INFORMATION TECHNOLOGY REQUEST FOR PROPOSAL TEMPLATE (August 2014) This template is to be used when issuing an RFP for Information Technology products or services. The template is designed to help you plan the procurement and the resultant contract. Customize this template by adding, modifying or deleting sections or attachments to the RFP. Agencies are encouraged to form an RFP team of individuals with a vested interest in the procurement to help write the RFP and evaluate proposals received. The template includes instructions and notes in blue bold italics for an agency to consider. After you have read the instructions, please delete the text. Word choices and information that needs to be inserted are indicated by <blue text>. For example: <will or will not>. Be sure to change the blue text to black. Planning the evaluation is critical. Attempt to align the following: Scope of Work Proposal Format Evaluation Criteria Work to be done, problem to be solved, what you need What the offeror must provide to demonstrate they can meet the requirements or do the work Importance, how quality will be measured Spending Authority Per ND State Board of Higher Education (SBHE) Policy and NDUS Procedure 840 Contracts, the NDUS general counsel shall review all contracts. The Chancellor is required to approve and sign all contracts except as noted below: The NDUS Chief Information Officer is authorized to sign vouchers, purchase orders and contracts involving the expenditure of funds not to exceed $250,000. The Assistant CIO for ConnectND and the Assistant CIO for ARLT are authorized to sign purchase orders or other standard or routine contracts involving expenditures of funds not to exceed $25,000 For assistance or suggestions related to this template, contact the Project and Portfolio Management Office at 701-777-6859. Note: Delete this information page Page 1 of 40 <RFP Name or RFP Reference Number>
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INFORMATION TECHNOLOGY REQUEST FOR PROPOSAL TEMPLATE(August 2014)
This template is to be used when issuing an RFP for Information Technology products or services. The template is designed to help you plan the procurement and the resultant contract. Customize this template by adding, modifying or deleting sections or attachments to the RFP.
Agencies are encouraged to form an RFP team of individuals with a vested interest in the procurement to help write the RFP and evaluate proposals received.
The template includes instructions and notes in blue bold italics for an agency to consider. After you have read the instructions, please delete the text.
Word choices and information that needs to be inserted are indicated by <blue text>. For example: <will or will not>. Be sure to change the blue text to black.
Planning the evaluation is critical. Attempt to align the following:
Scope of Work Proposal Format Evaluation CriteriaWork to be done, problem to be solved, what you need
What the offeror must provide to demonstrate they can meet the requirements or do the work
Importance,how quality will be measured
Spending AuthorityPer ND State Board of Higher Education (SBHE) Policy and NDUS Procedure 840 Contracts, the NDUS general counsel shall review all contracts. The Chancellor is required to approve and sign all contracts except as noted below:
The NDUS Chief Information Officer is authorized to sign vouchers, purchase orders and contracts involving the expenditure of funds not to exceed $250,000.
The Assistant CIO for ConnectND and the Assistant CIO for ARLT are authorized to sign purchase orders or other standard or routine contracts involving expenditures of funds not to exceed $25,000
For assistance or suggestions related to this template, contact the Project and Portfolio Management Office at 701-777-6859.
Note: Delete this information page
Page 1 of 31<RFP Name or RFP Reference Number>
North Dakota University SystemCore Technology Services
<NAME OF DIVISION, SECTION, OR DISTRICT>
<STREET AND MAILING ADDRESS>
REQUEST FOR PROPOSAL (RFP)
RFP Title: <Insert title>
Instructions: A suggested format for the RFP number is CTS, followed by the two digit calendar year, and a three-digit sequential count of solicitations issued that year. For example: CTS-14-003.
RFP Number: <Insert number>
Issued: <Insert day, month, year>
Purpose of RFP: <Insert a brief statement that summaries the purpose of this RFP.>
Page 2 of 31<RFP Name or RFP Reference Number>
TABLE OF CONTENTSNote: This is an automatic table of contents. Label any item to be included in the Table of Contents as Header Level 1 and 2. Before saving the document, right click anywhere on Table of Contents and choose the update option to update the table of contents.
Table of ContentsSECTION ONE – INSTRUCTIONS......................................................................................................................................6
1.0 PURPOSE OF THE RFP........................................................................................................................................................6
1.1. PROCUREMENT OFFICER CONTACT INFORMATION...............................................................................................................61.2. ASSISTANCE TO INDIVIDUALS WITH A DISABILITY..................................................................................................................61.3. SECRETARY OF STATE REGISTRATION REQUIREMENTS...........................................................................................................61.4. NOTICE PROVIDED.........................................................................................................................................................61.5. RFP SCHEDULE.............................................................................................................................................................71.6. QUESTIONS AND REQUESTS FOR CLARIFICATION..................................................................................................................71.7. PREPROPOSAL CONFERENCE OR SITE INSPECTION................................................................................................................71.8. OFFER HELD FIRM.........................................................................................................................................................81.9. OFFEROR RESPONSIBLE FOR COSTS...................................................................................................................................81.10. PROPOSAL SUBMISSION DEADLINE...............................................................................................................................81.11. AMENDMENT AND WITHDRAWAL OF PROPOSALS............................................................................................................91.12. PROPOSAL OPENING – LATE PROPOSALS REJECTED.........................................................................................................91.13. NEWS RELEASES.......................................................................................................................................................91.14. CONFLICT OF INTEREST...............................................................................................................................................91.15. ATTEMPT TO INFLUENCE PROHIBITED............................................................................................................................91.16. COLLUSION PROHIBITED.............................................................................................................................................91.17. PROTEST OF SOLICITATION, INTENT TO AWARD OR AWARD...............................................................................................9
SECTION TWO – BACKGROUND.....................................................................................................................................10
SECTION THREE – SCOPE OF WORK...........................................................................................................................11
3.0 SCOPE OF WORK.............................................................................................................................................................11
3.1. APPLICABLE DIRECTIVES................................................................................................................................................113.2. INFORMATION TECHNOLOGY SOLUTION...........................................................................................................................113.3. PRODUCT SUPPORT AND CUSTOMER SERVICE REQUIREMENTS.............................................................................................153.4. OFFEROR EXPERIENCE AND QUALIFICATIONS MANDATORY REQUIREMENTS............................................................................15
SECTION FOUR – PROPOSAL.........................................................................................................................................17
4.0 PROPOSAL PREPARATION AND SUBMISSION..................................................................................................................17
5.3. COST PROPOSAL EVALUATIONS – RECIPROCAL PREFERENCE................................................................................................265.4. CLARIFICATIONS OF OFFERORS – DISCUSSIONS..................................................................................................................265.5. RIGHT OF REJECTION....................................................................................................................................................265.6. PRESENTATIONS OR DEMONSTRATION.............................................................................................................................265.7. SITE INSPECTION OF FACILITY.........................................................................................................................................275.8. BEST AND FINAL OFFERS...............................................................................................................................................275.9. NEGOTIATIONS............................................................................................................................................................275.10. NOTICE OF INTENT TO AWARD..................................................................................................................................275.11. CONTRACT APPROVAL..............................................................................................................................................28
SECTION SIX – CONTRACT INFORMATION.................................................................................................................29
6.0 NORTH DAKOTA CONTRACTUAL REQUIREMENTS – BACKGROUND................................................................................29
6.1. CONTRACT TERMS AND CONDITIONS – OFFEROR’S PROPOSED CHANGES...............................................................................296.2. CONTRACTUAL TERMS AND CONDITIONS – NO MATERIAL CHANGES.....................................................................................29BECAUSE NDUS MAY ONLY OBLIGATE THOSE FUNDS THAT HAVE BEEN APPROPRIATED TO IT BY THE LEGISLATIVE ASSEMBLY AND MAY ONLY OBLIGATE THOSE FUNDS FOR THE PURPOSES FOR WHICH THE FUNDS WERE APPROPRIATED, NDUS WILL NOT AGREE TO CLAUSES WHICH MAY OBLIGATE IT TO PAY FOR CLAIMS THAT MIGHT EXCEED ITS CURRENT FUNDING APPROPRIATION..............................................................................................................306.3. SCOPE OF WORK.........................................................................................................................................................316.4. CONTRACT TERM.........................................................................................................................................................316.5. COMPENSATION..........................................................................................................................................................316.6. LIQUIDATED DAMAGES.................................................................................................................................................316.7. TAXES....................................................................................................................................................................... 31
ATTACHMENTS1. Technical Architecture Overview
Note: This is a required attachment identified in the Background section.2. Requirements Matrix
Note: This is a template identified in the Scope of Work and Proposal sections that can be used to build a matrix of requirements for the needed IT Solution, and the matrix is used by the offeror to describe their proposed solution.
