RFP _UCM6707CD

UNIVERSITY OF CALIFORNIA, MERCED REQUEST FOR PROPOSAL ISSUE DATE: RFP NO: DUE DATE: TIME: April 12, 2007 UCM6707CD April 26, 2007 4:00 p.m. (PT) Proposals must be received by the due date and time to be considered. All qualified, interested suppliers are invited to submit proposals for: Digital Signage for UC Merced Campus RFP UCM6707CD Digital Signage TABLE OF CONTENTS 1 UC Merced RFP BACKGROUND AND INTENT ............................................................................................................................... 4 1.1 ORGANIZATIONAL CONTEXT.......................................................................................................................................... 4 1.1.1 University of California ......................................................................................................................................... 4 1.1.2 University of California, Merced .......................................................................................................................... 4 1.2 INTENT ........................................................................................................................................................................... 4 1.3 CONTRACT TERM ........................................................................................................................................................... 4 1.4 PRICING.......................................................................................................................................................................... 5 2.1 ISSUING OFFICE AND UNIVERSITY CONTACT ................................................................................................................. 6 2.2 SCHEDULE OF EVENTS ................................................................................................................................................... 6 2.3 PROPOSAL RECEIPT ........................................................................................................................................................ 6 2.4 BIDDER QUESTIONS ....................................................................................................................................................... 7 2.5 RESTRICTION ON COMMUNICATIONS ............................................................................................................................. 7 2.6 PROPOSAL FORMAT AND REQUIRED SUBMITTALS ......................................................................................................... 7 2.7 JOINT OR PARTNERING BIDS/PROPOSALS ....................................................................................................................... 8 2.8 BIDDER REPRESENTATION ............................................................................................................................................. 8 2.9 SIMPLICITY OF PREPARATION ........................................................................................................................................ 8 2.10 COMPLETE PROPOSALS .................................................................................................................................................. 9 2.11 SPECIFICATIONS ............................................................................................................................................................. 9 2.12 AMENDMENTS TO RFP BEFORE DUE DATE .................................................................................................................... 9 2.13 FIRM PROPOSALS ........................................................................................................................................................... 9 3 SPECIFICATIONS ........................................................................................................................................................... 10 3.1 3.2 3.3 GENERAL REQUIREMENTS ........................................................................................................................................... 10 INTEGRATED STAND-ALONE DISPLAY ........................................................................................................................... 12 OTHER CONSIDERATIONS ............................................................................................................................................. 13 4 BIDDER QUALIFICATION INFORMATION ............................................................................................................. 14 4.1 4.2 4.3 4.4 MINIMUM QUALIFICATIONS ......................................................................................................................................... 14 SUPPLIER PROFILE ....................................................................................................................................................... 14 EXPERIENCE AND REFERENCE INFORMATION .............................................................................................................. 14 POST-QUALIFICATION AND SUPPLIER SITE VISIT ......................................................................................................... 15 APPENDIX “A” ............................................................................................................................................................. 16 UNIVERSITY OF CALIFORNIA EMPLOYEES .................................................................................................................... 16 CONFLICT OF INTEREST ................................................................................................................................................ 16 ETHICS ......................................................................................................................................................................... 16 UNIVERSITY’S RIGHT TO REJECT OR MODIFY .............................................................................................................. 17 SUPPLEMENTAL TERMS AND CONDITIONS/MODIFICATIONS ........................................................................................ 17 DISCLOSURE OF RECORDS ............................................................................................................................................ 17 FORM OF AGREEMENT ................................................................................................................................................. 