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					University of California, Davis                                          RFP # 012546142MF
Materiel Management
Business Contracts, Services


                         University of California, Davis
                                  Business Contracts, Services


                                    Request for Proposal

                     Web Hosting and Online Service Technology
                                        RFP # 012546142MF


                 RELEASE DATE:              May 22, 2008

                 QUESTION AND
                 ANSWER DEADLINE            May 29, 2008 by 5:00 PM


                 BID CLOSES:                June 5, 2008 by 5:00 PM

                 ELECTRONIC                 This Request for Proposal and any
                 ACCESS:                    addenda are available for
                                            downloading at web address:
                                            http://ucdmm.ucdavis.edu/ucdbids



                               RETURN BID RESPONSE TO:
                                University of California, Davis
                                    Contracting Services
                                Business Contracts, Services
                               202 Cousteau Place Suite 205
                                   Davis, Ca. 95618-7761
                                ATTN. RFP # 012546142MF
                        FAXED RESPONSES WILL NOT BE ACCEPTED

                                         BUYER CONTACT
                                        Mary Fields, Buyer III
                                        Tel # 530-747-3868
                                        Fax # 530-757-8720
                                     E-mail: mnfields@ucdavis.edu
University of California, Davis                                                                    RFP 012546142MF
Materiel Management
Business Contracts, Services


                         VENDOR SIGNATURE, CERTIFICATIONS, AND CONTACTS FORM
                                     Web Hosting and Online Service Technology
                                                RFP #012546142MF


Bidder instructions: This completed form must accompany your bid to avoid bid disqualification.


General Conditions of a University Proposal
    1.  Deviations from specifications: Any deviation from the specifications shall be identified and fully
        described. The right is reserved to accept or reject quotations on each item separately, or as a whole, and
        to waive any irregularities in the quotation; irregularities may, however, render the quotation non-responsive.
   2. Disclosure of Records/Confidentiality of Information: All materials submitted in response to this
        solicitation become a matter of public record and shall be regarded as public record. The Regents will
        recognize as confidential only those elements in each response, which are trade secrets as that term is
        defined in the law of California and which are clearly marked as "TRADE SECRET", ’’CONFIDENTIAL", or
        "PROPRIETARY"’ Vague designations and blanket statements regarding entire pages or documents are
        insufficient and shall not bind The Regents to protect the designated matter from disclosure. If a submittal
        contains any trade secrets that a Contractor does not want disclosed to the public or used by The Regents
        for any purpose other than evaluation of the Contractor’s eligibility, each sheet of such information must be
        marked with the designation “Confidential.” The Regents will notify the submitter of data so classified of any
        request to inspect such data so that the submitter will have an opportunity to establish that such information
        is exempt from inspection in any proceeding to compel inspection.
   3. The Regents Not Liable for Required Disclosure: The Regents shall not in any way be liable or
        responsible for the disclosure of any records if they are not plainly marked "TRADE SECRET",
        "CONFIDENTIAL," or "PROPRIETARY"’ or if disclosure is required by law or by an order of the court.
   4. Signature Certification and Vendor Information: The undersigned, as an authorized official of
        Contractor, certifies that this submittal is made without collusion with any other person, firm, or corporation;
        and in submitting a response to this request, has examined instructions, specifications, and terms and
        conditions of the solicitation. Bidder proposes and agrees to execute and fully perform in accordance with
        the instructions, specifications, terms and conditions of this request and any resulting agreement.
REQUIRED CONTRACTOR INFORMATION


   COMPANY NAME -                            CONTACT PERSON/TITLE                            FED TAX ID #



    BUSINESS ADDRESS                         STREET                                           CITY/STATE/ZIP



   TELEPHONE                                 FAX                                              E-MAIL



SIGNATURE CERTIFICATION
I CERTIFY THAT I AM AUTHORIZED TO SIGN ON BEHALF OF THE ORGANIZATION I REPRESENT FOR THIS OFFER, AND AGREE TO ALL TERMS
AND CONDITIONS DESCRIBED HEREIN.




   AUTHORIZED SIGNATURE / TITLE                         PRINT NAME                   DATE


   TELEPHONE NO./                 FAX NO./                     E-MAIL
University of California, Davis                                                                                   RFQ #012546142MF
Materiel Management
Business Contracts, Services



                                                        Table of Contents

VENDOR SIGNATURE, CERTIFICATIONS, AND CONTACTS FORM............................................ 2
1.    INTRODUCTION...................................................................................................................... 3
2.    REQUEST FOR PROPOSAL PROCESS................................................................................ 4
3.    SERVICE REQUIREMENTS AND SPECIFICATIONS ............................................................ 8
4.    PRICING (SEE ATTACHMENT 2) ......................................................................................... 13
5.    SPECIFIC TERMS AND CONDITIONS................................................................................. 13
6.    GENERAL TERMS AND CONDITIONS ................................................................................ 14
6.1. APPENDIX A .......................................................................................................................... 14
6.2. APPENDIX DS......................................................................................................................... 14
ATTACHMENT 1 - REFERENCES.................................................................................................. 17
ATTACHMENT 2 - PRICING ........................................................................................................... 18

1. Introduction
University of California, Davis (UC Davis) and the Cal Aggie Alumni Association (CAAA) are requesting
proposals for comprehensive Web Hosting and Online Service Technology that includes the following
components, listed below. This Request for Proposal consists of a Phase I and Phase II implementation.
Phase I entails building Web Hosting and Online Services for the Cal Aggie Alumni Association. Phase II
includes services for University Relations for the University of California, Davis (reference Section 3.1.5
below – Business Requirements). Note: Due to other business requirements, this phase of the
implementation may not occur.