a. Contract Exhibit <Insert Number and Title>b. Contract Exhibit <Insert Number and Title>
3. Architectural Review Questions
Note: This is template identified in the Proposal section than can be used to obtain information from offerors about the architecture of the proposed solution.4. Vendor-Hosted Solution
Note: This is an optional form identified in the Proposal section to obtain information from offerors when a vendor-hosted solution is proposed.5. Cost Proposal
Note: This is an optional attachment identified in the Proposal section.6. Proposal Evaluation Process
Note: This is a required attachment identified in the Proposal Evaluation section and must match the RFP evaluation criteria.
Page 4 of 31<RFP Name or RFP Reference Number>
7. Proposal Evaluation Worksheet
Note: This is a required attachment identified in the Proposal Evaluation section and must match the RFP evaluation criteria.8. Contract
Note: This is a required attachment identified throughout the RFP that includes contractual terms and conditions identified in the Contract Information section.
Page 5 of 31<RFP Name or RFP Reference Number>
SECTION ONE – INSTRUCTIONS
1.0 PURPOSE OF THE RFPThe North Dakota University System, an entity governed by the North Dakota State Board of Higher Education (SBHE) and acting through its Core Technology Services (collectively, “NDUS”) is soliciting proposals for <Insert a brief description of the purpose of the RFP consistent with the cover page>.
1.1. PROCUREMENT OFFICER CONTACT INFORMATIONThe procurement officer is the point of contact for this RFP. Offerors shall direct all communications regarding this RFP to the procurement officer.
PROCUREMENT OFFICER: <Insert Name>
E-MAIL: <Insert address>
PHONE: <Insert number>
TTY Users call: 7-1-1
FAX: <Insert number>
1.2. ASSISTANCE TO INDIVIDUALS WITH A DISABILITYContact the procurement officer, as soon as possible, if an individual with a disability needs assistance with the RFP including any events in the RFP schedule so reasonable accommodations can be made.
1.3. SECRETARY OF STATE REGISTRATION REQUIREMENTSNote: CTS recommends this as a best practice.Vendors conducting business with NDUS must be registered with the North Dakota Secretary of State. Information on registering can be found at http://www.nd.gov/sos/businessserv/registrations/index.html. Offerors must comply with the following registration requirements:
Note: Select the appropriate option.Option 1 – When you want the successful offeror to be registered prior to contract signing. The procurement officer may specify a period of time less than 60 days. At least 30 days is recommended for nonresident bidders to register.Proposals will be accepted from unregistered offerors. The successful offeror is required to complete the registration process within <60> calendar days from the date a notice of intent to award is issued. If the successful offeror does not register within this time, its proposal may be rejected.
If you have any questions regarding the registration process, contact the Secretary of State’s Office for assistance at 701-328-4284 or e-mail [email protected].
Option 2 – When you are not going to require the vendor to register, the procurement officer must prepare a written determination for the procurement file on why you made that choice.Registration is not required. Proposals will be accepted from unregistered offerors.
1.4. NOTICE PROVIDED Note: The RFP and all related amendments must be placed on the CTS IT Procurement website. You should send notices out including a link to this site. Be sure to check for requirements related to any grant monies received to determine whether additional public notice is required.This RFP and any related amendment and notices will be posted on the Core Technology Services website. Offerors are responsible for checking this website to obtain all information and documents related to this RFP: <<Insert Link>>
Offerors may request to receive notices related to this RFP by contacting the procurement officer in writing with the following information: RFP title, business name, contact person, mailing address, telephone number, fax number, and e-mail address.
1.5. RFP SCHEDULENote: Include dates of events during the RFP process (e.g. preproposal conference, demonstrations, etc.) It is recommended that you allow at least 21 days between issuing the RFP to the deadline for receipt of proposals to allow offerors adequate time to review the RFP and prepare their response.
EVENT DATERFP issued <Insert date>Deadline for Submission of Questions and Requests for Clarification by <Insert time AM or PM, C.T.> <Insert date>
Solicitation Amendment with Responses to Questions and Requests for Clarification issued approximately (if required)
<Insert date>
<include any mandatory or optional pre-proposal conferences or site inspection> <Insert date>
Deadline for Secretary of State RegistrationDelete if not used Same as Deadline for Receipt of Proposals
Deadline for Receipt of Proposals by <Insert time AM or PM, C.T.> <Insert date>
Proposal Evaluation completed by approximately <Insert date><include any scheduled demonstrations or presentations> <Insert date or say “To be announced.”>
Notice of Intent to Award issued approximately <Insert date>Deadline for Secretary of State RegistrationDelete if not used Prior to Contract Signing
Contract executed approximately <Insert date>Contract start approximately <Insert date>
1.6. QUESTIONS AND REQUESTS FOR CLARIFICATIONNote: Use the Solicitation Amendment Template on the IT Forms and Templates website to provide responses to questions and requests for clarifications to all offerors. Questions are commonly received from potential offerors who are not on your contact list. Update the contact list to ensure all potential offerors receive notice when amendments are issued.Offerors should carefully review the RFP including all attachments. Questions or requests for clarification must be submitted to the procurement officer in writing by the deadline identified in the RFP schedule. Include a reference to the applicable RFP section or subsection. E-mail is the preferred method of submission.
Responses to question and requests for clarifications will be distributed as a solicitation amendment, unless the question can be answered by referring the offeror to a specific section of the RFP.
1.7. PREPROPOSAL CONFERENCE OR SITE INSPECTIONNote: Select the appropriate option. Revise as needed. A preproposal conference or site inspection should only be made mandatory if the information provided at the conference is necessary to adequately prepare a proposal and cannot be otherwise provided to offerors. Option 1 – No preproposal conference or site inspection.NDUS will not hold a preproposal conference or site inspection for this RFP.
Option 2 – Non-mandatory preproposal conference or site inspection. Add to RFP Schedule.NDUS will hold a <Insert preproposal conference site or site inspection> for the RFP. Participation is not mandatory. Questions and answers along with any changes made to the RFP will be disseminated as a solicitation amendment.
Option 3 – Mandatory preproposal conference of site inspection. Add to RFP Schedule.NDUS will hold a <Insert preproposal conference site or site inspection> for the RFP. Participation is mandatory and only those offerors in attendance are eligible to submit proposals, and proposals from offerors not in attendance will be rejected. Questions and answers along with any changes made to the RFP will be disseminated as a solicitation amendment. Notice of the solicitation amendment may be limited to offerors in attendance.
Note: Delete for Option 1. Required with Options 2 & 3The <Insert preproposal conference site or site inspection> will be held:
Date: <Insert date>
Time: <Insert time, AM/PM, C.T.>
Participation Instructions: <Insert webinar or conference call instructions>
ORLocation: <Insert place>
<Insert floor, room number>
<Insert street address>
<Insert City, ND Zip Code>
1.8. OFFER HELD FIRMNote: Specify the number of days offers must be held firm. Consider the time needed for evaluation and contract negotiations (e.g. 90 days).Offerors must hold proposals firm for at least <90 days> from the deadline for receipt of proposals. NDUS may send a written request to all offerors to hold their offer firm for a longer time period of time.
1.9. OFFEROR RESPONSIBLE FOR COSTSOfferor is responsible for all costs associated with the preparation, submittal, presentation, and evaluation of any proposal.