17 PERFORMANCE STANDARD .......................................................................................................................................... 17 MARKETING REFERENCES............................................................................................................................................ 18 PROPRIETARY INFORMATION ....................................................................................................................................... 18 INSURANCE REQUIREMENTS ........................................................................................................................................ 18 OSHA REQUIREMENT .................................................................................................................................................. 18 AUDIT REQUIREMENT .................................................................................................................................................. 18 TERMS INCLUDED AND ORDER OF PRECEDENCE .......................................................................................................... 18 UNIVERSITY’S RIGHT TO NEGOTIATE........................................................................................................................... 19 TERMINATION OF AGREEMENT .................................................................................................................................... 19 5 STANDARD TERMS AND CONDITIONS ................................................................................................................... 16 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14 5.15 5.16 5.17 6 METHOD OF AWARD.................................................................................................................................................... 20 6.1 6.2 PROPOSAL EVALUATION METHOD ............................................................................................................................... 20 EVALUATION CRITERIA................................................................................................................................................ 20 page 2 RFP UCM6707CD Digital Signage 6.3 6.4 6.5 6.6 7 UC Merced SELECTION OF FINALISTS ............................................................................................................................................. 20 CONTRACT AWARD(S) ................................................................................................................................................. 21 BIDDER REFERENCE CHECKS ....................................................................................................................................... 21 CONTRACT AWARD IN BEST INTEREST ........................................................................................................................ 21 COST SHEET.................................................................................................................................................................... 22 7.1 7.2 PRICE QUOTATION ....................................................................................................................................................... 22 PROMPT PAYMENT DISCOUNT...................................................................................................................................... 22 8 BIDDER CERTIFICATION/SIGNATURE PAGE ....................................................................................................... 23 ATTACHMENTS ..................................................................................................................................................................... 24 1. Bidder Inquiry Form 2. University of California Appendix “A” (Terms and Conditions for Purchase) 3. Business Information Form page 3 RFP UCM6707CD Digital Signage UC Merced 1 RFP Background and Intent 1.1 1.1.1 Organizational Context University of California Founded as the state’s first and only land grant institution in 1868, the University of California is a system of 10 campuses with approximately 180,000 undergraduate and graduate students. The official research arm of the State of California, UC has five medical schools, four law schools and the nation’s largest continuing education program. It also manages three national laboratories that are engaged in energy and environmental research and approximately 130,000 acres of natural habitat in California for research, teaching and outreach activities. The University's fundamental mission is teaching, research and public service. 1.1.2 University of California, Merced UC Merced opened September 5, 2005 as the 10th campus in the University of California system and the first American research university of the 21st century. The campus significantly expands access to the UC system for students throughout the state, with a special mission to increase college-going rates among students in the San Joaquin Valley. It also serves as a major base of advanced research and as a stimulus to economic growth and diversification throughout the region. Situated near Yosemite National Park, the university is expected to grow rapidly, topping out at approximately 25,000 students within 30 years. . The Campus is being created utilizing the latest sustainable, environmentally-sensitive techniques. The first phase of the new campus includes three academic buildings; a classroom and office building, library and science and engineering building. The goal for the university is to create an environment that is welcoming to students, reflects new technologies in building design and sets the standard for environmental stewardship and sustainability while providing a model for growth in the San Joaquin Valley. 1.2 Intent The University of California, Merced is requesting proposals for the furnishing and installation of a single solution, turnkey software product for creating and presenting presentations on digital signs. Proposals shall also include recommended hardware products that will compliment and/or augment the University existing installation of Sharp PN-455 digital displays. Proposals are to be based on the specifications provided in Section 3 of this RFP. The University intends to identify a contract supplier for the purchase of Digital Signage for the University of California, Merced. 