PERSONAL SERVICES CONTRACT REQUEST FOR PROPOSAL INSTRUCTIONS
Request for Proposal (RFP) to procure professional services (Personal Services Contract) must be comprised of the following: Any questions related to these instructions should be directed to 852-6247.
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COVER/SIGNATURE PAGE REQUEST FOR PROPOSAL COMPONENTS SAMPLE PERSONAL SERVICES CONTRACT
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COVER/SIGNATURE PAGE. Fill in the required information: Request Date, Name of Department (Contact Person), Service, Due Date, Time Due, Phone and Fax number, where to mail or fax the proposals to (to include Department Name, Address, Fax Number). REQUEST FOR PROPOSAL COMPONENTS. Section II is an outline of the elements that comprise a Request For Proposal. Departments are encouraged to use as many pages as necessary to fully describe each element. 1) SCOPE OF SERVICES REQUIRED: Fully describe the service(s) the vendor is being asked to perform. Departments should provide the period of time the required services are to be performed. If the PSC is to be with a public relations firm, the following sentence must be included in the RFP: “The vendor and the University department will work with the University’s Office of Communications and Marketing to ensure compliance with the University’s graphic identity standards and strategic planning/branding initiatives.” 2) INFORMATIONAL BACKGROUND: In order for vendors to understand how to respond to the RFP, information should be provided that describes the department(s) for whom the services are to be performed. In addition, provide any other relevant statistical information that would help the vendors compose their response. 3) COST: Departments should describe for respondents the cost elements that respondents should submit including: a. b. c. Proposed Cost Other expenses (i.e. travel) Proposed method of payment (Based on hourly rate X hours worked, deliverables completed, etc.
4) METHOD OF AWARD: Departments should describe the criteria that will be used to evaluate each RFP response and upon which the contract award will be based. The following criteria are suggestions and criteria may vary depending upon the service(s) required. a. b. c. d. III. Cost ________(points) Experience____________(points) Time frame to complete service _________(points) (Any other appropriate criteria).
SAMPLE PERSONAL SERVICES CONTRACT: Department should attach a copy of the appropriate personal service contract form for vendor reference. Forms can be found on the Department of Purchasing website. FURTHER INSTRUCTIONS 1) Attach a copy of any appropriate documents for vendor reference when submitting their response to the Request For Proposal for example, grant proposal specifications. 2) All Request for Proposals issued for the purpose of establishing a personal service contract must be publicly advertised. The originating department will utilize the Department of Purchasing web site to satisfy the public advertising requirement. The originating department will forward a completed Request For Proposal, (in Word document form) to purchase@louisville.edu. If the originating department chooses to use additional advertising avenues, then an advertisement can be placed in a newspaper of general circulation. 3) The Request For Proposal must be sent to a minimum of three (3) vendors. If three (3) vendors are not known, then the Request For Proposal must be sent to as many as known, by the originating department. In the event, the originating department must prepare documentation as to why the minimum could not be met. Documentation, including the following, must be maintained by the originating department:
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Name of Vendor Address and Contact Person Date the Request For Proposal was distributed Method of distribution (Courier, USPS, overnight, etc.) Vendors must be given a minimum of seven (7) days to respond to the Request For Proposal. Request For Proposal’s may require more time due to the service(s) required. Proposals must not be accepted after the date and time indicated on the cover/signature page. Responses must be evaluated in accordance with the criteria listed in the Request For Proposal. A summary of the evaluation of each proposal must be completed. Negotiations may commence with the highest scoring vendor upon completion of proposal evaluations. . If compensation cannot be agreed upon with the best qualified offeror and if proposals were submitted by one (1) or more other offerors determined to be qualified, negotiations may be conducted with the other offeror or offerors in the order of their respective qualification ranking. In this case, the contract may be awarded to the next best ranked offeror for a fair and reasonable compensation. Prior to contract award, a department initiating a Personal Service Contract of $100,000 or more, any amount of which is federally funded, shall ensure that the successful vendor is not debarred from doing business with federal agencies. This policy shall be applicable to both contracts and sub-contracts. It is the responsibility of the department to access the List of Parties Excluded from Federal Procurement and Non-procurement Programs on the U.S. General Services Administration (GSA) website to verify that the vendor is not debarred: http://epls.arnet.gov/. Also, department is to certify this by checking the appropriate box on the Departmental Checklist below and forward to the Department of Purchasing with the contract documentation. The originating department must complete the appropriate Personal Service Contract and send to the selected vendor for signature on Second Party line. The Chair/Department Head must sign the contract on the Recommended By line. The originating department must submit to the Department of Purchasing the following: Fully completed Personal Services Contract form. Evaluation Summary. Copy of Request For Proposal issued by the originating department. Copy of response from the selected vendor. Copy of page from purchasing web site The Department of Purchasing will assign each contract a Personal Service Contract number. The originating department will receive a copy of the Personal Service Contract upon completion of the review and signature process. All Personal Service Contracts funded by State appropriations must be submitted to the legislative Government Contract Review Committee. The Government Contract Review Committee meets once per month to review State Appropriated Funded personal services contracts. The completed Personal Service Contract must be submitted to the Government Contract Review Committee prior to the close of business of the last working day of the month. It is the responsibility of the originating department to allow for adequate time to go through the entire University process to prepare for a completed personal services contract to be sent to the Government Contract Review Committee. When the personal service contract is approved by the Government Contract Review Committee, the originating department will receive a copy of the approved personal service contract. It is the responsibility of the originating department to enter requisitions using the assigned personal service contract number on requisitions to process for payment. It is the responsibility of the individual departments to keep current copies of completed personal services contracts on file and to extend and/or amend any contracts prior to the end date of the contract. It is the responsibility of each department to maintain accurate and current start and expiration dates for each contract. Contracts that have passed their established expiration date may not be amended for any reason. All University of Louisville State Appropriated Funded personal services contracts must abide by KRS 45A.695(1) States; “Except as provide in subsection (8) of this section, no one shall begin work on a personal service contract entered into by any contracting body, until notification of the personal service contract is filed with the Government Contract Review Committee. Each personal service contract shall have a cancellation clause not to exceed thirty (30) days notice to the contractee.” University of Louisville Research Foundation and University of Louisville Athletic Association personal service contracts will not be required to be submitted to the Government Contract Review Committee, however, no work on contracts shall begin until all required signatures are affixed. Upon completion of all signatures, a completed copy of the approved personal service contract will be sent to the originating department and the selected vendor.