1.10. PROPOSAL SUBMISSION DEADLINEAn offeror is responsible for ensuring that its proposal is physically received by NDUS prior to the deadline for receipt of proposals identified in the RFP schedule. A solicitation amendment will be issued if this deadline is changed.
Offerors assume the risk of the method of dispatch chosen. NDUS assumes no responsibility for delays caused by any delivery service. Postmarking by the deadline shall not substitute for actual proposal receipt by NDUS. A proposal submitted orally, by email, by fax, or by other electronic means will be rejected. Proposals may be faxed or electronically transmitted to a third party who must put in a properly addressed envelope or package and deliver it to NDUS prior to the deadline.
Proposals will be secured and held unopened until the deadline for receipt of proposals. As proposals are received, the outer envelope will be annotated with the date and time of receipt. An offeror may contact the procurement officer to inquire whether its proposal has been received.
Page 8 of 31<RFP Name or RFP Reference Number>
1.11. AMENDMENT AND WITHDRAWAL OF PROPOSALSOfferors may amend or withdraw proposals prior to the deadline for receipt of proposals. No amendments will be accepted after the deadline unless they are in response to NDUS’s request. After the deadline, offerors may make a written request to withdraw proposals and provide evidence that a substantial mistake has been made, and NDUS may permit withdrawal.
1.12. PROPOSAL OPENING – LATE PROPOSALS REJECTEDA public opening will not be <will or will not> be held. At the specified date and time, each proposal will be opened in a manner to avoid disclosure of the contents to the competing offerors. Proposals delivered late will be rejected.
1.13. NEWS RELEASESOfferors shall not make any news releases related to this RFP without prior approval of NDUS.
1.14. CONFLICT OF INTERESTUnder procurement rules, a NDUS employee or official shall not participate directly or indirectly in a procurement when the NDUS employee or officials knows of a conflict of interest. Potential conflicts of interest include NDUS employees or their immediate family members employed by the firm, seeking employment with the firm, or with a financial interest in the firm. Potential conflicts of interest will be addressed in accordance with SBHE Policy 611.4
1.15. ATTEMPT TO INFLUENCE PROHIBITEDOfferors must not give or offer to give anything to a NDUS employee or official that might influence, or appear to influence procurement decisions.
1.16. COLLUSION PROHIBITEDOfferors must prepare proposals independently, without collusion.
Note: Help offerors understand why this solicitation is being conducted. Explain the events leading up to the current situation. This section should not contain any requirements.2.0 BACKGROUND INFORMATIONThe mission of the <Insert agency name and division> is to <Describe mission>.
Our agency is conducting this solicitation because <Insert pertinent background information specific to this RFP. If the project is related to legislation or a grant, include references and a hyperlink.>
2.1. DEFINITIONSNote: This is an optional section. Revise or delete as needed. Add definitions for any project-specific acronyms and terms.For the purposes of this RFP, the acronyms and defined terms are as follows:
Acronym or Term Name or DefinitionsContractor Entity that has an approved contract with the North Dakota
University SystemCT Central Time ZoneCTS Core Technology ServicesRFP Request for Proposal
2.2. BUDGETNote: This is an optional section. Revise or delete as needed. Disclosing the budget greatly increases the likelihood that cost will match the budgeted amount and may negatively impact negotiations. Budget disclosure may be appropriate if funds are limited or it is difficult to estimate the project cost to ensure proposals received are within budget. Select appropriate option.Option 1The funds for payment of this contract are already appropriated and identified.
Option 2The funds for payment of this contract are already appropriated and identified. The estimated budget for completion of this project is between $<Insert low range> and $<Insert high range>. Proposals priced at more than $<Insert dollar amount> will be rejected
Option 3The funds for payment of this contract are contingent upon appropriation of funding. NDUS anticipates approval of funding in approximately <Insert time frame>. Funds will be requested through <Insert funding source (e.g. grant, legislative appropriation)>.
2.3. TECHNICAL ARCHITECTURE OVERVIEWNote: Download and customize the Technical Architecture Overview Template from CTS website under “Forms and Templates”.A brief description of each component of the technical architecture is provided in the Technical Architecture Overview – Attachment <Insert number> to this RFP.
Note: This section tells the offeror what is to be done including the desired outcome. Be as specific and comprehensive as possible. Let the offeror know exactly what is required. Do not presume that the offeror will understand something if you do not say it. Clearly identify any mandatory requirements versus desired features and functionality.3.0 SCOPE OF WORKNote: Provide a brief description of the information technology solution, including needed IT products, hardware, software, and IT professional services.NDUS is soliciting proposals for <Insert a description of what kind of IT solution>.
This solution will be used by <whom> to do <what>.
3.1. APPLICABLE DIRECTIVESNote: Revise or delete as needed. List any applicable laws, rules, and directives. Examples may include federal or state requirements.This information technology project is subject to the following directives:
• N.D.C.C. § 15-10- 44 related to State Board of Higher Education’s duties and reports on higher education information technology
• SBHE Policy 1901.3 related to Information Technology Project Management• NDUS Procedure 1901.3 related to Information Technology Approval Process
Note: Delete the following bullet if this is not a major IT project.
• N.D.C.C. §§ 54-35-15 related reporting to and review by the Legislative Council Information Technology Committee.
This work performed under this contract must comply with the requirements of the following:
<Insert any applicable industry standards, certifications or product-based requirements>
3.2. INFORMATION TECHNOLOGY SOLUTIONA. Requirements
Note: This is the most important section of the RFP. Select the appropriate options. Revise or delete as needed. Provide detailed information regarding the technical specifications and requirements relevant to this RFP, such as hardware, software, data, security and controls, user interface. Describe details on all features and functionality requirements, including reporting. Be sure to differentiate between what is required versus desired.Option 1: You may use the Requirements Matrix template as an attachment to the RFP.NDUS has developed Requirements Matrix – Attachment <Insert number> – to describe the requirements for the proposed solution. See this attachment for a detailed description of the required and desired features and functionality of the IT solution.
Option 2: If you do not use the Requirements Matrix then you must describe the required and desired features and functionality within the body of the Scope of Work.NDUS seeks a solution with the following required and desired features and functionality:
1. <Insert description of the requirements.>2. <Continue list as needed.>
B. Enterprise Architectural Requirements3.2.1. Compatibility with Existing Technology.
Note: Describe any existing technology with which the proposed solution must be compatible. Revise or delete as needed.The proposed information technology solution is required to be compatible with the following existing technology:
a. <Insert description of existing technology and the compatibility requirement.>b. <Continue list as needed.>
C. LicensingNote: Revise or delete as needed. If the contract will include software that you will license from the vendor, insert software licensing requirements and anticipated volume. For example, licensing options may include named user, per server, concurrent user, enterprise (unrestricted).The contractor will provide NDUS will all applicable licenses related to the proposed solution. <Insert description of the anticipated licensing needs and volumes>:
D. Professional Services RequirementsNote: Revise or delete as needed. Describe all the IT professional services that you seek. Match with the contract deliverables section below. Describe the expectations of the contractor for services required to successfully implement the proposed IT solution, such as:
• IT consulting services• Analysis/design• Application development or modifications• Testing Training• Documentation• Data conversion• Implementation services• Post implementation services
NDUS seeks the following professional services to achieve the objectives of this project:
1. <Insert Title>: <Insert description of the requirements.>2. <Continue list as needed.>
E. Location of Work – TravelNote: Select applicable options. Revise or delete as needed. If travel is required, see the Travel section in the Contract template.Option 1.No on-site work is required.
Option 2The work is to be performed, completed, and managed at the following location(s): <Insert City, State.> NDUS <shall/shall not> provide workspace for the contractor.