1.3 Contract Term It is anticipated that any contract(s) awarded as a result of this RFP will be for an initial two-year term with the option of renewal for two one-year periods. page 4 RFP UCM6707CD Digital Signage UC Merced The University reserves the right, and Seller, as a condition of this solicitation, agrees to allow the University the option to extend, solely and at its discretion, this contract term for up to two (2) additional one (1) year periods, at the same pricing basis, terms and conditions as agreed to herein. 1.4 Pricing Pricing under any contract resulting from this RFP shall remain firm for the initial contract term. Following the initial term, prices may be adjusted annually at the mutual agreement of both parties. Any price adjustments will be limited to the annual change in the Producer Price Index (PPI) for similar goods. page 5 RFP UCM6707CD Digital Signage UC Merced 2 Instructions to Bidders 2.1 Issuing Office and University Contact This RFP is being issued by the University Purchasing Department which is the only office authorized to change, modify, clarify, etc., the provisions of this RFP and to award any contract(s) resulting from the RFP. The only point of contact for administrative and technical issues regarding this RFP is: Cindi Deegan, C.P.M. Director of Purchasing UC Merced 1715 Canal Street Merced, CA 95340 Phone: (209) 228-4083 Fax: (209) 228-2925 E-mail: cdeegan@ucmerced.edu 2.2 Schedule of Events Listed below are the key action dates/times for this RFP. If the University finds it necessary to change any of the dates as indicated below, an addendum to the RFP will be issued. Release of RFP...............................................................…………...…April 12, 2007 Deadline for Questions regarding RFP.............…................................April 18, 2007 Proposal Due Date.............................................….......…...........……..April 26, 2007, 4:00pm Note: The above dates are subject to change at the option of the University. 2.3 Proposal Receipt Proposals are to be addressed and delivered as follows: 1 original and (3) hardcopies to: Cindi Deegan Director of Purchasing UC Merced 1715 Canal Street Merced, CA 95340 Phone: (209) 228-4083 page 6 RFP UCM6707CD Digital Signage Proposals shall be in a sealed envelope marked: Name of Bidder RFP Number UCM6707CD Date and Time Proposal Due UC Merced No telephone, email, or facsimile proposals will be considered. Proposals received after the time for closing will be returned to the bidder unopened. 2.4 Bidder Questions Bidders are expected to exercise their best professional independent judgment in analyzing the requirements of this RFP to ascertain whether additional clarification is necessary or desirable before responding. If there are any discrepancies in, or omissions to the RFP, or if there are any questions as to any information provided in the RFP or by any other source, a request must be submitted via email or fax for clarification, interpretation or correction by the date listed above. Such inquires must be directed to the buyer listed below. The University may be unable to respond to inquiries received too close to the bid submission deadline to permit a timely and comprehensive reply to all prospective Bidders. Questions regarding this RFP must be submitted using the attached “Bidder Inquiry Form” no later than April 18, 2007. Please submit via email (preferred) or fax to: Cindi Deegan UC Merced Purchasing Department Fax : (209) 228-4083 cdeegan@ucmerced.edu 2.5 Restriction on Communications Except for the designated contacts listed above, Bidders are not permitted to communicate with University staff regarding this solicitation during the period between the Request for Proposal issue date and the announcement of awards, except during:   The course of a Bidders' conference; Oral presentations and site visits, if conducted. If a Bidder is found to be in violation of this provision, the University reserves the right to reject their proposal. 2.6 Proposal Format and Required Submittals Bidders are to provide a written proposal addressing the full scope specified under this RFP. Proposals shall be submitted in the following format. Proposals in any other format will be considered informal and will be rejected. Conditional proposals will not be considered. An individual authorized to extend a formal proposal must sign all proposals. If the Bidder fails to provide any of the following page 7 RFP UCM6707CD Digital Signage UC Merced information, the University may at its sole option, ask the Bidder to provide the missing information or evaluate the proposal without the missing information. Proposals should include all of the elements listed, be clearly indexed and assembled (in accordance with the numbers and order listed below) and reference the corresponding RFP Sections and paragraphs. 1. Table of Contents - Proposals should include a table of contents with page numbers covering all parts including exhibits and addenda, with sufficient detail to facilitate easy reference to all requested information. Signed Proposal Certification - RFP Section 8. Introduction and Executive Summary - This section should present an introduction and general description of the company's background, nature of business activities, and experience; identifying and substantiating that it is well-qualified to provide the requested services for the University. Technical Response as required by RFP Section 3. Address all requirements related to your proposal, provide a complete response to all questions and provide complete technical specifications and product literature for each model bid. Bidder Qualification Information - RFP Section 4. Cost Sheet - RFP Section 7. Terms and Conditions Acceptance - Indicate acceptance/compliance with all items in RFP Sections 5. Supplementary Information and Additional Comments as desired. 2. 3. 4. 5. 6. 7. 8. 2.7 Joint or Partnering Bids/Proposals A joint bid/proposal, submitted by two or more Suppliers proposing to participate jointly in performance of proposed work may be submitted. To be considered responsive, any such joint bid/proposal must respond to all the requirements of this RFP. However, a single Supplier must be clearly identified as the “Primary Supplier” who will assume primary responsibility for performance of all other joint Suppliers and all subcontracts to every level. The Primary Supplier must identify themselves as such and submit the proposal under their company name and signature. If a contract is awarded in response to a joint bid/proposal, the Primary Supplier must execute the contract and all Partner Suppliers must verify in writing that the Primary Supplier is authorized to represent them in all matters relating to the contract. At least one of the Suppliers must have attended any and all mandatory Pre-Proposal or other meetings. The University assumes no responsibility or obligation for the division of orders or purchases among joint contractors. 