2223-17_RFP For Digital Signature Software.docx

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Lane Community College RFP 22/23-17 Digital Signature Software V. 20230302 /// Page 1 ///

Request For Proposals

RFP 22/23-17

Digital Signature Software

ISSUE DATE: Monday, March 6, 2023 CLOSING DATE: 2:00 p.m., Friday, March 31, 2023

Submittal Location https://bidlocker.us/a/lanecc/BidLocker

INDEX

This solicitation consists of 26 consecutively numbered pages. This is page 1.

Part I: Invitation

1) Invitation

Lane Community College of Eugene, Oregon, hereinafter, "College," invites proposals from qualified Proposers (hereinafter, "Proposer," or "Servicer," or "Firm," or "Contractor).

The selected Proposer will be contracted to provide Digital Signature Software for Lane Community College.

Firms and individuals which are interested in providing these services and which qualify in accordance with the requirements stated herein are invited to submit proposals to accomplish the Scope of Work defined herein.

Proposals will be opened and recorded at the specified due date and time. The number of Proposals received, the identity of Proposers, or the contents of any Proposal will not be disclosed to the public until all Proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an Equal Opportunity Employer.

2) Submittal of Proposals Electronic proposals must be received no later than 2:00 pm on March 31, 2023. Proposals not received by that time will not be considered.

Interested firms may submit responses to this invitation by completing the requested documentation and submitting it at: https://bidlocker.us/a/lanecc/BidLocker.

Delivery is the sole responsibility of the proposer. Proposals not received by the due date will not be considered.

Laura Aung Contract and Procurement Director Lane Community College AungL@lanecc.edu

End of Part I

Part II: Instructions to Proposers

1) Definition of Parties

Hereinafter Lane Community College shall be referred to as “College” or “LCC.” Persons, firms, agencies, partnerships, or companies submitting responses to this invitation shall be referred to as “Proposers” and the successful Proposer to whom the work is awarded shall be referred to as “Contractor” or “Vendor” or “Supplier.”

2) Proposers’ Representation

Proposers, by the act of submitting their proposals, represent that:

a) They have read and understand the Proposal Documents and their Proposal is made in accordance therewith;

b) They have familiarized themselves with the local conditions under which the work will be done to their satisfaction;

c) Their Proposal is based upon the requirements described in the Proposal Documents without exception (unless exceptions are clearly stated in the response);

3) Conditions of Submittal

By the act of submitting a response to this invitation the Proposer certifies that:

a) The Proposer and each person signing on behalf of any Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the Board of Education or other officer, employee, or person, whose salary is payable in whole or in part by Lane Community College, has a direct or indirect financial interest in the proposal, or in the services to which it relates, or in any of the profits thereof other than as fully described in the Proposer's Transmittal Letter submitted in response to this invitation;

b) The Proposer has examined all parts of the Request for Proposal, including all requirements and contract terms and conditions thereof, and, if its Proposal is accepted, the Proposer shall accept the contract documents thereto unless substantive changes are made in same without the approval of the Proposer.

c) The Proposer, if an individual, is of lawful age; is the only one interested in this proposal; and that no person, firm or corporation, other than that named, has any interest in the proposal, or in the contract proposed to be entered into.

4) Interpretation or Correction of Proposal Documents

a) Proposers shall promptly notify the College of any ambiguity, inconsistency, or error which they may discover upon examination of the Proposal Documents or the site and local conditions.

b) Proposers requiring clarification or interpretation of the Proposal Documents shall make a request for same to the College’s Purchasing Services Office either in writing to the submittal address on the cover sheet of this Invitation or by email to purchasing@lanecc.edu.

c) The College will attempt to provide verbal clarifications where appropriate; however, any interpretations, corrections, or changes of the Proposal Documents shall be made by written, published Addenda. Interpretations, corrections, or changes of the Proposal Documents made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes.

d) Should any doubt or difference of opinion arise between the College and a Proposer as to the items to be furnished hereunder or the interpretation of the provisions of this solicitation, the decision of the College shall be final and binding upon all parties.

5) Requests for Additional Information

Requests for information regarding college services, programs, personnel, or financial systems, or any other information shall be submitted in writing directly to Purchasing Services at the email address or physical address in the invitation. All requests for clarification of any part of this solicitation or for additional information shall be submitted in writing on or before ten (10) working days prior to the proposal opening. Answers shall be provided to all Proposers of record on the date that answers are available.

