DQ_Form 14748673-CRM_Final.pdf

REQUEST FOR DOCUMENTED

QUOTE

CRM ROADMAP: DISCOVERY & PHASE 1

IMPLEMENTATION

DQ #DQ_INF‐0000000036

April 16, 2025

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REQUEST FOR DOCUMENTED QUOTE (DQ)

Procurement Service Center (PSC) University of Colorado 1800 Grant Street, Suite 400 Denver, CO 80203

Purchasing Agent (PA): Crystal DiCino or Amber DeTemple E‐Mail: Crystal.DiCino@cu.edu or Amber.DeTemple@cu.edu

Documented Quote #: DQ_INF_0000000036

PROPOSALS MUST BE RECEIVED BY: May 28, 2025 at 2:00 PM

E‐MAIL OR FACSIMILE RESPONSES WILL NOT BE ACCEPTED.

Rocky Mountain E‐Purchasing System (BidNet) website link:

https://www.bidnetdirect.com/colorado/universityofcolorado

Schedule of Activities:

This projected schedule is an estimated timeline and is subject to change at the sole discretion of the University. All times listed in this document are understood to be Denver local time.

Event Date

DQ Advertisement April 16, 2025

Last Date to Submit Written Questions May 5, 2025, at 02:00 PM

Proposal Due Date May 28, 2025 at 2:00 PM

DQ Questions The University will not answer any telephone inquiries about this DQ. Written questions are due by the deadline for questions listed in the Schedule of Activities above and shall be submitted electronically via the Rocky Mountain E‐Purchasing System (BidNet) website. CU requires all questions to be submitted individually on this site.

Questions will be responded to by CU as deemed appropriate. If the Proposers’ questions are unclear or non‐substantive in nature, CU may request clarifications or decline to answer.

Note: BidNet limits the characters available to input for the University to respond to each question. For this reason, multiple questions may not be submitted as a single question, as the University is unable to respond to multiple questions in the space provided. Because of this limitation, the University reserves the right to reject groups of questions submitted in a single question box or to select and respond to only one question posed. A multi‐part question containing an initial question and a follow‐up is the exception to this rule. All questions and answers will be posted on the BidNet website as an addendum to the DQ.

Proposal Submittal The proposal shall be prepared in accordance with the Preparation of Proposal as described in Section III of this DQ. Proposers shall submit their proposal and all required forms via the BidNet website. Proposals are due by the date and time listed in the Schedule of Activities above. Late proposals will not be accepted.

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Allow ample time for the electronic submission of your proposal. Following are links to a BidNet Electronic Bid Submission (EBS) guide and EBS FAQ site. CU strongly encourages Proposers to review this information prior to starting your submission in addition to starting the submission process at least one business day prior to the proposal due date. CU will not extend the submission deadline due to any technical issues or outages you may experience. Also provided below are links to a webinar recording and slide deck related to a vendor training that was conducted on November 8, 2023.

Proposer EBS Guide and FAQs:

https://faq.bidnetdirect.com/electronic‐bid‐submission/

Bidnet Webinar Recording and Slide Deck:

https://player.vimeo.com/video/886645835?h=6d7aea788f https://communications.bidnet.com/hubfs/University‐of‐Colorado‐Vendor‐Webinar‐November‐8‐ 2023.pdf

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PROPOSAL SUBMITTAL REQUIREMENTS

The following is a checklist for reference when compiling the proposal submission. The documents listed below are required:

Technical Proposal:

o Complete responses to the Technical Proposal Content as outlined in Section

IV

Cost Proposal

Proposal Form(s) ‐ All complete and signed o CU Solicitation Form

Variances:

o List of all proposed modifications and/or legal issues regarding terms of the solicitation document and/or the Sample Agreement and Special Provisions

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TABLE OF CONTENTS

REQUEST FOR DOCUMENTED QUOTE (DQ)

PROPOSAL SUBMITTAL REQUIREMENTS

I. UNIVERSITY OVERVIEW

II. SCOPE OF WORK

III. ADMINISTRATIVE INFORMATION

1. Issuing Office

2. Means of Communication

3. Interpretation of DQ Documents

4. Addenda

5. CU BidNet Website

6. Withdrawal of Proposal

7. Award

8. Rights of CU

9. Confidentiality of Records

10. Proposer Agreements

11. Designation of Subcontractors

12. Payment

13. Insurance Requirements

14. Form of the Contract

15. Solicitation Response and Material Ownership

16. Incurring Costs

17. Non‐Discrimination

18. News Releases

19. Assignment and Delegation

20. Standard of Conduct

21. Other Applicable Statutes

22. Cooperative Purchasing

IV. PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms

2. Preparation of Proposal – Technical Proposal

3. Technical Proposal Contents

4. Cost Proposal

V. EVALUATION OF PROPOSALS AND AWARD

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1. Evaluation of Proposals

2. Best and Final Offers

3. Evaluation Criteria

5. Determination of the Responsibility of the Proposer

6. Award

VI. ATTACHMENTS

A. CU Solicitation Form

B. Insurance Requirements

C. Sample Agreement and Special Provisions

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I. UNIVERSITY OVERVIEW

This solicitation is issued by the University of Colorado (CU or University), through the Procurement Service Center (PSC).

