determined “probable”]

It has been determined that subcontracting opportunities are “probable”. In accordance with the State’s HUB “Good Faith Efforts” mandates, a HUB Subcontracting Plan (HSP) is to be prepared and included as part of any response submitted. Failure to furnish a completed HSP shall cause a submitted response to be rejected.

Please note that there are mandated subcontracting opportunity notifications that must be sent and documented, as specified on the HSP form, referenced below, prior to the scheduled response submittal deadline. All potential Respondents are urged to familiarize themselves with the HUB “good faith effort (GFE)” requirements for developing, documenting and submitting an HSP with a response to this solicitation.

For further information regarding how to properly prepare an HSP and the forms to use, please access the following website:

http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/

1.3 FORM OF RESPONSE

Responses (qualification statements) shall contain, as a minimum, the following information:

Description of the Respondent’s qualifications for performing such professional services, including past experience in , and specifically, as they relate to institutions of higher education.

Description of methodology and procedures used in fulfilling the requirements of the process. This includes the procedures used to supervise the provisions of such professional services in a timely and cost-effective manner.

A detail of the qualifications of the individual or firm proposing to provide the professional services outlined above. This includes the names, credentials and experience of the professionals who will be assigned to do the Work.

The routine availability of lead professionals and others assigned to the project.

Specific examples of previous services performed that demonstrate experience and expertise for the professional services being proposed.

Confirmation of willingness to comply with policies, directives and guidelines of Texas State.

A description of the Respondent’s efforts to encourage and develop the participation of minorities and women in the provision of the services.

A “Statement of Interest” (SOI) pertaining to this specific project, including a statement of availability to undertake this Work with respect to personnel proposed for the project team (Please limit SOI to a maximum of 3 pages).

Complete, sign and submit Execution of Offer form found in Section 5 of this RFP.

Complete, sign and submit HUB Subcontracting Plan (HSP).

__ .

1.4 QUALIFICATION EVALUATION

Responses shall be evaluated based on the criteria below. If additional information or clarification is required, the RFQ evaluation team shall make written requests to the appropriate Respondent(s) and require all responses to be made in writing.

Experience in Providing Professional Services

Proposed Methodology of Delivering Professional Services

Firm’s Qualifications and References

Qualifications of Key Individuals

Technical Expertise

Project Team Organization

1.5 AWARD PROCESS

It is the University’s intention to . The University may elect to award contracts to more than one service provider for . University shall be the sole judge in making this determination and it shall be done if it is determined to be in the University’s best interests. The University reserves the right to make a “best value” award based solely upon the initial evaluation of the responses submitted; completion of any clarifications, demonstrations or presentations; or on the basis of a “best and final offer”.

In accordance with The Texas State University System “Rules and Regulations”, Chapter III, Section 17 and the Texas Education Code, Chp. 51, Sections 51.9335 (a) – (e), the University intends to carefully evaluate responses to this RFQ to determine which response “in total” shall constitute the “best value” to the University.

1.5.1 Evaluation

1. Administrative Review

The University will review timely received responses to determine if mandatory requirements are met and to verify that the response meet administrative and formatting requirements. Compliant responses will be approved for subsequent evaluation steps.

2. Initial Ranking

The University will review and rank compliant responses, without consideration of cost, from best to least qualified. The evaluation team will use detailed qualifications evaluation to carefully review each section of each response. Upon completion of the evaluation and, the next step of this evaluation will be performed.

3. Reference Checks, Clarification, and Product Demonstration/Presentation

The University will perform reference checks and seek further information as needed from all firms whose responses Texas State, at its discretion, considers viable, based on the initial evaluation. Respondents may be asked to discuss their submittals or to provide written clarification.

All firms selected for further consideration will be asked to present their responses. The conduct, content and extent of such discussions and demonstrations are a matter of the University’s judgment, based on the particulars of the selected responses.

In the course of seeking additional information, the University will:

· Control all discussions;

· Attempt to resolve any uncertainties concerning a response;

· Attempt to resolve any suspected mistakes by calling them to a Respondent’s attention as specifically as possible without disclosing information concerning other responses or confidential aspects of the evaluation process; and,

· ______; and,

· Provide the Respondent a reasonable opportunity to submit any technical or other revisions to its response that may result from discussions.

Each presentation will be scheduled for approximately full days. All key staff is expected to attend and participate. The University will provide an agenda, instructions, and when invitations are issued. These materials will be identical for all firms. Each firm will receive these items approximately thirty working days prior to the first day of its scheduled presentation.

4. Best and Final Offers (BAFO)

The University may choose to issue a written Request for Best and Final Offer to one or more firms. The request will include a specified date and time for receipt of BAFO responses, as indicated in Section Calendar of Events. The request will also include general instructions to and questions for all BAFO participants, as well as a list of issues, concerns and/or requests for additional clarification including, but not limited to functional capabilities, contractual gaps, and other Respondent-specific issues unique to each BAFO participant.

The objectives of the Request for BAFO include obtaining:

· The best price for requested and services;

· Changes to responses to better align them with University requirements or needed professional services;

· Clarifications where initial responses were deemed ambiguous or confusing by the evaluation team;

· Changes to the proposed approach or timing to the extent deemed necessary by the University; and

· Changes to or more information about proposed project personnel.

5. Final Evaluation

The University intends to make the contract award to the Respondent whose response best meets the qualification evaluation criteria and reflects the “best value” to the University. Upon selection, the successful Respondent shall be requested to provide pricing for the described professional services an estimate for budgetary purposes.

In determining “best value”, the Evaluation Committee will be instructed to consider all information contained in the initial response and information obtained from references, site visits, presentations, and any other information obtained during this procurement process.

1.6 TERM OF AGREEMENT

The term of any resulting agreements for a pool of search firm providers shall be ( ) years with the ability to renew for ( ), additional one-year terms, provided all terms and conditions remain in effect.

1.7 TEXAS STATE BACKGROUND INFORMATION

Texas State University-San Marcos is a doctoral granting university located in the burgeoning Austin-San Antonio corridor, the largest campus in the Texas State University System, and one of the 75 largest universities in the country.

For additional information see the University Factbook or refer to “About Texas State” found on the University’s website at:

http://www.txstate.edu/about/index.html

1.8 COMPLAINCE WITH UNIVERSITY POLICIES

RESPONDENT IS NOTIFIED THAT IN THE EVENT OF AN AWARD, AS A MINIMUM, THE FOLLOWING UNIVERSITY POLICIES SHALL APPLY TO A CONTRACTOR’S EMPLOYEES AND SUBCONTRACTORS WHILE ON THE TEXAS STATE CAMPUS:

a. On-campus driving and parking;

b. Prohibition on smoking or tobacco use;

c. Fire safety;

d. Hazardous Materials;

e. Drug-free workplace; and,

f. Prohibition of sexual harassment, or harassment or discrimination based on race, color, national origin, age, sex, religion, disability, or sexual orientation.

1.9 INSURANCE REQUIREMENTS [insert appropriate requirements]

[insert appropriate minimum insurance and workers compensation requirements - based on type of Work to be provided and whether or not the Work shall be performed on campus]

1.XX GROUP PURCHSING AUTHORITY [optional]

Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (re. Section 51.9335, education Code) Additional Texas public institutions of higher education may elect to enter into a contract with the successful Respondent under this procurement solicitation.

1.XX CRIMINAL HISTORY AND SECURITY BACKGROUND CHECK [optional]