2.8 Bidder Representation Each bidder, by submitting a proposal, represents that he/she has:  Read and completely understands the RFP and associated documents.  Based the proposal upon the requirements described in the RFP. 2.9 Simplicity of Preparation page 8 RFP UCM6707CD Digital Signage UC Merced Proposals should be prepared simply and economically, providing a straightforward, concise description of the Bidder’s capability to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Special bindings, color displays, etc., are not desired. Promotional materials are especially discouraged. 2.10 Complete Proposals All bids must be full and complete at the time of bid opening. 2.11 Specifications Bidders are expected to meet or exceed the specifications in their entirety. Each bid shall be in accordance with this specification. If products and/or services as bid do not comply with specifications as written, bidder shall attach to bid proposal a complete detailed itemization and explanation for each and every deviation or variation from these specifications. Absence of any such itemization and explanation shall be understood to mean that bidder proposed to meet all details of these specifications. Successful bidder (contractor) delivering products and/or services pursuant to these specifications shall guarantee that they meet specifications as set forth herein. If it is found that materials/equipment and/or services delivered do not meet requirements of this specification, the successful bidder shall be required to correct same at bidder’s own expense. 2.12 Amendments to RFP before Due Date No individual is authorized to amend any part of this bid in any respect, by an oral statement, or to make any representation of interpretation in conflict with provision of this RFP prior to the proposal submission date. However, if necessary, supplemental information in addenda form will be provided to all prospective Bidders who have received this RFP from The University Purchasing Department. Failure of any Bidder to receive such addenda shall not relieve the Bidder from any obligation under their bid as submitted. All addenda so issued shall become part of this RFP. 2.13 Firm Proposals All Proposals shall be firm and fixed for 90 days following the deadline for RFP submissions, or until a contract is signed, whichever comes first. page 9 RFP UCM6707CD Digital Signage UC Merced 3 Specifications 3.1 General Requirements Please attach complete product specifications and respond to each of the requirements below:    Sharp PN455 LCD. Solution must be able to utilize the high resolution and full screen capabilities of these displays (Spec sheet attached). Solution may include additional display options but MUST incorporate the existing installation of LCD displays at UC Merced. Solution must be able to utilize various display devices for content delivery including, but not limited to: Large Screen LCD (24” and higher), small screen LCD (less than 24”); LCD/DLP projector; Plasma screen; HD TV; Standard TV. Solution must allow for content display natively in several aspect ratios including but not limited to 4:3 and 16:9. Solution must allow multiple options for content to be displayed non-natively in a variety of aspect ratios (full frame, letterbox, anamorphic etc.). Solution must allow for displays to be arranged in multiple configurations including portrait and landscape; multiple displays in sequence, video walls, etcetera. Solution must allow for configurations to be made up of different sizes, orientations, and devices. Solution must be able to display low resolution images and high resolution images in the same stream, allowing for changes of resolution/size/orientation based on content requirements. Solution must allow for windowing/segmenting of the display screen into multiple active and static images for simultaneous display. Solution must allow for user configurable multi-frame screen layout options; multiple frames must be independently updatable and allow for the display of various content formats simultaneously. Solution must allow for video in multiple formats (windows media, QuickTime, flash, broadcast TV). Solution must allow for video to be displayed in PowerPoint/slide presentations. Solution must allow for video/images to be windowed/embedded into static and active templates. Solution must support full remote administration of all components. Solution must support active notification and messaging features to inform multiple selected administrators/users of display/stream/active status, problems, and updates. Solution must provide for multiple levels of administration and control with role based and group granularity such that administration/publishing/notification may be assigned to groups/individuals on one display, multiple displays, or all displays. Different level of administration may be granted            page 10 RFP UCM6707CD Digital Signage UC Merced to the same user for different displays such that being an administrator on one display/stream does not necessitate administrative rights on other displays/streams.  Solution must provide for narrowcasting/dynamic digital display functionality including remote scheduling of images, streams, content; time/date based programming for begin and end times of all delivered content; dynamic playlists or other GUI-based content management/scheduling functionality; web-based remote access for viewing content status/stream information/content. Solution must allow for display of content in native resolution and format for the broadest possible content formats to include, but not be limited to: QuickTime, flash, windows media, HD, jpeg, ppt, png, pdf, gif, html, tiff, live video feed, cable-tv, DVD, vhs, mp3, wav. Support for sound delivery is required. Solution must allow for remote management of volume/sound content at individual displays locations. Solution may incorporate any combination of dedicated media devices, central control servers, stand alone CPU’s, or university provided hardware to provide the optimal functionality. Solution must allow for content to be delivered to one or many displays, and for the configuration and composition of display groupings and program