6) Addenda

a) Addenda will be mailed or delivered to all who are known by the College to have received a complete set of Proposal Documents.

b) No addenda will be issued later than four days prior to the date set for receipt of Proposals except an addendum, if necessary, postponing the date for receipt of Proposals, or withdrawing the invitation.

c) Each Proposer shall ascertain, prior to submitting a Proposal, that the Proposer has received all Addenda issued, and receipt of each Addendum shall be acknowledged in the appropriate location on the Proposal Form.

7) Competition

Respondents are encouraged to comment, either with their proposals or at any other time, in writing, on any specification or requirement within this RFP which the respondent believes will inordinately limit competition.

8) Complaints and Inequities

Any complaints or perceived inequities related to this RFP or award of work referenced herein shall be in writing and directed to Purchasing Services at the proposal submittal address on the cover page of this RFP and shall be received not later than ten (10) calendar days following the RFP issue date. Such submittals will be reviewed upon receipt and will be answered, albeit on a preliminary basis, within five (5) calendar days of receipt by the College.

9) Cost of RFP and Associated Responses

This RFP does not commit the College to paying any costs incurred by any Proposer in the submission or presentation of a proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary.

10) Right to Clarification and Additional Research

a) The College reserves the right to obtain clarification of any point in a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal.

b) The College may obtain information from any legal source for clarification of any Proposal or for information on any Proposer including, but not limited to, the Proposer’s clients, police files, insurance files and agencies, credit bureaus and professional organizations. The College need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received.

c) The College may perform, at its sole option, investigations of the lowest responsible proposer. Information may include, but shall not necessarily be limited to credit history, recent financial statements, current litigation, bonding capacity and related history, contracting references, etcetera. All such documents, if requested by the College become part of the public records and may be disclosed accordingly. If the College finds that a bidder or proposer is unable to demonstrate financial responsibility in accordance with ORS 279B.110 in the sole judgment of the College, then that respondent will be declared a non-responsible proposer and the subject proposal shall be rejected in accordance with OAR 279B.060. Following such declaration, a new lowest responsive proposer shall be designated and investigations to assure that respondent’s financial responsibility shall be undertaken.

11) Quantity of Proposals

Only one proposal will be entertained from each Proposer. Proposals shall be formatted to print on 8.5" x 11" paper, portrait orientation (except an occasional schedule which may be in landscape orientation, if necessary, formatted to print on 11” x 17”).

12) Rejection of Proposals

The College reserves the right to reject any or all proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to:

a) Failure of the Proposer to adhere to one or more of the provisions established in this RFP;

b) Failure of the Proposer to submit a proposal in the format specified herein;

c) Failure of the Proposer to submit a proposal within the time requirements established herein;

d) Failure of the Proposer to adhere to ethical and professional standards before, during, or following the proposal process.

The College may reject any proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all proposals upon a finding of the College that it is in the public interest to do so.

13) Modification or Withdrawal of Proposal

a) A Proposal may not be modified, withdrawn, or canceled by the Proposer for 60 (sixty) calendar days following the time and date designated for the receipt of Proposals.

b) Prior to the time and date designated for receipt of Proposals, Proposals submitted early may be modified or withdrawn only by notice to the College Purchasing Services Office at the proposal submittal location prior to the time designated for receipt of Proposals. Such notice shall be in writing over the signature of the Proposer or may be by email; if by email. All such communications shall be so worded as not to reveal the amount of the original Proposal or any other material contents of the original Proposal.

c) Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with these Instructions to Proposers.

14) Proposal Ownership

a) All proposals submitted become and remain the property of the College and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes 279B.110 and 279B.155.

b) Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the College shall make available to any person requesting information through the College's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so.

15) Prevailing Opinion

Should any doubt or difference of opinion arise between the College and a Proposer as to the items to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the College shall be final and binding upon all parties.

16) Reciprocal Preference

In determining the lowest responsible Proposal, the College shall, for the purpose of awarding the contract, add a percentage increase onto the proposal prices of a nonresident proposer equal to the percent, if any, of the preference given to the proposer in the state in which the proposer resides, in accordance with ORS 279A.120.

End of Part II

Part III: Contract Conditions

THIS AGREEMENT is entered into by and between Lane Community College, a Community College District of the State of Oregon, hereinafter called college, and the selected Proposer, hereinafter called Contractor or Provider.

WHEREAS, the College has need for Digital Signature Software and implementation services, from a provider with the particular training, ability, knowledge, and experience possessed by the Contractor, in consideration of the agreed upon fees the Contractor agrees to provide during the period(s) indicated in the attached documents the services indicated herein.

