THE TEXAS A&M UNIVERSITY SYSTEM OFFICE of HUB & PROCUREMENT PROGRAMS REQUEST FOR PROPOSAL COMPREHENSIIVE ADMINISTRATIVE REVIEW for UNIVERSITIES RFP NUMBER RFP01 CHAN-13-005 PROPOSAL MUST BE RECEIVED BEFORE: 2:00 P.M. Central Time on April 26, 2013 MAIL, HAND DELIVER, AND /OR EXPRESS MAIL PROPOSAL TO: The Texas A&M University System The Texas A&M University System Building System Office of HUB & Procurement Programs 301 Tarrow 3rd Floor College Station, TX 77840 Attn: Don Barwick Show RFP Number, Opening Date and Time on Response Envelope NOTE: PROPOSAL must be time stamped at The Texas A&M University System Office of HUB Programs before the hour and date specified for receipt of proposal. Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121-2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of Respondents will be made public. Prices and other proposal details will only be divulged after the award, if one is made. REFER INQUIRIES TO: Don Barwick, Manager The Texas A&M University System HUB & Procurement Programs 979-458-6410 email: [email protected] All proposals shall become the property of the State of Texas upon receipt. Proposals may be subject to public review after contracts have been awarded. VENDORS responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified as such in writing, and the SYSTEM accepts, in writing, the information as proprietary. Notwithstanding the foregoing, the SYSTEM is subject to the Texas Public Information Act. Table of Contents SECTION 1 Introduction 3 1.1 Scope 3 1.2 Background 3 1.3 Priorities/Explanations 4 1.4 Additional Resource Materials and Information 4 1.5 Performance Period 5 SECTION 2 Instruction for Respondents 6 2.1 Calender of Events 7 2.2 Examination of RFP 7 2.3 Submittal Instructions & Delivery of Submittals 7 2.4 Proposal Components 8 2.5 Inquiries and Interpretations 8 2.6 Selection Process 8 2.7 TAMUS HUB Policy & HUB Subcontracting Requirements 9 SECTION 3 Scope of Work 11 3.1 Introduction 11 3.2 Requirements 11 3.3 Contract Deliverables 12 3.4 Financial Proposal Requirements 13 3.5 Statement of Qualifications 13 3.6 Financial Requirements 13 3.7 Schedule Requirements 14 3.8 Company References 14 SECTION 4 General Terms and Conditions 15 Exhibit A Execution of Offer 21 Exhibit B Non-Collusion Affidavit 23 Exhibit C Pricing/Project Completion Matrix 24 Attachments I. Texas A&M University Organizational Chart II. Texas A&M Health Science Center Organizational Chart III. Prairie View A&M University Organizational Chart IV. Texas A&M University-Commerce Organizational Chart V. Tarleton State University Organizational Chart VI. West Texas A&M University Organizational Chart VII. Texas A&M University-Kingsville Organizational Chart VIII. Texas A&M University-Corpus Christi Organizational Chart IX. Texas A&M International University Organizational Chart X. Texas A&M University-Texarkana Organizational Chart XI. Texas A&M University-San Antonio Organizational Chart XII. Texas A&M University-Central Texas Organizational Chart XIII. Texas A&M University at Galveston Organizational Chart 2 SECTION 1 – INTRODUCTION 1.1 SCOPE The Texas A&M University System (TAMUS or A&M System) is seeking services of a firm(s) to conduct a comprehensive review and analysis of administrative structures, services, processes, practices and costs at Texas A&M University and Texas A&M Health Science Center. A second phase of this review will be focused on System universities located outside Brazos County to include Prairie View A&M University, Texas A&M University-Commerce, Tarleton State University, West Texas A&M University, Texas A&M University-Kingsville, Texas A&M University-Corpus Christ, Texas A&M International University, Texas A&M University-Texarkana, Texas A&M University- San Antonio, Texas A&M University-Central Texas, and Texas A&M University at Galveston. One purpose of this review is to identify recommendations that would enhance administrative efficiency, effectiveness, and execution at all levels of the organization. In particular, the review should identify functions and services that may be unnecessarily duplicated within and among A&M System members, as well as any organizational layers that create inefficiencies and complicate decision making and positive organizational change. Another purpose of the review is to identify administrative cost savings that can be redirected into the System’s core functions of teaching, research and service. While the fiscal climate for higher education in the State of Texas at the advent of the 2013 legislative session is not as bleak as comparable times in 2009 and 2011, it remains critically important for the A&M System to operate as cost-effectively as possible, and to maximize the