Contractor shall supply all necessary labor, materials, fees, tools, equipment and transportation necessary to
provide the service as described in the specifications.

Web Hosting Services Goals
University of California, Davis (UC Davis) and the Cal Aggie Alumni Association (CAAA) aim to find a
comprehensive Web hosting, electronic messaging, content management and event registration system to
service and meet the university’s following criteria:

     1.    To help the university to fulfill its mission by having comprehensive Web services designed to:

               a. Generate and increase revenue for CAAA.

               b. Promote philanthropy to the university.

               c.   Develop and maintain positive relationships with the largest possible number of UC Davis
                    alumni, donors, students, parents, friends and other community members.

               d. Uphold and enhance the image and brand of the university and CAAA through the quality of
                  its Web site and online services.

               e. Increase the number and quality of new and repeat visits to the CAAA Web site and to the
                  university giving site.

               f.   Be flexible to content modifications and immediate changes to designated pages.

               g. Be scalable so that online giving, event registration, calendaring, and e-mail marketing
                  functions can be personalized for all of the UC Davis schools and colleges.




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University of California, Davis                                                                          RFQ #012546142MF
Materiel Management
Business Contracts, Services

             h. Provide a mechanism for data exchange between the Web-based services, the university
                alumni, donor databases and SunGard BSR advance.

    2.   To help develop quality comprehensive Web services for UC Davis and the CAAA that are
         appealing to various segments of the UC Davis alumni, donors, parents and students for the
         established service period.

    3. To provide top quality administration and customers service to UC Davis and CAAA.

    4. To establish an initial vendor contract for three years.

Market Potential
         30,000 UC Davis students, which includes 5,000 to 7,000 graduates per year

         An alumni population of approximately 180,000 total living degreed alumni, including 28,500 due
         paying members of the Cal Aggie Alumni Association (CAAA)

         Donors

         Parents of current students

         Prospective students


2. Request for Proposal Process

2.1.     Issuing Office: This RFP is issued by the University of California, Davis, Business Contracts
Services Office. All inquiries with regard to this RFP must be directed to the buyer contact on the first page
of this RFP. No contact shall be made directly by the bidder to the requisitioning department. Failure to
observe this guideline may result in bidder disqualification.

2.2.     Step 1: (Tier 1) Pre-qualification Requirements:
Bidder’s eligibility to respond to this Request for Quotation is based on the Bidder’s ability to meet the pre-
qualification requirements listed below. The University reserves the right at its sole discretion to determine
whether any Bidder meets the minimum eligibility standards, to determine whether a proposal is responsive,
and to select a proposal which best serves its financial and programmatic objectives. The University
reserves the right to reject all proposals. If Bidder cannot meet all pre-qualification requirements as stated
herein, Bidder’s proposal shall be rejected immediately without further consideration.

                  Pre-Qualification Requirements                                    Required documentation
          Current resource availability: Bidder shall have           Bidder shall include a description of company
          adequate staff and resources to complete the               structure, including the staff to be assigned to this
          tasks according to specified time frames.                  contract, along with the methodology. See section
                                                                     2.3.2 and 2.3.3 below.
          Demonstrated experience: Bidder shall have                 References: Bidder is to furnish the names,
          demonstrated the ability to provide similar service        addresses and phone numbers of at least three
          under similar conditions to institutions, private or       (3) clients with a focus on similar projects. Use
          public, of similar size/area requirements. Bidder          Attachment 1.
          shall have a satisfactory record of performance,
          including positive references from other clients

          Certificate of Professional Liability Insurance:           Bidder shall provide proof of insurance coverage as
                                                                     required in Appendix A, Article 17. Upon award of
                                                                     any contract resulting from this request for quotation,
                                                                     contractor shall furnish, at no additional expense to
                                                                     the University, a certificate of insurance naming the
                                                                     Regents as additional insured (as required in



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University of California, Davis                                                           RFQ #012546142MF
Materiel Management
Business Contracts, Services

                                                           Appendix A).



2.3. Required Submittals

2.3.1. Vendor Signature, Certifications, and Contracts Form. Your response to this request must include
       the signed Vendor Signature, Certifications, and Contracts Form.

2.3.2. Provide Vendor Corporate History and Background:

    1.   Ownership and history

             a.   Company name and/or parent company
             b.   Type of business entity
             c.   Main address, phone, Web site, fax, e-mail
             d.   Ownership
             e.   Year founded or established
             f.   Year of company experience with this production solution
             g.   Subsidiaries/other business and software products

    2.   Client information

             a. Experience working with higher education, alumni associations and universities (include
                number of years).
             b. List ALL university and alumni association clients.
             c. Names, titles, phone numbers and e-mail contact of university and alumni association
                references.
             d. Five (5) largest clients and percent of total revenue they represent.
             e. University and alumni association clients gained in the last 18-months.
             f. University and alumni association clients lost in the 18-months.

