TEXAS LOTTERY COMMISSION REQUEST FOR PROPOSALS FOR DOCUMENT MANAGEMENT SERVICES ISSUED January 12, 2017, 4:00 P.M. Central Time Request for Proposal No. 362-17-0001 PAGE i TABLE OF CONTENTS 1 GENERAL INFORMATION .............................................................................................................................. 1 1.1 PURPOSE ....................................................................................................................................................... 1 1.2 OUR VISION AND MISSION ................................................................................................................................ 1 1.3 OUR CORE VALUES .......................................................................................................................................... 1 1.4 SCHEDULE OF EVENTS ....................................................................................................................................... 2 1.5 SUCCESSFUL PROPOSER’S / LOTTERY RELATIONSHIP ............................................................................................... 3 1.6 PROCUREMENT AUTHORITY ............................................................................................................................... 3 1.7 PROPOSALS SUBJECT TO THE TEXAS PUBLIC INFORMATION ACT ................................................................................ 3 1.8 MISUNDERSTANDING OR LACK OF INFORMATION ................................................................................................... 4 1.9 REJECTION OF PROPOSALS AND CANCELLATION OF RFP .......................................................................................... 4 1.10 OWNERSHIP OF PROPOSALS ............................................................................................................................... 4 1.11 INCURRED EXPENSES ........................................................................................................................................ 5 1.12 PROPOSAL TENURE .......................................................................................................................................... 5 1.13 NO TEXAS LOTTERY OBLIGATIONS ....................................................................................................................... 5 1.14 SUCCESSFUL PROPOSER’S OBLIGATIONS ............................................................................................................... 5 1.15 CAPTIONS ...................................................................................................................................................... 5 1.16 PARTS INCORPORATED ...................................................................................................................................... 5 2 PROPOSAL PROCESS ..................................................................................................................................... 6 2.1 CONTACT PERSON ........................................................................................................................................... 6 2.2 PROHIBITION AGAINST UNAUTHORIZED CONTACT .................................................................................................. 6 2.3 PRE-PROPOSAL CONFERENCE ............................................................................................................................. 6 2.4 INQUIRIES ...................................................................................................................................................... 7 2.5 SUBMISSION OF PROPOSAL ................................................................................................................................ 7 2.6 RESPONSE FORMAT & CONTENTS ....................................................................................................................... 8 2.7 LETTER OF TRANSMITTAL................................................................................................................................... 9 2.8 EXECUTIVE SUMMARY ...................................................................................................................................... 9 2.9 PROPOSER’S CONTRACTING AUTHORITY ............................................................................................................... 9 2.10 PROPOSER’S COST PROPOSAL .......................................................................................................................... 10 2.11 MULTIPLE PROPOSALS .................................................................................................................................... 10 2.12 CHANGES, MODIFICATIONS AND CANCELLATION .................................................................................................. 10 2.13 UPDATES TO INFORMATION SUPPORTING A PROPOSAL ......................................................................................... 10 2.14 ADDITIONAL INFORMATION ............................................................................................................................. 11 2.15 PROPOSAL EVALUATION AND CONTRACT AWARD ................................................................................................ 11 2.16 SITE VISITS AND/OR ORAL PRESENTATIONS ......................................................................................................... 12 2.17 PROTEST PROCEDURE ..................................................................................................................................... 12 3 CONTRACTUAL TERMS AND CONDITIONS ................................................................................................... 13 3.1 INTRODUCTION ............................................................................................................................................. 13 3.2 GOVERNING LAW AND VENUE .......................................................................................................................... 13 3.3 CONTRACT ELEMENTS .................................................................................................................................... 13 3.4 AMENDMENTS .............................................................................................................................................. 13 3.5 NON-WAIVER ............................................................................................................................................... 14 3.6 CLARIFICATION OF LOTTERY’S INTENT ................................................................................................................ 14 3.7 LOTTERY’S FINANCIAL OBLIGATIONS .................................................................................................................. 14 3.8 RELATIONSHIP OF THE PARTIES ......................................................................................................................... 14 3.9 PAYMENT ..................................................................................................................................................... 15 3.10 ASSIGNMENTS............................................................................................................................................... 15 REQUEST FOR PROPOSALS FOR TABLE OF CONTENTS DOCUMENT MANAGEMENT SERVICES PAGE ii 3.11 SUBCONTRACTING ......................................................................................................................................... 16 3.12 LOTTERY APPROVAL OF STAFFING ..................................................................................................................... 16 3.13 BACKGROUND INVESTIGATIONS ........................................................................................................................ 17 3.14 COMPLIANCE ................................................................................................................................................ 18 3.15 TERM OF CONTRACT ...................................................................................................................................... 18 3.16 TERMINATION AT WILL ................................................................................................................................... 18 3.17 TERMINATION FOR CAUSE ............................................................................................................................... 18 3.18 TEXAS LOTTERY’S TERMINATION FOR IMPOSSIBILITY OF PERFORMANCE .................................................................... 20 3.19 TERMINATION WITHOUT PENALTY .................................................................................................................... 20 3.20 NO LIABILITY UPON TERMINATION .................................................................................................................... 20 3.21 WARRANTIES ................................................................................................................................................ 20 3.22 SUCCESSFUL PROPOSER SITE VISITS ................................................................................................................... 21 3.23 INTELLECTUAL PROPERTY RIGHTS ...................................................................................................................... 21 3.24 PRE-EXISTING AND THIRD PARTY RIGHTS ...........................................................................................................