THE UNIVERSITY OF MEMPHIS
Request for Proposal
NAME OF SERVICE INSERTED HERE
University RFP #: / ______Proposal Due
Date/Time: / ______
______
Electronic copies of this Request for Proposal are available by registering as a vendor in our eProcurement system Tigerbuy. Please go to http://tigerbuy.memphis.edu to access the eprocurement copies of this Request for Proposal.
CONTENTSSECTION
1 / INTRODUCTION
2 / RFP SCHEDULE OF EVENTS
3 / PROPOSAL REQUIREMENTS
4 / GENERAL REQUIREMENTS & CONTRACTING INFORMATION
5 / PROPOSAL EVALUATION & CONTRACT AWARD
RFP ATTACHMENTS:
6.1 / Ownership Ethnicity Form
6.2 / Pro Forma Contract
6.3 / Proposal Transmittal/Statement of Certifications & Assurances
6.4 / RFP Requirements
6.5 / Technical Proposal & Evaluation Guide
6.6 / Cost Proposal & Scoring Guide
6.7 / Reference Questionnaire
6.8 / Score Summary Matrix
6.9 / Listing of TBR Institutions, Eligible UT Institutions and State Departments
6.10 / Sample Protest Bond
6.11 / Request for Taxpayer Identification Number/Certification and ACH Authorization (When applicable)
6.12 / Sample Performance Bond (When applicable)
6.13 / Vendor Product Accessibility Statement and Documentation (When applicable)
6.14 / Accessibility Conformance and Remediation Form (When applicable)
6.15 / Proposer Checklist for Prevention of Common RFP Mistakes that lead to Proposal Rejection
1 INTRODUCTION
1.1 Background
The University of Memphis (University) is emerging as one of the great metropolitan research universities in the United States, noted for drawing on the strengths and challenges of the urban setting and region in which it is located to address society’s issues and needs. It is one of three comprehensive doctoral-extensive universities of higher learning in Tennessee and is the flagship university of the Tennessee Board of Regents (TBR) system. The University is fully accredited by the Commission on Colleges of the Southern Association of Colleges and Schools.
Opened in 1912, the University enrolls more than 22,000 students with approximately 2,500 employees. The University offers 17 bachelor’s degrees in more than 50 majors and 70 concentrations, master’s degrees in 55 subjects, doctoral degrees in 23 disciplines, the Juris Doctor degree and a specialist degree in education conferring over 3,000 degrees annually. The University also houses the following five Tennessee Centers of Excellence:
· Center for Applied Psychological Research (CAPR)
· Center for Earthquake Research and Information (CERI)
· Center for Research and Educational Policy (CREP)
· Center for Research Initiatives and Strategies for the Communicatively Impaired (CRISCI)
· Institute of Egyptian Art and Archeology
The University is located on 1,160 acres in the heart of Memphis, generates an estimated local economic impact of $1.5 billion dollars each year.
The University seeks to promote and ensure equal opportunity for all persons without regard to race, color, religion, sex, ethnic or national origin, sexual orientation, gender identity, genetic information, disability status, age or status as a protected veteran and shall fully comply with Executive Order 11246, as amended, and all other applicable federal and state equal opportunity laws.
1.1.2 The TBR System established by T. C. A. § 4908-101 is currently among the largest systems of public higher education in the nation, with 46 Institutions, almost 200,000 students, and 15,000 benefit eligible employees. The system is composed of six universities – one of which has a law school and one of which has a medical school, 13 community colleges, 27 colleges of applied technology, and the System Office. Institutions are located in nearly all of the 95 counties in Tennessee, and offer a large variety of degrees and goods and/or services.
1.2 Statement of Purpose
University of Memphis has issued this Request for Proposal (RFP) to define the University’s minimum service requirements; solicit proposals; detail proposal requirements; and, outline the University’s process for evaluating proposals and selecting a contractor to provide the requested goods and/or goods and/or services.
Through this RFP, University seeks to procure necessary goods and/or services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are small, minority, women, and service-disabled veteran owned, the opportunity to do business with the University. Vendors must complete the Minority Ethnicity Form (See Attachment 6.1 for form and classification definitions). In addition, all small, minority, women and service-disabled veteran owned businesses are strongly encouraged to register with the Governor’s Office of Diversity Business Enterprise (Go-DBE) to attain official certification. The University shall work with the successful Proposer and the Go-DBE Office regarding registration/certification.
