University Trademark Licensing

The Board of Governors of Missouri State University
Office of Procurement Services
901 South National Avenue
Springfield, MO 65897
Telephone: 417.836.5260
REQUEST FOR PROPOSAL (RFP) 8461-30
March 30, 2026
UNIVERSITY TRADEMARK LICENSING
Contract Period: July 1, 2026, through June 30, 2028
Two Year Contract with Three Optional One-Year Renewals
This document constitutes a request for SEALED responses from qualified contractors
to provide University Trademark Licensing Services as specified herein, in accordance
with the requirements, terms and conditions of this Request for Proposal.
Date and Time Returnable: 3:00 p.m. on Thursday, April 30, 2026
Micki Melton E-mail: mickimelton@missouristate.edu Telephone: 417.836.6835
By signing below and submitting a response to this RFP, Contractor agrees to furnish
items and/or services pursuant to all requirements and specifications contained in this
RFP, upon either the receipt of an authorized purchase order from Missouri State
University, or receipt of a countersigned copy of the RFP.
Either occurrence shall be agreed by the parties as forming a binding contract pursuant
to the terms of the RFP set forth herein. Contractor agrees that, subject to the terms of
this RFP, any exceptions to the RFP, or other changes could disqualify the Contractor
from consideration in University's final award.
Contractor Company Name Date
Mailing Address Telephone
City State Zip Code Facsimile
Contact Person(s) E-Mail(s)
Printed Name Authorized Signature Title
For University Use Only: Contract Number:
Accepted by the Missouri State University as Follows: In its entirety.
Mike Wills, Director, Procurement Micki Melton - Buyer Date
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
1.0 INTRODUCTION AND GENERAL INFORMATION
1. Introduction - Overview and Expectations
The University is conducting an evaluation to select a collegiate licensing company (the
contractor) to operate and grow the university's trademark licensing program. The
contractor will provide day-to-day licensing program management, brand compliance
oversight, trademark protection support, royalty administration and reporting, and
strategic retail and licensee development. After evaluating the submitted material, the
University, at its sole discretion, may determine to negotiate with the entity with the most
favorable terms as determined by the University.
The contractor should demonstrate experience managing licensing programs for
comparable institutions and maintaining relationships with local, national and online
retailers and suppliers. The contractor must assign an account team to the university
and provide a clear service model, including primary contacts, escalation paths and
expected response times.
1.1 Background
Missouri State University is a comprehensive institution offering undergraduate and
graduate programs, including the professional doctorate. The university educates
students to be global citizen scholars committed to public affairs.
With system enrollment of 26,000+ students across three campuses, the University is
structured to address the special needs of the urban and rural populations it serves.
Missouri State University, Springfield is a selective admissions, graduate level teaching
and research institution. Missouri State University, West Plains is an open admissions
campus serving seven counties in south central Missouri. Missouri State University,
Mountain Grove serves Missouri's fruit industry through operation of the State Fruit
Experiment Station. The University's Extended Campus provides a variety of
opportunities for study that align with the needs of today's mobile student.
The University also operates additional facilities, such as the Darr Agricultural Center in
southwest Springfield, Jordan Valley Innovation Center in downtown Springfield, Bull
Shoals Field Station near Forsyth, Baker's Acres and Observatory near Marshfield,
Missouri State University Graduate Center in Joplin, and a branch campus at Liaoning
Normal University in Dalian, China. Missouri State's Department of Defense and
Strategic Studies program is located near Washington, D.C., in Fairfax, Virginia.
Missouri State University's primary website is http://www.missouristate.edu
Financial Services website: https://www.missouristate.edu/financialservices/
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
2. Organization
This document, referred to as a Request for Proposal (RFP), is divided into the following
parts:
1.0 INTRODUCTION AND GENERAL INFORMATION ................................................ 2
2.0 SCOPE OF WORK .................................................................................................. 5
3.0 RESPONSE SUBMISSION INFORMATION ......................................................... 12
4.0 PRICING PAGE ...................................................................................................... 21
5.0 GENERAL TERMS AND CONDITIONS ................................................................ 23
6.0 AFFIDAVIT OF WORK AUTHORIZATION ............................................................ 33
7.0 AFFIDAVIT FOR ANTI-DISCRIMINATION AGAINST ISRAEL ACT ..................... 34
LINK - VENDOR REGISTRATION FORM FOR SERVICE CODE SE335
3. Questions
It is the Contractor's responsibility to ask questions, request changes or clarification, or
otherwise advise the Office of Procurement Services if any language, specifications, or
requirements of the RFP/RFQ/RFI appear to inadvertently restrict or limit the
requirements of the RFP/RFQ/RFI to a single source.
