Request for Proposals
[Bid Name]
Request for Proposal Issue Date
Date: [TBD]
Proposal Submittal Due Date
Date: [TBD]
Time: [TBD]
DePaul University Contact:
[Enter name, title, phone and
email of primary university contact
for this bid]
GENERAL NOTES - PROCUREMENT SERVICES
Procurement Services assists departments by being the expert in the selection process, while departments remain the experts in determining their needs and which vendor can best meet them. Specifically, Procurement can:
· Manage the logistics of the bid process (researching/drafting the RFP, finding qualified vendors, distributing documents to vendors and responding to questions, collecting responses, drafting summary/evaluation documents, alerting vendors as to whether or not they won the bid and assisting in contract negotiations)
· Remove the bias from the selection process, as Procurement does not have a direct stake in the selection or a relationship with an incumbent or other vendor
· Provide past RFPs as examples or obtain similar documents from other schools to serve as templates
For questions about the RFP process or how Procurement can help, contact us at x2-7510 or .
I. Table of Contents
I / Table of Contents / 1
II / Summary / 1
III / General Information / 3
IV / Current Situation / 3
V / Proposal Process and Content Requirements / 4
VI / Evaluation of Proposals and Negotiations / 5
VII / Terms and Conditions / 6
Appendices
A / Non-Collusion Certification / 10
B / Other Appendices as needed / TBD
Please Note:
Companies may not communicate with any University staff or related third-parties regarding this RFP other than the University contact. Doing so may result in immediate rejection of that company from the process.
II. Summary
The intent of this Request for Proposal (RFP) and the ensuing process is to identify a qualified company that can offer the highest levels of quality and support [insert brief description of services needed]. The process is intended to provide companies with the information, requirements, and specifications necessary for the preparation of a professional and comprehensive proposal.
Selection of the successful Company will be based upon a variety of factors such as, but not limited to:
· Insert bullet points here of relevant and specific evaluation criteria. Some general points may include:
o Ability to offer a superior product and service meeting the university’s needs
o Reliability and quality of customer service
o Lowest pricing and/or best mix of price and financial incentives
o Quality of references
o Company’s financial strength and stability
o Dedication to DePaul’s educational mission
Proposals must be received electronically and in hard-copy by the University by date/time CST at:
Mail to (USPS): Deliver to (UPS, FedEx, Messenger):
DePaul University DePaul University
Attn: Procurement Services Attn: Procurement Services, 8th Floor
1 E. Jackson Blvd. 55 East Jackson Blvd.
Chicago, IL 60604-2287 Chicago, IL 60604
Email to: Email address
This RFP contains DePaul University’s confidential and proprietary information. The information contained herein may not be shared with third parties, nor used for any purpose other than that contemplated by the RFP.
III. General Information
This section is meant to provide general background information about the University and division/department conducting the RFP (if needed). Other sections may be added if relevant to the goals (e.g. the strategic plan, information about a particular campus, more details about a student population, etc.). It is not meant to contain information about the business process or services needed. Sections may be removed or added as needed here.
A. Background
Founded in 1898, DePaul University is a private institution of higher education located in the heart of the City of Chicago as well as on four other campuses in Illinois. The university derives its title and fundamental mission from Saint Vincent de Paul, the founder of the Congregation of the Mission, a religious community whose members, Vincentians, established and continues to sponsor DePaul.
DePaul is the largest Catholic university in the nation and the 9th largest private university in the United States. DePaul University thrives on being innovative, diverse, connected to the community, pragmatic, a risk taker and a representation of good values.
Our Students
DePaul’s total enrollment in fall 2011 was 25,145 - an all-time record - including 16,052 undergraduates, 8,017 graduate students and 1,076 law students.
We are proud of our diverse student body. Our students come from all 50 states and from nearly 100 countries throughout the world, bringing with them a broad range of geographic, ethnic, cultural, religious and economic backgrounds.