schedules to be remotely managed, manipulated, and reconfigured on the fly. Solution must allow for unattended recovery of program stream or content after interruption (i.e. power failure, network interruption). Solution must allow for remote shutdown or startup of any dedicated devices necessary for delivery of content. Solution must allow for content repository management such that content libraries may be shared as desired among multiple user/display groupings; content naming requirements must be clear and concise – the best solution would be to allow for any content image file naming structure to be implemented without alteration. Solution must allow for content streams to be created from multiple file formats, content schedules and streams must be reconfigurable and interruptible. Content stream creation must be user-friendly and GUI based. Solution must allow for unlimited user/administrative licenses – no restrictions on the number of users/administrators allowed to publish content or administer the system. Solution must provide for secure password protected access for each individual user/administrator of the system. Solution must have a clearly defined groups/role based management structure that allows for user configurable options and flexibility. Solutions which are compatible with LDAP directory structures for user names/passwords/privileges will be given extra consideration. Solution must allow for an unlimited number of content programs/streams/assets to be associated with the each display location. Standards based solutions are preferred, although all product solutions meeting the criteria will be accepted.            page 11 RFP UCM6707CD Digital Signage  UC Merced Solutions may include options for interactive kiosk type installations in addition to the dynamic digital display/narrowcasting installations. Solutions with common integrated management and control of both types of solutions will be given extra consideration. Interactive Kiosk type installations may include single or combinations of the following POS; POP; touch-screen user initiated interactive html/xml WebPages; voip; videoconference. These types of installations are not a required component of this RFP but solutions with common control and management functionality for these features will be given extra consideration. Solution must utilize standard video cable and Ethernet network combinations for delivery of content to displays. Solutions may incorporate wireless or other alternate display delivery methods as alternate or additional options, but standard delivery must be available in traditional wired connectivity methods. Solution must be scalable to allow for the installed base of 90+ displays to grow as needed and as campus requirements evolve. Solution must be modular in approach to solutions such that one area may opt for a single display and limited administrative functionality whereas another may include multiple displays and display groupings with high-resolution video and multiple user/administrative groups. Both approaches must be easily and effectively accommodated. Solution may include differing options for lower resolution standard digital signage applications alongside the higher functionality requirements. User groups should be able to opt into a campus-wide solution with an entry level display and ramp up their signage activities and functionality without any fork-lift replacement requirements.       3.2 Integrated stand-alone display In addition to the general system requirements above, we intend to purchase (1) ea. or more of an integrated stand-alone display with the following specifications: Please quote on this item, if available.  The integrated stand-alone display (hereafter "the unit") must be capable of storing and playing back high-quality audio/video output in a variety of output formats, including MPEG-1, MPEG-2, JPEG, MP3, Flash, and Quicktime . PowerPoint, .wma, and .wmv are desirable formats. The unit must be fully self contained with built-in speakers, processors, memory, and so on. The unit must provide ample memory for controlling and storing both local content and the operating system. Networking capability is desirable if included as part of the basic package but is not required. The ability to play local content (stored in the unit's on-board memory as opposed to being served over a network) is mandatory.     page 12 RFP UCM6707CD Digital Signage        UC Merced The display screen must be flat, easily mountable on a wall or other support, and resistant to burn-in. The size of the display screen is negotiable. Obviously, smaller screens should cost less than larger equivalent screens. A 16:9 aspect screen ratio is desirable, as is the capability to rotate the screen orientation between landscape and portrait . The unit's control system and software must be easily programable and provide both looped and scheduled playback. Adding and deleting files for playback must be fast and easy. The unit must connect to the computer providing files for display through a standard connection such as USB, Firewire , cellular, wireless, memory card, etc. Touch-screen capability and motion sensors are desirable but not required 3.3 Other Considerations Please respond to the following: 3.3.1 Environmental Sustainability UC Merced is committed to the sustainable use of energy and other scarce resources. Sustainable practices support ecological, human, and economic health and vitality. Sustainability presumes that resources are finite and should be used conservatively and wisely with a view to long-term priorities and consequences of the ways in which resources are used. Provide information related to your institution’s efforts in environmental stewardship. Provide any positive environmental sustainability information related to the equipment and/or services that you are proposing. 3.3.2 Are the prices offered in your proposal response the lowest afforded any other customers including other University of California campuses? Delivery time shall be a consideration in the evaluation process. What is your standard lead time from receipt of order through complete installation of product. Indicate whether or not partial shipments can be made. Describe how installation activities are scheduled and coordinated.. Provide information on your customer service program, commitments and dispute resolution procedures. Provide complete warranty information on your products proposed. Provide information on recommended system training. 