| REQUEST FOR
PROPOSAL #24-03 September 26, 2002
Administered by
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
REQUEST FOR PROPOSAL FOR STUDENT SEARCH PROGRAM
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through The
University of Southern Maine, is seeking proposals for the
provision of a student search program for the Office of Admission.
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 Southern 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 student search program is the major marketing
foundation upon which any undergraduate admission program is
built. It is the largest source for generating potential prospects
for a college or university at the beginning of the admission
process. The admission office at The University of Southern Maine
has historically participated in the student search, which
typically involves a significant portion of the admission budget.
Because of the significant impact that this admission activity can
have on the ultimate outcome of the eventual enrolled class,
managing this program appropriately is a key component of any
successful admission operation.
The execution of a student search involves direct mail and
electronic mail, which requires the use of the best possible
direct mail and email marketing campaigns. In order to accomplish
this, many of the best colleges and universities in the United
States utilize the services of direct mail marketing companies
specializing in higher education. This entails selecting the
appropriate names to be purchased, identifying the appropriate
markets that will result in the highest response rate, creating
and designing direct mail pieces that will be interesting to
students, designing and creating email and websites for electronic
searches and providing opportunities for electronic transmission
of data, and provide ongoing consults to admission departments
regarding overall marketing techniques and strategies.
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, ability to meet
specifications, responsiveness to RFP terms and conditions,
financial stability of bidder, experience in the student search
field, references and services offered.
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: Hal Wells
Purchasing Department Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
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
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 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 three
(3) copies 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, October 22, 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 GENERAL 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 and/or
commission) 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 Term: The contract term shall be for a period of
one (1) year commencing upon May 1, 2003. With mutual written
agreement of the parties this contract may be extended for four
(4) additional one-year periods.
2.4 Contract Data: The Contractor is required to provide the
University with detailed data concerning the contract at the
completion of each contract year or at the request of the
University at other times. The University reserves the right to
audit the Contractor's records to verify the data. This data may
include, but is not limited to services rendered to the
University.
2.5 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.
2.6 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 ten (10) business 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. The University may terminate this Contract by
giving thirty (30) days advance written notice. Cancellation does
not release the Contractor from its obligation to provide goods or
services per the terms of the contract during the notification
period.
2.7 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 David Pirani.
2.8 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.
2.9 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.
2.10 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
veteran’s status and to provide reasonable accommodations to
qualified individuals with disabilities upon request.
2.11 Independent Contractor: Whether the Contractor is a
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.
2.12 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 Executive Director for Campus Pluralism & Equal
Opportunity, 780-5094.
2.13 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.
2.14 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
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
2.15 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.
2.16 Copyrights: Copyrights for materials created specifically
for the University under this contract shall become the sole
property of the University.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The University of Southern Maine’s
Office of Admission or its designee shall be the University's
authorized representative in all matters pertaining to the
administration of this contract.
3.2 Employees: The Contractor shall employ only competent and
satisfactory personnel and shall provide a sufficient number of
employees to perform the required services efficiently and in a
manner satisfactory to the University. If the Contract
Administrator or designee, notifies the Contractor in writing that
any person employed on this contract is incompetent, disorderly,
or otherwise unsatisfactory, such person shall not again be
employed in the execution of this contract without the written
consent of the Contract Administrator.
3.3 Payments: Payment will be upon submittal of an invoice to
Accounts Payable, University of Southern Maine, 37 College Avenue,
Gorham, Maine 04038 by the Contractor on a net 30 basis unless
discount terms are offered. Invoices must include a
purchase order number.
3.4 The Contractor shall provide the following services:
- Strategic Consultation to include:
- Creation of search copy and artwork.
An email program that will interface and compliment the
search program. This would include:
The creation, design and maintenance of the email and
appropriate web pages.
Assignment of user names and PIN’s to all students on
mail files regardless of whether they furnish email address so
all students may apply online.
- Professional program management by a higher education
recruitment specialist with the opportunity for unlimited
conversation, discussion and interaction.
- Total data management including program targeting.
- Start-to-finish implementation of the lead generation program
including printing and mailing.
- Data analysis and detailed reports of program results.
- A full service, start to finish, student fulfillment program to
the student search respondents.
- An email service to compliment a potential student fulfillment
program sending students who furnish an email address on their
replies a personalized confirmation email within 48 hours of receipt
of response at the Contractor’s production facility, monitoring
undeliverable email addresses and updating student records, includes
a hyperlink to the University’s website of choice, allowing students
to respond if necessary.
- The fulfillment program shall include the following:
- Personalized letter creation and artwork.
- Letter and other insertion.
- Printing and mailing from the production facility.
- Shipment of search responses to the Contractor’s production
facility.
- Opening the University’s BRE’s, updating student records.
- Detailed analysis and reporting on program results.
- The creation and implementation of an express application
package to selected students and selected markets.
- A communication plan and online reservation program for off
campus receptions for student prospects.
- Qualification of prospects through email.
4.0 PROPOSAL CONTENT:
Bidders shall ensure that all information required herein be
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 Business Profile:
4.1.1 Financial – Bidders need only supply one copy of the following
with their proposals.
Public Companies
-annual reports for the last three years
-history and description of the company
-recent reports from securities analysts
-published reports about the company
Private Companies
-history and description of the company
-published reports about the company, if any
4.1.2 Credit rating/report, letter from bank, suppliers.
4.2 Fees: Include a complete description of your fees.
4.3 Indicate a maximum percentage (if any) that fees will
escalate over the 5 years.
4.4 Payment Terms: The University normally pays net 30. If you
can offer better payment terms, describe the payment terms
offered.
4.5 Provide the name(s) and experience of your employee(s) that
would be handling the University's account.
4.6 Describe how your firm will provide the services required
by this contract.
4.7 Describe / recommend services that your firm offers and
recommends for this contract – above and beyond those required by
this contract.
4.8 References: Include a list of three or more references with
your proposal. These references should be higher education
institutions with which your organization has done business on
projects with a similar scope to this one. Include a contact
name and phone number.
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) ______________ Fax Number: ( )_____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:___________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) _______________ Fax Number: ( )____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:____________________ State:_________ Zip Code:___________
Contact Person:__________________________________________________
Phone Number: ( ) _________________ Fax Number: ( )__________
5.0 SIGNATURE:
COMPANY NAME _______________________
By:
(Signature)
(Print Name)
(Title)
(Date)
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