| REQUEST FOR
PROPOSAL #11-03 July 26, 2002
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
REQUEST FOR PROPOSAL FOR VOICE RECOGNITION DIRECTORY
SERVICES
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through the
University of Maine, is seeking proposals for the provision of IVR
directory services.
This Request for Proposals (RFP) states the instructions for
submitting proposals, the procedure and criteria by which a vendor
may be selected and the contractual terms by which the University
intends to govern the relationship between it and the selected
vendor.
1.2 Definition of Parties: The University of Maine will
hereinafter be referred to as the "University." Respondents to the
RFP shall be referred to as "Bidders." The Bidder to whom the
contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The University is seeking an interactive voice
recognition (IVR) directory services system to include hardware,
software, training and database maintenance. The selected
contractor will furnish, install and maintain an IVR system for up
to 12,000 names.
1.4 Evaluation Criteria: Proposals will be evaluated on many
criteria deemed to be in the University's best interests,
including, but not limited to: cost, quality, delivery, features,
service and performance.
1.5 Communication with the University: It is the responsibility
of the bidder to inquire about any requirement of this RFP that is
not understood. Responses to inquiries, if they change or clarify
the RFP in a substantial manner, will be forwarded by addenda to
all parties that have received a copy of the RFP. Addenda will
also be posted on our web site,
www.umaine.edu/purchasing/. The University will not be bound by
oral responses to inquiries or written responses other than
addenda.
Inquiries must be made to: Richard Guthrie
Purchasing Department Room 101
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-3734
1.6 Award of Proposal: Presentations may be requested of two or
more bidders deemed by the University to be the best suited among
those submitting proposals on the basis of the selection criteria.
After presentations have been conducted, the University may select
the bidder which, in its opinion, has made the proposal that is
the most responsive and most responsible and may award the
contract to that bidder. The University reserves the right to
waive minor irregularities. Scholarships, donations, or gifts to
the University, will not be considered in the evaluation of
bids/proposals. The University may cancel this RFP or reject any
or all proposals in whole or in part. Should the University
determine in its sole discretion that only one bidder is fully
qualified, or that one bidder is clearly more qualified than any
other under consideration, a contract may be awarded to that
bidder without further action.
1.7 Award Protest: Bidders may appeal the award decision by
submitting a written protest to the Director of Purchasing within
five (5) business days of the date of the award notice, with a
copy of the protest to the successful bidder. The protest must
contain a statement of the basis for the challenge.
1.8 Confidentiality: The information contained in proposals
submitted for the University's consideration will be held in
confidence until all evaluations are concluded and an award has
been made. At that time, the winning proposal will be available
for public inspection. Pricing and other information that is an
integral part of the offer cannot be considered confidential after
an award has been made. The University will honor requests
for confidentiality for information of a proprietary nature.
Clearly mark any information considered confidential.
1.9 Costs of Preparation: Bidder assumes all costs of
preparation of the proposal and any presentations necessary to the
proposal process.
1.10 Debarment: Submission of a signed bid or proposal in
response to this solicitation is certification that your firm (or
any subcontractor) is not currently debarred, suspended, proposed
for debarment, declared ineligible or voluntarily excluded from
participation in this transaction by any State or Federal
department or agency. Submission is also agreement that the
University will be notified of any change in this status.
1.11 Proposal Understanding: By submitting a proposal, the
bidder agrees and assures that the specifications are adequate,
and the bidder accepts the terms and conditions herein. Any
exceptions should be noted in your response.
1.12 Proposal Validity: Unless specified otherwise, all
proposals shall be valid for 60 days from the due date of the
proposal.
1.13 Proposal Submission: A SIGNED original and 1 copy
of the proposal must be submitted to the University of Maine
Purchasing Department, 5765 Service Building, Orono, Maine
04469-5765, in a sealed envelope by Tuesday, August 6, 2002,
to be date stamped by the Purchasing Department in order to be
considered. Normal business hours are 8:00 a.m. to 4:30 p.m.,
Monday through Friday. Proposals received after the due date will
be returned unopened. There will be no public opening of proposals
(see Confidentiality clause). Vendors are strongly encouraged to
submit proposals in advance of the due date to avoid the
possibility of missing the due date because of unforeseen
circumstances. Vendors assume the risk of the methods of dispatch
chosen. The University assumes no responsibility for delays caused
by any package or mail delivery service. Postmarking by the due
date WILL NOT substitute for receipt of proposal. In the event
that the University is closed due to inclement weather on the day
that a proposal is due, proposals will be accepted on the next day
that the University is open. Vendors may wish to call 207-581-SNOW
or 800-581-SNOW if the weather is bad, to learn if the University
has closed. Additional time will not be granted to any single
vendor, however additional time may be granted to all
vendors when the University determines that circumstances require
it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The
envelope must be clearly identified on the outside as
follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
2.0 TERMS AND CONDITIONS:
2.1 Contract Documents: If a separate contract is not written,
the contract entered into by the parties shall consist of the RFP,
the signed proposal submitted by the Contractor, the
specifications including all modifications thereof, and a purchase
order or letter of agreement requiring signatures of the
University and the Contractor, all of which shall be referred to
collectively as the Contract Documents.
