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The guide explains how “Best Value” determinations may consider criteria beyond price and delivery, and how the Office of Contracts and Procurement (CNP) supports departments throughout planning, template selection, and evaluation support. 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Institutions of Higher Education (IHEs) are permitted to make award determinations based on “Best Value” criteria as outlined in the Texas Education Code 51 .9335(b) . Thus, criteria in addition to price and delivery may be considered.  \nThe RFP process can be complicated and time consuming. The process is facilitated by the Office of Contracts and Procurement (CNP) . Our office will assign an individual to guide the department through the processing steps. The department will select an evaluation team composed of 3-5 subject matter experts who will develop the Scope of Work (SOW), answer proposer questions, evaluate proposals and recommend a proposer for contract award. The contract negotiation is a joint activity between CNP and the department’s contract administrator.  \nRFP Process Steps:  \nInitiation and Scope of Work (SOW) Development  \nRFP Document Finalization and Posting  \nPre-Proposal Conference and Proposer Questions  \nInitiation and Scope of Work (SOW) Development  \nIn this step the department will complete a questionnaire that will assist CNP in determining the correct RFP template to be used and to determine additional requirements for review. The primary activities that must be completed in this step are:  \n1. Department completes RFP Questionnaire.  \n2. CNP schedules a meeting with the department in order to finalize:  \na. Evaluation Team Members  \nb. Project Overview  \nc. Scope of Work  \nd. Evaluation Criteria (Scored) & Weights  \ni. Evaluation criteria must conform to the criteria established in Texas Education Code 51.9335(b):  \n1. the purchase price;  \n2. the reputation of the vendor and of the vendor’s goods or services  \n3. the quality of the vendor’s goods or services;  \n4. the extent to which the goods or services meet the institution’s needs;  \n5. the vendor’s past relationship with the institution;  \n6. the total long-term cost to the institution of acquiring the vendor’s goods or services;  \n7. any other relevant factor that a private business entity would consider in selecting a vendor  \nii. Evaluation teams can develop nomenclatures or groupings of the criteria, but it must map to the required criteria set forth in the statute  \ne. Questions Related to the Evaluation Criteria  \ni. In order to facilitate scoring of the proposals by the evaluation team it is a good idea to develop a set of questions for the proposers to answer that are related to each of the scored criteria.  \n3. Evaluation team members with sign and submit Conflict of Interest/Non-Disclosure Forms.  \na. CNP will meet with team members to discuss these requirements.  \nb. All evaluation team members must sign prior to posting of the RFP.  \n4. CNP will select the appropriate RFP template and develop a draft for review by the evaluation team.  \n5. CNP and the evaluation team will develop a schedule for the RFP to remain posted until submissions are required.  \na. The posting period is generally 4 weeks, but may be modified based upon the complexity of the request.  \nRFP Document Finalization and Posting  \n1. CNP staff will complete the RFP template to include:  \na. Notification requirements  \nb. Key event schedule  \ni. Date for pre-proposal conference (if required)  \nii. Date for submission of questions  \niii. Proposal submission deadline  \nc. Scored and Non-Scored Evaluation Criteria  \nd. Project Overview  \ne. Scope of Work  \nf. Additional Questions  \n2. Evaluation team will review the template and offer any suggested changes.  \n3. CNP Director or Associate Director will conduct a final review and approve for posting.  \n4. CNP will post the RFP Document along with any required documents on the Electronic State Business Daily (ESBD) .  \na. HUB Subcontracting Plan (HSP) is required if the anticipated amount of the award will ex","cbCaihOJAVnnZWM5","https://ap.wps.com/l/cbCaihOJAVnnZWM5","pdf",823246,6,"English","# RFP Process Overview\n# RFP Process Steps\n## Initiation and Scope of Work (SOW) Development\n## RFP Document Finalization and Posting\n## Pre-Proposal Conference & Proposer Questions\n## Verifying Proposal Submissions","[{\"question\":\"What is the role of “Best Value” criteria in an RFP award determination?\",\"answer\":\"The RFP process permits institutions to base award determinations on “Best Value” criteria. Criteria beyond price and delivery may be considered according to the referenced Texas Education Code provisions.\"},{\"question\":\"Who prepares the evaluation materials and how is the evaluation team formed?\",\"answer\":\"CNP assigns a guide and the department selects an evaluation team of 3–5 subject matter experts. The team develops the Scope of Work (SOW), answers proposer questions, evaluates proposals, and recommends an award recommendation.\"},{\"question\":\"How are proposer questions handled during the RFP posting period?\",\"answer\":\"Proposers submit questions through CNP regarding the solicitation. CNP assembles the questions with the evaluation team to develop answers, which are provided to known proposers and posted as an ESBD addendum.\"}]","Request for Proposal (RFP) Processing Guide - UT System Administration | PDF",1789217005]