resources provided by the State of Texas, constituents, and other stakeholders. To illustrate that point, please consider a hypothetical example of a university department that the study determines has $100,000 in excess administrative costs on an annual basis. The goal of this study is to identify an appropriate and effective mechanism to have the agency redirect that $100,000 of potential savings to faculty or researchers. Those savings would now better further the university’s mission. The issue of administrative inefficiency is not unique to the A&M System. The A&M System is confident that Texas A&M University and our other member universities are more efficient than other peer institutions. The A&M System, however, cannot be satisfied with that standard and must work to further enhance the efficiency of A&M System operations. Through this process, the A&M System seeks to develop an organizational structure and processes that will consistently enhance our ability to further our teaching, research and service mission in the face of the today’s economic realities. By submitting responses, each RESPONDENT certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each RESPONDENT also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the RESPONDENT. 1.2 Background TAMUS is one of the largest systems of higher education in the nation, with a statewide network of 3 eleven universities, seven state agencies and a comprehensive health science center. TAMUS members educate more than 123,000 students and reach another 22 million people through service each year. With more than 28,000 faculty and staff, TAMUS has a physical presence in 250 of the state’s 254 counties and a programmatic presence in every one. In 2011, externally funded research expenditures exceeded $780 million to help drive the state’s economy. Each of the 11 member universities and Health Science Center of TAMUS has its own mission, history and goals. The oldest institution and founding member of TAMUS is Texas A&M University, established in 1876. Many of the member universities and agencies joined TAMUS decades after being established. Together, they strive to provide educational programs, outreach and community enhancement services as well as research that will improve the lives of people in Texas and beyond. More than one in five students in a public university in Texas is enrolled in a TAMUS institution. TAMUS consistently ranks in the forefront among public universities in Texas in retention rates—keeping students enrolled and on course for graduation both overall and for African-American and Hispanic students. TAMUS students received about $247 million in scholarships and grants annually. TAMUS awarded 24,377 degrees in FY 2010. TAMUS’ faculty includes recipients of the Nobel Prize, National Medal of Science, Pulitzer Prize, World Food Prize and Wolf Prize, as well as members in the National Academy of Sciences and the National Academy of Engineering. 1.3 Priorities/Expectations RESPONDENTS should note the following priorities/expectations with regard to the possibility of TAMUS establishing a contractual relationship with any RESPONDENT: (a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to TAMUS in a timely, cost effective manner. TAMUS is seeking a RESPONDENT that will ensure the provision of such quality in its delivery of service through proven techniques and established metrics. (b) Level of Experience and Expertise. RESPONDENT must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure a successful project as determined by TAMUS. (c) Delivery Efficiency as it Relates to Total Costs. RESPONDENT must demonstrate its ability to deliver the required services in a cost-effective and timely manner while not sacrificing the quality required by a Tier I research system. (d) Financial Stability. RESPONDENT must demonstrate its financial stability and capabilities in providing the required services. At a minimum, the RESPONDENT shall provide the two most current audited financial statements. 1.4 Additional Resource Materials and Information 4 The following attachments and or websites are included as additional resource materials and historical data relating to the services requested by the RFP: Attachments I. Texas A&M University Organizational Chart II. Texas A&M Health Science Center Organizational Chart III. Prairie View A&M University Organizational Chart IV. Texas A&M University-Commerce Organizational Chart V. Tarleton State University Organizational Chart VI. West Texas A&M University Organizational Chart VII. Texas A&M University-Kingsville Organizational Chart VIII. Texas A&M University-Corpus Christi Organizational Chart IX. Texas A&M International University Organizational Chart X.