CU is the state’s largest and most influential public research university, a community of approximately 67,000 students and 37,000 employees spanning four campuses and system administration. Every year CU graduates thousands of students who fill critical workforce needs across the state. CU is the state’s third‐largest employer with an annual operating budget of $5.5 billion. CU faculty attracted $1.4 billion in sponsored research awards to conduct research in economic sectors critical to the state and nation, including energy, bioscience, aerospace, and health care. Overall, CU contributes approximately $14 billion annually to the state’s economy.

The proposal must be prepared and submitted in accordance with the requirements and procedures contained in this DQ document and the University’s policies, rules, policies, and procedures.

Compliance with these requirements by the Proposer is mandatory and is a condition of responsiveness. Any failure to satisfy these requirements will be a sufficient basis for the University to disqualify the Proposer. The University shall not be liable for any of the Proposer’s expenses associated with its preparation of the proposal or University’s consideration of it. The Proposer, if selected, shall not include any such expenses as part of its fee for performing the Scope of Work.

As a result of this solicitation, CU intends to award a contract to a single proposer. The anticipated starting date for any resulting contract shall commence upon its execution. By submitting a signed proposal in response to this solicitation, the Proposer represents and warrants that it will honor its proposal as being held open as irrevocable until time of award. The term of the contract resulting from the award of this solicitation shall begin upon execution of the contract, and end up to eighteen

(18) months later. The contract may be renewed upon mutual agreement for up to four (4) additional one‐year periods for a total term not to exceed five (5) years six (6) months. CU, at its discretion, may terminate the contract with thirty (30) days’ notice by stating so in writing.

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II. SCOPE OF WORK

Introduction

In August 2023, CU Boulder campus executive leadership approved a multi‐year Constituent

Relationship Management (CRM) strategic roadmap to address the CRM, web, data, and integrations ecosystem that has developed across various units over time. A business case was created, reviewed, and approved in December 2023. The Discovery work encompasses all systems related to the learner journey, including Salesforce, Campus Solutions/CU‐SIS, Slate, Buff Portal, and other systems supporting learners at CU Boulder. Phase 1 implementation includes gathering user stories and requirements and building a production‐level CRM ecosystem for Core CRM, CU Online, and Continuing Education learners, support staff, and faculty.

Overview This documented quote (DQ) seeks proposals from qualified Salesforce implementation partners to deploy the functionality and integration of Salesforce Education Cloud, Experience Cloud, Marketing Cloud, and other products for our institution’s learner lifecycle population, including learners/students, staff, and faculty, focusing on Core CRM and the CU Online and Continuing Education business units. This initiative aims to improve engagement, streamline operations, and provide superior support and engagement for all learners and support teams at CU Boulder.

Goals The primary goal of this documented quote (DQ) is to significantly enhance the digital infrastructure and capabilities of our institution's learner programs through the strategic implementation of Salesforce solutions across various clouds and platforms. This initiative seeks to establish a robust, integrated system that will streamline administrative and academic processes and dramatically improve learner engagement, retention, and graduation rates.

Key Objectives:

Implement a Comprehensive CRM Core ecosystem: Centralize all learner data and interactions within a unified Salesforce Einstein 1 Core CRM to facilitate a seamless, 360‐degree view of each learner’s educational journey, optimizing learner, staff, and faculty experiences.

Enhance Learner Support and Success: Deploy advanced functionalities within Salesforce

Education Cloud to provide personalized and proactive support through tools such as appointment scheduling, case management, care plans, and learner success applications with a focus on CU Online and Continuing Education learner populations within Phase 1.

Improve Recruitment and Admissions Processes for online learners: Utilize CRM and advanced analytics to refine recruitment strategies and admissions processes, ensuring a higher conversion rate from prospect to enrolled learner through effective lead management and nurturing.

Develop a Learner‐Centric Online Portal: Create a dynamic learner portal within Experience

Cloud that integrates all online learner services and academic tools into a single, user‐friendly interface, enhancing learner access and interaction.

Boost Marketing and Communication Efforts: Leverage Salesforce Marketing Cloud to execute targeted, data‐driven marketing campaigns and communication strategies that engage learners throughout their educational journey, from initial inquiry to alumni status.

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Integrate Data Across Systems: Utilize MuleSoft APIs or other integration software to ensure robust data integration between Salesforce systems and external educational platforms such as

SIS (Student Information Systems), LMS (Learning Management Systems), and third‐party applications to maintain data consistency and accessibility.

Tailor Solutions to User Needs: Conduct in‐depth discovery work to understand the unique needs and behaviors of CU Boulder learners with an emphasis on CU Online and Continuing

Education learners, translating these insights into customized user stories, requirements, and use cases that drive system development and implementation.

