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3.1. General Instructions
3.1.A. Complete
Response Required – Respondents
should carefully read the information contained herein and submit a
complete Response to all requirements and questions as directed.
Failure to comply with the requirements contained in this Request
for Proposal may result in the rejection of Respondent’s Proposal.
3.1.B.
No Compensation for Preparation – The University will not
provide compensation to Respondents for any expenses incurred by
Respondents for Proposal preparation or for any demonstrations that
may be made, unless otherwise expressly stated. Respondents submit
Proposals at their own risk and expense.
3.1.C.
Proposals with Conditional Clauses – Proposals which are
qualified with conditional clauses, or alterations, or items not
called for in the E-RFP documents, or irregularities of any kind are
subject to disqualification by The University, at its option.
3.1.D.
Concise Proposal – Each Proposal should be prepared simply
and economically, providing a straightforward, concise description
of Respondent’s ability to meet the requirements of this E-RFP.
Emphasis should be on completeness, clarity of content,
responsiveness to the requirements, and an understanding of The
University's needs.
3.1.E. No Guarantee
by The University – The
University makes no guarantee that an award will be made as a result
of this E-RFP, and reserves the right to accept or reject any or all
Proposals, waive any formalities or minor technical inconsistencies,
or delete any item/requirements from this E-RFP or resulting
Contract when deemed to be in The University's best interest.
Representations made within the Proposal will be binding on
responding firms. The University will not be bound to act by any
previous communication or Proposal submitted by the firms other than
this E-RFP.
3.2. Form Preparation
and Submittal Instructions
3.2.A. Clarification
to E-RFP Form – Submit
the Clarification to E-RFP Form
on-line.
3.2.B. Further
Clarification to E-RFP Form –
Submit the Further Clarification to
E-RFP Form on-line.
3.2.C. Intention to
Propose Form – Submit
the Intention to Propose Form
on-line.
3.2.D. Addenda Form –
Should The University issue an Addendum,
Respondents must acknowledge
receipt of addenda in Response Volume 1A, Part 1 The Execution of
Offer.
3.3. Proposal Preparation
Instructions
3.3.A. Paper size
– All Proposals must be submitted on 8 ˝ x 11 inch paper,
including all illustrations, tables, appendices, etc. Front and back
of sheets (double sided) may not be used.
3.3.B. Text –
Font size must be 12 point. Questions and their E-RFP number shall
be repeated in the Proposal text and shall be single-spaced.
3.3.C. Length
– Brevity is appreciated. However, there is no restriction to the
number of Proposal pages.
3.3.D. Additional
Information—Respondents are
asked not to include loose brochures (e.g. general marketing
material). Only pertinent information should be submitted.
3.4. Proposal
Submittal Instructions
3.4.A. Binding –
Response Volumes A and B (of applicable Contract) shall be
submitted as one combined Proposal in a loose-leaf, 3 ring binder.
3.4.B. Number of
Proposal Copies – Respondents
are to submit two copies of each Proposal.
3.4.C. Mailing
Address and Instructions –
Two copies of the Proposal (one with the original signature on the Execution of Offer)
must be submitted to the UT System at the following address via mail
(U.S. Mail or Express Mail) and received by the due date stated in Informational
Section 2 (2.2) to:
- Art Martinez
Assistant Director
- Business and Administrative
Services
UT System Administration
201 W. 7th. Street – Room 410
Austin, TX 78701
(512) 499-4349 (Phone number
provided for overnight mail forms only. Please do not call
this number for information on this E-RFP.)
3.4.D. Packaging
& Labeling – Proposals
must be enclosed in a sealed envelope (box or container); the
package must show clearly the submittal deadline; the E-RFP number
AS-2000-01 must be clearly visible; and the name and the return
address of the Respondent must be clearly visible.
3.5 Alternate
Proposals – The
University may consider alternate Proposals submitted by qualified
responsive firms in determining an award. Respondents submitting
alternate Proposals shall clearly identify any exceptions taken to
the requirements listed herein, and include a detailed description
of the alternate(s) proposed. Respondent may suggest additions to
the requirements. All such suggestions shall be clearly defined.
Alternative Proposals, however, must be submitted in addition to the
requested Proposal. Alternative Proposals (service or pricing) must
be submitted in a clearly identified separate binder.
3.6. Withdrawal or
Modification
No Proposal may be
changed, amended, modified by telegram or otherwise, after the same
has been submitted or filed in response to this solicitation, except
for obvious errors in extension. However, a Proposal may be
withdrawn and resubmitted any time prior to the time set for receipt
of Proposals. No Proposal may be withdrawn after the submittal
deadline without approval by The University which shall be based on
Respondent's submittal, in writing, of a reason acceptable to The
University.
3.7.
Validity Period
Proposals are to be valid for The
University's acceptance for a minimum of 120 days from the submittal
deadline date to allow time for evaluation, selection, and any
unforeseen delays. Proposals, if accepted, shall remain valid for
the life of the Contract (unless mutually amended in writing).
3.8. Submittal
Checklist:
This E-RFP is
composed of six Response Volumes. There is a separate volume (A
& B) for each Contract. Respondent only needs to submit the
volume(s) associated with the Contract(s) for which the Respondent
is bidding.
- Partner Agency Response Volume
1A - Service
- Partner Agency Response Volume
1B - Price
- Business-Alliance Agency Response Volume
2A - Service
- Business-Alliance Agency Response Volume
2B – Price
- Student/Retail-Alliance Agency Response Volume
3A – Service
- Student/Retail-Alliance Agency Response Volume
3B – Price
3.9 Terms and
Conditions
3.9.A. The
General Terms and Conditions
(Informational Section 4) shall govern any Contract issued
as a result of this solicitation (E-RFP). All Respondents must
comply with the requirements listed on any Notice to Respondents,
Proposal Requirements, Service Requirements, and General Terms and
Conditions herein. In the event there is a conflict expressed in
this document, the provision requiring Respondent to supply the
better quality or greater quantity shall prevail, or if such
conflict does not involve quality or quantity, then interpretation
will be in the following order of precedence:
- Service Requirements
- General Terms and Conditions
- Proposal Requirements
- Notice to Respondents
3.9.B.
By signing the Execution of Offer and submitting a Proposal,
Respondent certifies that any attached or referenced terms,
conditions, or documents are applicable to this procurement only to
the extent that they do not conflict with the statutes or
Administrative Code of the State of Texas, or the advertised terms
and conditions, and that they do not impose additional requirements
on The University. Respondent further certifies that the submission
of a Proposal is Respondent's good faith intent to contract with The
University as specified herein and that such intent to contract is
not contingent upon The University's acceptance or execution of any
such attached or referenced terms, conditions, or other documents.
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