2.2 Contract Modification and Amendment: The parties may adjust
the specific terms of this contract (except for pricing) where
circumstances beyond the control of either party require
modification or amendment. Any modification or amendment proposed
by the Contractor must be in writing to the Purchasing Department.
Any agreed upon modification or amendment must be in writing and
signed by both parties.
2.3 Contract Data: The Contractor is required to provide the
University with detailed management data on a weekly basis or at
the request of the University at other times.
2.4 Contract Validity: In the event one or more clauses of the
contract are declared invalid, void, unenforceable or illegal,
that shall not affect the validity of the remaining portions of
the contract.
2.5 Cancellation/Termination: If the Contractor defaults in its
agreement to provide personnel or equipment to the University's
satisfaction, or in any other way fails to provide service in
accordance with the contract terms, the University shall promptly
notify the Contractor of such default and if adequate correction
is not made within thirty (30) days, the University may take
whatever action it deems necessary to provide alternate services
and may, at its option, immediately cancel this Contract with
written notice. Except for such cancellation for cause by the
University, either the University or the Contractor may terminate
this Contract by giving ninety (90) days advance written notice to
the other party. Cancellation does not release the Contractor from
its obligation to provide goods or services per the terms of the
contract during the notification period.
2.6 Clarification of Responsibilities: If the Contractor needs
clarification of or deviation from the terms of the contract, it
is the Contractor's responsibility to obtain written clarification
or approval from Les Shaw, 207-581-1601.
2.7 Litigation: This Contract and the rights and obligations of
the parties hereunder shall be governed by and construed in
accordance with the laws of the State of Maine. The Contractor
agrees that any litigation, action or proceeding arising out of
this Contract, shall be instituted in a state court located in the
State of Maine.
2.8 Assignment: Neither party of the contract shall assign the
contract without the prior written consent of the other, nor shall
the contractor assign any money due or to become due without the
prior written consent of the University.
2.9 Equal Opportunity: In the execution of the contract, the
Contractor and all subcontractors agree, consistent with
University of Maine System policy, not to discriminate on the
grounds of race, color, religion, sex, sexual orientation,
national origin or citizenship status, age, disability or
veterans’ status and to provide reasonable accommodations to
qualified individuals with disabilities upon request.
2.10 Independent Contractor: Whether the Contractor is
corporation, partnership, other legal entity, or an individual,
the Contractor is an independent contractor. If the Contractor is
an individual, the Contractor's duties will be performed with the
understanding that the Contractor is a self-employed person, has
special expertise as to the services which the Contractor is to
perform and is customarily engaged in the independent performance
of the same or similar services for others. The manner in which
the services are performed shall be controlled by the Contractor;
however, the nature of the services and the results to be achieved
shall be specified by the University. The Contractor is not to be
deemed an employee or agent of the University and has no authority
to make any binding commitments or obligations on behalf of the
University except as expressly provided herein. The University of
Maine System has prepared specific guidelines to be used for
contractual agreements with individuals (not corporations or
partnerships) who are not considered employees of the System.
2.11 Sexual Harassment: The University is committed to
providing a positive environment for all students and staff.
Sexual harassment, whether intentional or not, undermines the
quality of this educational and working climate. The University
thus has a legal and ethical responsibility to ensure that all
students and employees can learn and work in an environment free
of sexual harassment. Consistent with the state and federal law,
this right to freedom from sexual harassment was defined as
University policy by the Board of Trustees. Failure to comply with
this policy could result in termination of this contract without
advanced notice. Further information regarding this policy is
available from the Director of Equal Opportunity, North Stevens
Hall, 581-1226.
2.12 Indemnification: The Contractor agrees to be responsible
for, and to protect, save harmless, and indemnify the University
and its employees from and against all loss, damage, cost and
expense (including attorney's fees) suffered or sustained by the
University or for which the University may be held or become
liable by reason of injury (including death) to persons or
property or other causes whatsoever, in connection with the
operations of the Contractor or any subcontractor under this
agreement.
2.13 Contractor's Liability Insurance: During the term of this
agreement, the Contractor shall maintain the following insurance:
Insurance Type Coverage Limit
1. Commercial General Liability $1,000,000 per occurrence or more
(Written on an Occurrence-based
form) (Bodily Injury and Property Damage)
2. Automobile Liability $1,000,000 per occurrence or more
(Including Hired & Non-Owned)
(Bodily Injury and Property Damage)
3. Workers Compensation Required for all personnel
Employers Liability minimum limits:
Bodily injury by accident: $100,000 each accident
Bodily injury by disease: $100,000 each accident
Bodily injury by disease: $500,000 policy limit
Certificates of Insurance for all of the above insurance shall be
filed with:
University of Maine Purchasing Department
5765 Service Building
Orono, Maine 04469
Certificates shall be filed prior to the date of performance
under this Agreement. Said certificates, in addition to proof of
coverage, shall contain the standard Acord statement pertaining to
written notification in the event of cancellation, with a thirty
(30) day notification period.