In providing these services, it is understood and agreed that all conditions herein shall apply to all services rendered within the context of this invitation and resulting award.

1) Contractor Status

Contractor is engaged as an Independent Contractor and shall be responsible for all Federal and State taxes as applicable to this contract and the payments made therewith.

2) Contractor Supervision and Control

Whether Contractor is a corporation, partnership, other legal entity, or an individual, Contractor is an Independent Contractor. If Contractor is an individual, Contractor's duties will be performed with the understanding that Contractor is a self-employed person and has special expertise as to the services which Contractor is to perform and that Contractor is customarily engaged in the independent performance of the same and/or similar services for others. The manner in which the services are performed shall be controlled by Contractor; however, the nature of the services and the results to be achieved shall be specified by the College. Contractor is not to be deemed an employee of College and has no authority to make any binding commitments or obligations on behalf of College except to the extent expressly provided herein.

3) Reporting of Payments

The College shall report the total amount of all payments to the Contractor including any expenses, in accordance with Federal Internal Revenue Service and State of Oregon Department of Revenue regulations.

4) Eligibility for Public Assistance or Support

Contractor shall not be eligible for any Federal Social Security, State Worker's Compensation, Unemployment Insurance, or Public Employee's Retirement System benefits from subject contract payments, and Contractor shall be responsible for same as a self-employed individual/firm.

5) Indemnification

Contractor agrees that performance under this contract is at Contractor's sole risk and that the Contractor shall carry "errors and omissions" insurance for the purpose of indemnifying the College's Board of Education, agents, officers and employees, from any and all liability for damages, costs, losses and expenses resulting from, arising out of, or in any way connected with the Contractor's failure to perform fully hereunder or any associated negligence by Contractor.

In the event any such action or claim is brought against College, Contractor shall, upon notice of the expense, promptly satisfy any judgment adverse to College and shall reimburse College for any loss, cost, damage, or expense (including legal fees) suffered or incurred by College.

6) Termination of Contract

a) The contract resulting from this solicitation may be terminated at any time by the College for good cause. Good cause may be such items as breach of contract by Contractor, failure of Contractor to fulfill requirements for insurance, workers compensation, professional registration, bonding or licensing, failure of Contractor to perform in accordance with any requirements of the contract including the meeting of delivery dates, invoicing, filings, and other requirements.

b) This contract may also be terminated for convenience of the College without warning or advance notice. If the contract is terminated for convenience of the College, any monies owing to either party shall be paid within thirty (30) days of contract termination.

7) Legal Costs and Venue

a) In the event of litigation involving the terms and conditions of this contract or the performance hereunder, the prevailing party shall be entitled to recover reasonable attorney fees, costs and expenses from the losing party, including all such fees, costs and expenses of appeal.

b) State of Oregon law shall prevail throughout the execution of this contract and any performance hereunder. Any litigation undertaken with respect to the execution of, or performance within the context of, this contract shall take place within the State of Oregon and State of Oregon Laws shall prevail throughout any such litigation.

c) Contractor agrees that in the event suit is instituted by the College for any default on the part of the Contractor hereunder and Contractor is found liable, Contractor shall pay to the College all costs, expenses (expended or incurred) by the College in connection therewith, and reasonable attorney fees.

d) All actions relating to this contract shall be tried before the courts of the State of Oregon to the exclusion of all courts which might have jurisdiction apart from this provision. Venue in any action shall lie in the Circuit Court of Lane County, Oregon.

8) Recovery of Costs in Event of Termination

In the event of a termination of this contract by College due to a breach of contract by Contractor, College may complete the work by contracting with another appropriately qualified firm or individual. Contractor shall be liable to College for any reasonable costs or losses incurred by College arising out of or related to the breach. College may withhold payment of reasonable portion of monies due Contractor for work performed to the date of termination and College may offset any amount due Contractor against the costs and losses incurred by College.

9) Records and Inspection of Same

Contractor shall maintain its records generated within the context of this contract for a period of not less than three full contract years following completion of the then current contract year. Upon reasonable advance notice, College or its authorized representatives may, from time-to-time, inspect and make appropriate copies of Contractor's records that relate to this contract.