    3.   Number of employees and organizational structure

             a. Organizational chart (indicate those that would interact with UC Davis at both a senior level
                and at a customer service level).
             b. Number of employees in the company (including number of outsourced employees).
             c. How will our program (contract) be managed and staffed?
             d. Division of employees by function.

2.3.3. Provide Methodology: Bidder shall include a comprehensive description of the resources and
       methodology to be used to address how the web hosting and on-line service technology service
       would be performed. This description shall include contractor’s approach to each phase and timeline.

2.3.4. References. Bidders are to provide the reference information requested in the pre-qualification
       requirements. Submit this information using the template provided at Attachment 1.

2.3.5. Pricing Submittal: Completed Pricing provided at Attachment 2.




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University of California, Davis                                                                              RFQ #012546142MF
Materiel Management
Business Contracts, Services

2.3.6. Copies of Quotations: The Bidder is required to submit one signed original and one copy of the
       response to this RFP. The “official” copy containing the required original signatures shall be identified
       as such. As an effort to support Sustainable Purchasing Practices, the University asks that proposals
       be submitted on recycled paper and marked as such, and that proposals be printed on both sides of
       the paper.

2.3.7. Response on This Form: In order for your quotation to be considered, your response to this request
       must be on this form and include all supporting information as indicated.

2.3.8. Submitting Proposals: Proposals shall be enclosed and sealed in an envelope which is addressed
       to:
                                    University of California, Davis
                                        Materiel Management
                                    Business Contracts, Services
                                   202 Cousteau Place, Suite 205
                                       Davis, CA 95618-7761
                                    Attn: RFQ# 012546142MF

        It is the Bidder’s sole responsibility to ensure that his proposal, inclusive of any and all addenda, is
        received at the proper place and proper time. UC Davis Purchasing Department timestamp will be
        used to validate proposals which arrive after the cut-off time listed.

2.4 Selection Procedure/Basis for Award: (Cost Per-Quality-Point Method).
   Bids will be evaluated in 3 tiers. Tier 1, Bidder qualification, is pass or no pass. Tier 2 and 3 will be
   evaluated using a cost per-quality-point method. Written bid responses (Tier 2) will be evaluated for
   quality using the categories listed at the end of this section. Predetermined quality points will be awarded
   by category and pricing is not a category in the technical evaluation process. The categories are
   weighted depending on the relative importance of each category to the University. Bidders must receive
   at least seventy percent (70%) of the maximum allowable points on the written proposal (Tier 2) to be
   considered a finalist and will be requested to provide an oral presentation. Those bidders receiving less
   than seventy percent (70%) of the maximum allowable quality points shall be eliminated from further
   consideration.

    The cost used in computing the cost per-quality-points will be the total bid cost as calculated from the
    University pricing section within this Request for Proposal. The total proposed cost of each finalist’s
    proposal will be divided by the total quality points awarded to the respective Bidder’s proposal. Those
    bidders receiving the minimum required score on their written proposal will be invited to make an oral
    presentation. The finalist (Bidder) with the lowest cost per-quality-point will be given the opportunity to
    enter into negotiations with the University. If the University and bidder are unable to come to satisfactory
    terms in the form of a contract, the University reserves its right to pursue other alternatives, including, but
    not limited to, awarding the opportunity to negotiate with the University to the next lowest cost per-quality-
    point bidder.

    Formula for point calculation:
        Points awarded to written proposal (Tier 2)+ Points awarded to oral presentation (Tier 3)   = Lowest cost per quality point
                                      Total proposed cost

    A contract will be awarded only if the cost of the contract is within the project funding allotment and
    Bidder’s proposal is in compliance with all mandatory terms and conditions expressed within the RFP
    document. The University reserves the right to accept, reject, or waive any irregularities in any proposal.
    Any irregularities may render the bid non-responsive. The University reserves the right to reject all
    proposals. The University reserves the right to award a contract after reviewing, evaluating, and
    comparing all bid responses pursuant to the following criteria:




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University of California, Davis                                                             RFQ #012546142MF
Materiel Management
Business Contracts, Services

     Responsiveness: Bidder’s demonstrated understanding of the University's requirements, overall
     approach and thoroughness of the proposal, and in submitting all information designated and requested
     within this request including insurance certification and all other certifications required.

     Experience and qualifications: Bidder’s demonstrated experience of successfully completing similar
     projects.

     Deliverables: Bidder’s methodology.

2.5 Receipt of quotations: Proposals received after the closing time are rejected. It is the bidder’s sole
    responsibility to deliver the proposals by the deadline. Proposals received by the University are
    considered final and will be held as an irrevocable offer for 60 days from that date.

2.6 Ownership of bid response: All material submitted in the RFP becomes the property of the University
    and will only be returned to the bidder at the University’s option.

2.7 Costs of quotation submittal: The University is not liable for any costs whatsoever incurred by a bidder
    for developing, printing or submitting the RFP.