As additional insured and certificate holder, the University should
be included as follows:
The University of Maine System
Office of Facilities
107 Maine Avenue
Bangor, ME 04401
2.14 Smoking Policy: The University of Maine System must comply
with the "Work place Smoking Act of 1985" and MRSA title 22, 1541
et seq "Smoking Prohibited in Public Places." In compliance with
this law, the University of Maine System has prohibited smoking in
all University System buildings except in designated smoking
areas. This rule must also apply to all contractors and workers in
existing University System buildings. The Contractor shall be
responsible for the implementation and enforcement of this
requirement within existing buildings.
2.15 Furnish and Install: The items on this bid will be
provided on a Contractor furnish and install basis. The Contractor
will have the complete responsibility for the items or system
until it is in place and working. Any special installation
requirements will be submitted with the proposal to the
University. All transportation and installation arrangements will
be the responsibility of the Contractor. Equipment will be
delivered directly to the installation site. Delivery notification
must be made to Les Shaw at 207-581-1601 at least 48 (forty-eight)
hours prior to delivery. All crating and other debris must
be removed from the premises. The Contractor will be solely
responsible for correcting damage to premises resulting from the
installation process.
2.16 Manuals: The Contractor shall provide with each piece of
equipment owner’s manual and/or maintenance instructions and parts
lists.
2.17 Contract Administration: The University of Maine
Purchasing Department or its designee shall be the University's
authorized representative in all matters pertaining to the
administration of this contract.
2.18 Acceptance: The acceptance tests required to demonstrate
that performance specifications can be met, must be carried out in
exacting accordance with the capabilities described in user and
technical manuals delivered with the system or submitted with the
proposal. Failure to satisfy acceptance test may result in
rejection of the system with no financial obligation incurred by
the University.
2.19 Payments: Payment will be upon submittal of an invoice to
the Purchasing Department by the Contractor on a net 30 basis
(after acceptance) unless discount terms are offered. Invoices
must include a purchase order number.
3.0 SPECIFICATIONS:
3.1 Furnish and install interactive voice recognition directory
services for up to 12,000 names.
Coverage level: 95% or higher
Updates: Weekly
Monitor system: 24 x 7
Support: Workday toll-free telephone support
Backup: Names registry backup
Reports: System performance and other operating reports
Hardware Rack mounted with UPS
3.2 Average expected call volume up to 700/hour.
3.3 Peak call volume (7 to 10 days each September) 1400/hour.
4.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein is
submitted with the proposal. All information provided should be
verifiable by documentation requested by the University. Failure
to provide all information, inaccuracy or misstatement may be
sufficient cause for rejection of the proposal or rescission of an
award. Bidders are encouraged to provide any additional
information describing operational abilities. Responses to each
requirement below should be in order and clearly marked with the
section number to which they respond.
4.1 System Description and Demonstration: Provide a complete
description of the system’s capabilities and provide a site and
phone number for University personnel to call for a system
demonstration. The purpose is to demonstrate the clarity and
features of your IVR system.
4.2 Facility Requirements: Special conditions essential to the
equipment area must be specified. Indicate the size and weight of
any required equipment. Appropriate modifications to the area will
be the responsibility of the University.
4.3 Warranty: All materials and equipment shall be fully
guaranteed against defects for a period of 1 (one) year following
date of delivery or acceptance. Provide warranty information, both
on parts and labor, applying to all equipment that may be
purchased as a result of this Request for Bid, including
units/components not manufactured by the seller.
4.4 Training: Pricing must include complete training for
University personnel. Describe the training included in the price.
4.5 Transportation Charges: Quotations must be F.O.B.
Destination. Prices quoted will be considered to include all
charges for transportation, packaging, crates, containers,
insurance, duty and brokerage charges, etc. necessary to complete
delivery on an F.O.B. Destination basis.
4.6 References: A list of three references is required to be
submitted with your proposal. These references should be
organizations that are currently using the IVR directory system
you are proposing. Include contact names and phone numbers with
each reference.
4.7 Business Profile: Bidders may be required to submit company
information before an award is made which may include annual
reports, history and description of the company, financial
statements, or credit rating.
4.8 Signature of authorized employee
5.0 PRICE QUOTATION
Cost for equipment, software, installation, training
$________________________
Product name and version, equipment models, etc.
_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Cost of annual maintenance (5 years) $ / year
5.3 Signature of Authorized Employee:
________________________________
(Signature)
____________________________________
(Print Name)
____________________________________
(Title)
____________________________________
(Date)
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