Section 2: Scope of Work

Discovery Phase The Discovery phase of this documented quote (DQ) is designed to lay the groundwork for the successful implementation of Salesforce and other solutions for Core CRM and the CU Online &

Continuing Education (Online & CE) programs. This phase is critical for identifying and defining the core requirements and strategies that will guide the development and execution of the project.

User Stories & Requirements for Online & CE Programs & Learner Experience

Objective: Develop a deep understanding of the needs, expectations, and challenges faced by learners and staff within the Online & CE programs.

Process:

User Story Workshops: Conduct workshops with learners, faculty, advisors, accessibility, and IT staff to gather comprehensive user stories that encapsulate the user experience and expectations.

Requirements Gathering: Translate user stories into detailed functional and technical requirements that will guide the customization of Salesforce/other systems to meet specific needs of Core CRM and Online & CE programs. Capture requirements being delivered by the existing campus Salesforce technical stack and ensure continuity during org migration, where applicable.

Documentation: Document all user stories and requirements in a structured format for easy reference and use in subsequent phases.

Overall Security Framework

Objective: Establish a robust security framework to protect learner data and ensure compliance with educational regulations and privacy laws.

Components:

Profiles: Define user profiles that specify what data and functionalities each type of user can access based on their role within the institution.

Permission Sets: Create flexible permission sets that can be applied to users in addition to their profiles for fine‐grained access control.

Sharing Rules: Develop sharing rules to manage how data is shared among various user groups, ensuring data is accessible as needed while maintaining confidentiality.

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Requirements Traceability Matrix (RTM)

Objective: Ensure that all requirements gathered during the Discovery phase are clearly traced to outcomes, aiding in accountability and quality control throughout the project.

Methodology:

Matrix Creation: Develop an RTM that links each requirement to specific user stories, test cases, and system functionalities.

Update and Maintenance: Regularly update the RTM throughout the project lifecycle to reflect any changes or additions to requirements and to track their implementation status.

Delivery Plan for Phase 1: Online & CE

Objective: Outline the specific actions, milestones, and timelines for the first phase of the

Salesforce/other systems implementation focusing on Online & CE programs.

Details:

Milestone Planning: Identify key project milestones and deliverables specific to Phase 1.

Timeline Development: Establish a detailed timeline for achieving each milestone, including start and end dates.

Resource Allocation: Assign project roles and responsibilities, ensuring appropriate resources are dedicated to each task.

Identify Technical & Functional Resources for Phase 1

Objective: Define and allocate the necessary technical and functional resources required to successfully execute Phase 1 of the project.

Plan:

Resource Identification: List all necessary technical and functional roles, including developers, data analysts, project managers, and subject matter experts.

Resource Assignment: Match internal and external resources to specific roles based on skills, experience, and project needs.

Change Management Plan

Objective: Facilitate the smooth adoption of new technologies and processes by the institution's staff and learners, as well as assist in navigating users through the depreciation of legacy Salesforce products and orgs.

Strategies:

Communication: Develop a communication plan that keeps all stakeholders informed about project

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Training: Implement comprehensive training sessions for users to familiarize them with the new system and its features.

Support: Establish a support system to assist users post‐implementation, addressing any issues or concerns that arise.

This structured Discovery phase will ensure that the project is built on a solid understanding of user needs and organizational goals, with robust frameworks and plans in place to guide the implementation towards successful outcomes for Online & Continuing Education programs.

Phase 1: Implementation

Education Cloud Implementation

Core CRM Integration

Core CRM Setup: Implement Core CRM as the foundation of the Education Cloud, Marketing Cloud, Experience Cloud, and all data/data integrations to manage all learner interactions and data. This includes contact management, communication tracking, and activity logging to provide a 360-degree view of each learner. Core CRM integrations included in Phase 1 are required to be scoped to support the expansion of Education Cloud to main campus and the remaining LL CRM Roadmap, in line with scalability requirements listed in this solicitation.

Learner Success Features:

Appointment Scheduling: Integrate appointment scheduling with the Core CRM to enable seamless access to learner data during interactions, optimizing preparation and follow-up for advisors and staff.

Case Management: Leverage CRM data to enhance the management of learner cases, allowing for personalized follow-ups based on learner history and current needs.

Care Plans: Use CRM insights to develop and adjust care plans that respond dynamically to changes in learner status, academic performance, and personal circumstances.

Learner Success App: Ensure the app is fully integrated with the CRM to allow for real-time data updates and personalized learner experiences based on CRM insights.

OmniStudio: Deploy customized, CRM-driven workflows and interfaces in OmniStudio to enhance user interaction based on historical data and predictive analytics.

Recruitment and Admissions Features:

Smart Prospecting and Lead Management: Integrate lead nurturing tools with Core CRM to utilize detailed learner profiles for personalized communication and engagement strategies.

Onboarding & Application Management: Use CRM capabilities to streamline the onboarding process, ensuring that all learner interactions are tracked and managed from initial contact through to enrollment.

Application Review Process: Automate application review workflows within the CRM to enhance efficiency and ensure consistent decision-making.

Enrollment Management: CRM integration to manage enrollment processes, providing staff with comprehensive tools to track progress and engage with learners effectively.