10) Insurance

a) Contractor shall maintain in force for the duration of this contract the insurance coverage specified below. Each policy required by these provisions shall be written as a primary policy, not contributing with or in excess of any coverage which College may carry. A copy of each policy or a certificate satisfactory to College shall be submitted to College prior to commencement of the work each year. Unless otherwise specified, each Certificate of Insurance shall show an insurance carrier licensed to do business in the State of Oregon and shall contain an endorsement entitling College to not less than 30 days prior written notice of any material change, non-renewal, or cancellation.

b) The adequacy of all insurance required by these provisions shall be subject to approval by the College. Failure to maintain any insurance coverage required by this contract shall be cause for immediate termination of this contract by College.

11) Comprehensive General Liability

Contractor shall maintain a broad form comprehensive general liability and automobile liability insurance policy with coverage of not less than $500,000 combined single limit per occurrence, with aggregate of $1,000,000 for bodily injury, personal injury, or property damage. Such policy shall contain a contractual liability endorsement naming College as an additional insured, in a form satisfactory to College, and shall expressly provide that the interest of College shall not be affected by Contractor's breach of policy provisions.

12) Workers' Compensation and Employers' Liability Insurance

Contractor shall maintain a current policy of workers' compensation and employers' liability coverage. Contractor shall comply with the Oregon Workers' Compensation law (ORS 656) by qualifying as a carrier-insured employer or as a self-insured employer and shall strictly comply with all other applicable provisions of such law. Contractor shall provide College with such further assurances as College may require from time-to-time that Contractor is in compliance with these workers' compensation coverage requirements and the workers' compensation law.

13) Professional Liability Insurance

Contractor shall maintain professional liability insurance ("errors and omissions") providing coverage in an amount not less than $1,000,000, with a deductible of not more than $10,000, to protect Contractor from claims for errors or omissions arising from Contractor's work under this agreement. Failure to maintain professional liability insurance in accordance with this paragraph shall be cause for immediate termination of this contract by College.

14) Subcontracting and Assignment

Contractor shall not subcontract any work under this contract or assign this contract, in whole or in part, or any right or obligation hereunder, without College's prior written approval. Contractor shall require any approved subcontractor or assignee to agree, as pertains to the portion subcontracted or assigned, to comply with all obligations specified in this contract. Notwithstanding College's approval of a subcontractor or assignee, Contractor shall remain obligated for full performance of this contract and College shall incur no obligation to any subcontractor or assignee.

15) Discrimination

The Contractor agrees not to discriminate against any client, employee or applicant for employment or for services, because of race, creed, color, national origin, gender, ethnic background, or age with regard to, but not limited to, the following: Employment upgrading, demotion or transfer; Recruitment or recruitment advertising; Layoffs or termination; Rates of pay or other forms of compensation; Selection for training; Rendition of services. It is further understood that any Contractor who is in violation of this clause shall be barred forthwith from receiving awards of any kind from the College, unless a satisfactory showing is made that discriminatory practices have terminated and that a recurrence of such acts is unlikely.

16) Ownership of Work

All reports from the Contractor which result from this contract shall be the exclusive property of College and shall be delivered to the College upon completion of the work or the termination of this contract.

17) Notices

Notices in compliance with this contract shall be deemed given when personally delivered or upon deposit in the United States mail, postage fully prepaid, certified mail, addressed to:

or such other address as either party may provide by notice given in accordance with this provision.

18) Performance Standards and Compliances

All work performed within the context of this agreement shall be in compliance with:

Oregon and local laws and regulations; and other Federal, State and Local laws and regulations as may be applicable to the College. Contractor shall comply with all federal, state, local and College laws, policies, rules and regulations concerning environmental health and safety and workers’ compensation. Contractor shall permit inspection of all service units under its control by the applicable authority and shall comply in a timely manner with all directives issued by such authorities and regulatory bodies.

19) Contract Engagement Term and Conditions Thereto

a) Award of the contract is for the period ending June 30, 2024, and may be renewed for up to four additional years, in one-year increments. Renewal years shall align with the College’s Fiscal Year, July 1 – June 30, and will be activated by Purchase Order for consecutive one-year periods unless terminated in accordance with the conditions outlined below.

b) Renewals shall be accomplished by the issue of an annual Purchase Order incorporating this entire Request for Proposal, the Proposer's response and any clarifications, addenda or additions which may evolve during the process of invitation, analysis, and selection. All these documents constitute the contract documents.

20) Payment

Payment will be in a lump sum for each invoice within 30 (thirty) days following receipt and approval of a valid invoice (a valid invoice is an invoice on which all necessary items are shown including substantiation of requested payments, purchase order number and address to which the payment is to be sent).