DePaul was founded upon the principle of providing access to education. In fact, nearly 30 percent of our incoming freshmen are from the first generation in their family to attend college.
Our Faculty
DePaul faculty create a highly charged academic environment where the clear focus is on creating, growing, and offering only high-caliber, student centered programs. About 88 percent of faculty members hold a Ph.D. or the highest degree in their fields, and many of them are recognized authorities in various disciplines. They are teachers first – but also authors, researchers, consultants and mentors. Their expertise and credentials reflect DePaul’s commitment to quality teaching.
Our Alumni
DePaul's alumni network numbers over 130,000 worldwide and our alumni live in 55 countries. More than 86,000 live and work in the metropolitan Chicago area — opening the door to an unparalleled network of potential mentors, colleagues and employers.
Prominent alumni can be found in every industry:
• Notable DePaul alumni working in government include: Chicago mayors Richard M. Daley and the late Richard J. Daley; Chicago Library Commissioner Mary Dempsey and Cook County Board President John Stroger.
• Business leaders with DePaul degrees include: former Kellogg Co. CEO James Jenness; ComEd CEO Frank Clark; Smurfit-Stone Container Corp. CEO Patrick J. Moore; Driehaus Capital Management CEO Richard Driehaus; and Navistar International Corp. Chief Executive Daniel Ustian.
• DePaul alumni in the arts include: actor John C. Reilly (THE '87); Pulitzer Prize-winning composer George Perle (MUS '38); Chicago Symphony Orchestra concertmaster Samuel Magad (MUS '55); Chicago Children's Choir Artistic Director Josephine Lee (MUS); and actress Gillian Anderson (THE '90).
• More than 250 judges throughout the Chicago metropolitan area are graduates of DePaul's College of Law.
Top corporate employers for DePaul graduates include: J.P. Morgan Chase, Northern Trust, Harris Trust & Savings Bank, Motorola, Deloitte, AT&T, BP, Accenture, Abbott Laboratories, SBC, CNA Insurance and Allstate Insurance.
IV. Current Situation
This area is meant to describe the current procedures in place as they relate to this RFP. This could include a summary of the products we are buying today (do not provide data that is specific to one vendor though), how they are ordered and shipped, billing procedures, quality levels, etc.
V. Proposal Process and Content Requirements
This section describes the specific requirements vendors will need to meet and asks questions to determine if they can meet them.
Responses will be evaluated by a committee comprised of DePaul University employees. This committee includes:
· List selection members with titles/offices
Responses will consist of several sections of relevant information. An original and eight copies of the complete proposal are required. The original response should be clearly marked. Responses must be on 8.5x11 paper and be spiral-bound. Additionally, a PDF of the complete proposal must be sent to the e-mail address listed in Section I. If the file is too large it may be broken into separate emails or included on a USB drive.
All respondents are encouraged to be creative and innovative in responding to this RFP. Please discuss any creative products, services, pricing, and partnership programs you can provide. Describe alternate approaches to the requested services where feasible or additional services offered or recommended, which may not be specifically requested but of benefit to the University. The University reserves the right to consider other ideas and solutions, or only a restricted subset of this document.
Proposal Terms: The proposals submitted must remain in effect for a minimum period of ninety (90) days after the closing date to allow time for evaluation, approval and award of the contract. All information provided will be kept confidential. Please review the attached Terms and Conditions referenced below in Section VII.
Proposal Format: A proposing Company must follow the instructions for preparing the proposal in the prescribed format. For the original proposal and the [# of copies] copies, section tabs must be produced using 8.5” x 11” paper, with the responses following the same order of the RFP. Each question in the RFP should be repeated with the Company response following.
In addition to point-by-point responses, you may include descriptive literature if you make reference to specific contents.In reviewing the proposals, university personnel will not search through general literature.
Content: A Provider’s proposal must fully address the following content:
Section 1 - Cover Letter: (One page preferred.) The letter should designate the proposing Company, the name and address of the representative through whom any negotiations would be conducted, and be signed and dated by an authorized representative of the Provider. No pricing information should be included in this section.
