RFP 24-25-01 International Application Software.pdf

1 | International Application Software-RFP 24/25-01

REQUEST FOR PROPOSALS

RFP 24/25-01

INTERNATIONAL APPLICATION SOFTWARE

ISSUE DATE: July 3, 2024

CLOSING DATE: July 17,2024 2:00 PM (Local Time)

SUBMITTAL LOCATION: https://bidlocker.us/a/lanecc/BidLocker https://bidlocker.us/a/lanecc/BidLocker

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INDEX

Part I Invitation Page 3

Part II Scope of the work Page 4

Part III Instructions to Proposers Page 5

Part III Qualification, Evaluation & Award Page 8

Part IV Contract Conditions Page 10

Part VII Proposal Content & Analysis Page 17

Appendix A Analysis Sheet Page 18

Appendix B Proposal Form Page 19

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PART I: INVITATION

1) INVITATION

Lane Community College of Eugene, Oregon, hereinafter, "College," invites proposals from qualified providers of International Application

Software Providers (hereinafter, "Proposer," or "Servicer," or "Firm," or "Contractor).

Lane Community College is seeking International Application Software to fully integrate application information with document submission utilizing conditional logic, a communication portal including agency portal and integrate with Ellucian enterprise-wide data base, in a nonnative speaker of English friendly web environment for the office of International Programs.

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

Offers will be opened and recorded at the specified due date and time. The number of Offers received, the identity of Proposers, or the contents of any Offer will not be disclosed to the public until all Offers 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

Interested firms and individuals may submit responses to this invitation by completing the documentation requested herein and submitting it to:

not later than: July 17, 2024 2:00 PM (local time)

Delivery is the sole responsibility of the proposer.

3) SINGLE POINT OF CONTACT

Laura Aung

Director (Contract and Procurement) contractprocurement@lanecc.edu

END OF PART I

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PART II: SCOPE OF WORK

1) BACKGROUND

The Lane Community College International Programs office serves a quickly growing international student population, each term, Lane International programs advises more than 400 international students through International English program, 2+2 and 2+1 transfer programs, and nationally accredited technical programs. The international students have a variety of backgrounds and goals at Lane which leads to different application requirements.

Lane Community College seeks a consultant to scope, create, and implement a replacement for its Atlas Access Database, which tracks applications, student enrollment, agents, and agent funding for its international students. The replacement is to be created in the existing Salesforce—TargetX Org, with a goal of utilizing as much standard Salesforce functionality as possible.

2) REQUIRED SYSTEM CAPABILITIES

• A tested and proven agency portal which allows agents partners to create applications, view application status and communications, and communicate to college staff about each applicant.

• Has the ability to use conditional logic to determine which documents are needed for each student type and the ability for staff to override the system and reassign needed documents

• Has the ability to have communications go to both the student’s and the agent’s email addresses as well as be viewable within the portals

• Provide an application portal where all the admissions team can monitor communication and progress of any application

• The Proposer will utilize gathered system requirements to design and configure components for both hosting and the integration of the Client's systems.

• The Proposer will develop and connect software to college systems.

• The Proposer will prepare functional test cases during development.

• The Proposer will gather in detail the system requirements necessary to create, integrate, and manage the software.

• The Proposer will host, monitor, and provide support of the backend infrastructure.

• The Proposer and the college will collaborate together to find optimal application workflow with the proposer to make software options and solutions available.

• Reliable back-up process; redundant server capable.

• Support services will be available by internet and/or telephone

• Provides simultaneous access to records.

3) DESIRABLE FUNCTIONs

• Includes training modules/test databases that could be used by new staff in training and agency partners learning to use the application.

• Capability to integrate with the College’s systems.

• The ability to integrate online orientation into portal

4) TERMs OF ENGAGEMENT The term of the engagement until the completion of project.