21) Contract Management

By delegation from the Board of Education through the President of the College, the College will designate a Contract Manager for all the work described herein and shall manage the contract on behalf of the College. Contractor shall be notified as to the College’s Contract Manager at the time of award.

22) Contract Termination Conditions

Notwithstanding other portions of this agreement, this contract may be terminated if any of the following actions take place:

a) Any suit is filed against the College regarding the Contractor's performance, which, in the opinion of a neutral third-party attorney, is significant and substantive and has a reasonable likelihood of success;

b) The Contractor engages in anti-competitive activities such as blocking competition, displays of favoritism, improper patronage, fiscal impropriety or any other activities which, in the sole judgment of the College, are not in concert with the mission and scope of work stated above;

c) Other valid reasons, for example, may be for lack of funds, for unacceptable performance of the Contractor, for lapse of required services provision, for lapse of required registrations or insurance coverage, or for any other documentable reason. A failure by the Contractor to maintain the Proposed System as fully compatible with Banner 9 by Ellucian, as determined in the sole discretion of the College, shall be a valid reason for the College to terminate the contract.

d) The contract may be canceled by the delivery of a certified letter from the President of the College, at his or her sole discretion, giving thirty calendar days' notice of intent to cancel. The notice shall give reason for termination of the contract. At the end of the thirty-day period, if the notice is not rescinded by certified or registered mail from the President, the contract shall be deemed to have been canceled.

23) Integration and Severability

This contract embodies the entire agreement of the parties. There are no promises, terms, conditions or obligations other than those contained herein, incorporated within the enabling purchase order, either directly or by reference, and understood to be the contract documents. This contract shall supersede all prior communications, representations, or agreements, either oral or written, between the parties. This contract shall not be amended except in writing, signed by both parties. If any of the provisions herein are determined to be invalid under any local, state or federal stature, regulation, or rule of law, such provision shall be deemed omitted from this document. Each provision of this agreement is severable, and if any provision is held to be unenforceable or is vacated by mutual agreement of the parties in writing, the remainder of the provisions shall remain unchanged an in effect, undiminished and unchanged.

24) Labor Relations

Contractor shall be solely responsible for its own labor relations with any trade or union and their representatives and shall negotiate and adjust, in good faith, any and all disputes arising out of Contractor's operations with employees and/or unions representing its employees. Contractor shall comply with all federal, state, and local laws, policies, rules, and regulations concerning employment and labor relations.

25) Intergovernmental Participation

a) Pursuant to Oregon Revised Statute 279A.215, other governmental agencies, bodies, or districts may participate in the award resulting from this solicitation as if said agencies had generated this solicitation and made this award on their own behalf. Such participation shall be enabled and inaugurated on the basis of an intergovernmental agreement between the Participating Agency and the College.

b) The Contractor shall have the option of declining participation in any such agreement; that is, Contractor participation in provision of services resulting from intergovernmental agreements shall be voluntary. If the Contractor chooses to participate in such agreements all agency relationships including those for contract administration, service provision, approvals, billing and collections shall be between the Participating Agency and the Contractor; the College, except for its enabling agreement, shall not participate in any aspects of commercial activity or contract administration between the Contractor and the Participating Agency.

c) If the Contractor agrees to participate, all such participation shall be on the basis of this solicitation and the resulting award except that reasonable changes in pricing and terms may be negotiated directly between the Participating Agency and the Contractor to accommodate differences in distances and local conditions. All such changes shall be solely between the Contractor and the Participating Agency. The Contractor shall report all commercial activity resulting from this solicitation and award to the college when requested to do so.

d) Any such participation by the Contractor and any contracts negotiated by the Participating Agency with the Contractor shall have no bearing and no effect upon the contract between the college and the Contractor.

End of Part III

Part IV: Background and General College Information

Lane Community College (“College”) seeks a Contractor to provide software, services, and support to implement a college-wide integrated Digital Signature process software as detailed in the Scope of Work section of this RFP.

The College helps students achieve their dreams and transforms lives through learning. The College is a learning-centered community college that provides affordable, quality, lifelong, educational opportunities. The faculty and staff are dedicated to helping students succeed and the College partners with businesses in the community to help shape the current and future workforce. Additional information about the college is available at lanecc.edu/about. The college’s fiscal year begins July 1st and ends June 30th. The College’s Instructional programs operate on Quarter systems, with terms beginning on (approximately) September 21, January 7, and March 25 of each calendar year. A limited Summer term is also offered, from approximately June 21 to September 15 of each calendar year.