3.3.3 3.3.4 3.3.5 3.3.6 3.3.7 page 13 RFP UCM6707CD Digital Signage UC Merced 4 Bidder Qualification Information The University believes that the previous experience, financial capability, expertise of personnel, and related factors are important in assessing the Bidder’s potential to successfully fulfill the requirements defined in this solicitation Accordingly, prospective suppliers must conform to the following minimum qualification standards and provide the required information in order to be considered for award. Please respond to each point below in your proposal noting the section and item number. 4.1 4.1.1 Minimum Qualifications Bidders must be able to demonstrate the capability of providing the required services by possessing adequate available resources, including personnel, facilities, production, access, order processing and delivery capabilities, equipment, systems, organization structure, operation controls, quality control, and other related factors. Bidders must have the ability to obtain the necessary insurance (ref. : Article 17 of the enclosed University of California Terms and Conditions of Purchase, Appendix A) Bidders must possess all trade, professional, or business licenses as may be required by the work contemplated by this RFP. Bidders must operate within the guidelines of all federal and state labor codes. 4.1.2 4.1.3 4.1.4 In addition to the information required above, University may request additional information either from the bidder or others, and may utilize site visits and bidder presentations, as reasonably required by the University to verify the bidder’s ability to successfully meet the requirements of this RFP. 4.2 Supplier Profile Bidders are to provide the following information about their company. 4.2.1 4.2.2 Description, including a short history, years in business, business plan and services offered Complete the attached Business Information Form. 4.3 Experience and Reference Information The successful supplier shall be an organization that has an excellent record as a provider of the equipment and services in the type and scope detailed in this RFP. Bidders should provide at least three (3) references of similar installations. Please provide contact information. page 14 RFP UCM6707CD Digital Signage UC Merced 4.4 Post-Qualification and Supplier Site Visit All Proposals submitted from suppliers, who have not been pre-qualified, as a supplier to the University will be subject to post-qualification. Qualified status is based on such factors as financial resources, past performance with the University of California, delivery capability, experience, organization, personnel, technical skills, operations controls, equipment, facilities, quality control and other related factors which may be an indicator of a supplier’s ability to perform. page 15 RFP UCM6707CD Digital Signage UC Merced 5 Standard Terms and Conditions 5.1 Appendix “A” The terms and conditions governing any contract resulting from this RFP shall be pursuant to those contained in this document as well as those contained in the “University of California Standard Terms and Conditions of Purchase, Appendix “A.” 5.2 University of California Employees All proposals must indicate any/all known University of California employees and/or near relatives who hold a position in your organization or have been engaged as a consultant for your organization within the last two years. Also indicate any known University of California employees or near relatives that own or control more than a ten percent (10%) interest in your organization. If there are none, so state. 5.3   Conflict of Interest Supplier shall not hire any officer or employee of the University to perform any service covered by this agreement. Supplier affirms that to the best of her knowledge there exists no actual or potential conflict between Supplier's family, business, or financial interest and the service provided under this agreement, and in the event of change in either private interests or service under this agreement, any question regarding possible conflict of interest which may arise as a result of such change will be raised with the University. Supplier shall not be in a reporting relationship to a University employee who is a near relative, nor shall the near relative be in a decision-making position with respect to the Supplier.  5.4 Ethics Supplier will exercise extreme care and due diligence to prevent any action or conditions which could result in conflict with the best interest of the University. Throughout the term of any agreement resulting from the RFP, Supplier will not accept any employment or engage in any work which creates a conflict of interest with the University or in any way compromises the work to be performed under this RFP or any agreement resulting from this RFP. The supplier and its employees will not offer gifts, entertainment, payment, loans, or other gratuities or consideration to University employees, their families, other Suppliers, subcontractors, or other third (3rd) parties for the purpose of influencing such persons to act contrary to the University’s interest or for personal gain. The supplier will immediately notify the University of any and all such violations of this clause upon becoming aware of such violations. page 16 RFP UCM6707CD Digital Signage UC Merced 5.5 University’s Right to Reject or Modify Selection of a proposal does not mean that all aspects of the proposal(s) are acceptable to the University. The University reserves the right to negotiate the modification of the proposal terms and conditions prior to the execution of a contract, to ensure a satisfactory procurement. 5.6 Supplemental Terms and Conditions/Modifications Any supplemental terms or conditions, or modification or waiver of these terms and conditions must be in writing and signed by Supplier and University. 