2.8. Question – Answer Period. If you have questions or require clarification of various aspects of the RFP,
     please respond in writing by May 22, 2008 at 5 p.m. All communications, including any questions or
     requests for clarification concerning this RFP should be in writing via email or fax to:

                          Mary Fields
                          Business Contracts
                          University of California Davis
                          202 Cousteau Place, Suite 205
                          Davis, CA 95618-7761
                          Fax:    530-757-8720
                          Email: mnfields@ucdavis.edu

2.9. Disqualification of a respondent includes, but is not limited to, the following:

Misrepresentation and / or omission of facts in respondent’s submittal, or in any other communication from
respondent in conjunction with this submittal request;

Submission of a bid response that deviates from an acceptable range of credible proposals and / or quotes,
placing the Bidder excessively high or low and indicates lack of understanding of Agreement performance
and requirements which the Bidder cannot substantiate, possibly indicating inability to perform as specified;

Evidence of collusion among the respondents: The Agreement will not be awarded to any Supplier, person,
company, or corporation that has failed to perform in a satisfactory or faithful manner on any previous
Agreement or purchase order with the University. The University shall be the exclusive judge on whether or
not Supplier has failed to perform or faithfully execute a previous University of California Agreement and / or
purchase order.

2.10. Rejection of Offer/Bid:
University shall reject any and all non-responsive bids, and may reject a bid submitted by any party who is or
has been delinquent or unfaithful in any previous agreement with University. University reserves the right to
re-solicit information or proposals, and further reserves the right to issue a partial award or not to issue an
award under this solicitation.

University reserves the right to negotiate minor exceptions, irregularities, or errors submitted by the Supplier
within their RFP response. These errors may be corrected by the Supplier provided that, in the judgment of




                                                         7
University of California, Davis                                                              RFQ #012546142MF
Materiel Management
Business Contracts, Services

the University, such action will not negate fair competition and will allow for the proper comparative
evaluations of all bids submitted.

The University may reject ALL proposals if this solicitation DOES NOT result in the University obtaining
reasonable prices in the sole opinion of the University when considering the total acquisition cost of said
services, or for any reason deemed not to be in the best interest of the University, or otherwise. The
University shall be the sole judge in the determination of price reasonableness pertaining to this RFP and
Agreement award.

In the event the Agreement is terminated for breach of Agreement within ninety (90) days of the effective
date, the University reserves the right to award the remaining balance of the Agreement period to the next
lowest Bidder considered responsive and responsible to this solicitation, based on said premise to be in the
best interests of the University.


3. Service Requirements and Specifications

3.1. Detailed Service Specifications

3.1.1.   System Requirements:

         1. Real time data synchronization. Live, synchronous data updating.
            We will collaborate to determine exact mutually agreeable syntax to implement synchronizations,
            between our system that is partially message-based (i.e. service-oriented), rather than purely
            data based.

             Application-level messaging protocols will provide the publisher to dispatch a request for update,
             and receive a status reply that will be data based. Parameters passed with the publishers
             request will include those UC Davis deems relevant for inclusion from:
                 a. Data corresponding to data present in the applicable SunGard AWC 4.0 stored
                     procedures,
                 b. Other data already being stored in vendor’s database.
             A publication request whose application-level result status indicated “failed” will result in either:
                 c. (preferably) the availability to read the data via direct querying of the vendor-hosted
                     database and then update the synchronization status or
                 d. The inclusion of that to-be-published data in periodically FTP-posted data file, which
                     event will also be data based.

             Select data, such as profile and membership, will be synchronized bi-directionally.

             Network security will be configured on both ends for secure, point-to-point connectivity.

            Provision to evolve the live synchronous interface as appropriate for changes in either or both
            vendor’s products or SunGard BSR Advance produces is implied.
         2. Office 2007 and Vista compatibility.
         3. Oracle or SQL server, preferred. Exchange to back-end database.
         4. Work station Web browser software.

         Workstation

         Software                 PC                             Mac                      Linux




                                                        8
University of California, Davis                                                              RFQ #012546142MF
Materiel Management
Business Contracts, Services

           Web Browsers            Internet Explorer 6,          Safari 2.0.4,             Firefox 2

                                   Internet Explorer 7,          Safari 1.2

                                   Firefox 2,                    Firefox 2

                                   Netscape


           5. Exchange with back-end databases. System must be compatible with SunGard Higher
              Education’s Advance database and/or any other Oracle based relational database, to import and
              export via advance data loader utility and/or by .csv. Preferably reporting tools include: Crystal
              Reports, PL/SQL or Toad in an Oracle environment.
           6. Adherence to Section 508 standards.
              http://www.section508.gov/index.cfm?FuseAction=Content&ID=12

3.1.2.     Technical Requirements:
           1. Web hosting and security
                  a. The application must be able to securely hose all Web content and secure data
                       repository.
                  b. Obtain all necessary software licensing for system and comply with all the governmental
                       and/or payment industry standards regarding data payment processing security.
                  c. Vendor contractually must provide detailed periodic updates regarding software
                       applications security, protocols and procedures.
                  d. Vendors will be required to respond immediately and cooperate with forensic
                       investigators in the event of a security breach or incident.
                  e. Vendor must identify the network encryption type used.
                  f. Vendor security is required and important to be extending to the CAAA constituent
                       groups.
           2. Analytical reporting tool and tracking for site usage, number of users, etc.
                  a. The application requires log retention. Log tracking of whom, date, time, etc. of who
                       performed any application configuration (administration).
           3. Application must have role privileges by department to ensure segregation of data views to each
              respective department.
           4. The application must allow for data segregation for respective departmental use. Application
              security measures that can provide a more complex level of authentication, allowing system
              administrators to tailor user access and permissions to specific Web applications.
           5. The application must have a security feature for accepting invalidated form entries that can be
              susceptible to misuse. This feature should be a voidance from anyone misusing a Web form.
           6. The application must have a strong password protection for the administrator, internal user and
              end-user, with storage for application passwords.