Option 3The contractor will be required to travel as follows:
<Insert description of any required travel, City, State, dates, frequency/reason
Page 12 of 31<RFP Name or RFP Reference Number>
F. NDUS-Furnished Property and ServicesNote: Revise or delete as needed.NDUS will provide <Insert description of work space, equipment, network and telephone access, etc. to support the project.>
NDUS will provide a sponsor and a primary project manager <Insert description of other NDUS personnel that will be assigned to support the project.>
G. Risk Management RequirementsNote: Revise or delete as needed. Do a risk analysis of the contract being contemplated. If potential hazards are identified, describe the measures you will take or require the contractor to take to avoid those hazards.The contractor will take appropriate measures to ensure the safety of its employees, NDUS employees, the public, and property. The contractor must identify any additional risks associated with the project.
Option: The contractor must additionally <Insert description of additional safety or risk management requirements.>
H. Project Management RequirementsNote: If the contractor will be responsible for any portion of the project management of the implementation, include the specific project management deliverables. STD001 Project Management of Major or Large NDUS Projects details all of the project management requirements that will apply for the duration of this project.NDUS and Contractor will be required to comply with the NDUS’s requirements related to Project Management of Large Information Technology Requirements, including:
• Standard for the STD001 Project Management of Major or Large NDUS Information Technology Projects, http://cts.ndus.edu/wp-content/uploads/2012/06/standard-001-pm-large-ndus-it-project-12-03-07.pdf
• The project shall follow the Project Management Institute’s (PMI) Project Management Body of Knowledge (PMBOK)
The Contract - Attachment <Insert number> includes provisions related to Project Management.
The NDUS project manager will prepare a Project Plan using the NDUS methodology and applicable template: http://cts.ndus.edu/sits-departments/office-of-the-cio/project-management-oversight/. The Contractor will need to provide information necessary to prepare the Project Plan.
NDUS’s project manager will direct and manage the project on a day-to-day basis and will have the primary responsibility for management of the project. The Contractor’s project manager and lead consultants will report to NDUS’s project manager within the project’s governance structure.
During the planning phase, Contractor shall be responsible for the project management related tasks/information specified below.
Contractor Primary Responsibilities:
a. Provide a Quality Management Plan to include the methodology for maintaining quality of the code and workmanship, and related subcontractor(s) activities where appropriate.
b. Provide a Test Management Plan which describes how the Contractor and NDUS shall verify the product meets the requirements.
Contractor Secondary Responsibilities:
1. Assist in the development of detailed schedule with fixed deadlines to include:Page 13 of 31
a. A work breakdown structure;b. Schedule including tasks, activities, activity duration, sequencing and dependencies;c. Completion date of each task;d. Milestones; including entrance and exit criteria for specific milestones;
2. Assist in the development of the Human Resources Plan to include:a. Staff assigned and their location and schedule;b. The project resources required;c. Resource allocation percentage by roled. Contractor’s resourcese. NDUS resources.
3. Assist in the development of a Communication Plan including: a plan for generation, documentation, storage, transmission and disposal of project information.
4. Assist in and review of the Risk Management Plan to ensure that risks are identified, planned for, analyzed, communicated and acted upon effectively.
5. Assist in the development of the Training Plan.6. Assist in the development of the Implementation Plan.7. Assist in the development of the Transition Plan. This plan shall describe the steps
necessary to turn the final deliverables over to the NDUS. The plan shall contain sufficient information to assure that all necessary steps are identified and that each step has sufficient resources assigned.
8. Assist in the development of the Project Closeout Report to include participation in the lessons learned exercise.
I. Contract Schedule and DeliverablesNote: Adjust from the sample below to develop deliverables appropriate to your project, even those that do not seem important now. Describe when work is to be performed or reviewed by the agency. List every event, deliverable, or milestone being as specific as possible.The agency may optionally provide only high-level deliverables and ask the offeror to propose a detailed contract schedule as part of its proposal. Consider ways to ensure the quality of the service provided and incorporate those quality control measures into the description of the deliverables.NDUS has identified the following deliverables which are significant work products or milestones in the project. NDUS requires these deliverables to be addressed in the Contract Schedule, as a minimum. These deliverables will be identified within the Scope of Work to be attached to the Contract – Attachment <Insert number.>
CONTRACTOR shall develop a schedule for accomplishing the Scope of Work, including these specific deliverables.
NDUS and CONTRACTOR will agree upon acceptance criteria for deliverables.
Note: Below is an example. Revise as needed. Insert any known deadlines.1. Project ‘Kick Off’ meeting: Estimated: <Insert date>2. Planning
a. Integrated project management planb. Integrated project schedule
3. Designa. Architectural design documentb. Procurement and acquisition planc. Relational data model
4. Installation5. System documentation6. System setup and configuration
Page 14 of 31<RFP Name or RFP Reference Number>
7. Reports8. Data Conversion
a. Data Conversion planb. Conversion of data
9. Interfaces10. Testing
a. Testing planb. Data conversion testingc. System and functionality testingd. Interface testing
11. Traininga. Training planb. End user trainingc. End User manualsd. Application administration traininge. System and application administrator manuals
12. Implementation: Estimated: <Insert date>13. Closing14. Post Implementation Report
3.3. PRODUCT SUPPORT AND CUSTOMER SERVICE REQUIREMENTSNote: Revise or deleted as needed. Insert hardware and software support requirements and customer service expectations in this section. The requirements listed below are samples you can modify based on the specific requirements of the contract. Review the Contract for requirements related to Software Support – Service Level Requirement.A. WarrantyNote: Delete or customize as needed. Describe any requirements related to warranties.CONTRACTOR must provide a minimum 30 day warranty for the proposed solution. The Contract – Attachment <Insert number> includes provisions related to warranties. NDUS will consider options for additional warranty coverage.
B. Technical SupportNote: Include any technical support requirements and response time expectations of the contract.The Contract – Attachment <Insert number> includes provisions related to Software Support – Service Level Requirement. NDUS will consider options for additional levels of technical support.
C. Software MaintenanceNote: Include any software maintenance requirements. The Contract contains provisions related to Software Escrow and Software Audit.NDUS requires CONTRACTOR to provide software maintenance support. NDUS will consider any options for additional software maintenance support.
D. Customer Service, Sales SupportNote: Revise as needed. Described any required customer service and sales support.NDUS requires CONTRACTOR to provide customer service and sales support. NDUS will consider any options for additional software maintenance support.
Page 15 of 31<RFP Name or RFP Reference Number>
3.4. OFFEROR EXPERIENCE AND QUALIFICATIONS MANDATORY REQUIREMENTSNote: Revise as needed, or delete if the RFP will not have any mandatory requirements for experience and qualifications. Determine what experience and qualifications an offeror must possess to be minimally qualified to submit a proposal. Do not set the requirements so high that good potential candidates are disqualified. Offerors may be awarded more points if their experience and qualifications exceed the minimum requirement.Option:Offerors must meet the following experience and qualifications mandatory requirements:
Examples: Revise or Delete.1. The solution must be a Commercial off-the-shelf solution that has been commercially available
for a minimum of two years, and has been successfully implemented for a minimum of three customers.
2. Offeror must have performed similar work for a comparably sized institution of higher education within the previous two years.
3. Offeror must have successfully implemented the proposed solution for at least one government entity and satisfactorily performing for at least six months.
4. Offeror must have at least three years professional experience performing similar IT consulting
Page 16 of 31<RFP Name or RFP Reference Number>
SECTION FOUR – PROPOSAL
Note: Determine what information you want the offeror to include in the proposal to help you evaluate. Customize to match the Scope of Work and Proposal Evaluation Process sections.4.0 PROPOSAL PREPARATION AND SUBMISSIONNDUS discourages overly lengthy and costly proposals. An offeror must prepare its proposal using the prescribed proposal format and provide all the requested information; this will enable the proposal to be evaluated fairly and completely. Proposals not submitted in this format may be considered unresponsive. If an offeror submits more than one proposal, each proposal must be prepared in accordance with these instructions.
Proposals become property of NDUS.
4.1. FORMAT & PROPOSAL SUBMISSION INSTRUCTIONSFormat: Each proposal will include a technical proposal and a cost proposal prepared in accordance with these instructions.