The College's current student information system is a locally installed instance of the Ellucian Banner platform running in an Oracle environment. The college’s current ERP system is Banner by Ellucian.

Other systems in use by the College include:

· PeopleSoft’s Select Suite for job postings and applications;

· EAB for advising and appointment scheduling

· 25Live (CollegeNET) for scheduling rooms

· Watermark to integrate planning, program and course assessment, curriculum management, and syllabi

· Softdocs for eforms and workflows

· Touchnet for payment processing

· Banner Document Management System (Ellucian AppXtender) for document management and storage

· Open LMS (Moodle) for our Learning Management System (LMS)

· Argos (Evisions) for reporting from Banner and ODS

· QuickLaunch and CAS for identity management, single sign-on, and student portal functions

· TargetX for admissions

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified vendors for the procurement of electronic signature solution for the Community College to move toward paperless processes, E-signature and document approval software solutions give users the ability to gather signatures on documents shared electronically, eliminating the need for physical documents to record signatures. Organizations use e-signature software to encrypt documents, such as contracts, employment paperwork, etc., for which client, employee, or partner signatures are often required. This RFP covers e-signature and document approval software solutions.

The College intends for project implementation to begin in July 2023 and to begin using the Digital Signature Software system in the 2023 -2024 fiscal year.

End of Part IV

Part V: RFP Timeline

The following timeline reflects the College’s intentions and current expectations regarding the timeline for completion of the RFP process, and issuance of a contract. The College reserves the right to alter this timeline at its sole discretion. Changes in this timeline prior to the date and time Proposals are due shall be communicated by way of an Addenda, which shall be sent to all known holders of this RFP. Changes made after that date and time shall be communicated to those Proposers who have responded to this RFP.

*Pending Lane Community College Board of Education approval if required.

College reserves the right to change schedule as needed.

Interviews of selected Proposers shall be held at the discretion of the committee and are tentatively scheduled for the second or third week following the date that proposals are due; Proposers are asked to have appropriate staff available during that time period.

End of Part V

Part VI: Scope of Work

The College is in search of a Digital Signature Software solution to enhance the College's ability to move toward paperless processes.

The selected e-Signature solution is expected to improve information security posture of the college, assure responsible governance, comply with various mandates, provide visibility and reduce operational costs by automating manual college processes and improving the agility of college business processes at a reasonable cost. The college expects to utilize the volume of 3,500-100,000 e-Signature transactions in the first year involving 250 college users to initiate these transactions.

The procured e-Signature solution is expected to be rolled out in successive phases incorporating identified college business processes at each implementation cycle. Therefore, the proposed systems must be scalable to the enterprise level with commensurate reliability.

The College is looking for a software solution from a single vendor with implementation as well as ongoing monitoring and technical support of its software solution. The ideal vendor will have a great deal of experience working with higher education institutions including community colleges.

Award of the contract will be for the period ending June 30, 2024 and may be renewed for up to four additional years, in one- year increments. Renewal years shall align with the College’s Fiscal Year, July 1 – June 30. Renewals shall be accomplished by the issue of an annual Purchase Order incorporating this entire Request for Proposals; the Proposer's response; any clarifications, addenda or additions which may evolve during the process of invitation, analysis, and selection. All of these documents constitute the contract documents.

All user licenses required for system operation shall be included in the Proposal. User licenses shall include, but not be limited to, server and workstation software, network controllers, card readers, printers, badging stations, and any other licensing that is required by the manufacturer for operation of any system component.

College will notify vendor of formal acceptance of the system after successful post-installation testing which yields 100% pass rating and College is satisfied with all work in accordance with documents.

Upon the expiration or termination of any contract between Vendor and the College, Vendor shall export the College’s data from Vendor’s software and provide it to the College in a secure and usable format that is able to be readily imported into another system in conformance with industry standards.

It is the intent of the College to award the contract and associated work to one contractor only; this award will not be partitioned among several contractors except under extraordinary circumstances. The College reserves the right to make multiple awards if such awards are in the best interest of the College.

It is the intent of the College to award the contract on the basis of the most attractive offer considering experience, capabilities, and services to be provided (per ORS 279A.015).