3.1.3. Service Requirements:
    1. Application should have an online “FAQ” sheet that is specific to Web page content.
    2. Support staff. Help desk support for CAAA administrator, internal and end-user.
    3. Support hours. The vendor must supply application support 24 hours a day, 7 days a week and 365
       days a year. All support staff must be easily reached via phone and by e-mail.
    4. Response time. Response times depends on the classification of the inquiry as set forth below and
       will be measured within the hours of operation during a business day from the time the call/e-mail is
       logged in.


Inquiry Response Criteria
Classification                         Short Description                      Response
                                       Prevents the software from being       Response within two (2) hours;
Critical                               used in any useful way; site is        issue resolution begins within


                                                          9
 University of California, Davis                                                              RFQ #012546142MF
 Materiel Management
 Business Contracts, Services

 Inquiry Response Criteria
 Classification                        Short Description                     Response
                                       inaccessible (including having        three (3) hours of problem
                                       the software out of operation due     notification.
                                       to the software not functioning in
                                       accordance with the product
                                       specifications).
                                       Materially restricts the use by the
                                       end user of the software.
                                       Specific end user(s) are unable
                                       to access software or are             Response within one (1)
                                       experiencing technical difficulties   business day; issue resolution
                                       within a specifics section of the     begins within six (6) hours of
 Serious                               application.                          problem notification.
                                                                             Response within one (1)
                                                                             business day; resolution via
                                                                             phone or e-mail. If it is
                                                                             determined that the issue can be
                                       Questions on access or use of         further addressed in the next
                                       the software or problems that do      release of the product, it will be
                                       not prevent the end user form         addressed during the next
                                       using the Software in a useful        product release
 End User Questions                    way.                                  (redesign/upgrade).


3.1.4.     Confidentiality Requirements:

 All terms and conditions of attached Appendix ‘DS’ shall apply.

 The vendor shall develop, implement, maintain and use commercially acceptable administrative, technical
 and physical security measures to preserve the confidentiality, integrity and availability of all the university
 data it receives, maintains, or transmits on behalf of the university.

 3.1.5.    Business Requirements:

     1.    The application must have an alumni membership module. Preferably compatible with Touch-Net.
              a. Online security is required whereby the end-user can purchase a new alumni membership
                  and/or renew/change an existing membership.
              b. The membership module must be able to accommodate an infinite number of appeals codes
                  at any one time.
              c. The membership module must be real-time.
              d. The membership module must have standard and customized reports feature for university
                  administrators.
              e. The membership module must have capability to allow the system administrator to select for
                  required data input fields. This would allow the end-user only to proceed when the data has
                  been input into the required fields.
              f. The online payment processing must be compatible in compliance with the UC Davis PCI
                  compliance process.
              g. An online payment processing with reporting functionality. Must have standard and
                  customized reports feature for university administrators. Must have a standard and
                  customized end-user report for membership payment activity.
              h. The online payment process must be flexible enough to accept one-time payments and
                  recurring membership payments with an end date. The online payment functionality must
                  include an e-mail payment reminder to the end user, allowing the end-user to update
                  payment information, prior to the recurring payment transaction processing.


                                                         10
University of California, Davis                                                           RFQ #012546142MF
Materiel Management
Business Contracts, Services

