OHIO University ProcurementServices

Request for Proposal #:OU-04252016TY

Name: HCOM Software Support

Due: 2:00PM EST, Thursday, May 19, 2016

Tim Yake – Procurement Commodity Manager

OHIO University Procurement Services

West Union Street Office Center

160 West Union Street, 205D

Athens, OH 45701

Phone: 740-593-1969

E-mail:

1

Date of issue: Monday, April 25, 2016

Section 1General Information

1.1Proposal Description

OHIO University of Athens, Ohio (hereafter call The University) is requesting proposals to provide software support for an equipment package originally purchased from, and installed by, Zenith Systems, Inc., for the OHIO University College of Osteopathic Medicine at the Cleveland Clinic South Pointe Hospital in Cleveland, Ohio. On-site work will be located at 4180 Warrensville Center Road, Warrensville Heights, Ohio 44122. To gain access to the site as a service provider, protocols of The Cleveland Clinic must be followed. This includes carrying a Cleveland Clinic badge when on-site. To obtain a badge, individuals will have to attend a 1 hour training session and submit to a TB test at the supplier’s expense.

At this time, the University has access to the code that can be shared with suppliers considered finalists for the support of the equipment and systems installed in the facility as detailed herein. A short-list of finalists will be determined once initial proposals are submitted, reviewed and scored based on the criteria referenced in Section 6.1 of this RFP. Please note that should your company be awarded the service contract, you will be expected to sign a non-disclosure agreement to protect the intellectual property rights of the original system provider. The University will receive proposals electronically via the protocol described in Sections7.7 and 8.

1.2Alternates and Variations from Requirements

Wherever items or services have been specifically described, such identification is descriptive and not restrictive. It indicates the quality and characteristics that are satisfactory. If the bidder has an equal, alternative proposal, that alternative must be clearly and completely described. The University will consider alternates that meet or exceed the quality and characteristics specified. The University is not bound to accept any proposals that are not in its best interest. The determination as to acceptability of the alternate offered is the responsibility of the University, and will be based on information furnished by the bidder, as well as information reasonably available to the University. Unless the bidder clearly indicates that an alternative is being offered, it will be assumed that the proposal meets the requirements exactly as specified in this document. CAUTION TO BIDDERS: It is not the responsibility of the University to secure any information not identified in the bidder’s response. Information furnished may include specific references to catalogs, brochures, or other material previously furnished. Otherwise, such information must accompany the proposal.All prices MUST BE FIRM. Proposers will be expected to deliver on order(s) at the price quoted.

1.3Method of Award

Awards for goods and services will be made to the bidder(s) providing the most responsive and responsible proposal. The University reserves the right to reject any or all proposals and is not bound to accept the lowest-cost proposal if that proposal is not in the best interests of the University. In making an award, factors such as the firm’s service capability, integrity, facilities, equipment, reputation and past performance will be weighed.

1.4Compliance with Federal, State and Local Laws

Any supplier warrants, in submitting a proposal and in the performance of any resulting award, that they have complied with or will comply with all applicable federal, state, University and local laws, ordinances and all lawful orders, rules and regulations there under. The supplier agrees: 1) Not to discriminate against any employee or applicant for employment because of race, color, creed, religion, sexual orientation, national origin, sex, age, handicap or Vietnam era veteran status, 2) That every sub-contract for any ensuing order will contain a provision requiring non-discrimination in employment as specified above, and 3) That it is not now, and will not become subject to an unresolved find for recovery under ORC 9.24, prior to the award of any contract or agreement arising out of this RFP, without notifying the University of such finding This covenant is required pursuant to Executive Order 11246, Laws and Regulations of the State of Ohio. Any breach thereof may be regarded as material breach of contract or purchase order and cause for cancellation.

Section 2Institutional Background

2.1General

OHIO University was chartered by the state of Ohio in 1804 and is the oldest university in the Northwest Territory. Located in the scenic Appalachian foothills of southeastern Ohio, the University is the oldest of the 13 state-assisted universities in the state. The main campus is in Athens, located in southeastern Ohio, about 75 miles from Columbus. The enrollment on the main campus for the 2014-15 academic year was 23,267, including 610 students enrolled in the University’s Heritage College of Osteopathic Medicine. Athens ELearning Programs enrolled 5,962 students. The University had an additional 9,983 students on the Chillicothe, Eastern (St. Clairsville), Lancaster, Southern (Ironton), and Zanesville regional campuses. Extension campuses were opened in Dublin and Cleveland. The University enrolled 1,845 international students from 90 countries. The University is organized academically into eleven colleges: Arts and Sciences, Business, Communication, Education and Human Services, Engineering and Technology, Fine Arts, Health Sciences and Professions, Honors Tutorial, University, Graduate, and Osteopathic Medicine. The University offers more than 250 undergraduate majors. On the graduate level, the University grants master’s degrees in nearly all of its major academic divisions, as well as doctoral degrees in selected departments. The Doctor of Osteopathic Medicine degree is granted through the Heritage College of Osteopathic Medicine. The University employs 1,113 full-time faculty members. The University is accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools. Under the new 2010 Carnegie Foundation for the Advancement of Teaching classifications, OHIO University is designated a Research University (high research activity) under the Basic Classification category. Only 98 schools—2.1 percent—of the 4,634 schools assessed by the Carnegie Foundation are classified as a research university (high research activity). OHIO University’s institutional peers are all classified as either a research university (very high research activity) or a research university (high research activity).The University maintains long-term ratings of “Aa3” from Moody’s and “A+” from Standard & Poor’s.