PSC DEPARTMENT CHECKLIST
Vendor: _________________________________________
Department Check Review process by checking boxes on each item: 1. 2. Confirm that proper form is used and Affiliated Corporation box to be checked........................... First Party: section should be Uof L Research Foundation, U of L Athletic Association, University of Louisville, Foundation…………………………….
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Check for required P.O.N. form if State contract.………………..…………………………….. Speed Type: Check to make sure Speed type is entered……………………………………………. Social Security # or fein#: Check to make sure entered…………………….…………………….... Description of Services: make sure clear and concise……………………..…………………….…. Verify there is a Dollar Amount: “not to exceed” space………………………………………...…. Method of Payment: Clearly defined detailed schedule of payment……………………………… Other Expenses: Should be listed if other expenses are used……………………………………….
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Start Date: Start date can not be pre-dated……………………………………………………..….. End Date: End date can not exceed current biennium period……………………………………... 2nd Party Signature: Must be signed-must be Original………………………………………....…. “Recommended by”/Department Head Signature: Must be signed-must be original…………… Evidence of proposals (detailed summary of proposals, prices and determination of how contractor was selected) or justification for single source is attached. Documentation must include one or the other to be processed………………………. Verify that Conflict of Interest document has been signed………………………………………… Where applicable, verify that Federal Debarment website http://epls.arnet.gov/ has been checked to ensure that vendor is not debarred from doing business with federal agencies……..
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Signature: _________________________________ Department Chair
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_________________ Phone Number
**Please sign and forward this form to Department of Purchasing with contract documentation.
UNIVERSITY OF LOUISVILLE PURCHASING DEPARTMENT – BELKNAP CAMPUS LOUISVILLE, KY 40292
PERSONAL SERVICES CONTRACT REQUEST FOR PROPOSAL
COVER/SIGNATURE PAGE
REQUEST DATE: 1.
2. NAME OF DEPARTMENT : CONTACT PERSON:
3. Service
4. Due Date
5. Time Due
6. Telephone: (502) 852Fax: (502) 852-
Proposals should be sent to the department by the following method: 7. MAIL OR FAX PROPOSALS TO: Department name_________________________________ Address_________________________________________ Fax #___________________________________________ ____________________________________________________________________________________________________________ The bottom portion of this form is to be completed by the vendor. Equal Employment Opportunity – All parties must be in compliance with executive order 11246 of September 24, 1965 as amended by executive order 11375 of October 13, 1967. STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST I hereby swear (or affirm) under penalty for false swearing as provided by KRS 523.040: 1. That attached Request For Quotation has been submitted without collusion with , and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the Request For Quotation designed to limit independent competition. 2. That the proposer is legally entitled to enter into the contract with the University of Louisville, an agency of the Commonwealth of Kentucky, and is not in violation of any prohibited conflict of interest, including those prohibited by the provisions of KRS 45A.325, to 45A.340, 34A.990 and 164.990 and 164.821 (7). 3. That I have fully informed myself regarding the accuracy of the statements made above. In submitting this quotation, it is expressly agreed that upon proper acceptance by the University of Louisville, of any or all items bid, a contract shall thereby be created with respect to the services accepted. SIGNED BY:______________________________________TELEPHONE:____________________FAX:________________ PRINT NAME:______________________________________ FIRM:_________________________________________________________________________________________________ ADDRESS:_____________________________________________________________________________________________ CITY:_____________________________STATE:_____________________ZIP CODE:_____________
REQUEST FOR PROPOSAL COMPONENTS
1) Scope of Services:
2) Informational Background:
3) Cost:
4) Method of Award:
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Contract Period :