    2.   Vendor must be able to provide a secure and fully functional content management system for the
         CAAA pages. Including multiple templates and page layouts that can be instantly added or modified
         by the site administrators.
    3. System must have an easy-to-use interface that allows the university to make changes and updates
         to the Web site
    4. System must have the ability to define user roles and authorization without vendor involvement.
    5. CAAA staff must have the ability to update content, photo and graphics to the site.
    6. CAAA staff must be able to chronologically, maintain or save photo content/images in library
         (version) application filing.
    7. The site content management system must include easy navigation and search capabilities.
    8. Administrators must have the ability to make individual pages either public or private, based on user
         defined roles.
    9. Must have the ability to copy existing pages and republish them under a new name or by a save and
         replace option.
    10. Application must not require that any software be installed other than a current Web browser,
         Windows and Mac.
    11. The pages must be modified in order to maintain consistency with the UC Davis and CAAA branding.
    12. Administrative tools must be compatible and function in a Windows and Mac platform.
    13. Vendor must provide an Affinity Group/Chapter page area.
    14. Application must be able to accommodate separate pages for each group. Approximately 40 groups
         currently maintain pages on the CAAA site.
    15. The application must be able to support an events calendar which must integrate into the separate
         pages. Approximately 40 groups currently maintain pages on the CAAA site.
    16. Application must have the capacity to update images (100k, plus) into a photo gallery.
    17. The application must have password protection to allow page updates by the chapters.
    18. The application must be able to process and accept online payments via a third party vendor,
         preferably selected by the university to comply with PCI standards.
    19. The application must allow for end user updates. Updates must be able to be output as a .csv file to
         allow for the updating of other campus applications, including the alumni/donor management system,
         SunGard BSR Advance.
    20. The application must include and Awards and Recognition template that can be modified by the
         administrator to create application forms for award and recognition purposes.
    21. The application must be capable of outputting a .csv download form for Awards and Recognition.
    22. Must include database functionality to allow for alumni to register and to be contacted via the Career
         Resource Network or any other similar university application.
              a. The application must allow for end-user sort functionality for the applicable career resource
                  center field (i.e. job type, company name, city, etc.)
              b. The application must allow constituents to post jobs, approve and load constituent job
                  postings.
              c. The application must allow for an approval and load authorization for constituent job postings
                  and online Web form updates.
    23. The application must allow for online Web form updates for Alumni Life (class notes) events
         (professional and personal).
              a. The application must allow for an approval and load authorization online Web form life event
                  updates.
    24. The application must feature directory functionality at a minimum of what UC Davis currently
    provides to its CAAA members. Other features that would be extremely beneficial to UC Davis and
    CAAA would be directory search password protection, directory search confidentiality, directory search to
    include additional or custom field information (i.e. affinity, special interest, etc.). The application must
    allow the end-user to search “stories” by author, date, etc.
    25. The application must allow for electronic feed or update regarding news and photos to the Web site.
    26. The application must allow for “stories” to carousel or rotate through the front page of the Web site.
    27. The application must allow the end-user to search “stories” by author, date, etc.
    28. The application must have ease-of-use and ease-of-use for updating.



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University of California, Davis                                                            RFQ #012546142MF
Materiel Management
Business Contracts, Services

    29. The application must function as a data repository for event registration and management. The
        software must allow the event administrator the ability to add all necessary event information (i.e.
        event title, event date(s), event location, etc.). The application must be able to create and display a
        calendar event in the calendar area.
            a. The application must be able to create a recurring (daily, weekly, monthly, quarterly, annual,
                 etc.) calendar event, allowing the single event to extend over multiple days and/or specific
                 timeframes.
            b. The software must supply and track (data repository) “who’s attending” report or query. The
                 software must have a reporting capability with standard and customized reporting from the
                 data repository. At a minimum these reports must display activity regarding the respective
                 event.
            c. The application must allow for event archiving and event searching (querying) by event
                 name and/or event date.
            d. The application must be able to do an e-mail invitation distribution and provide for an easy-
                 to-use registration process for the end-user.
            e. The application must allow the site administrator to have the ability to export the calendared
                 event to a .csv file.
            f. The application must allow the end-user to export or update the event information onto to
                 Outlook or any other calendaring software.
            g. The application is required to have an automated event reminder to the registered users.
            h. Payment components must be compatible with SunGard Advance.
            i. Payment components must have a batch processing update function, compatible with
                 SunGard Advance.
    30. The application must support the UC Davis customization for Volunteering and/or Mentoring
        Programs. The software solution must be scalable at a minimum to accept registration for
        volunteering and/or mentoring programs. The application must be able to electronically notify
        (preferably via e-mail) the responsible volunteering and or mentoring department and/or person(s).
    31. The application must be able to support and store and/or track attendance activity for the volunteer
        and/or mentoring programs.
    32. The application must have a robust e-commerce (payment) module with complete secure
        transactions for sales and goods and/or services. The e-commerce provider, preferably TouchNet,
        must demonstrate that the application has been successfully validated by Visa and against the
        Payment Application Best Practice (PABP) standards. The online payment processing capabilities
        must be compatible and in compliance with the Payment Card Industry (PCI) standards and all
        California state laws protecting sensitive financial data and the UC Davis credit card, payment and
        security policies.
    33. The application e-commerce reporting must be real-time.


Including Additional Features:
Note: Due to other business requirements, this phase of the implementation may not occur.

E-mail Forwarding
Vendor should be able to provide e-mail forwarding or have the capacity to outsource this type of function to
a third party vendor. The system must be easy to use. Vendor must indicate in the required elements section
of the RFP what type of e-mail forwarding service they offer.

E-mail Hosting
E-mail hosting is a feature we currently offer our members, but may be an optional function going forward.
Vendor must indicate in the required elements section of the RFP what type of e-mail hosting services, if any,
they offer.

HTML Newsletter
We would like to be able to use the content management system to publish HTML newsletters and allow
users to search on the site for content by topic. Vendor should indicate in the required elements section if


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University of California, Davis                                                            RFQ #012546142MF
Materiel Management
Business Contracts, Services

they are able to offer this type of service with their system.