The OHIO University main campus, which includes the Ridges (the former Athens Mental Health Center property), plus some outlying properties in the City of Athens, consists of approximately 8 million gross square feet, 200 buildings and 1,800 acres of land.

Section 3 Scope of Work

OHIO University is seeking service and support for the equipment listed on Attachment ‘A’ of this RFP.

System Service and Support

This service and support agreement would be for a period of three (3) years starting July 1, 2016 through June 30, 2019. This agreement would encompass those items originally deployed by the current provider of services and support as referenced in Attachment A. These services would include the following:

  • Remote System Support
  • Owner to provide access to network for AV system management
  • Remote system diagnostics
  • Remote management of system
  • Code updates and changes (Creston, Biamp, Polycom, etc)
  • OU requested code updates or functional system adjustments (Creston touch panel and/or room function changes)
  • All System Component Firmware Updates
  • Critical and non-critical firmware and software updates
  • Manufactured required firmware updates
  • All firmware and OS updates for those applicable components listed
  • All service call labor for all rooms and systems
  • On-site service for equipment troubleshooting during normal business hours
  • Off-site bench repair services
  • Equipment removal, shipment and re-installation
  • On-site service support
  • Ex: Owner network upgrades
  • Ex: Owner planned power outage
  • System failure or malfunction response times shall include:
  • 1 Hour Response by phone
  • 24 Hour Response Time on site
  • 48 Hour Response to Restore System Function in the Event of Failure

Replacement Equipment/Material

  • Non-Manufacturer Extended Support Equipment
  • Includes the original Manufacturer’s Warranty to cover all material and equipment based on each manufacturer’s warranty policy
  • All equipment needing replacement or repair is billed in addition to this agreement.
  • Excluded Manufacturer Extended Support Equipment
  • PolyCom: Extended Service Support purchased through the manufactures
  • MediaSite: Extended Service Support purchased through the manufactures
  • SteelCase: Replacement parts
  • CTAC Software: Updates, configuration and server/PC’s (cameras, microphones and intercom systems are included under this agreement.)
  • Spare parts
  • Replacement parts
  • Costs for manufacturer repaired equipment

Section 4 Period of Agreement

4.1Initial term

The term of the agreement shall be for three (3) years to commence July 1, 2016 and end June 30, 2019.

4.2Renewal Options

After the initial three (3) year term, OHIO University reserves the right to renew this contract for an additional two (2) year term with mutual assent. Any renewal agreed upon shall occur ninety (90) days prior to expiration of the contract then in force.

4.3 Termination

Either party may terminate this contract after the expiration of thirty (30) days from the effective date of the contract term. Termination may occur by giving the other party ninety (90) days prior written notice of intent to terminate; except that any breach of this contract shall be just cause to terminate immediately the contract and any obligations existing thereunder without any prior notice to you.

Section 5Bidding Timeline

RFP IssuedMonday, April 25, 2016

Deadline for QuestionsThursday, May 5, 2016

RFP DUE Thursday, May 19, 2016

RFP Anticipated Awardend-May, 2016

Section 6Proposal Evaluation

6.1Proposal Evaluation Criteria

.Economic Costs and Benefits: Overall price and cost efficiency of purchase

.Quality and adequacy of response: Completeness, responsiveness, clarity

.Ability to meet requirements as described

.Ability to meet timeline as described

.Ability to provide support and/or service requirements

.Demonstrated success of the bidder's firm and/or specific products and/or methods offered, to provide items and services as requested.

6.2Proposal Components

The Proposal shall be submitted with the following listed sections completed as part of one singular document, in a digital format with print capabilities.

Section / Item
10 / Proposal Response Sheets
11 / References
12 / Pricing Table

Section 7General

7.1Shortlist

The University reserves the right to shortlist the Bidders on all of the stated criteria. However, The University may determine that shortlisting is not necessary.

7.2Interviews

The University reserves the right to conduct interviews with all or some of the Bidders at any point during the evaluation process. However, The University may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria.

7.3Additional Investigations:

The University reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any firm submitting a proposal.

7.4Prior Experience

Experiences with The University and entities which evaluation committee members represent shall be taken into consideration when evaluating qualifications and experience.

7.5Exceptions To Contract Terms And Specifications

The Bidder shall clearly identify any proposed deviations from the Contract Terms or

Specifications in the Request for Proposal. Each exception must be clearly defined and

referenced to the proper paragraph in this RFP. The exception shall include, at a minimum, the Bidder’s proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance.