Note: Customize as needed to match the Scope of Work and Evaluation sections.Technical Proposal – Format the proposal with the following labeled sections:
Section 1 – Cover LetterSection 2 – RFP AmendmentsSection 3 – Information Technology SolutionSection 4 – Product Support and Customer ServiceSection 5 – Experience and QualificationsSection 6 – FinancialsSection 7 – Contract ProvisionsSection 8 – Open Records and Confidentiality
Cost Proposal – Submit in a separate sealed envelope.
Submission Instructions: Offerors shall clearly address all envelopes or packages as follows:
<Insert name of agency or institution>
<Insert name of division, section or district>
Attention: <Insert name of procurement officer>
RFP: <Insert title of RFP from cover page>
RFP Number: <Insert RFP number from cover page>
<Insert mailing address>
<Insert City, ND. Zip Code>
Offeror shall submit <Insert # of copies> of its Technical Proposal.
Offeror shall submit one copy of its Cost Proposal in a sealed envelope, clearly labeled “Cost Proposal.”
Option – Customize to specify the needed e-version format to be submitted.Offeror shall submit an electronic copy of its proposal on a CD, DVD, or USB Flash Drive. The electronic copy should be in a <Insert e-version format e.g. PDF format> with the Technical Proposal and Cost Proposal saved as a separate file.
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4.2. TECHNICAL PROPOSALSection 1 – Cover Letter.Proposals shall include a cover letter signed by an individual with authority to bind the offer that includes the following:
1. The name of the offeror, name of the person to contact regarding the proposal, email address, telephone number, and mailing address.
2. A statement that the Offeror has read and agrees to comply with the requirements stated in this Request for Proposal.
3. A statement that the Offeror’s proposal accurately describes the information technology solution and services being offered to the NDUS.
4. A statement indicating whether or not the firm or its employees have an apparent or actual conflict of interest, such as immediate family members employed by the North Dakota University System, or NDUS employees with a financial interest in the firm.
Section 2 – RFP Amendments.Provide signed copies of all Solicitation Amendments issued by NDUS that were required to be acknowledged by offerors.
Section 3 – Information Technology SolutionNote: Revise this section to match RFP Scope of Work.Offerors must provide a point-by point response to explain how the proposed solution will meet all the requirements and achieve the stated objectives described in RFP Section 3, Scope of Work, subsection 3.2 Information Technology Solution. Provide all requested information and documents.
A. RequirementsNOTE: If you used the Requirements Matrix template to described the requirements in RFP section 3.2, then provide instructions for how offerors should complete this matrix for inclusion in their proposal.Requirements Matrix. The requirements for this project have been described in the Requirements Matrix – Attachment <Insert number>. Proposals must:
1. Respond in the appropriate columns on the matrix as to how your services and/or solution shall provide for each requirement.
2. Use the Notes fields to describe in detail how your solution meets each requirement.3. Provide any additional technical details of your proposed solution that you feel the NDUS
should consider.4. Explain why your solution is advantageous in the marketplace.
OPTION: If you don’t use the Requirements Matrix, described the requirements in the body of RFP Section 3.2. A, then describe what information you want offerors to include in their proposals.Requirements: Clearly describe how the proposed solution meets all requirements. Provide any additional information to fully explain the solution being proposed. Proposals must follow the same numbering used in the RFP, Section 3.2. A Requirements.
1. <Insert headings and described what information proposals must include.>2. <Insert headings and described what information proposals must include.>
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Value-Added Features
Note: Revise or delete as needed. This invites the offeror to detail and describe any functionality, products, services, optional modules or upgrades that are not part of the IT requirements in this RFP and demonstrate added value.The proposed solution may include value-added features. Value-added features include any functionality, products, services, optional modules, or upgrades that are not part of the IT requirements in this RFP. Describe any additional functionality, products, optional modules, upgrades or services that you offer and are not a part of the RFP requirements that you believe would add value to your proposed work on this project.
1. Offeror shall list the cost of value-added features separately in the cost proposal.2. NDUS shall not consider these costs as part of cost evaluation scoring.3. The NDUS reserves the right to include value-added features from the proposals during
contract negotiations.
B. Enterprise Architectural RequirementsNote: Customize the Architectural Review Question template to develop a list of technical questions regarding the requirements to enable a thorough technical and architectural review of the proposed solution. The Architectural Review Question with be an attachment to the RFP.
4.2.1. Standards and Guidelines. Proposals must include a response to Architectural Review Questions – Attachment <Insert number> which contains a list of technical questions for this solution. Provide answers to each question in the attachment.
4.2.2. Compatibility with Existing Technology. Describe how the proposed solution including products and services is compliant with the NDUS’s technology standards.
Hosting Option: Revise or deleted as needed. Use the Hosting Questions template to develop a list questions to enable a thorough evaluation of the proposed hosting model. The Hosting Questions template will be an attachment to the RFP.
4.2.3. Hosting. Indicate whether the NDUS can host the proposed solution on the NDUS’s architecture and any additional infrastructure that the NDUS would need to acquire for the proposed solution. If proposing a vendor-hosted solution, the proposal must include a response to Hosting Questions – Attachment <Insert number>. Provide answers to each question in the attachment.
C. LicensingNote: This section should be included in any RFP that involves software acquisition. Revise or delete as needed.
1. Software Licensing . Proposals should describe the licensing required and licensing options for the proposed solution, including advantages of the various options. The offeror shall specifically outline the associated licensing and maintenance fees in the cost proposal.
2. Vendor Software Strategy . Proposal must describe your firm’s Open Source Software (OSS) strategy.
a. If your firm partners with other vendors, provide your partners’ OSS strategy.b. Provide details on any open source code that you use within your code base.c. If you use open source code in your code base, describe how you manage within
your code base patch management related to the open source code, security patches, and other patches.
d. Describe how your firm ensures that software including open source is secure enough to release and any tools that you use to make that determination.
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D. Professional Services RequirementsNote: Customize to match Scope of Work.Describe your strategy for accomplishing the professional services described in the Scope of Work. Provide a narrative describing the personnel that will perform the work and methods to be used.
1. <Insert title of required professional services listed in Scope of Work :> <Describe what specific information needs to be included in the proposal.>
E. Location of Work – TravelNote: Customize to match Scope of Work.Describe any workspace requirements or travel included in your proposal.
F. NDUS Furnished Property and ServicesNote: Customize to match Scope of Work.Provide a detailed breakdown of Offeror’s expectations for NDUS resources that will be needed for the project, including number of staff, qualifications, roles and responsibilities and the percentage of time for each resource for the various phases of the project.
G. Risk Management and Safety RequirementsNote: Revise or delete as needed.Describe any risks you feel could impact a timely and fully successful completion of the project. Describe what measures will be taken to avoid or minimize these risks? Identify any additional measures the NDUS can take to mitigate these risks
H. Project Management RequirementsThe offeror must:
1. Review all project management and large project oversight related information. Describe your strategy for accomplishing the Project Management Requirements described in section 3.2.H. of the Scope of Work.
2. Provide examples of project management methodologies, tools, and templates used in previous projects that support Offeror’ s ability to function successfully within North Dakota’s project management framework.
a. Project management methodologiesb. Quality management planc. Testing management pland. Work breakdown structure and schedule.
I. Contract Schedule and DeliverablesNote: Revise or delete as needed. This section is intended to invite the Offeror to tell us what they think the deliverables and major milestones are in this project. This may be a Microsoft project document. We also need to know what the offeror expects from the NDUS. This will help the Offeror understand the project plan will take time to develop, and understand their role in developing the project plan.Offerors must submit a draft schedule that addresses the deliverables and milestones specifically described in the Scope of Work. The proposed schedule may incorporate other deliverables, work products, milestones, or work breakdown that the offeror feels are significant in the project.
The draft work schedule will cover both Offeror and NDUS tasks and responsibilities. Describe any expectations from the NDUS related to each deliverable or milestone.