5.7 Disclosure of Records All bids, supporting materials, and related documentation will become the property of the University. This RFP, together with copies of all documents pertaining to any award, if issued, shall be kept for a period of five years from date of contract expiration or termination and made part of a file or record which shall be open to public inspection. If the response contains any trade secrets that should not be disclosed to the public or used by The University for any purpose other than evaluation of your approach, the top of each sheet of such information must be marked with the following legend: “CONFIDENTIAL INFORMATION” All information submitted as part of the bid must be open to public inspection (except items marked as trade secrets and considered trade secrets under the California Public Records Act) after the award has been made. Should a request be made of The University for information that has been designated as confidential by the bidder and on the basis of that designation, the University denies the request for information, the bidder may be responsible for all legal costs necessary to defend such action if the denial is challenged in a court of law. 5.8 Form of Agreement The contents of this RFP (including the attached appendices as appropriate), RFP Addenda, and the proposal document of the successful Supplier shall become contractual obligations as part of the Contract if acquisition action ensues. Failure of successful Supplier to accept these obligations in a contractual agreement shall result in cancellation of award. The University reserves the right to negotiate provisions in addition to those stipulated in this RFP or proposed by Supplier for the purpose of obtaining the best possible offer. 5.9 Performance Standard All work performed shall be first-class in every respect and shall conform to the highest standards of the industry. page 17 RFP UCM6707CD Digital Signage UC Merced 5.10 Marketing References The successful bidder shall be prohibited from making any reference to University, in any literature, promotional material, brochures, or sales presentations without the express written consent of the University. 5.11 Proprietary Information Any restrictions on the use of data contained in a proposal must be clearly stated in the proposal itself. Proprietary information submitted in response to the Request For Proposal will be handled in accordance with applicable University of California procurement regulations the Public Records Act. Data contained in the proposal, all documentation provided therein, and innovations developed as a result of these contractual services cannot be copyrighted or patented by Suppliers. All data, documentation, and innovations become the property of the University. 5.12 Insurance Requirements Prior to the commencement of any work under this contract, the Supplier shall provide evidence of current insurance pursuant to attached University of California Appendix A, Article 17. 5.13 OSHA Requirement Supplier warrants and represents that any equipment shall conform to all applicable standards and requirements of the California Occupational Safety and Health Act. 5.14 Audit Requirement Any agreement resulting from this RFP shall be subject to an examination and audit by the University and the State of California for a period of three (3) years after final payment. The examination and audit shall be confined to those matters connected with the performance of the agreement, including but not limited to the costs of administering the agreement. 5.15 Terms Included and Order of Precedence In submitting a proposal in response to this RFP, Bidder acknowledges that this RFP, including all appendices and attachments, and including service, financial and program specifications and terms and conditions will be incorporated in its entirety in any award issued in response to this RFP. Other documents to be incorporated in the Agreement shall include the Bidder's entire proposal, including all brochures, attachments and supplementary information. However, in the event of any conflict between the RFP and the bid, the terms of this RFP shall control, and govern any matter set forth therein that is not explicitly modified, added or deleted by the provisions of the subsequent Agreement. page 18 RFP UCM6707CD Digital Signage UC Merced 5.16 University’s Right to Negotiate The University reserves the right to award all, part or none of the item(s) covered by this RFP and to contract as the best interests of the University may require. The University reserves the right to negotiate each and every aspect of any offer received in response to this RFP, and to reject or negotiate additional terms and conditions offered by the apparent successful Bidder prior to the execution of a contract. In addition, The University may require additional cost and pricing data or documentation prior to award of any contract in whole or in part which may result from this RFP. The University reserves the right to award a contract for all technical requirements to one Bidder, or to negotiate and award parts of the requirements to one or more Bidders, in any combination deemed to be in the best interests of the University. The University reserves the right to negotiate minor deviations from the prescribed terms, conditions and requirements with the selected Bidder. 5.17 Termination of Agreement University may terminate the subsequent Agreement for cause or convenience, in whole or in part, at any time in accordance with the terms of Art. 4 of the attached Appendix A. In the event of such termination, the University will provide a minimum of sixty (60) days prior written notice of the effective termination date and the extent thereupon. If within ten (10) days of receipt of written notice to Supplier from the University of Supplier’s breach of any term and/or condition of the Agreement, Supplier fails to remedy said breach, the University may, with prior written notice, terminate the Agreement in whole or part at any time. page 19 RFP UCM6707CD Digital Signage UC Merced 6 Method of Award 6.1 Proposal Evaluation Method Proposals will be evaluated using a two-step evaluation method. Proposals will be evaluated based on Supplier qualification information provided in response to Section 4 of this RFP. Bidders that meet the University’s minimum qualification level will be further evaluated based on the criteria indicated below. Award shall be made based on the lowest cost per quality point as determined by the University. The evaluators will examine each proposal to determine, through the application of uniform criteria, the effectiveness of the proposal in meeting the University’s requirements. Proposals receiving less than 70% of the total quality points available will be considered non-responsive and eliminated from further consideration. If there are any requirements defined in this RFP which are not included in a Bidder's bid at closing date of bid, the bid may be deemed non-responsive and be therefore rejected. . 6.2 Evaluation Criteria Quality points will be awarded to each proposal based on the following: 1. Technical merit of proposed solution, including product reliability, scalability, compatibility and robustness. 