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Experience Cloud Implementation

Learner Portal: Integrate the portal with the Core CRM and other systems that support the learner populations, to provide learners with a personalized and cohesive experience across all touchpoints. This includes academic planning, financial services, and personalized content based on CRM data.

Marketing Cloud Implementation

Core CRM Integration Unified Data Management: Integrate Marketing Cloud with the Core CRM to ensure that all learner communications are informed by the latest CRM data, enhancing personalization and relevance.

New Business Unit Setup:

Specialized CRM Configurations: Establish configurations within the Core CRM for the business unit that caters specifically to CU Online & Continuing Education needs.

Learner Communications:

Automated Campaigns and Email Templates: Develop campaigns and templates that utilize CRM data to tailor messages based on learner behavior, engagement level, and preferences.

Additional Deliverables

Constituent Data Platform (CDP)

Core CRM Integration: Integrate the CDP with Core CRM to enrich learner profiles with additional data points from various sources, creating a comprehensive view that supports advanced analytics and personalized engagement.

Accessibility and Inclusion

Assess accessibility with each deliverable/milestone assuring an accessible and inclusive buildout of the CRM technology ecosystem.

Data and Integrations

Integrations:

o SIS Campus Solutions, LMS Canvas, and Degree Audit: Ensure seamless data flow between the SIS, LMS, and CRM, allowing for a unified approach to managing learner academic records.

o Learner Profile & Contact Data: Sync contact and profile data across systems using APIs to maintain up-to-date and accurate learner information.

o Slate via Data Warehouse (where applicable): Connect Slate data to the CRM to enhance recruitment strategies and admissions processes with comprehensive data analytics.

Data migration (ETL):

o Create and update data migration/ETL documentation o Determine data within existing Salesforce instances and other systems that will need to be migrated into the new Salesforce Education Cloud, Marketing Cloud, CDP and other systems that support the implementation of Core CRM.

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Mandatory Qualifications:

.1. Salesforce Certification and Expertise

Description: Vendors must possess official Salesforce certifications, demonstrating proficiency in Salesforce Education Cloud, Marketing Cloud, and related technologies.

Details:

o Certified Professionals: Require that the vendor team includes some or all professionals who are Salesforce Certified Administrators, Salesforce Certified Advanced Administrators, Salesforce Certified Platform Developers, and Salesforce Certified Consultants.

o Proven Track Record: Vendors should provide case studies or examples of previous successful implementations, particularly within higher education settings.

2. Experience in Higher Education

Description: The vendor must have substantial experience working with higher education institutions, especially with R1 universities including implementing systems for Online & Continuing Education.

Details:

o Sector Knowledge: Demonstrable understanding of the unique needs and challenges of

R1 institutions including online education, such as student engagement, remote learning support, and scalable technology solutions.

o Relevant Projects: Documentation of at least three previous projects in the higher education sector that involved similar scale and complexity to the proposed project.

3. Data Integration Capabilities

Description: Expertise in data integration and management, particularly using MuleSoft and Prefect or similar integration platforms to synchronize disparate data systems.

Details:

o MuleSoft/Prefect Integrations Expertise: Vendors should have certified MuleSoft (or other as identified) architects/developers who also have proven experience with Prefect (or equivalent) who can create robust APIs and integrate various systems like SIS (preferably Oracle Campus Solutions suite, LMS, CRM, and third-party platforms.

o Data Security and Compliance: Proven ability to handle sensitive educational and HIPAA-related data, with adherence to data protection regulations (e.g., FERPA, GDPR, HIPAA).

4. Custom Development and Scalability

Description: Capability to develop custom solutions that are scalable and flexible, addressing the specific needs of the institution as it grows.

Details:

o Custom Solutions: Demonstrable ability to develop and customize Salesforce applications and interfaces that cater specifically to the needs identified in the discovery phase.

o Scalability Expertise: Strategies and technologies that support scaling from a few hundred to several thousand users without compromising performance.

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5. Project Management and Delivery Excellence

Description: Strong project management capabilities, ensuring projects are delivered on time, within budget, and with high-quality outcomes.

Details:

o Project Management Certification: Vendors should have team members with PMP

(Project Management Professional) or equivalent certifications.

o Methodology: Utilization of recognized project management methodologies such as

Agile, Scrum, or tailored to the project's needs.

6. Change Management and Training

Description: Experience in change management and user training to ensure smooth adoption of new technologies.

Details:

o Comprehensive Training Programs: Provide detailed training plans that include hands-on sessions, webinars, and documentation to support users in adapting to the new systems.

o Ongoing Support: Offer ongoing support and maintenance post-implementation, including help desks, user forums, and regular updates.

7. Accessible and Inclusive Design

Details: Proven ability to design, create, and implement systems that are accessible and inclusive for all users, including those with disabilities, ensuring compliance with WCAG 2.1 AA standards or higher

Mandatory Service Requirements, Features, and Functions:

The following are the minimum requirements for how the work is to be performed.