Additional (Value-Added) Business Requirements:
    1. An Online giving software application/module. This module is required to be secure and efficient for
       online fundraising.
           a. The application must provide a variety of templates that ensure that the UC Davis campus
                branding is consistent across the site.
           b. The application must be able to allow the end-user to distribute (split) the donation into
                multiple programs, including accepting (processing) of installments gifts (gifts/donations at a
                future date).
           c. The online payment processing must be compatible and in compliance with the UC Davis
                PCI compliance process.
           d. Must be able to accommodate an infinite number of appeals codes at any one time.
           e. An online payment processing with reporting functionality. Must have standard and
                customized reports feature for university administrators. Must have a standard and
                customized end-user report for payment activity.
           f. Compatible with Touch-Net and SunGard Advance.
    2. An e-mail marketing tool/module. E-mail distribution to be sent in a multi-part mime format.
           a. E-mail tool/module should have the capacity to segment the data a variety of ways and track
                e-mail transmission (distribution), as well as a way to systematically manage and update e-
                mail addresses that have been returned (bounced) or from end-users who wish to
                unsubscribe.
           b. The application must allow the site administrator to have the ability to export the calendared
                event to a CSV file.
           c. Tool/module must have the ability to schedule campaigns, e-mail tracking, etc.
           d. A campaign processing with reporting functionality. Must have standard and customized
                reports feature for university administrators. Must have a standard and customized report for
                campaign analytical abilities.


4. Pricing (see Attachment 2)
Pricing should be FOB Destination and shall include all necessary labor, materials, tools, equipment and
transportation necessary to provide Web Hosting and Online Service Technology Services as described in
the Service Requirements and Specifications.

5. Specific Terms and Conditions

5.1. Contract Management: During the implementation phase, the Contractor shall provide weekly updates
to report on progress throughout the project.

5.2. USE OF PREMISES: Contractor Parking: Parking permits are required for all persons to park on
University property. It is the Contractor’s responsibility to obtain and pay for parking permits during
performance on this contract. Permits must be obtained directly from UC Davis Transportation and Parking
Services: the TAPS office is located north of the West Entry Parking Structure (map available at Bidder’s
Conference). Information on TAPS services and parking facilities on the UC Davis campus can be found on
the TAPS website (http://www.taps.ucdavis.edu), by calling (530) 752-TAPS (8277) or by emailing
taps@ucdavis.edu with specific questions.

5.3. Change to Service: Any change to the contract must be agreed upon in writing by both parties.

5.4. Cancellation: The University retains the right to cancel any purchase order which results from your
offer, at any time, for cause, at the option of and without penalty to the University. Reference section 5.12 for
procedures for establishing cause.



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University of California, Davis                                                             RFQ #012546142MF
Materiel Management
Business Contracts, Services

5.5. Use of University Name: Contractor shall not use the University's name in any form within or for
promotional or advertising purposes or as the source of research information on which a commercial
program or publication is based unless the University's express written permission for such specific use has
been obtained in advance.

5.6. Intellectual Property Ownership
University Pre-Existing Property. University shall retain all right, title and interest in and to all pre-
existing information, data, software, tools and other materials developed by or for University prior to
commencement of the Services (“University Pre-Existing IP”). University grants to Contractor a non-
exclusive, worldwide, royalty-free license to use the University Pre-Existing IP solely for Contractor to
perform the Services.
Contractor Pre-Existing Property. Contractor shall retain all right, title and interest in and to all pre-
existing information, data, software, tools and other materials developed by or for Contractor prior to
commencement of the Services (“Contractor Pre-Existing IP”).
Deliverables. Subject to the terms and conditions of this Agreement University shall own all right,
title and interest in and to the deliverables set forth in the Statement of Work (“Deliverables”). To the
extent that the Deliverables contain Contractor Pre-Existing IP and subject to the terms and
conditions of this Agreement, Contractor grants to University a perpetual, non-exclusive, worldwide,
non-transferable, sub licensable, royalty-free license to use such Contractor’s Pre-Existing IP solely
in connection with the deliverables.
Residuals. “Residuals” means general know-how and skills developed by Contractor’s employees
during the course of performance of the Services, provided that in no event shall Residuals include
any of Company’s Pre-Existing IP or Confidential Information. Notwithstanding the rest of this
Agreement, Contractor is free to use Residuals for any purpose, including use in development,
manufacture, promotion, sale and maintenance of its products and services.


6. General Terms and Conditions

6.1. Appendix A
University of California Terms and Conditions of Purchase (Appendix A) apply to this order. These terms
and conditions can be viewed at:
http://purchasing.ucdavis.edu/forms/PUR_AppendixA_Terms_and_Conditions.pdf.
University of California standard purchase order terms and conditions Appendix A, apply to any resulting
contract.

6.2. APPENDIX DS.
Additional Terms and Conditions of Appendix ‘DS” – Data Security, shall apply. These terms and conditions
can be viewed at:
http://www.ucop.edu/purchserv/rfp/tvl_oba/oba_att10.pdf

6.3. Right to audit: This order shall be subject to the examination and audit of the Auditor General of the
State of California, University auditors, and other designated University Officers, for a period of three years
after final payment under this order. The examination and audit shall be confined to those matters connected
with the performance of the contract, including, but not limited to, the costs of administering the contract.

6.4. UNIVERSITY HOLIDAYS:
The following are University Holidays: Martin Luther King’s Birthday, President’s Day, Cesar Chavez Day,
Memorial Day, July 4th, Labor Day, Veterans’ Day, Thanksgiving (2 days), Christmas Eve, Christmas Day,
New Year’s Eve, and New Year’s Day.




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University of California, Davis                                                          RFQ #012546142MF
Materiel Management
Business Contracts, Services

6.5. REMOVAL OF CONTRACTOR EMPLOYEE: IET reserves the right to request the removal of any employee
determined by the University to be unsatisfactory. Such request shall be issued in writing and the employee
shall not be included in any future assignments.