Any and all communication from contractors regarding the RFP/RFQ/RFI and the
procurement process must be directed to the person as identified on the first page of
the RFP/RFQ/RFI.
Contractors are assumed to understand the RFP/RFQ/RFI and to have accepted all
terms upon signature. Any questions regarding the RFP/RFQ/RFI must be submitted in
writing. The University will review questions submitted by the Contractor and, determine
whether or not a response is warranted.
4. Timetable
For informational purposes only, Contractors are advised that the University anticipates
following the timetable set forth below with regard to this Request for Proposal.
Timetable
Deadline for RFP Response April 30th, Thursday 2026
Award Decision, Approximate J u n e 2026
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
5. Right to Modify or Cancel
5.1 University's Right to Modify or Cancel
The University reserves the right to officially modify or cancel the RFP/RFQ/RFI after
issuance. Contractors will be notified of any such modification or cancellation by
issuance of an addendum from the University's Office of Procurement Services.
5.2 Contractor May Modify or Withdraw a Submitted Proposal Prior to Proposed Close
Time.
The Contractor may modify or withdraw a submitted proposal prior to the Proposed
Close Date and Time by providing the University with adequate notice. For purposes of
withdrawing or modifying a bid, adequate notice can be achieved in one of the following
ways:
(1) By signed, written notice received by the University's Office of Procurement Services
prior to the Response Close Date or,
(2) In person notification by the Contractor or its authorized representative, provided
proper identification is presented before the Proposal Close Date and Time. Telephone
requests to withdraw or modify a response will not be honored. No withdrawal or
modification will be accepted following the Proposed Close Date.
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
2.0 SCOPE OF WORK
1. Overview and expectations
Missouri State University intends to select a collegiate licensing company (the
contractor) to operate and grow the university's trademark licensing program. The
contractor will provide day-to-day licensing program management, brand compliance
oversight, trademark protection support, royalty administration and reporting, and
strategic retail and licensee development.
The contractor should demonstrate experience managing licensing programs for
comparable institutions and maintaining relationships with local, national and online
retailers and suppliers. The contractor must assign an account team to the university
and provide a clear service model, including primary contacts, escalation paths and
expected response times.
2. General requirements
The contractor will manage the core operations of the university's trademark licensing
program, including:
* Licensee recruitment and onboarding: Identify, recruit and support qualified
licensees; explain program requirements; and manage onboarding and renewals.
* License agreements: Prepare, execute and administer license agreements
using university-approved templates and required terms; manage amendments,
renewals and compliance documentation.
* Program compliance and guidance: Provide ongoing guidance to licensees
and campus stakeholders to support compliant use of university marks and
adherence to brand standards.
* Quality assurance: Maintain a quality assurance program for licensed products,
including standards, review protocols and corrective action steps for
noncompliance.
* Supplier responsibility standards: Incorporate applicable labor and supplier
responsibility standards into license agreements and support compliance tracking
and remediation resources, as appropriate.
* Records retention: Maintain program records for a minimum of five years after
contract expiration or termination, or until the university's audit is complete,
whichever occurs later.
* Royalty administration and reporting: Invoice and collect royalties; reconcile
payments; and provide regular royalty reports and remittances to the university at
least quarterly, with additional reporting available upon request.
* Audit support: Support the university's right to inspect and audit records related
to the licensing program and cooperate with any audit requests.
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
* Transition support: If applicable, provide a transition plan that addresses
continuity of license agreements, reporting, approval workflows, retailer
communications and program documentation.