1. Project Execution and Management

a. Implementation Methodology: Utilize a structured implementation methodology (e.g., Agile, Scrum) tailored to the project's needs, ensuring timely and effective delivery.

b. Project Timeline Compliance: Adhere strictly to the agreed‐upon project timelines and milestones for Phase 1 implementation.

c. Resource Allocation: Assign qualified technical and functional resources to the project, including certified Salesforce professionals with relevant experience.

d. Change Management: Develop and execute a comprehensive change management plan, including communication strategies, stakeholder engagement, and user adoption techniques.

e. Risk Management: Identify potential risks and implement mitigation strategies throughout the project lifecycle.

2. Technical Expertise and Staff Capabilities

a. Certified Professionals: Provide a team with the following certifications (or equivalent):

i. Salesforce Certified Administrator

ii. Salesforce Certified Advanced Administrator

iii. Salesforce Certified Platform Developer

iv. Salesforce Certified Consultant

v. MuleSoft Certified Developer (or equivalent integration platform certification)

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b. Higher Education Experience: Staff must have substantial experience implementing

Salesforce solutions in higher education, specifically for large, complex research institutions. Proven experience in building platforms for holistic learner/student engagement including traditional, online, and Continuing Education programs.

c. Accessibility Compliance Expertise: Demonstrated ability to design and implement solutions compliant with accessibility standards (WCAG 2.1 AA or higher).

3. Data Integration and Security

a. Integration Capabilities: Expertise in integrating Salesforce with systems such as Oracle

Campus Solutions, Canvas, Degree Audit systems, and other third‐party applications using MuleSoft, Prefect, or equivalent platforms.

b. Data Migration and ETL: Ability to perform data migration from existing systems to the new Salesforce environment, including creating and updating ETL documentation.

c. Security Framework Implementation: Establish a robust security framework, including defining user profiles, permission sets, and sharing rules to protect sensitive data.

d. Compliance with Regulations: Ensure all data handling complies with FERPA, GDPR, HIPAA, and other relevant data protection regulations.

4. Support and Response Times

a. Support Availability: Provide ongoing support during and after implementation, including a help desk with specified hours of operation and guaranteed response times.

b. Issue Resolution: Commit to resolving critical support requests within 2‐4 hours and non‐critical issues within 48 hours.

c. Maintenance and Updates: Offer regular system maintenance, updates, and patches to ensure the solution remains current and secure as required throughout implementation.

5. Training and Documentation

a. Comprehensive Training: Develop and deliver training programs for various user groups, including in‐person sessions, webinars, and training materials.

b. User Documentation: Provide detailed user guides, administrator manuals, and technical documentation.

c. Knowledge Transfer: Ensure effective knowledge transfer to internal teams for ongoing system management.

6. Usability, Accessibility and Inclusive Design

a. Accessible Deliverables: All solutions and deliverables must be designed to be accessible to users with disabilities, meeting or exceeding WCAG 2.1 AA standards.

b. Accessibility Testing: Perform accessibility testing on all components and provide documentation of compliance.

c. Cultural Inclusivity: Design solutions that are culturally sensitive and inclusive, accommodating diverse backgrounds, languages, and experiences to ensure all learners feel represented and valued.

d. Engagement with Underrepresented Groups: Actively involve underrepresented learner populations in the design and testing phases to incorporate their feedback and address their specific needs and challenges.

7. Communication and Collaboration

a. Regular Updates: Hold weekly project meetings with stakeholders to provide updates on progress, risks, and next steps.

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b. Collaboration Tools: Utilize collaboration tools (e.g., project management software, shared documentation platforms) to facilitate effective communication.

8. Experience with Constituent Data Platform (CDP)

a. Data Enrichment: Use CDP to enrich learner profiles with data from multiple sources, providing a more comprehensive understanding of each learner.

b. Segmentation: Enable advanced segmentation of learners for targeted communications and services.

9. OmniStudio Deployment

a. Custom Workflows: Use OmniStudio to develop customized workflows and user interfaces that enhance user experience based on data insights.

b. Dynamic Forms: Implement dynamic forms and guided interactions to simplify processes for learners and staff.

10. Marketing Automation

a. Personalized Campaigns: Utilize Salesforce Marketing Cloud to create personalized marketing campaigns targeting learners at different stages of their journey.

b. Journey Mapping: Implement automated learner journeys to enhance engagement and communication.

11. Innovative Learner Engagement Tools

a. Chatbots and Virtual Assistants: Integrate AI‐powered chatbots to provide immediate support and answers to common learner inquiries.

b. Mobile Accessibility: Ensure all portals and applications are fully accessible via mobile devices.

12. Enhanced Security Features

a. Multi‐Factor Authentication (MFA): Implement MFA to enhance security for users accessing the system.

b. Audit Trails: Provide detailed audit trails for data access and changes to ensure compliance and accountability.

Highly Desired Features/Functions:

Advanced Analytics and Reporting

Custom Dashboards: Develop custom dashboards and reports within Salesforce to provide insights into learner engagement, recruitment effectiveness, and program performance.

Predictive Analytics: Implement tools for predictive analytics to identify at‐risk learners and opportunities for intervention.