Section 2 – Table of Contents: (One page preferred.) The table of contents should follow the RFP format.
Section 3 – Company Profile: (Three page maximum preferred.) Please respond to the following sections:
· Overview - General overview of the organization, customer service philosophy, and identification of the primary office that the University will be assigned.
· Experience - Describe your company’s direct experience in servicing not-for-profit educational sector clients.
· Relationship Management - Identify the size and scope of your not-for-profit / higher education unit, offices responsible for the University’s accounts, what each person’s role and responsibilities will be, and the relevant credentials and experience of each person on the relationship management team. Please be specific with regards to account relationship elements such as expected account review frequency and sales/volume reports to be provided to the University.
Section 4 – References: (One page preferred.) Please provide three (3) references that are of similar size and scope of service utilization as the University, preferably other Catholic, private, or large universities. Provide one (1) reference of a former client that is no longer utilizing your services. Include the following information for each reference:
· Contact Name & Title
· Name of Customer
· Address
· Telephone Number
· Fax Number
· Number of Years as Customer
· Services Utilized
Section 5 through TBD – Various Headers
These sections ask in detail the questions that should be answered by various companies to better understand their products/services. Each section should be a sub-category. Under each header, you can describe the university’s goals/requirements for that section. Typical sections would include:
· Products/services
· Pricing and fees
· Ordering process
· Billing process
· Reports available
· Customer service offerings
· Privacy and confidentiality policies
Section TBD – General Business: The selected provider must be a financially stable and well respected company within the industry as well as have experience in the higher education market. The selected vendor must also meet the criteria listed in the University’s Vendor and Contractor Selection Philosophy.
Financial
- Provide your organization’s most recent 10K and annual report. If this information is available online, a link to the relevant reports will suffice.
- Provide your organization’s bond rating (Moody’s, Standard & Poor’s and/or Fitch), if applicable. List any current corporate and class-action lawsuits in which your organization is named a defendant.
- Provide a breakdown of your sales by segment (e.g. government, higher education, corporate, consumer). What was your organizations sales growth and payroll (headcount) growth for the past three years? What are sales for the PC division for the past three years? What is your current market share in the desktop/laptop market and how does that rank against primary competitors?
- Given recent economic concerns, does your organization foresee any difficulties in the future related to core operations, future growth, etc?
- List your organizations primary competitors as well as the competitive advantages you hold over them.
Historically Underutilized Businesses
- Is your organization certified as being a woman, minority or other historically underutilized company? If so, provide a copy of the certification with your response.
- Describe any diversity hiring, sourcing or other initiatives in place with your company. Provide specific figures whenever possible.
Sustainability
- Describe any programs your organization has implemented to provide goods/services in an environmentally sustainable way. Describe both in terms of the actual products sold to the University as well as practices in place at corporate and other locations.
- Describe any re-use and recycling programs that your organization offers.
- Describe your packaging and shipping options and how those impact sustainability efforts. If multiple options are available, also include a cost differential to the University.
- List any key environmental organizations you belong or any certifications your organization carries (e.g. EPEAT, LEED, Cradle to Cradle, Green Seal, Energy Star, etc.). Include the date of the last certification and its expiration.
- Provide links to websites that highlight your company’s commitment to sustainability (corporate statement on sustainability, press releases on specific initiatives, etc.).
Socially Responsibility
- Describe your company’s adherence to the International Labour Organization standards, particularly the:
a. Right to employee freedom of association
b. Right to collective bargaining
c. Prohibition on forced or compulsory labor
d. Prohibition on child labor
e. Commitment to equality of opportunity and treatment
List any third-party certifications as verification to the above. Include the date of the last certification and its expiration.
14. Describe your ability to adhere to the University’s Trademark & Licensing policy, found at http://brandresources.depaul.edu/vendor_guidelines/p_trademark.aspx.