If no exceptions are noted in the Bidder’s proposal, The University will assume complete

conformance with The University’s Contract Terms and Specifications which are included as “Agreement for Services”. Bidders who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. However, the provisions of the Request for Proposal cannot be modified without the express written approval of the Director of Procurement or his/her designee. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Director or his/her designee, the contract provisions contained in The University’s Request for Proposal shall prevail.

7.6Negotiations

The University reserves the right to conduct discussions with Bidders, and to accept revisions of proposals, and to negotiate price changes. During this discussion period, The University will not disclose any information derived from proposals submitted. Once an award is made, proposal documents are public record and will be disclosed upon request (see Additional Terms & Conditions, in the Instructions for Bidders Section, below).

7.7Deadline & Delivery

OHIO University will receive proposals through the OHIO University Purchasing Sourcing Portal (found at)

until 2:00pm EST, Thursday, May 19, 2016. Firms submitting proposals will be responsible for delivery of the documents via the OHIO University Sourcing solution as outlined above. Any proposal received after the time and date specified, prepared or submitted, may not be eligible for consideration. Bidders are cautioned to write all descriptions and monetary amounts clearly so there is no doubt as to the intent and scope of the proposal. Erasures and other changes in the proposal must bear the signature or initials of the bidder. ALL PROPOSALS MUST BE SIGNED.

Failure to provide this information may result in rejection of the proposal.

The University reserves the right to reject any proposal not prepared and submitted according to the provisions herein outlined, and may reject any or all proposals. Any proposal may be withdrawn prior to the proposal due date by accessing the OHIO University Sourcing site at:

IMPORTANT NOTE: The bidder is cautioned against last minute attempts to meet the due date & time and OHIO University will not be responsible for network outages, failure to register as a bidder, and other related internet malfunctions on the part of the bidder in submitting their bid. The bidder will receive an electronic confirmation of successful submission of the bid. Plan ahead.

Section 8 Questions Regarding this Proposal

8.1Formal Questions.

All questions are considered formal and may only be submitted via email to . All responses will be returned via email as well and the questions and the response added as a “Note” to this Request for Proposal at:

Registered bidders will receive email notifications of each “Note” or “Addendum” added to this RFP. All questions should be directed to the contact address identified above via email no later than Thursday, May5, 2016, at 2:00pm EST.

8.2Note:

  • Email question to the University official listed above only. Do not include any other recipient on the question.
  • Email the question from a company email system – i.e., use only an email account provided by your firm. Do not email questions from a personal email account.
  • Clearly identify yourself, your company, and the RFP number, in the body of the email. Do not include any proposal information in the body of the e-mail. Proposal information should be only submitted via the OHIO University Sourcing portal at:

Include the following text in your signed submission:

I understand that the OHIO University Procurement Services will take care to protect the confidentiality of my proposal prior to the bid opening date and time. I also understand and acknowledge that as a result of my choice, to attach the proposal to this email, confidentiality cannot be assured in the traditional manner (e.g., unbroken seals). I assume full responsibility for my choice to submit this proposal and for the lack of assured confidentiality inherent in that choice.

Section 9Additional Terms & Conditions of Submitting a Proposal

9.1Costs incurred by bidder

The bidder, by submitting a proposal, agrees that any cost incurred by the bidder in responding to this RFP, or in support of activities associated with this request, are to be borne by the bidder and may not be billed to the University. The University will incur no obligation or liability whatsoever to anyone by reason of issuance of this RFP, or action by anyone relative thereto.

9.2Signature & submission

Proposals must be dated, signed by an official authorized to bind the bidder to the terms of the proposal and submitted to the OHIO University Procurement Services in accordance with the terms and conditions of this RFP.

9.3Obtaining clarification

All issues and questions raised in this RFP must be answered in full. Each bidder understands and agrees that it has a duty to inquire about and clarify any RFP issue that the bidder does not fully understand or believes may be interpreted in more than one way. Every attempt will be made to promptly answer all inquiries from each bidder.

9.4Freight Terms

If applicable, all prices quoted are to be F.O.B. Destination. Unless clearly stated otherwise by the bidder, prices quoted will include all charges for transportation, packaging, etc., necessary to complete delivery on an F.O.B. Destination basis.

9.5No Bid Requirement

If you are unable to submit a proposal, please date and sign the Terms & Conditions sheet, and indicate “NO BID”. Give a brief explanation, and return the sheet before the due date.

9.6 Contractual obligations

The contents of proposals submitted by the successful bidder will be considered contractual obligations upon award.

9.7Sales Tax

The University, as an instrumentality of the State of Ohio, is exempt from Ohio sales tax and Federal excise tax, including Federal transportation tax.

9.8Formal & Informal RFPs/Proposal opening

This is an informal RFP and will not be read at a public opening. Written requests for proposal results must include the Request for Proposal number and closing date. If the bidder wishes to obtain a copy of the proposal tabulation and/or evaluation form(s) once award is complete, bidder should provide a self-addressed, stamped envelope with the proposal.