The University intends to secure a Contract for BRIEF STATEMENT OF GOODS AND/OR GOODS AND/OR SERVICES TO BE BOUGHT OR A BRIEF SUMMARY OF THE PROBLEM TO BE ADDRESSED BY THE RESULTING CONTRACT INCLUDING A BRIEF SUMMARY OF PERTINENT BACKGROUND INFORMATION.
See Attachment 6.4 for additional information and requirements.
1.3 Scope of Service, Contract Period, and Required Terms and Conditions
The RFP Attachment 6.2, Pro Forma Contract details the University’s required:
§ Scope of Services and Deliverables in Section A;
§ Contract Period in Section B;
§ Payment Terms in Section C;
§ Terms and Conditions in Section D; and,
§ Additional Terms and Conditions in Section E.
The Pro Forma Contract substantially represents the contract document that the Proposer selected by the University MUST agree to and sign. A Proposal that limits or changes any of the terms or conditions contained in the Pro Forma Contract may be considered non-responsive.
1.4 Coverage and Participation
It is acknowledged that the University of Memphis is issuing this proposal, with the option for other institutions within TBR, UT and State of Tennessee departments to utilize the resulting Agreement. A listing of eligible institutions is provided in Attachment 6.9. After the initial term of the resulting Contract, and each year of the Contract thereafter, the University reserves the right to re-negotiate more favorable terms/pricing if more institutions provided in Attachment 6.9 choose to join the resulting Contract.
1.5 Nondiscrimination
The Contractor shall abide by all applicable federal and state laws pertaining to discrimination and hereby agrees, warrants, and assures that no person shall be excluded from participation in, be denied benefits of, or otherwise be subjected to discrimination in the performance of this Contract or in the employment practices of the Contractor on the grounds of classifications protected by Federal or State law. Accordingly, the Contractor shall, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.
The University has designated the following to coordinate compliance with the nondiscrimination requirements of the State of Tennessee, Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and applicable federal regulations.
Office for Institutional Equity
3720 Alumni Drive
156 Administration Building
Memphis, TN 38152-3370
Phone: 901-678-2713
Facsimile: 901-678-4600
Email:
1.6 Assistance to Proposers with a Disability
A Proposer with a handicap or disability may receive accommodation relating to communication of this RFP and participation in this RFP process. A Proposer may contact the RFP Coordinator to request reasonable accommodation no later than the Disability Accommodation Request Deadline in the RFP Section 2, Schedule of Events.
1.7 RFP Communications
1.7.1 Unauthorized contact regarding this RFP with employees or officials of the University other than the RFP Coordinator named below may result in disqualification from this procurement process.
1.7.1.1 Interested Parties must direct all communications regarding this RFP to the following RFP Coordinator, who is the University’s only official point of contact for this RFP.
NAME and TITLE
The University of Memphis
115 Administration Building
3720 Alumni Drive
Memphis, Tennessee 38152-3370
TELEPHONE NUMBER: 901.678.xxxx
FAX NUMBER: 901.678.2102
EMAIL ADDRESS:
1.7.2 The University has assigned the following RFP identification number that must be referenced in all communications regarding the RFP:
RFP-NUMBER
1.7.3 Any oral communications shall be considered unofficial and non-binding with regard to this RFP. Only the University’s official, responses and communications, as defined in Section 1.7.7 below, shall be considered binding with regard to this RFP. The University’s official responses and other official communications pursuant to this RFP shall constitute an amendment of this RFP.
1.7.4 The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Written Comments Deadline in the RFP Section 2, Schedule of Events.
1.7.5 Each Proposer shall assume the risk of the method of dispatching any communication or proposal to the University. The University assumes no responsibility for delays or delivery failures resulting from the method of dispatch. Actual or digital “postmarking” of a communication or proposal to the University by a deadline date shall not substitute for actual receipt of a communication or proposal by the University.
1.7.6 The University reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification.
1.7.7 The University will convey all official responses and communications and reserves the right to determine, at its sole discretion, the method of conveying official responses and communications pursuant to this RFP. Such communication may be transmitted by mail, hand-delivery, facsimile, electronic mail, Tigerbuy eprocurement posting via Internet or any other means deemed reasonable by the University. Typically, communication is transmitted as an addendum to the Tigerbuy RFP. Notices of each addendum will be sent via email from , or Proposers can login in to the Tigerbuy site at https://umemphis.ionwave.net/login.aspx. Proposers must be registered in order to access this information.
