Request For Proposal

For (Reason for RFP)

RFP #QXXXXXX

Weber State University
Purchasing and Support Services
1013 University Circle
Ogden, Utah 84408-1013

TABLE OF CONTENTS

SECTION 1 - PURPOSE OF RFP
 

1.01 Purpose.

SECTION 2 - GENERAL INFORMATION

2.01 Administrative Guidance. The information provided herein is intended to assist firms in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested firms with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or to exclude any relevant or essential data therefrom. Firms are at liberty and are encouraged to expand upon the specifications to evidence service capability under any proposal.

2.02 Issuing office and RFP Reference Number. The Purchasing Department of Weber State University is the issuing office for this RFP and all subsequent addenda relating to it. The reference number for the transaction is QXXXXXX. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

2.03 Response Date. In order to be considered for selection, one (1) original plus three (3) copies of your proposal must be received at Weber State University Purchasing Department (1013 University Circle, Ogden, UT 84408-1013) no later than 2:00 p.m. current Mountain Time on XXXXXXXXXX, 2003. Any proposal in route, either in the mail or other locations on the campus will not be considered timely and will be returned unopened. Proposals received after this deadline will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as provided by law (please see section 2.14 hereof).

2.04 Pre-Proposal Conference.  No pre-proposal conference will be held.

2.05 Inquiries. All inquiries or requests for clarification or interpretation arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the RFP, should be submitted in writing by mail or fax to:

Buyer Name
Purchasing and Support Services
Weber State University
1013 University Circle
Ogden UT  84408-1013
FAX 801-626-6498

Questions and answers will be consolidated and provided to all firms on record as having received this RFP.       All inquiries must be received by (XXXXXXX, 2003).

2.06 Important Dates. The following dates are significant for this RFP:

RFP Dated and Issued            XXXXXXXX,2003
RFP Inquiry Questions Due     XXXXXXXX,2003
Pre-proposal Conference Date If one is to be held
Proposal Response Date         XXXXXXXX,2003

2.07 Proposal Validity Time. Proposals containing less than 60 calendar days acceptance time will not be considered.

2.08 Consideration of Proposals. The University may award a contract based on initial proposals received without discussion of such proposals with firms. Accordingly, each initial proposal should be submitted with the most favorable price and service available. However, The University may initiate discussions should clarification or negotiation be necessary. Firms shall be prepared to send qualified personnel to discuss technical and contractual aspects of their proposal.

2.09 Oral Presentation. An oral presentation by a firm to supplement a proposal may be required. These presentations will be scheduled, if required, by the Purchasing Department subsequent to the receipt of proposals and prior to the award of the contract.

2.10 Gratuities. By written notice to the firm(s), the University may disqualify from consideration or cancel any subsequent contract if it is found by the University that gratuities, in the form of entertainment, gifts, or otherwise were offered or given by the firm, or any agent or representative of the firm, to any officer or employee of the University with the intent to secure this contract or secure favorable treatment with respect to the awarding or amending of this contract.

2.11 Award of the Contract. The Purchasing Department is the only agency authorized to award a contract for the proposed purchases. All pertinent University policies and State of Utah purchasing codes and State procurement policies and procedures apply.

2.12 Contract Period and Effective Date. The contract term will be from the date of award through completion of the project. The anticipated effective date of the contract is XXXXXXXXXX, 2003.

2.13 News Releases. News releases pertaining to the RFP, any proposal or the contract will be made only by the University.

2.14 Protected Information. State procurement rules as well as the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1953), as amended ("GRAMA") provides that all proposals may be disclosed to the public after notice of the selection of the successful offeror(s) and after receipt of a GRAMA request.  Any person (firm) who believes that a record should be protected as outlined in R-33-3-204.1, should complete the enclosed "Claim of Business Confidentiality" form.  Failure to complete this form will result in the disclosure of your proposal if a GRAMA request is received. All material contained in and/or submitted with the proposal becomes the property of the University and may be returned only at the University’s option.

2.15 Notices. The firm must specify the name, title and address of the person to whom all correspondence regarding any contract awarded as a result of this RFP should be directed (including amendments to the contract). All amendments must be in writing and signed by both parties.

2.16 Incurring Costs. The University will not be liable for any cost which firms may incur in the preparation or presentation of their proposal(s). Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, there is no intent within these instructions to limit a proposal’s content or to exclude any relevant or essential data therefrom.

2.17 Addendum to RFP. In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all firms on record as having received this RFP.

2.18 Alternative Proposals. A firm may submit more than one proposal, each of which must follow the Proposal Response Outline (section 4 hereof) and satisfy the requirements of this RFP. The firm’s prime proposal must be complete and comply with all instructions. The alternative proposals may be in abbreviated form following the Proposal Response Outline but providing complete information only for sections which differ in any way from those contained in the prime proposal. If alternative proposals are submitted, the firm must explain the reasons for the alternative(s) and its comparative benefits. Each proposal submitted will be evaluated on its own merits.

2.19 Authorized Firm Representatives. The proposal will list the name, title, office address, telephone number, and fax number of the person(s) authorized to represent the firm regarding this RFP. The University reserves the right to negotiate a change in the individual assigned to represent the firm awarded this contact if the assigned representative is not supplying the needs of the University appropriately. The right shall carry forward through the response period and during the term of the contract.

2.20 Award of Subcontracts. For each subcontract, if any, which the firm proposes to award, the firm shall specify in writing the proposed subcontractor’s name and address, and the purpose of the subcontract. Any firm proposing subcontracts as a part of a proposal must explicitly state so in the proposal, and must include the above stated information for each subcontract. Approval by the University Purchasing Department is required prior to the awarding of any subcontracts. Any Subcontractor shall be required to provide evidence to the University of the same insurance provisions and coverages as described in section 2.29 of the RFP.