AI and Machine Learning Integration

Einstein Analytics: Leverage Salesforce Einstein features for AI‐driven insights and recommendations.

Automated Alerts: Set up automated alerts for staff when specific learner engagement triggers are met.

Third‐Party Integrations

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Career Services Platforms: Integrate with career services tools to provide learners with job opportunities and career planning resources.

Virtual Event Platforms: Incorporate virtual event capabilities for online orientations, workshops, and networking events.

Sustainability and Green IT Practices

Energy‐Efficient Solutions: Propose solutions that are energy‐efficient and align with sustainability goals.

Digital Transformation: Support paperless processes and digital document management.

Future‐Proofing and Scalability

Modular Design: Develop the system with a modular architecture to facilitate future enhancements and integrations.

Capacity Planning: Include strategies for scaling the system to accommodate growth in learner populations and additional services.

Low Code Enablement: Leverage Einstein 1 data, automation, and analytics to drive campus adoption of Einstein 1 Studio for future low‐code development.

III. ADMINISTRATIVE INFORMATION

1. Issuing Office This DQ is being issued by the University of Colorado (CU or University) through the Procurement Service Center (PSC). This DQ is governed by the University’s policies and Procurement Rules in effect at the time of its issuance. The PSC Purchasing Agent listed herein is the sole point of contact concerning this DQ. All communication must be done through the PSC. Prospective and actual Proposers shall not directly contact other CU personnel regarding matters concerning this solicitation.

2. Means of Communication

During the solicitation process for this DQ, all communication between the PSC and Proposers will be made via postings on CU’s Bidnet website.

The PSC will post notices, which include, but are not limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, addenda, and the announcement of the awarded Proposer. It is the responsibility of each potential Proposer to monitor the BidNet website regularly to be aware of changes, communications and/or addenda to solicitation.

3. Interpretation of DQ Documents

The Proposer may request, in writing, a clarification or interpretation of any aspect of the DQ documents. Such requests must be made via the BidNet website by the due date and time specified in the Schedule of Activities listed on Page 2. CU shall post all questions and answers on the BidNet website following the deadline for submittal of questions as an addendum to the

DQ_INF_0000000036 Page 18 bid. CU will not accept or respond to oral inquiries. The only ‘official’ responses are those that are posted to the BidNet website for this DQ.

Should any interested Proposer, sales representative, or manufacturer find any part of the listed specifications or terms and conditions to be discrepant, incomplete, or otherwise questionable, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.

Proposers cannot rely on any other statements that clarify or alter any specification or other term or condition of the solicitation.

4. Addenda

CU reserves the right to revise the DQ documents at any time up to the time set for submission of the proposals. Any such revision(s) shall be described in an addendum to the DQ and shall be posted on CU’s BidNet website.

If CU determines that the addendum may require significant changes to the Scope of Work, the deadline for submitting the proposals may be postponed by the number of days that CU determines will allow Proposers sufficient time to revise their proposals. Any new submittal deadline date for delivering proposals to CU shall be included in the addendum.

Proposers must acknowledge in the proposal submission that they received all addenda to the proposal documents (see Attachment A). Failure to acknowledge receipt of addenda may disqualify the proposal.

5. CU BidNet Website

It shall be conclusively presumed that the Proposer did, before submitting a proposal and prior to the final proposal deadline, read all addenda, posted decisions and other information items relevant to the DQ which appeared on CU’s BidNet website.

Please visit CU’s BidNet website which contains such services and information as:

a. Advertisements for Documented Quote, RFx and IFB opportunities

b. Status of Documented Quote, RFx and IFB opportunities

c. Addendums including Proposer questions and responses

d. Award information

6. Withdrawal of Proposal

A Proposer may withdraw its proposal, up until time of award, by submitting to CU a written request signed by the Proposer’s authorized representative. The withdrawal of a proposal does not prejudice the right of the Proposer to submit future proposals.

7. Award

Any resulting contract from this solicitation will be awarded to the Proposer whose overall offer is deemed to be the most advantageous to CU. The PSC will notify all Proposers via a posting on CU’s BidNet website of the results of the solicitation evaluation. The posting will be an announcement of the award.

The contents of the proposal (including persons specified to implement the project) of the

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Proposer will become contractual obligations if acquisition action ensues. Failure of the successful Proposer to accept these obligations in a contract, purchase order, or similar authorized acquisition document may result in cancellation of the award and such Proposer may be removed from future solicitations.

8. Rights of CU

CU reserves the right to cancel or modify this DQ at any time and to reject any or all proposals for any reason or for no reason. This DQ is an open and equitable invitation for proposals, and each proposal constitutes an offer to contract that CU may consider in its sole and absolute discretion. Any errors or omissions in a proposal may result in the rejection and disqualification of the entire proposal. Errors, omissions, and other acts that may result in proposal rejection and disqualification include, but are not limited to, failure to strictly comply with the DQ requirements or any applicable policies, rules, or policies; the submission of any inaccurate or false information; any improper communications or collusion involving Proposers; default or termination for cause of any public or private contracts within the past five years; delinquent arrearages owed to CU; and failure to submit proof of licensing or franchise authority and any related exclusivity requirements.

