1.5.3 Request for Proposal (RFP)

When the expected value of the goods or services exceeds $50,000, a formal solicitation process is required. The following guidelines apply to the Request for Proposal (RFP) solicitation method:

• Request for Proposal (RFP) is a formal solicitation method that requires evaluation of proposals based upon best value criteria established in Texas Education Code 51.9335(b).
• The best value criteria that will be used to score proposals are weighted and must be approved by the Director of Contracts and Procurement before the RFP can be publically posted. The evaluation criteria and weights are clearly identified in the RFP. Best value criteria may include, but are not limited to:
  • installation costs
  • life cycle costs
  • quality and reliability of the goods and services
  • delivery terms
  • indicators of probable supplier performance under the contract, such as past supplier performance, the supplier's financial resources and ability to perform, the supplier's experience and demonstrated capability and responsibility, and the supplier's ability to provide reliable maintenance agreements and support
  • cost of any employee training associated with the purchase
  • effect of a purchase on the university's productivity
  • other factors relevant to determining the best value for the university in the context of a particular purchase
  • any other factor that a that a private business entity would consider in selecting a supplier

  B. Procedure

  1. The department submits a request to the Office of Contracts and Procurement (CNP) in order to initiate the RFP process.
  2. Establishment of an evaluation team:
     1. The department identifies end users and business experts to serve as evaluation team members. The composition of the evaluation team must be approved by the Director of Contracts and Procurement before the RFP is publically posted.
     2. CNP will collect Non-Disclosure / Conflict of Interest Statement agreements from all evaluation team members. Evaluation team members will need to comply with UTS180 and have completed entry of any required disclosures in the Conflicts of Interest/Commitment Electronic Reporting System.
     3. The evaluation team members work with CNP staff to develop a detailed scope of work (SOW) and a list of questions that will assist the evaluation team in the proposal scoring process.
     1. background information regarding the purpose of the solicitation
     2. a detailed scope of work
     3. a list of questions for proposers to complete
     4. an Execution of Offer
     5. instructions on how to submit proposals
     6. if a HUB Subcontracting Plan (HSP) is required, instructions as to how to complete and submit the HSP are included
     7. a schedule which includes:
        1. date of pre-proposal conference, if applicable
        2. date for submission of written questions from the proposers to the university
        3. proposal submission deadline