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The schedule must contain a timeline in the number of days or weeks with start and stop dates for analysis, build, testing, and implementation.
Upon award, the successful Offeror’s proposed project schedule will be reviewed and refined during the planning phase.
Section 4 – Product Support and Customer Service RequirementsNote: Revise to match RFP Scope of Work and Contract.Offerors must provide a point-by point response to RFP Section 3, Scope of Work, Section 3.3, Product Support and Customer Service Requirements. Provide all requested information. Clearly describe how the proposed solution meets all requirements. Provide any additional information to fully explain the solution being proposed. Proposals must follow the same numbering used in the RFP. For example:
A. WarrantyInsert a provision for the offeror to detail and describe the product warranty. Include any warranty requirements.Describe all warranties included for the proposed solution. All costs associated with the warranties must be clearly outlined in the cost proposal.
B. Technical SupportNote: Insert a provision for the offeror to detail and describe the technical support services that are in its proposal.Ask the offeror to describe its standard service level agreements (SLA) including such items as call-back time, response time to fix, methods of contact, and escalation process for unresolved issues.Describe your service level agreements (SLA), including such items as call-back time, response time for fixes, methods of contact, and escalation processes. Some items to consider in your response that may be relevant:
1. What are your technical support options?a. Offerors should anticipate that service level agreements shall be required and
specified by the NDUS prior to final contract award.b. Offerors are requested to propose their recommended Service Levels and
describe the value to the NDUS.2. Is documentation available for the system administrator and support for end users (i.e.
online knowledge base help and user’s manuals, etc…)? Please explain.3. Provide your problem resolution process diagram.4. Is your support staff located at a call center? If so, where?5. What are your support hours?6. What are your response times?7. Provide help desk employees’ qualifications.
C. Software MaintenanceFor any product you are proposing:
1. Describe in detail how software maintenance is handled.2. Does maintenance include all upgrades and technical support?3. Describe any software maintenance requirements.4. Describe the process for issuing maintenance releases and patches?5. Describe your major and minor release cycles.6. What is the frequency for major and minor upgrades?7. What is the typical down time required for major and minor upgrades?
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8. What is the estimated level-of-effort required to perform an upgrade?9. Explain the process for upgrading and applying patches to your solution.10. If database schema extension is required to meet the business need, how does this
impact the upgrade/patch process?11. How are the customizations and/or configurations maintained during an upgrade?
D. Customer Service, Sales SupportDescribe the related customer service and sales support that your firm provides in conjunction with the products and/or services you are proposing. Some items to consider in your response that may be relevant:
1. Account representative experience with the products and services being offered.2. Vendor process for handling customer inquiries and response time.3. Ongoing product updates and strategic planning.4. Reports related to technical support performance under the contract.5. Maintaining a website for sales and customer support of the contract.6. Initial training and start-up services.7. Ongoing training programs.
Section 5 – Experience and QualificationsNote: Customize this section to request all information needed to evaluate.OPTION: Include if RFP has Offeror Experience and Qualification Mandatory Requirements.An Offeror must provide information to demonstrate meeting the Offeror Experience and Qualifications Mandatory Requirement in RFP Section 3, Scope of Work, Subsection 3.4 Offeror Experience and Qualifications Mandatory Requirements.
A. Prior ExperienceDescribe the number of years the offeror has provided the type of work requested in this RFP. Describe specific experience of their firm in completing similar projects. Provide a description of the project, approximate time frame of the project, and contact information for the customer.
B. Project TeamProvide a narrative or organizational chart that describes the organization of the proposed project team. Provide information for key project team members, including:
1. Description of anticipated work they will perform and approximate estimated hours;2. Resume or description of the relevant education, training, experience, skills and
qualifications;3. If the offeror has vacant positions, identify the job description and minimum qualifications
for staff members to be recruited.4. Subcontractors. If an offeror intends to use subcontractors, the offeror must identify in
the proposal the names of the subcontractors and the portions of the work the subcontractors will perform. Provide a statement that the offeror will ensure that the subcontractor has or will obtain any required licenses and registrations, including registration with the North Dakota Secretary of State.
5. Joint Venture. If submitting a proposal as a joint venture, offeror must submit a copy of the joint venture agreement that identifies the parties involved and its rights and responsibilities regarding performance and payment.
C. ReferencesProvide three references for similar projects the offeror has completed. Offerors must include the name of a contact person, address, e-mail, and telephone number. Offerors are instructed to notify the reference that the NDUS will be contacting them. Evaluation will be impacted if the
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NDUS is unable to contact the reference or the reference does not timely provide the requested information.
Section 6 – Financials.Offeror shall provide financial information in such a manner that the NDUS can reasonably formulate a determination about the stability and financial strength of the organization. NDUS may request reports on financial stability from independent financial rating services in order to further substantiate stability.
A. FirmProvide a narrative with the following information:
1. Organization/date of incorporation;2. Ownership;3. Number of employees; and4. Revenues for the last fiscal year.
B. B. FinancialsProvide at least one of the following:
1. Audited financial statements for the most recent 3 years;2. An Annual Report as verification of financial status provided it contains at a minimum a
Compiled Income Statement and Balance Sheet verified by a Certified Public Accounting firm (NDUS reserves the right to contact the accounting firm if questions arise); or
3. Tax returns and financial statements including income statements and balance sheets for the most recent 3 years, and any available credit reports.
C. DisclosureDisclose any and all judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of the Offeror’s organization; or certify that no such condition is known to exist.
The proposal must include a copy of the Contract completed according to the instructions in the attachment.
Offerors are not to submit their own standard terms and conditions with their proposals. Offerors should address the specific language in the attached contract and submit any proposed changes or additional terms and conditions an offeror seeks to present for consideration by NDUS.
B. Proposed Additional TermsThe proposal may also include any proposed additional terms and conditions, such as a software licensing agreement or maintenance agreement.
Section 8 – Open Records and ConfidentialityThe state of North Dakota has broad open records laws. Proposals received are exempt from open record requirements until an award is made, in accordance with N.D.C.C. § 44-04-18.4(6) . After award, proposals are subject to the North Dakota open records laws. Proposals or portions of proposals may be confidential only if specifically stated in law.
Offerors are instructed not to mark their entire proposal as “confidential.”
Offerors must provide one of the following in their proposal:
• Provide a statement indicating that their proposal does not contain any confidential information, or;
• Make a written request to hold confidential any trade secrets and other proprietary data contained in its proposal. Offeror must clearly identify the material considered confidential and explain why the material is confidential. See the North Dakota Office of the Attorney General website for additional information. http://www.ag.nd.gov/OpenRecords/ORM.htm
If NDUS receives a request for public information, the procurement officer, in consultation with the NDUS Legal Counsel, shall determine whether the information is an exception to the North Dakota open records laws, and the information shall be processed accordingly.
4.3. COST PROPOSALNote: Customize this section to request all information needed to evaluate cost. You may develop a cost proposal form for offerors to complete.Cost proposals must be submitted in a separate sealed envelope clearly marked “Cost Proposal.”
Cost proposals must provide a total proposed cost for completing the requirements of this RFP. Include a detailed itemization of the cost proposal (e.g. breakdown of the project costs, direct and indirect expenses, total number of hours at various hourly rates, overhead, travel, etc.).
All costs must be stated in U.S. currency. Any commodities being imported must be identified, and the price must include any applicable customs, brokerage agency fees, and duties.
The offeror should describe any discount terms for prompt payment. Discounts for prompt payment will not be considered in evaluating costs.
Option: If the Proposal Format included a “Value-Added Feature” section, include this optional sentence.Provide costs associated with any Value-Added Features included in your proposal response. Provide details related to initial costs, reoccurring costs, and options.
Option: Customize or delete. If used, the Cost Proposal Format will be a RFP Attachment listed in the Table of Contents.The offeror must complete the Cost Proposal – Attachment <Insert number> or prepare a cost proposal following the same format.