1) Deliverables

When the Implementation Phase is complete, the College shall have:

a) A fully functional software solution that will be used frequently by college employees to gather signatures on documents shared electronically, eliminating the need for physical documents to record signatures.

b) A fully functioning user interface that works for audiences that include; but are not limited to, the president and other administrators, faculty and instructional leadership, institutional researchers, information technology staff, outside vendors, and others.

c) The e-Signature solution for the college must be a centrally managed redundant system that is accessible to anyone, anytime, is ADA compliant, and from standard devices in order to deliver its functionality.

d) Software should include pre-built/standard reports as well as ad hoc reporting functionality.

a. download that data from the completed docs in usable spreadsheet form

b. ability to download completed documents as .pdfs

e) Provide implementation leadership and guidance to Lane Community College project team.

f) Conduct unit and system testing.

g) Conduct integration testing.

h) Conduct volume/stress testing.

i) Support user acceptance testing.

j) Perform production tests.

k) Conduct training for both IT and end users.

l) Access to training and system administration material.

m) Conduct project close-out meeting.

n) Baseline SAS software and licenses.

o) Fully configured SAS software with any customizations required to satisfy state, federal, or agreed-upon Lane Community college requirements (“Configuration” is defined as any tasks, including system set-up, which can be accomplished without any programming changes. “Customization” is defined as any changes in programming required).

p) Future configuration, customization, outputs, and/or reports required by any potential state, or federal legislation, including accreditation requirement changes.

q) Functioning of new and existing in-bound and out-bound interfaces.

a. users to be able to create/share templates

r) Recommended 3rd party software (any 3rd party software that cannot be provided due to licensing issues should be noted).

s) Provide multiple signature routing patterns (workflow)

a. ability to send documents to multiple signers at multiple stages in the process.

t) Manuals

Final copies of the manuals shall be delivered within 30 days after completing the installation test. The manuals shall include the names, addresses, and telephone numbers of the vendor responsible for the installation and maintenance of the system and the factory representatives for each item of equipment for each system. The manuals shall have a table of contents and labeled sections. Manuals can be submitted in both hardcopy and electronic format. The manuals shall consist of the following:

i) Operator’s Manual

The operator’s manual shall fully explain all procedures and instructions for the operation of the system including: computers and peripherals, system startup and shutdown procedures, use of system, command, and applications software, backup/recovery and restart procedures, graphic alarm presentation, use of report generator and generation of reports, data entry, operator commands, alarm messages and reprinting format, and system permissions functions and requirements.

ii) Maintenance Manual

The maintenance manual shall include descriptions of maintenance for all equipment including inspection, periodic preventive maintenance, fault diagnosis, and repair or replacement of defective components.

(End user training manual)

End of Part VI Part VII: Proposal Analysis and Content

1) Proposal Analysis Process

The following steps shall be taken to analyze and rank the proposals, and to finalize an agreement for the provision of Digital Signature Software. The Transmittal Letter and other submittals will be viewed as an indication of the Proposer’s ability to succinctly and clearly demonstrate an understanding of the requirements, and how the Proposer’s system meets those requirements.

Proposals will be read by the members of a review committee convened for the purpose of analyzing the responses. Proposals will be divided into two groups, those which are considered Responsive and Responsible, and those which are not. Of those considered Responsive and Responsible, proposals will be ranked in terms of the evaluation factors shown in Appendix B. Any Proposer's response to this RFP shall be considered de facto permission to the College to disclose Appendix B and associated summary, when completed, to selected viewers at the sole discretion of the college.

Appendices A and C shall be fully filled in, and the letters "N/A" shall be inserted in blank response areas which are not applicable to the Proposer. Proposers who do not submit Appendices A and C, or who submit incomplete responses within these Appendices, may be ruled non-responsive and, hence, may not be considered for award of the work.

Note: "Responsive" means that the proposal has complied with all the requirements of this invitation;

"Responsible" means that the Proposer has been truthful, that pertinent negative information has not been withheld, that the proposal is not a sham, that the named staff are qualified as specified, and that the Proposer, in the judgment of the College, is capable of performing the work.

Proposals shall be ranked by the review committee based on evaluation of responses and interviews (if any), with the first ranked Proposer being that Proposer which is deemed to be the most appropriate and fully able to perform the services and the second-ranked Proposer being the next most appropriate, etc., all in the sole judgment of the review committee.

The review committee in conjunction with Purchasing Services will then submit its ranked list to the college President. If approved, a recommendation will be submitted to the Board of Education, the top-ranked Proposer usually being awarded the contract. If, for any reason, the top-ranked Proposer is unacceptable to the President or the Board of Education, the remaining Proposers will be considered in the order of their ranking and the process will be repeated until a Proposer acceptable to the College is identified.