5) DELIBERABLEs

A) DISCOVERY

Collect data to gather critical project requirements including but not limited to; Review existing database, Immigration data, Application data, Reporting needs, Agent portal/application/funding, Enrolled data, and data integration

B) BUILD, CONFIGURATION, & TESTING

Complete work in Sandbox dedicated to projects, build out requirements as identified during the discovery phase, Include objects, fields, processes, and automation.

C) CONSTRUCTION OF AN AGENT PORTAL

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Build an agent portal in production, provide the ability to see a referral fee, submit applications on behalf of referred students, and check application status and decision.

D) DATA INTEGRATION REVIEW

Review Axiom integration and data requirements for importing enrolled student data into Sandbox, and provide consultation for changes needed to support new processes.

E) IMPLEMENTATION & TRAINING

Provide customized live training for end users & power users (virtual), move configuration from Sandbox to production with testing

6) BUDGET

The total budget for the first year of this project must not exceed $75,000. Subsequent years will be for maintenance only, with costs expected not to exceed $25,000 per year.

END OF PART II

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PART III: 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 email to contractprocurement@lanecc.edu. The answers will be posted as addendum in Bidlocker.

c) 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 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 mailto:contractprocurement@lanecc.edu

7 | International Application Software-RFP 24/25-01 provided to all Proposers of record on the date that answers are available.

6) ADDENDA

a) Addenda will be posted in Bidlocker.

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 7 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 least 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

Each proposer shall submit one proposal at https://bidlocker.us/a/lanecc/BidLocker

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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 Telegram; if by Telegram or Facsimile, written confirmation over the signature of Proposer shall have been mailed and postmarked on or before the date and time set for receipt of Proposals. 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 the Information Act and Oregon Revised Statute

279B.055.

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 least 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 III

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Part IV: QUALIFICATIONS, EVALUATION AND AWARD

1) ABSOLUTE REQUIREMENTS

Each Proposer shall meet the following minimum requirements as describe in Part II scope of the work.

2) EVALUATION AND SELECTION PROCESS

The following steps shall be taken to analyze and rank the proposals, and to finalize an agreement for the provision of International

Application Software

a) Written proposals submitted to the College in accordance with this RFP will be evaluated by a review committee convened for the purpose of analyzing the responses. Including evaluating international application at an American school selected by proposer that proposer built and supports.

b) If the committee chooses to do so, Interviews of selected Proposers shall be held at the discretion of the committee and are tentatively scheduled for the second week following the date that proposals are due; Proposers are asked to have appropriate staff available during that time period for potential phone interviews and web demos.

c) Proposals shall be ranked by the review committee based on evaluation of responses and oral 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.

d) Respondents will be ranked in the format of Appendix A to this RFP. Any Proposer's response to this RFP shall be considered de facto permission to the College to disclose Appendix A and associated summary, when completed, to selected viewers at the sole discretion of the college.

e) The review committee 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.

f) 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.060).

4) AWARD INTENT:

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.

5) AWARD PROCESS

Award of the contract is one time and is 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. The contract resulting from this solicitation may be renewed for four additional one-year periods beyond the original or first year.

7) 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).

8) CONTRACT MANAGEMENT

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By delegation from the Board of Education through the President of the College, the College’s International Student Program manager is the

Contract Manager for all the work described herein and shall manage the Underwriting services on behalf of the College.

9) Schedule

RFP issued July 3,2024

Final day to submit RFP Questions July 11,2024

Responses to RFP questions posted July 15,2024

RFP closes (responses due) July 19,2024

Create a ranked list/schedule Interviews August 2024

Issuance of the Notice of Award and Order for Work August 2024

END OF PART III

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PART IV: 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 International Application Software 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.

A) 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.

B) CONTRACTOR SUPERVISION AND CONTROL

Whether the Contractor is a corporation, partnership, other legal entity, or an individual, Contractor is an Independent Contractor. If the

Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person and has special expertise as to the services which the Contractor is to perform and that the 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 the

Contractor; however, the nature of the services and the results to be achieved shall be specified by the College. The Contractor is not to be deemed an employee of the College and has no authority to make any binding commitments or obligations on behalf of the College except to the extent expressly provided herein.