4.4. SAMPLESNote: Customize or delete.The offeror must provide a sample of the <Insert item> being proposed at no cost to NDUS for the purpose of ensuring compliance with solicitation requirements and evaluation. Clearly label the sample with the name of the offeror, and submit by the deadline for receipt of proposals. Such samples may be subject to examination and testing by NDUS. Samples offered by the successful offeror may be retained for comparison to deliveries under contract.
Upon request of the offeror, samples not destroyed by examination or testing will be returned at the expense of the offeror. If the offeror doesn’t request return of the sample, the sample will become property of NDUS.
The sample must be <Insert a description of the required sample> being proposed at no cost to the NDUS.
This section provides the process for evaluating proposals. Carefully plan how you will evaluate the proposals before you issue the RFP. Match the Evaluation Criteria to the Proposal Format and Scope of Work sections.Decide the relative weight for cost and each evaluation criterion. Generally, cost is weighted at 40 percent of the total evaluation points, but the appropriate weight for cost depends upon the unique circumstances of the procurement.Develop a Proposal Evaluation Worksheet for evaluation committee members to record evaluations scores and comments; this is a required attachment to the RFP.5.0 AWARDNDUS intends to award a contract to the responsible offeror whose proposal is determined to be responsive to the requirements of the solicitation and is determined to be most advantageous in consideration of the RFP evaluation criteria.
Option – Multiple AwardNDUS intends to award contracts to multiple offerors. NDUS will make award to the highest scoring offerors whose proposals are determined to be responsive to the requirements of the solicitation and are determined to be most advantageous in consideration the RFP evaluation criteria. <Insert any other award criteria, such as the number of contracts to be awarded, whether there will be primary/secondary contractors, etc.>
5.1. EVALUATION CRITERIAProposals will be evaluated using a 100 point scale. The evaluation criteria and relative weight is as follows:
Technical Proposal Evaluation: <Insert number, e.g. 70> Points
A. Information Technology Solution – <Insert number, e.g. 40> PointsB. Product Support and Customer Service – <Insert number, e.g. 10> PointsC. Experience and Qualifications – <Insert number, e.g. 20> Points
Option: Minimum Technical Score. Delete if not used.Minimum Technical Score: Technical proposals must receive at least <Insert number, e.g. 40 percent or 28 points> of the total points available for the Technical Score to be considered responsive to the RFP requirements.
Cost Proposal Evaluation: <Insert number, e.g. 30> Points
5.2. PROPOSAL EVALUATIONA. Responsiveness
All proposals will be evaluated to determine if they are responsive to the requirements of the solicitation. NDUS reserves the right to waive minor informalities. Minor informalities are insignificant omissions or nonjudgmental mistakes that are matters of form rather than substance, evident from RFP document, with a negligible effect on price, quantity, quality, delivery, or contractual conditions that can be waived or corrected without prejudice to other offerors.
Responsive proposals will be evaluated by the procurement officer or evaluation committee using the evaluation criteria stated in the RFP. The technical proposals evaluation score and cost proposal evaluation score will be added to determine the total evaluation score. After the initial evaluation, the evaluation committee may determine which proposals are reasonably
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susceptible for award and short-list the evaluation process to only those offerors. The final evaluation score will consider information received by NDUS, including but not limited to, discussions with offerors, demonstrations, presentations, site visits, reference checks, and best and final offers.
B. Responsibility
NDUS may, at any time, make a supplementary investigation as to the responsibility of any offeror. This investigation may include, but is not limited to, financial responsibility, performance record, or other matters related to the offeror’s probable ability to deliver if a contract is awarded to the offeror. The NDUS reserves the right to contact references, other customers, including state and local government agencies, regarding past experience with the offeror. If it is determined that an offeror appears not to be sufficiently responsible, the proposal will be rejected.
5.3. COST PROPOSAL EVALUATIONS – RECIPROCAL PREFERENCENDUS will calculate evaluation points awarded to cost proposals. Any prompt payment discount terms proposed by the offeror will not be considered in evaluating cost.
The cost amount used for evaluation may be affected by the application of North Dakota Preference laws in accordance with SBHE Policy 803.1(7).
After applying any reciprocal preference, the cost proposal with the lowest cost will receive the maximum number of points. Points awarded to other cost proposals will be calculated as follows:
5.4. CLARIFICATIONS OF OFFERORS – DISCUSSIONSIn order to determine if a proposal is reasonably susceptible for award, communications by the procurement officer or evaluation committee are permitted with an offeror to clarify uncertainties or eliminate confusion concerning the contents of a proposal and determine responsiveness to the RFP requirements. Discussions will be limited to the specific section of the RFP or proposal indicated by the NDUS.
In conducting discussions, there may be no disclosure of any information derived from proposals submitted by competing offerors. Clarifications may not result in a material or substantive change to the proposal.
Discussions are generally conducted by telephone or internet-based conference.
5.5. RIGHT OF REJECTIONNDUS reserves the right to reject any proposals, in whole or in part. Proposals received from suspended or debarred bidders will be rejected. Proposals determined to be nonresponsive, to the requirements of the RFP will be rejected. NDUS reserves the right to reject the proposal of an offeror determined to be not responsible. NDUS reserves the right to refrain from making an award if determined to be in its best interest.
5.6. PRESENTATIONS OR DEMONSTRATIONNote: Customize as needed. Presentations and demonstrations help the evaluation committee have a better understanding of the solution being proposed. Describe what offerors will be expected to present or demonstrate. Establish an actual or approximate schedule so offerors can plan and prepare. Describe the amount of time allowed for the presentation or
demonstration. Demonstrations may be conducted on-site, using on-line resources, or at another location.Offerors whose proposals are determined to be reasonably susceptible for award will be required to provide a <presentation or demonstration> for the evaluation committee. Offerors shall be responsible for all associated costs, including any travel and per diem.
Location: <Insert information regarding physical location, telephone conference, or internet-based conference, or other means.>
Schedule: <Provide an approximate or actual date and time, CT or MT. Update the RFP Schedule.>
5.7. SITE INSPECTION OF FACILITYNote: Revise or delete as needed.NDUS may conduct on-site visits to the offeror’s facility or facility of offeror’s customer where the offeror is performing similar work to evaluate the offeror's capacity to perform the contract. An offeror must agree, at risk of being found nonresponsive and having its proposal rejected, to provide NDUS reasonable access to relevant portions of its work sites. Individuals designated by NDUS shall conduct the site inspection at NDUS’s expense.
5.8. BEST AND FINAL OFFERSNDUS is not obligated to request best and final offerors; therefore, offerors should submit their best terms (technical and cost) in response to this RFP.
If NDUS determines there is a need for any additional information, substantial clarification or changes to the RFP or proposals, NDUS may request for best and final offers from offerors that have submitted proposals determined to be reasonably susceptible for award. The best and final offer request will describe the additional information, clarification, or change being requested.
A date and time will be established for receipt of revised proposals. If an offeror does not submit a best and final offer, NDUS shall consider its original proposal as its best and final offer.
Best and final offers will be evaluated using the evaluation criteria stated in the RFP.
5.9. NEGOTIATIONSNDUS may enter into negotiations with one or more offeror whose proposals received the highest scores and are reasonably susceptible for award. During negotiations, the NDUS and offeror may agree to alter or otherwise change the terms and conditions and price of the proposed contract. Negotiation, if held, will be within the scope of the RFP and limited to those items that would not have an effect on the ranking of proposals.
The Offeror will be responsible for all costs, including any travel and per diem expenses.
Contract negotiations will be conducted primarily by e-mail, conference calls, or internet-based conference. Any on-site negotiation, if needed, will be held in <Insert City, State>.
NDUS may terminate negotiations, reject a proposal as nonresponsive, and continue or commence negotiations with other offerors reasonably susceptible for award, if the offeror:
• fails to provide necessary information for negotiation in a timely manner,• fails to negotiate in good faith,• is unable to successfully negotiate contract terms that are acceptable to NDUS, or• indicates that it cannot perform the contract within the budgeted funds.