The following shall be the College’s criteria for evaluation of Proposals:

Experience of the Proposer;

Proposer’s references;

Functionality of the Proposed software:

Workflow tracking/automation Types of Documents/Software Supported User Accessibility* - Internal & External ADA Accessibility User interface and ease of use;

Compatibility with existing college hardware/software;

The Proposer’s submitted Implementation Plan; and Best value to the College based upon the Proposed Fees, system functionality, and all other elements of the Proposal in its entirety.

2) Mandatory Submittals:

Vendors shall submit the following documentation in response to this solicitation:

Transmittal Letter;

Statement of Qualifications;

Summaries of the Key Personnel assigned to work on the implementation of the proposed system;

References;

Implementation plan, methodology, proposed timeline, and all associated fees;

Appendix B - Proposal Form;

Appendix C - Software General Technical Questions Form;

Appendix D - Cost Proposal Sheet; and Interview and product demonstration (follow’s the College’s evaluation of Proposals submitted).

3) Proposal Content Requirements:

Transmittal Letter

The Transmittal Letter shall be a maximum of two printed pages and shall address the Proposer’s understanding of the objective of the services to be provided, including required timelines; as well as the Proposer’s capacity to provide the goods and services proposed (i.e., Proposer’s financial condition, staffing, etc.). The Transmittal Letter shall also list the names of persons authorized to represent the Proposal, their titles, addresses, and telephone numbers (if different from the individual who signs the transmittal letter).

The Transmittal Letter shall be rated on its content and clarity. The Transmittal Letter and other submittals will be viewed as an indication of the Vendor’s ability to succinctly and clearly demonstrate an understanding of the requirements, and how the Proposer’s software system and related services meet the requirements of this RFP.

Statement of Qualifications

To be considered Responsive, the Statement of Qualifications shall document the Proposer’s Qualifications as they relate to each of the following:

a) Proposer’s experience implementing the proposed software system in environments including each of the College’s current software systems (see Part IV Scope of work: Deliverables, page XX of this RFP);

b) Proposer’s experience in Oregon Community Colleges;

c) Proposer’s experience in Comprehensive Community Colleges;

d) Proposer’s experience in public higher education generally;

e) Number of installations during Calendar Year 2021;

f) Number of Installations during Calendar Year 2022; and

g) Proposer shall include information as to the number of current projects of similar scope as those proposed.

Key Staff Resumes

Proposals shall include the names of the key staff who will be involved in the implementation of the system, and the training of College employees in using the system. For each of the Proposer’s key staff, a statement of their professional qualifications, not exceeding one page in length, shall be included in the Proposal.

Each statement of professional qualifications shall, at a minimum, include: education; professional certifications; experience in performing the same type of duties as they will be assigned for this project; length of employment by the Proposer (rounded to the nearest whole month); and experience and knowledge with Oregon Community Colleges or other post-secondary educational institutions.

References

Proposers shall provide a list of at least three (3) public college/university references similar in size and operational scope to Lane Community College. Include institution name; contact name, address, telephone, and email address; the system installed; the date installation was completed (date of installation shall be within the immediate past two calendar years); and whether the institution was using Banner as their ERP at the time of installation.

Implementation Plan

Proposers shall submit an Implementation Plan for their proposed system. The Implementation Plan shall, at a minimum, include Major Tasks; Implementation Schedule; Security and Privacy issues (e.g., FERPA, HIPAA, etc.); Implementation Support (i.e., proposer expectations of College personnel and resources); Facilities requirements (i.e., office space for Vendor personnel, etc.) and such other elements as Proposer deems relevant.

Appendix B: Proposal Form

The Proposal Form shall be fully and completely filled out and submitted as part of the Proposal.

Appendix C: Software General Technical Questions Form

The General Technical Questions Form shall be fully and completely filled out and submitted as part of the Proposal.

Appendix D: Cost Proposal

Only costs detailed in the Cost Proposal shall be considered by the College. Any costs described in other parts of the submitted Proposal are to be restated here. Clarity of the Proposed Cost is the responsibility of the Proposer; any lack of clarity may adversely affect the analysis of the Proposal, up to and including Rejection of the Proposal as not being Responsive.

a) State the proposed dollar amounts for each element of the implementation process. Do not include license fees, or any other costs which would be associated with ongoing operation of the proposed system. Provide details for the implementation cost, including a “not to exceed” maximum amount for implementation of the system as proposed.