3. Artwork review and approval platform (Core requirement)
The contractor must provide a web-based platform that enables the university to review,
comment on, and approve or deny product artwork for brand compliance prior to
production and sale. The platform must be available to university reviewers and
licensees and must support a reliable, auditable approvals process.
Minimum platform capabilities
* Workflow management: Submission, review, revision cycles and final
approval/denial.
* University approval authority: University-designated approvers must be able to
require revisions and issue final decisions.
* Annotations and collaboration: In-platform comments and file
markup/annotation tools, or an equivalent method that clearly ties feedback to
specific artwork elements.
* Version control: Track revisions and prevent outdated proofs from being
approved.
* Audit trail: Time-stamped history of submissions, reviewers, actions taken and
final decisions.
* Role-based access: Configurable permissions for university users, licensees
and contractor administrators.
* Notifications: Automated alerts for new submissions, revision requests,
approvals/denials and pending items.
* Search and archive: Searchable history by licensee, product category,
mark/logo and date, with exportable records.
* Reporting: Submission volume, cycle time, pending approvals, rejection reasons
and recurring compliance issues.
* Security: Access controls and reasonable security safeguards for user
authentication and data protection.
Service levels
The contractor must propose recommended review turnaround targets, escalation steps
and peak-period staffing plans to prevent bottlenecks and keep licensees on schedule.
4. Trademark protection and enforcement support
The contractor will support trademark protection and enforcement efforts, including:
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
* Monitoring: Monitor the marketplace for unauthorized or misleading uses of
university marks, including online marketplaces and retail channels, as
appropriate.
* Enforcement support: Provide documentation, outreach and takedown support
for unauthorized uses, with a clear escalation protocol for repeat or high-risk
violations.
* Education and prevention: Provide tools and guidance to help reduce
inadvertent misuse by retailers, licensees and other parties.
* Reporting: Provide periodic enforcement activity summaries and trends,
including common infringement types and recommended actions.
5. Retail and licensee development
The contractor will support program growth and access to high-quality licensed products
by:
* Retail strategy: Proposing an annual retail and licensee development plan,
including priorities by product category and channel.
* Local and regional growth: Supporting outreach to local and regional retailers
and helping identify opportunities to expand distribution in Missouri and
surrounding markets.
* National accounts and e-commerce: Demonstrating capability to support
national retail opportunities and e-commerce distribution, where appropriate.
* Trade engagement: Maintaining awareness of industry trends and opportunities
through ongoing market engagement.
* Brand protection through product integrity: Ensuring the program supports
the integrity and reputation of the university's marks through product quality and
compliant usage.
6. Program reporting and performance management
The contractor will provide reporting and performance insights that enable the university
to manage the program effectively, including:
* Royalty reporting: At least quarterly royalty reports and remittances, including
breakdowns by licensee, product category and channel.
* Approvals reporting: Platform reporting on approvals volume, cycle time,
backlogs and common compliance issues.
* Program reviews: Regular check-ins and at least one annual program review
that includes performance trends, opportunities for improvement and
recommended goals for the coming year.
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
1. General Information
1.1 Purpose of Procurement
The purpose of the Request for Proposal (RFP) is to solicit responses from firms for
University Trademark Licensing, for Missouri State University.
The contractor must treat information obtained through the performance of services as
confidential and must not release reports or materials without prior university approval.
The university retains ownership of its trademarks and retains the right to access,
inspect and audit licensing program records related to the services.
1.2 Definitions
For the purposes of this Contract, the following terms have the following meaning:
1.2.1 Accessibility Standards
Means the following nationally and state accepted accessibility standards, the MO ICT
Standards, the Web Content Accessibility Guidelines (WCAG) developed by the Web
Accessibility Initiative (WAI) of the Worldwide Web Consortium (WC3), Level A and AA,
and Appendixes A, B, and C of Section 508 and 255 Subparts to the Rehabilitation Act
of 1973.
1.2.2 Information Communication Technology (ICT)
Means any information technology, equipment, or interconnected system or subsystem
of equipment for which the principal function is the creation, conversion, duplication,
automatic acquisition, storage, analysis, evaluation, manipulation, management,
movement, control, display, switching, interchange, transmission, reception, or
broadcast of data or information. For the purposes of this definition, ICT includes
Information Technology.