C) 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.

D) ELIGIBILITY FOR PUBLIC ASSISTANCE OR SUPPORT

The 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 the Contractor shall be treated the same as a self-employed individual/firm.

E) INDEMNIFICATION

The Contractor agrees that performance under this contract is at the Contractor's sole risk and that the Contractor shall carry an "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 the Contractor.

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

F) TERMINATION OF CONTRACT

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 the Contractor, failure of the 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

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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.

G) LEGAL COSTS AND VENUE

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.

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.

The Contractor agrees that in the event suit is instituted by the College for any default on the part of the Contractor hereunder and the

Contractor is found liable, the Contractor shall pay to the College all costs, expenses (expended or incurred) by the College in connection therewith, and reasonable attorney fees.

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. The Venue in any action shall lie in the Circuit Court of Lane County, Oregon.

H) RECOVERY OF COSTS IN EVENT OF TERMINATION

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

I) RECORDS AND INSPECTION OF SAME

The 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, the College or its authorized representatives may, from time-to-time, inspect and make appropriate copies of the Contractor's records that relate to this contract.

J) INSURANCE

The 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 the College shall be submitted to the 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 the College to not less than 30 days prior written notice of any material change, non-renewal or cancellation.

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 the College.

K) COMPREHENSIVE GENERAL LIABILITY

The Contractor shall maintain a broad form comprehensive general liability and automobile liability insurance policy with coverage of not less than $1,000,000 combined single limit per occurrence, with aggregate of $2,000,000 for bodily injury, personal injury or property damage. Such policy shall contain a contractual liability endorsement naming the College as an additional insured, in a form satisfactory to the College, and shall expressly provide that the interest of the College shall not be affected by the Contractor's breach of policy provisions.

L) WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY INSURANCE

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The Contractor shall maintain a current policy of workers' compensation and employers' liability coverage. The 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. The Contractor shall provide the College with such further assurances as the College may require from time-to-time that the Contractor is in compliance with these workers' compensation coverage requirements and the workers' compensation law.

M) PROFESSIONAL LIABILITY INSURANCE

The 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 the Contractor from claims for errors or omissions arising from the

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 the College.

N) SUBCONTRACTING AND ASSIGNMENT

The 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 the College's prior written approval. The 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 the College's approval of a subcontractor or assignee, the Contractor shall remain obligated for full performance of this contract and the College shall incur no obligation to any subcontractor or assignee.

O) 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.

P) OWNERSHIP OF WORK

All reports from the Contractor which result from this contract shall be the exclusive property of the College and shall be delivered to the

College upon completion of the work or the termination of this contract.

Q) 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, return receipt requested, addressed to:

College: Address on Cover of this RFP

Contractor: Address given in Response Documents to RFP or such other address as either party may provide by notice given in accordance with this provision.

R) PERFORMANCE STANDARDS AND COMPLIANCES

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

Oregon Revised Statute Chapter 656;

Oregon Revised Statute Chapters 279A, 279B and 279C;

Oregon Revised Statute 30.26 through 30.30 (public agency torts);

Oregon Administrative Rules Chapter 125;

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US Code Title 42 (especially sections 1983, 1985 and 1988); and, Oregon and local laws and regulations; and other Federal, State and Local laws and regulations as may be applicable to the College. The

Contractor shall comply with all federal, state, local and College laws, policies, rules and regulations concerning environmental health and safety and workers’ compensation. The 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.

S) CONTRACT ENGAGEMENT TERM AND CONDITIONS THERETO

This contract, unless otherwise interrupted or canceled, shall be valid for five years from the date of initiation and will be activated by Purchase

Order for consecutive five-year periods unless terminated in accordance with the conditions outlined below.