1.7.8 Any data or factual information provided by the University, (in this RFP, an RFP amendment/addendum or an official response or communication relating to this RFP) is for information purposes only. The University will make reasonable efforts to ensure the accuracy of such data or information; however, it is the Proposer’s obligation to independently verify any data or information provided by the University. The University expressly disclaims the accuracy or adequacy of any information or data that it provides to prospective Proposers.
1.8 Notice of Intent to Propose (OPTIONAL)
Each potential Proposer should submit a Notice of Intent to Propose to the RFP Coordinator by the deadline in the RFP Section 2, Schedule of Events. The notice should include:
§ Proposer’s name
§ name and title of a contact person
§ address, telephone number, facsimile number, and email address of the contact person
NOTICE: A Notice of Intent to Propose creates no obligation and is not a prerequisite for making a proposal, however, it is necessary to ensure receipt of RFP amendments and other communications regarding the RFP (refer to RFP Sections 1.7, et. seq., above).
1.9 Proposal Deadline
Proposals must be submitted no later than the Proposal Deadline time and date detailed in the RFP Section 2, Schedule of Events. A proposal must respond to the written RFP and any RFP exhibits, attachments, amendments or addenda. A late proposal shall not be accepted, and a Proposer's failure to submit a proposal before the deadline shall cause the proposal to be disqualified. It is the responsibility of the Proposer to ascertain any additional requirements with respect to packaging and delivery to the University. Proposers should be mindful of any potential delays whether foreseeable or unforeseeable.
1.10 Pre-Proposal Conference (MUST HAVE ONE AND/OR BOTH OF THESE 2 PARAGRAPHS FOR RFPS EXCEEDING $100,000)
A Pre-Proposal Conference will be held at the time and date in the RFP Section 2, Schedule of Events. The purpose of the conference is to discuss the RFP scope of goods and/or services. No oral questions will be entertained prior to the pre-proposal conference. Questions may/shall be submitted to the RFP Coordinator in writing prior to the Conference. Oral responses to any question(s) at the Pre-Proposal Conference shall be considered tentative and non-binding with regard to this RFP. Additional questions, as well as any questions asked at the Pre-Proposal Conference, concerning the RFP must be submitted in writing prior to the Written Comments Deadline date in the RFP Section 2, Schedule of Events. To ensure accurate, consistent responses to all known potential Proposers, the official response to all questions will be issued by the University as described in RFP Section 1.7 above and on the date detailed in the RFP Section 2, Schedule of Events. Pre-Proposal Conference attendance is/is not mandatory, and each potential Proposer may be limited to a maximum number of attendees depending upon space limitations. The conference will be held at:
ADDRESS/LOCATION
OR
Written Questions/Answer Period
A question and answer period deadline is in the RFP Section 2, Schedule of Events. The purpose of the written question/answer period is to allow Proposers to submit any questions they may have regarding the scope of services requested. To ensure accurate, consistent responses to all known potential Proposers, the official response to questions will be issued by the University as described in RFP Sections 1.7, et. seq., above and on the date in the RFP Section 2, Schedule of Events.
1.11 Performance Bond (INCLUDE THIS SECTION ONLY IF A PERFORMANCE BOND IS REQUIRED)
The University shall require a performance bond from the successful Proposer prior to the effective date of the resulting Contract. The amount of the performance bond must be in the sum of $______($NUMBER). The successful Proposer shall obtain the required performance bond in form and substance acceptable to the University (refer to RFP Attachment 6.12) and shall provide it to the University no later than the Performance Bond Deadline date in the RFP Section 2, Schedule of Events. Failure of the apparent successful Proposer to provide the performance bond by the Contract effective date shall deem the apparent successful Proposer’s response and any resulting Contract null and void.
1.12 Campus Parking (INCLUDE THIS SECTION IF APPLICABLE)
All vehicles on campus are subject to parking fees to access the campus whether it is in a parking garage or ground surface lot, including Contractors and Contractor’s employees. Parking Permits are available in the Parking Office and are available for purchase by the individual or company. Hourly rates are charged for parking if you do not have a parking permit. The University will not assume liability for any parking hourly rates and permits. In addition, The University does not assume liability for any fines that may be incurred while a vehicle is parked on campus. The University will not reimburse the Contractor for parking hourly rates, permits and fines. Any applicable charges for parking are the responsibility of the Contractor.