6.6. SMOKING: Smoking is not permitted in any indoor area of any University facility. Smoking is also
prohibited in all Student Housing buildings, building courtyards and building walkways. Smoking is allowed
only in exterior perimeter areas of facilities, a minimum of twenty (20) feet from any building.

6.7 Legal aliens: Contractor shall ensure that all “Workers” employed by Contractor and supplied to the
University are US Citizens or legal aliens in accordance with the employment verification provisions of the
Immigration and Nationality Act, according to the Illegal Immigration Reform and Immigrant Responsibility Act
(IIRIRA) signed on September 30, 1996, and any revisions of such Act. It is the contractor’s responsibility to
verify legal alien’s compliance with current laws and regulations of the United States and State of California
as they pertain to alien status and employment.

6.8. Contractor as Independent Contractor: Contractor and University agree and intend that the relationship
between them created by this agreement is that of Independent Contractor. Contractor or Contractor's
workers are not employees of the University and are not entitled to the benefits provided by University to its
employees, including, but not limited to, paid holidays, paid sick leave, or group insurance and pension
plans. Additionally, Contractor is responsible for any liability, automobile, and workman’s compensation
insurance required for itself or its workers throughout the duration of the agreement. Contractor shall be
solely responsible for the conduct and control of the work to be performed by Contractor temporary workers
under this agreement, except that Contractor shall be accountable to the University representative for the
results of such work. Contractor's services for University shall be performed in accordance with currently
approved methods and ethical standards applicable to Contractor's professional capacity.

6.9. Contractor’s inability to respond to the SERVICE REQUIREMENTS AND SPECIFICATIONS as described above
will be recorded as a deficiency and presented to the contractor. Recurring deficiency concerns will be
forwarded, as necessary, to contractor. Deficiencies will be assigned a priority and given a time period to
remedy. Deficiency notices will be issued for work not performed satisfactorily to specifications. The
contractor is required to remedy the deficiency within the time period given at the time of receiving written
notice.

Patterns of deficiencies shall result in a meeting between the contractor and Cal Aggie Alumni Association to
clarify the deficiencies and remedies and to arrive at a common understanding of the work plan that will be
used to remedy the deficiencies. Contractor shall be required to sign off on the agreed-upon correction work
plan. If repeated deficiencies continue to occur and Cal Aggie Alumni Association determines that its best’s
interests are not being addressed by contractor, University reserves the right to terminate the contract for
cause (see section 6.10).

Cal Aggie Alumni Association will communicate deficiencies with contractor in person, by phone, fax,
electronic mail or US Mail.

6.10 Termination of Contract: University reserves the right to terminate this contract with Contractor upon
10 days advance written notice should Contractor fail to meet obligations of the contract. Such failures
include, but are not be limited to:

    •   Consistent failure to respond to requests for service or to remedy contract deficiencies,
    •   Consistent failure to provide qualified, trained workers and supervisors,
    •   Contractor failure to keep University informed of Contractor employee assignments.
    •   Any actions by the Contractor or their employees that may be construed as sexual harassment may
        also be considered cause to cancel any resulting contract.




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University of California, Davis                                                           RFQ #012546142MF
Materiel Management
Business Contracts, Services

6.11. Termination for Convenience: University may, by written notice stating the extent and effective date,
cancel and/or terminate this contract for convenience in whole or in part, at any time with 15 days advance
notice. University shall pay Contractor as full compensation for performance until such termination at the unit
or pro-rata rates for the performed and accepted portion of services.




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University of California, Davis                                                       RFQ #012546142MF
Materiel Management
Business Contracts, Services


                                    ATTACHMENT 1 - REFERENCES


Bidder is to furnish the names, addresses and phone numbers of three references for whom contractor is
currently providing services of similar size and scope.

Use separate sheet as necessary.



1. Reference One:
Name of organization:                                     Address:

Telephone number:                                         Contact person:


Indicate type of business and brief description of
project provided.




2. Reference Two:
Name of organization:                                     Address:

Telephone number:                                         Contact person:


Indicate type of business and brief description of
project provided.




3. Reference Three:
Name of organization:                                     Address:

Telephone number:                                         Contact person:


Indicate type of business and brief description of
project provided.




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University of California, Davis                                                        RFQ #012546142MF
Materiel Management
Business Contracts, Services




                                     ATTACHMENT 2 - PRICING

Bidder shall include all necessary labor, materials, fees, tools, equipment and transportation
necessary to cost.


PHASE I                                                                                    PRICE

TOTAL COST FOR WEB HOSTING
TOTAL COST FOR ONLINE SERVICE TECHNOLOGY
Hourly rate if additional services are required

AND

Provide milestones/deliverables for the web hosting and online service technology. Totals should equal
Phase I Total Cost for Web Hosting and Total Cost for Online Service Technology.

Milestone/Deliverable                                    Price




PHASE II                                                                                   PRICE

MAINTENANCE SERVICE COSTS

AND

Provide milestones/deliverables for the maintenance service costs.

Milestone/Deliverable                                    Price




Payment terms: Net 30 unless otherwise stated.



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DOCUMENT INFO
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