2. Fit and Flexibility of product offerings. 3. Product and service warranties, customer service program. 4. Environmental Sustainability. 6.3 Selection of Finalists Bidders whose proposals are evaluated will be ranked in order of lowest cost per quality point to highest cost per quality point. In the event that the University determines that the scores are close enough to warrant further evaluation, UC may elect to declare two or more Bidders with the lowest cost per quality point rankings as Finalists, and conduct a second stage of evaluations. If it is determined to be in the best interests of the University, the Bidders identified as Finalists may be invited to undergo further evaluation. If the Finalists express an interest in continuing to participate in the evaluation process, the University may elect to request presentations. Finalists may be asked to provide additional information, including additional references. Finalists shall be awarded additional points based on the quality of their presentations/site-visits, etc. and how well their plan, as presented, will meet the University’s needs. These points will be factored into the existing cost-per-quality point score to produce the new lowest cost-per-quality point score. Finalists may be asked to submit a best and final offer. page 20 RFP UCM6707CD Digital Signage UC Merced 6.4 Contract Award(s) The quality points awarded by each evaluator will be averaged for each category. These averages will then be added together to produce a quality points total. The total quoted cost will then be divided by the total quality points to determine the best proposals. One or more of the proposals offering the lowest cost per quality point scores which the University, in its sole discretion, elects to exercise will be recommended for award(s). 6.5 Bidder Reference Checks The evaluation committee reserves the right to contact, interview and evaluate the Bidder's references; contact any Bidder to clarify any response; contact and interview any current users of a Bidder’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. 6.6 Contract Award in Best Interest The University reserves the right to accept or reject proposals on each item separately or as a whole, to reject any or all proposals without penalty, to split awards, make multiple awards or no award, to waive any informalities or irregularities therein, and to contract as the best interest of the University may require in order to put an agreement in place which best meets the needs of the University, as expressed in this RFP. The University reserves the right to negotiate the modification of proposed prices, terms and conditions with the bidder offering the best value to the University, in conjunction with the award criteria contained herein, prior to the execution of a contract to ensure a satisfactory contract. . page 21 RFP UCM6707CD Digital Signage UC Merced 7 Cost Sheet Bidders shall quote pricing for product and services in accordance with specifications set forth in this request for proposal. Note that Bidders may quote on Section 3.1, Section 3.2 or both. If quoting on only one requirement, please clearly indicate. 7.1 7.1.1 Price Quotation Provide detailed system costs per Section 3.1. Provide breakdown of all components Including all hardware, and software products and options. Indicate recommended initial complete system package. Integrated stand-alone display (Section 3.2) Installation – Indicate installation cost. If based on hourly rate, indicate hourly rate and typical installation for system. (integration and system test should be included). Training - Provide recommended training programs and associated costs. Ongoing maintenance and support programs. Hardware – Provide options and annual pricing Software – Provide options and annual pricing 7.1.2 7.1.3 7.1.4 7.1.5   Unless otherwise indicated, prices are to remain maximum and firm for the initial contract period, and the University shall receive the benefit of any general price declines. 7.2 Prompt Payment Discount Bidders are to quote discounts offered for prompt payment. The University considers 30-day payment periods as normal. Additional discounts should be quoted for payments received in 10, and 20 days. page 22 RFP UCM6707CD Digital Signage UC Merced 8 Bidder Certification/Signature Page AUTHORIZED SIGNATURE: The proposal must be signed with the full name and address of the Bidder; if a co-partnership, by a member of the firm with the name and address of each member; if a corporation, by an authorized officer thereof in the corporate name. As a supplier of goods and services to the University of California I/we certify that racially segregated facilities will not be maintained nor provided for employees at any establishment under my/our control, and that I/we adhere to the principals set forth in Executive Order 11246 and 11375, and undertake specifically to maintain employment policies and practices that affirmatively promote equality of opportunity for minority group persons and women, to take affirmative steps to hire and promote women, to take affirmative steps to hire and promote women and minority group persons at all job levels and in all aspects of employment, to communicate this policy in both English and Spanish to all persons concerned within the company, with outside recruiting services and the minority community at large to provide the University on request a breakdown of our total labor force by ethnic group, sex, and job category, and to discuss with the University our policies and practices relating to our affirmative action program. The below-named individual, submitting and signing this proposal, verifies that he/she is a duly authorized officer of the company, and that his/her signature attests that all items and conditions contained in this Request for Proposal, for Proposal number UCM6707CD University of California, Merced are understood and accepted. _________________ DATE ___________________________________ AUTHORIZED SIGNATURE ______________________________________ COMPANY NAME ______________________________________ ADDRESS ______________________________________ CITY/STATE/ZIP CODE ______________________________________ PRINT NAME OF AUTHORIZED SIGNATURE ______________________________________ TELEPHONE NO. WITH AREA CODE page 23 RFP UCM6707CD Digital Signage UC Merced Attachments 1. Bidder Inquiry Form 2. University of California Appendix “A” (Terms and Conditions for Purchase) 3. Business Information Form page 24