Notwithstanding the broad rights reserved to CU to reject and disqualify any or all proposals, CU may waive any immaterial deficiencies in proposals and may allow Proposers to cure any such deficiencies if an opportunity to cure is determined by CU to be in CU’s best interests. If given an opportunity to cure, Proposers will be notified of the allotted time to correct the identified deficiency; failure to correct the deficiency in the time allotted may result in proposals being deemed non‐responsive and disqualified. CU’s waiver of an immaterial deficiency will in no way modify the DQ or excuse Proposers from full compliance with all DQ specifications. CU may exercise the foregoing rights at any time without notice and without any liability whatsoever to any Proposer or other party. By responding to this DQ, each Proposer is deemed to accept and agree to all terms and conditions and to waive any rights to challenge CU’s determinations regarding proposal deficiencies in accordance with this section.

During the evaluation process, CU reserves the right to request additional information from any Proposer, to seek clarification of information provided, to conduct its own due diligence with respect to any Proposer or proposal, reference checks, or any other investigations deemed necessary.

9. Confidentiality of Records

Documents submitted to or created by the University in response to this solicitation are subject to the Colorado Open Records Act (C.R.S. § 24‐72‐201 et seq.) (“CORA”). In accordance with the University policies and procedures, all documents submitted to or created by the University in response to this solicitation are confidential and privileged and may not be inspected until an award is made or the solicitation is cancelled by the University. An award is made when the University formally executes a contract resulting from this solicitation. A solicitation is cancelled when notice of such cancellation is posted on University’s BidNet Website.

CORA requires the University to withhold certain information, including trade secrets, confidential commercial and financial data, or privileged information. To designate portions of the solicitation as confidential, Proposer must:

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1. Mark the cover page as follows: “This response to the Solicitation Name and Number includes trade secrets, confidential financial data, or other privileged information.”

2. Mark each sheet or data to be restricted with the following: “Confidential: Use or disclosure of data contained on this sheet is subject to the restriction on the cover page of this response to the solicitation.”

3. Provide a separate secondary proposal in BidNet with a redacted copy of your entire response to this solicitation. Proposer is responsible for properly and adequately redacting any data which Proposer desires to remain confidential. If entire pages or sections are removed, a page indicating that the page or section has been redacted must represent the redacted pages. Failure to provide a secondary response with a redacted copy may result in disclosure of an unredacted copy under CORA.

4. Provide a written explanation of the basis under which each redacted item has been deemed confidential, making refence to the exception under CORA and/or any other law restricting disclosure.

Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

A request for non‐disclosure of your proposal under the guidelines stated above does not guarantee it can be withheld under CORA. The Proposer's opinion as to what constitutes trade secret, confidential financial data, or privileged information is not binding on the University when responding to a CORA request. Where a CORA request is made to inspect or copy proposals or other documents related to this opportunity, the University has sole discretion to determine whether information or records must be provided under CORA.

10. Proposer Agreements

Proposers may submit proposed agreements of any form (contracts or documents) that contain supplemental terms and conditions that the Proposer desires to be considered by CU for inclusion in the contract. Such forms may include Proposer’s software licensing agreements, maintenance contracts, and technical support agreements. By accepting delivery of these items, CU is not bound to accept them as part of an ensuing contract. CU may negotiate such supplemental terms and conditions that do not materially conflict with the contract terms and conditions detailed in this DQ and do not materially change the nature of this solicitation or adversely affect competition. If the parties cannot agree on the terms of the contract, including any terms desired by Proposer, CU may terminate negotiations with the Proposer and enter into a contract with another responsive Proposer.

11. Designation of Subcontractors

The Proposer shall describe the qualifications of each subcontractor which it intends to use and the percentage and scope of the work which will be assigned to each of them. Resumes for the subcontractor’s key personnel must be included. CU encourages use of small businesses wherever viable. CU will need to vet and approve identified subcontractor(s).

Proposers who submit a proposal in response to this DQ are precluded from participation as a subcontractor with any other Proposers who submit a proposal for this DQ. However, subcontractors may be named on more than one (1) proposal. Subcontractors who are named in more than one proposal are prohibited from sharing information about one Proposer with another Proposer or utilizing such information to assist in the preparation of another proposal.

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12. Payment Appropriate clarifications and additions to the Scope of Work may be made during negotiations with the successful Proposer. It is the intent of CU to enter into a contract in which the Proposer will be paid pursuant to the terms of the contract.

13. Insurance Requirements Proposer shall adhere to all insurance requirements stated in Attachment B, which are attached hereto and incorporated herein by reference.

14. Form of the Contract

A condition of the Proposer’s response shall be that the contract resulting from the award to the Proposer shall be in the form required by current Colorado statutes, University of Colorado Procurement rules and Fiscal Procedures. The contract will include all such terms and conditions required by these statutes and rules. If the Proposer’s forms (or parts of forms) are included as attachments or exhibits in the final contract, the Proposer agrees that where there are contradictions or inconsistencies, the terms of the contract shall always supersede, manage, and control those of any such attachment or exhibit. Further, the terms of the solicitation and of the successful Proposer’s response to the solicitation (the “Response”) shall be incorporated into the final contract, with the contract taking precedence over either the solicitation or the Response, and the solicitation taking precedence over the Response in the event the documents conflict.