2.21 Assignment. The successful firm shall not assign or subcontract any portion of its obligations under the contract without the prior written consent of the University. Assignment or subcontracting shall in no way relieve the successful firm of any of its obligations.

2.22 Remedies. The laws of the State of Utah shall apply in all disputes arising out of this RFP, without regard to Utah choice of law rules.

2.23 Compliance. The firm hereby agrees to abide with all applicable federal, state, county and city laws and regulations and to be responsible for obtaining and/or possessing any and all permits and licenses that may be required.

2.24 Cancellation. Inadequate delivery or failure to adhere to the contract covenants may result in cancellation of the contract. The firm shall be responsible for reimbursing the University for expenses incurred as a result of unacceptable service. In the event that either party determines that a material breach has occurred that would be cause for cancellation of the contract, the party wishing to cancel shall notify the other party of the alleged breach in writing, and allow the defaulting party thirty (30) days in which to cure the alleged breach. If the alleged breach is not cured or substantial steps to cure the alleged default are not taken within this period, the non-defaulting party may cancel the contract at the end of said thirty (30) day period.

2.25 Acceptance of Services Rendered. The University, through its designated agents and representatives, will be the sole determining judge of whether services rendered under the contract satisfy the requirements as identified in the contract.

2.26 State and Local Taxes. The University is exempt from sales and excise taxes. Exemption certification information appears on all purchase orders issued by the University and such taxes will not apply unless otherwise noted.

2.27 Anti-Collusion. The submittal of a proposal constitutes agreement that the firm has not divulged its proposal to firms, nor has the firm colluded with any other firms or parties to a proposal what-so-ever.

2.28 Indemnification. The firm shall hold harmless, defend and indemnify the Purchasing Department, Weber State University, and its respective officers, employees, and agents from and against any and all claims, losses, causes of action, judgements, damages and expenses including, but not limited to attorney’s fees because of bodily injury, sickness, disease or death, or injury to or destruction of tangible property or any other injury or damage resulting from or arising out of (a) performance of this contract, or (b) any act, error, or omission on the part of the firm, or its agents, employees, or subcontractors.

2.29 Insurance. The firm shall maintain, during the term of any resulting contract, comprehensive General, Contractual, Professional and Errors and Omissions (E&O) Liability Insurance and Employee Dishonesty bonding coverage or such coverages as required by Federal, State, and local laws governing the services described herein. Proposers shall also maintain all employee-related insurances, in the statutory amounts, such as unemployment compensation, worker’s compensation, and employer’s liability, for its employees involved in performing services pursuant to any resulting underwriting contract. Such coverages may be self funded.

2.30 Restrictions.  All proposals must clearly set forth any restrictions or provisions deemed necessary by the firm to effectively service the proposed contract.

2.31 Right to Reject. The University reserves the right to reject in whole or in part any or all proposals and to waive any informality or technicality in any proposal in the interest of the University. Subsequent procurement, if any, will be in accordance with Weber State University contractual action. Non-compliance with the conditions of this proposal may result in disqualification of the offending firm.

2.32 Accounting. The firm must keep accurate accounting records of all operations covered by this RFP and is to establish and maintain a system of bookkeeping and accounting satisfactory to the University. The firm should be able to summarize and concisely report pertinent information in a timely manner through the duration of any contract resulting from this RFP.

2.33 Payment and Performance Bonds. The University reserves the right to require a faithful performance bond in an amount to be mutually agreed upon if a contract for service is entered into with any agency.

2.34 Price Reduction. If at any time after the award of a contract, the successful firm reduces the price of any article or service covered under the contract resulting from this RFP, the successful firm shall give the University proportionately reduced pricing for such articles or services.

2.35 Solicitation of Employees.  The selected firm and the University agree not to solicit each other's employees for a period of 2 years following completion of contract.

2.36 Debarment.  The Contractor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction (contract), by any governmental department or agency.  If the Contractor cannot certify this statement, attach a written explanation for review by WSU.

SECTION 3 - SPECIFICATIONS

SECTION 4 - PROPOSAL RESPONSE OUTLINE

4.01 Proposal Response Outline. Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:

A. LETTER OF TRANSMITTAL. The letter of transmittal should include an introduction of the firm’s company, the name, address, telephone number, fax number and E-mail address of the person(s) to be contacted along with others who are authorized to represent the company in dealing with this RFP. Any other information not appropriately contained in the proposal itself should also be included in the letter.

B. EXECUTIVE SUMMARY. An executive summary will briefly describe the firm’s approach and clearly indicate any options or alternatives being proposed. It should also indicate any major requirements that cannot be met by the firm.

C. DETAILED DISCUSSION. This section should constitute the major portion of the proposal and must contain a specific response in outline form to each section in this RFP which requires a response. Outline numbers should correspond, in order, to the section numbers contained in this RFP. Failure to provide written response to items indicated in this RFP will be interpreted by the University as an inability by the firm to provide the requested product, service or function.

D. COST PROPOSAL. The firm must submit a cost proposal allowing costs to be evaluated independently of other criteria in the proposal.

E. FINANCIAL REPORTS. The firm should furnish a current audited financial report for the company’s most recent fiscal year.

F. MISCELLANEOUS. Additional information and attachments, if any may be submitted by the firm.

SECTION 5 - PROPOSAL EVALUATION

5.01 Proposal Evaluation Criteria. The criteria to be used by the Selection Committee to evaluate proposals are as follows:

                    A.
                    B.       Cost (30 pts)
                    C.
                    D.
                    E.