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5.10. NOTICE OF INTENT TO AWARDAfter proposals have been evaluated and the successful offeror selected, notice of intent to award will be promptly issued to all offerors that submitted proposals. Upon issuance of this notice, the procurement file becomes an open record.
The successful offeror named in the Notice of Intent to Award is advised not to begin work, purchase materials, or enter into subcontracts until the successful offeror and NDUS sign the contract.
5.11. CONTRACT APPROVALThis RFP does not, by itself, obligate NDUS. NDUS's obligation shall commence when NDUS signs the contract. Upon written notice to the contractor, NDUS may set a different starting date for the contract. NDUS shall not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by NDUS.
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SECTION SIX – CONTRACT INFORMATION
Note: The RFP must contain all the contractual terms and conditions applicable to the purchase. The Attorney General’s Contract Drafting and Review Manual says, “When preparing a request for bids or proposals, the agency should specify both the terms and conditions it will require in the contract and those that are unacceptable. This gives the potential contractors notice of NDUS’s contracting requirements.”Download and customize the Contract Template from CTS website under “Forms and Templates”.6.0 NORTH DAKOTA CONTRACTUAL REQUIREMENTS – BACKGROUNDAs a public institution and government entity of the North Dakota University System (NDUS), there are a number of statutes, rules, and policies (Requirements) that may restrict or prevent NDUS from entering into certain types of contracts or certain contractual terms and conditions, some of these Requirements are non-negotiable.
While these requirements occasionally make the process of negotiating a contract with NDUS more challenging than negotiating with a private industry business, these are not unique to any one institution of the North Dakota University System. These requirements apply to all public institutions and government entities of the state of North Dakota. Although some are unique to North Dakota, the majority of these requirements are common to public institutions and government entities throughout the United States.
6.1. CONTRACT TERMS AND CONDITIONS – OFFEROR’S PROPOSED CHANGESNDUS intends to execute a contract substantially similar to the Contract – Attachment <Insert number>. The contractor must comply with the terms and conditions set forth in attached contract. Relevant North Dakota and SBHE procurement statutes, rules, and policies allow some negotiation of the terms and conditions. No changes to the terms and conditions will be permitted without prior written approval from NDUS.
Proposals subject to conditions imposed by the Offeror may be rejected as nonresponsive, as determined by NDUS.
Proposed terms and conditions that conflict with those contained in the attached contract or that diminish the NDUS’s rights under the contract shall be considered null and void. The terms and conditions in the attached contract shall prevail in the event a conflict arises between a term or condition in the proposal and a term or condition in the attached contract.
Part or all of this RFP and offeror’s proposal may be incorporated into the attached contract.
Proposed alternate language shall not be considered accepted by NDUS without NDUS’s written acceptance of such language. NDUS may deem any failure to object to a contract provision as the Offeror’s acceptance of that provision.
NDUS instructs Offerors to contact the Procurement Officer in writing by the deadline set for questions in the RFP Schedule with any concerns regarding the contract provisions, including any proposed, alternate language.
6.2. CONTRACTUAL TERMS AND CONDITIONS – NO MATERIAL CHANGES6.2.1. Indemnification and Insurance
N.D.C.C. § 32-12.2-17 requires that the Office of Management and Budget establish guidelines for indemnification and insurance provisions in state contracts. The indemnification and insurance requirements contained in the attached contract are pursuant to those guidelines. NDUS shall not be deemed to have accepted any alteration of these
provisions without prior written approval to offeror from NDUS acting in consultation with NDUS general counsel.
Indemnification
Indemnification is a contractual clause by which one party to a contract asks the other party to defend it against any claims of third parties who might be injured as a result of something that occurs while the parties are performing their duties and obligations under the contract. Without specific authority and approval to do so, as outlined in SBHE Policy 840, NDUS institutions cannot enter into agreements indemnifying contractors, or any other entity, against third party claims.
Any clause that has the intent of indemnification, without using the words “indemnity” or “indemnify,” are not clauses to which NDUS may agree, except in conformity with SBHE Policy 840.
You are cautioned that NDUS will not agree to clauses to indemnify a contractor “to the extent permitted by law.” Two reasons exist for this position. First, NDUS knows that the extent to which the law permits it to indemnify contractors is to no or very limited extent, and it would therefore be disingenuous for NDUS to imply in a contract that there might be some set of circumstances under which NDUS would defend the contractor against a third party claim(s). Simply put, NDUS is not going to agree to something it knows it cannot do. Second, the “extent” clause is simply an invitation to litigate the matter in the event a third party claim(s) arises, and NDUS does not enter into agreements that invite litigation.
Insurance
Upon receipt of the Notice of Intent to Award, the successful offeror must obtain the required insurance coverage and provide the procurement officer with proof of coverage prior to contract approval. The coverage must be satisfactory to NDUS, in consultation with NDUS general counsel. The successful offeror’s failure to provide evidence of insurance coverage is a material breach and grounds for withdrawal of the award or termination of the contract.
6.2.2. Limitation of Liability N.D.C.C. § 32-12.2-15 establishes that NDUS is prohibited from limiting direct damages, including those resulting from property damage or personal injury. Any request by an offeror for NDUS to limit direct damages is a request to which NDUS cannot agree. Waivers of Jurisdiction and Venue; Alternative Dispute Resolution
You are cautioned that the NDUS has limited authority to agree to the jurisdiction or the laws of another state or federal courts, and cannot do so except in consultation with NDUS general counsel. You are further cautioned that the NDUS has limited authority to contractually agree to alternative dispute resolution methods, and cannot agree to do so except in consultation with NDUS general counsel.
6.2.3. Confidentiality
All state agencies of North Dakota are subject to North Dakota public records laws. NDUS cannot agree to contractual terms that attempt to prevent it from having to disclose records that are declared public records under applicable statutes. Although some confidentiality and exemptions are allowed under the public records laws, NDUS may not agree to more restrictive obligations concerning its records. Under North Dakota public records laws, contracts are records that are open to the public and may be reviewed at the request of the public.
Because NDUS may only obligate those funds that have been appropriated to it by the Legislative Assembly and may only obligate those funds for the purposes for which the funds were appropriated, NDUS will not agree to clauses which may obligate it to pay for claims that might exceed its current funding appropriation.
6.3. SCOPE OF WORKThe Scope of Work agreed upon by the parties will be incorporated into the attached contract.
6.4. CONTRACT TERMThe contract term will be set forth in contract, including any options for extension, renewal, and renegotiation.
6.5. COMPENSATIONCompensation and payment terms will be set forth in the contract based upon the successful offeror’s proposal.
6.6. LIQUIDATED DAMAGESNote: Delete this section if a liquidated damages section is not included in the contract.The contract may include a clause setting forth an actual dollar amount designated as liquidated damages in order to make NDUS whole if it suffers damages due to a contractor’s fault. The specific dollar amount for liquidated damages may be part of the negotiation process. The amount will be reasonable and not disproportionate to the damages to NDUS that are anticipated at the point of the contract and will not serve in any way as a penalty.
6.7. TAXESA contractor performing any contract, including service contracts, for the United States Government, State of North Dakota, counties, cities, school districts, park board or any other political subdivisions within North Dakota is not exempt from payment of sales or use tax on material and supplies used or consumed in carrying out contracts. In these cases, the contractor is required to file returns and pay sales and use tax just as required for contracts with private parties. Contact the North Dakota Tax Department at 701-328-1246 or visit its website at www.nd.gov/tax/ for more information.
A contractor performing any contract, including a service contract, within North Dakota is also subject to the corporation income tax, individual income tax, and withholding tax reporting requirements, whether the contract is performed by a corporation, partnership, or other business entity, or as an employee of the contractor. In the case of employees performing the services in the state, the contractor is required to withhold state income tax from the employees' compensation and remit to the state as required by law. Contact the North Dakota Tax Department at 701-328-1248 or visit its web site for more information.