1.2.3 Information Technology (IT)
Means any electronic information equipment or interconnected system that is used in
the acquisition, storage, manipulation, management, movement, control, display,
switching, interchange, transmission, or reception of data or information, including
audio, graphic and text.
1.2.4 Sandbox
Means a testing environment wherein the University may utilize the features of the
Service/Product for the purposes of testing the Service/Product for compliance with this
RFP/RFQ/RFI.
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
1.3 Alternative Documentation
1.3.1 Master Service Agreement
Do you have a Master Service Agreement or other document typically distributed to
customers seeking to engage the Services/Product underlying your RFP/RFQ/RFI
response?

Yes or No
1.3.2 Services/Products Pursuant to RFP/RFQ/RFI
If Yes, will you agree to provide the Services/Products pursuant to this RFP/RFQ/RFI
and the Contract Documents identified herein and not your Master Service Agreement.

Yes or No
1.3.3 Edits to Master Service Agreement
If No, will you accept edits to your Master Service Agreement including but not limited to
the incorporation of your Master Service Agreement into this RFP/RFQ/RFI.

Yes or No
1.3.4 Editable Version of Master Services Agreement
If Yes, please provide an editable version of the Master Services Agreement sufficient
for editing by the University.
When developing, procuring, maintaining or using Information Communication
Technology (ICT), or when administering contracts or grants that include the
procurement, development, or upgrading of ICT, the University must ensure that the ICT
allows all users (e.g. employees, program participants, and members of the general
public) with a disability have access to and use of Information Technology (IT) and ITC
that is comparable to the access by users without disabilities. Accordingly all ICT
procured by the University must comply with the Accessibility Standards as defined
herein.
Successful Contractors MUST reflect compliance with the Accessibility Standards and
provide the requested information set forth below. Failure to satisfactory provide this
information will result in Contractor's exclusion from consideration.
2. Confidentiality Requirements
The contractor understands that all discussions with the contractor and all information
gained by the contractor as a result of the contractor's performance under the contract
shall be confidential and that no reports, documentation, or material prepared as a
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RFP 8461-30 UNIVERSITY TRADEMARK LICENSING
result of contract activities shall be released to the public without the prior written
consent of the University.
3. Inspection and Audit Requirements
The contractor must understand and agree that the University and/or its designee shall
have the right to audit, examine and/or copy any and all books, accounts, reports, files,
records or other information related to the services provided under the terms of the
contract.
4. Contractor Relationship
The relationship of the contractor to the University shall be that of an independent
contractor, and nothing contained herein shall be construed to create an agency
relationship on the part of the contractor.
5. References
Provide five (5) client references including client name, contact personnel, address, and
telephone number for clients whom are currently provided similar services.
6. Accessibility
The Project, at delivery, must be compliant with the Accessibility Standards set forth in
this RFP/RFQ/RFI. Contractor must provide a detailed summary of its ongoing efforts
to maintain compliance with the Accessibility Standards and provide a dedicated office
contact to coordinate accessibility compliance issues.
7. Accessibility Standards and Compliance
7.1 This RFP/RFQ/RFI has been identified as ICT as defined above in Section One
Certify that your Product and/or Services submitted in response to this RFP/RFQ/RFI
meets the Accessibility Standards as defined in this RFP/RFQ/RFI: The MO ICT
Standards, the Web Content Accessibility Guidelines (WCAG) developed by the Web
Accessibility Initiative (WAI) of the Worldwide Web Consortium (WC3), Level A and AA,
and Appendixes A, B, and C of Section 508 and 255 Subparts to the Rehabilitation Act
of 1973.
Failure to acknowledge compliance with all Accessibility Standards, without satisfactory
explanation that said success criteria is not applicable to Contractor's Product and/or
Service, shall automatically disqualify Contractor from consideration.
7.2 Person Responsible for Remediating Accessibility Standards Compliance Issues
Identify the division/department/office and three (3) full-time employees who have the
necessary skill, training, and authority to address and remediate any and all issues
relating to compliance with the accessibility standards identified in this RFP/RFQ/RFI.
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