The contract will state that Colorado law shall govern the contract and that the Proposer must agree to indemnify the University. A commercially reasonable version of the following language shall appear in the contract:

“The supplier shall indemnify, save, and hold harmless the University, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the supplier, or its employees, agents, subcontractor or assignees pursuant to the terms of this Contract”.

The University is precluded from indemnifying any parties, including proposers.

The contract shall include the “Special Provisions” which are required pursuant to the University of Colorado Fiscal Procedures. The “Special Provisions” are included with the Sample Agreement.

Proposer and the University agree to incorporate DQ requirements and Proposer’s Response into the resulting contract. In the event of any conflict or inconsistency among the following documents, the documents will control in the following order: (a) the contract, any addenda or exhibits, as amended from time to time, (b) the DQ including any attachments or addenda, and

(c) Proposer’s Response including any attachments and addenda.

15. Solicitation Response and Material Ownership

All material submitted regarding this solicitation becomes the property of the University, unless otherwise noted in the solicitation.

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16. Incurring Costs The University is not liable for any cost incurred prior to issuance of a legally executed contract or a purchase order. No property interest, of any nature shall occur until a contract is awarded and signed by all concerned parties.

17. Non‐Discrimination The Proposer shall comply with all applicable state and federal laws, rules and regulations involving non‐discrimination based on race, color, religion, national origin, age, or sex.

18. News Releases

Neither the University, nor the Proposer, shall make news releases pertaining to this DQ prior to execution of the contract without prior written approval.

19. Assignment and Delegation

Neither party to any resulting contract may assign or delegate any portion of the contract without the prior written consent of the other party.

20. Standard of Conduct

The successful firm shall be responsible for maintaining satisfactory standards of employees' competency, conduct, courtesy, appearance, honesty, and integrity, and shall be responsible for taking such disciplinary action with respect to any employee, as may be necessary. The University may request the successful firm to immediately remove from this assignment any employee found unfit to perform duties due to one or more of the following reasons:

a. Neglect of duty.

b. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions or fighting.

c. Theft, vandalism, immoral conduct, or any other criminal action.

d. Selling, consuming, possessing, or being under the influence of intoxicants, including alcohol, or illegal substances while on assignment for the University.

21. Other Applicable Statutes

a. By submission of a response, the Proposer avers that he/she is familiar with Colorado Revised Statutes, 18‐8‐301, et seq. (Bribery and Corrupt Influence) and 18‐8‐401, et seq.

(Abuse of Public Office) as amended, and that no violation of such provisions is present.

b. By submission of a response, the Proposer avers that to his/her knowledge, no University of Colorado employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS 24‐18‐201 and CRS 24‐50‐5.

22. Cooperative Purchasing

Successful proposer(s) shall make available to other University departments, and Colorado state agencies or political subdivisions (“Participating Entity”) any and all items specified herein at the contract prices(s) established herein. If a Participating Entity exercises this option, it shall be understood and agreed that such an arrangement does not bind either the Participating Entity or the successful proposer(s) to the terms, conditions or prevailing awards generated through this RFP; nor does it preclude any Participating Entity from pursuing a purchase or purchases through their own contracting methods with another vendor.

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It shall be further understood and agreed that the Institutions are not a legally binding party to any contractual agreement made between a Participating Entity and the successful proposer(s) as a result of this RFP. Each Participating Entity which determines to enter into a contractual arrangement with the successful proposer(s) shall establish its own contract, place its own orders, issue its on purchase orders, be invoiced there from and make its own payments, and issue its own exemption certificates as required by the successful proposer(s).

PREPARATION OF PROPOSAL

1. Preparation of Proposal – Proposal Forms

The proposal shall be submitted in accordance with and meet all requirements set forth in herein. The Proposer shall fill in all blank spaces in the applicable Proposal Form(s) and initial all interlineations, alterations, or erasures in its proposal. The Proposer’s completed Proposal Form(s), Technical Proposal, and Cost Proposal Form shall constitute its proposal. It shall be conclusively presumed that the Proposer did, before submitting a proposal, read all addenda, posted decisions and other information items relevant to the DQ that appeared on CU’s BidNet Website.

An authorized representative of the Proposer shall execute Attachment A, CU Solicitation Form.

2. Preparation of Proposal – Technical Proposal

A. GENERAL

The Proposer shall prepare its proposal in the format described below and must ensure that each page of its proposal is identified with the:

a. DQ #

b. Proposer’s name

c. Page number

B. FORMAT

Proposals shall meet the following formatting requirements:

a. Proposals shall be printable on 8 ½” x 11” paper.

b. Proposals shall use the font type and size of Times New Roman 12 point.

c. Proposals shall be in a format and in the…