The contract shall be renewed each year by Purchase Order. In every case, the enabling Purchase Order shall incorporate this document in its entirety, by reference, the Contractor's response submitted in answer to the invitation herein, and any other modifying documents such as cumulative change orders, addenda and renegotiated fee schedules. These documents, in their entirety, shall be known as the contract documents and shall, in their entirety, state and control the activities of the parties to this contract.

T) CONTRACT TERMINATION CONDITIONS

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

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;

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;

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.

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.

U) 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.

V) LABOR RELATIONS

The 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 the Contractor's operations with employees and/or unions representing its employees.

The Contractor shall comply with all federal, state and local laws, policies, rules and regulations concerning employment and labor relations.

W) INTERGOVERNMENTAL PARTICIPATION

Pursuant to Oregon Revised Statute 279A.015, other governmental agencies, bodies or districts may participate in the award resulting from this

15 | International Application Software-RFP 24/25-01 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.

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.

If the Contractor agrees to participate, all such participation shall be on the basis of this solicitation and the resulting award except those 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.

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 IV

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APPENDIX A TO RFP

International Application Software

ANALYSIS SHEET

NAME OF PROPOSER ANALYZED BY DATE

1) RESPONSIVENESS (Does proposed solution meet requirements)

If proposal is non-responsive state reason and proceed no further with analysis.

2) RESPONSIBLENESS (comment Proposer's ability to perform the work, features of proposed solution.)

If proposal is not responsible state reason and proceed no further with analysis.

3) RATING CATEGORIES

See attached Vendor Response document.

COMMENTS AND NUMERICAL RATING

General Information (Appendix B) (*) ..................................................................................................................................... {_____}

Solution Fit with requirement ................................................................................................................................................. {_____}

Cost ......................................................................................................................................................................................... {_____}

Added value beyond basic requirements ................................................................................................................................ {_____}

Ease of Use ...................................................................................................................................................................................... {_____}

Total Score —————————————————————————>

4) PROPOSED COST

Proposed Total Cost at current volumes—————————————>

17 | International Application Software-RFP 24/25-01

APPENDIX B TO RFP Electronic International Application Software (Page 1 of 3)

PROPOSAL FORM & GENERAL INFORMATION

The Proposer makes the following statements and representations as part of the proposal:

CORPORATE HEAD OFFICES

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: FAX NUMBER:

LOCAL OFFICES

(To be used For All Legal and Contractual Correspondence)

PROPOSER NAME:

PROPOSER ADDRESS:

TELEPHONE: FAX NUMBER:

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

/ NONE / 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 /

Appendix B.2

Proposal Form & General Information

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1) If a corporation, list the date, state and type of incorporation.

2) If a partnership lists names of all partners and declares which have general or limited status.

3) List the number of staff employed in the Proposer’s operation division

4)

Has the Proposer been the subject of any legal action as plaintiff or defendant during the past 10 years? If yes, describe action and outcome.

Appendix B.3 Proposal Form & General Information

ADDENDA ACKNOWLEDGEMENT

The Proposer hereby acknowledges receipt of the following Addenda related to the subject solicitation documents (circle all received):

/ NONE / 1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 /

EXCEPTIONS & RESIDENCY

Are there exceptions to this proposal? YES NO Is the Proposer a resident proposer? YES NO

Exceptions to any of the specifications or requirements shall be noted in writing, and attached to this Proposal Form when submitted. By taking exceptions and clearly stating them in writing on a separate sheet of paper headed Exceptions and showing the solicitation number and the Proposer's Name, and by offering alternates to replace the excepted requirements with clear pricing options corresponding to each exception taken, the Proposer may still compete in the proposal process. The College shall be the sole judge of the acceptability of any exceptions attached to this proposal form. In the absence of exceptions, the proposal shall be for all items precisely as specified.

Resident proposer, per ORS 279A.120, means a proposer that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal, has a business address in this state and has stated on this Proposal form that the Proposer is a "resident proposer".

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The undersigned hereby submits this Proposal to furnish all material and labor as indicated and agrees to be bound by the following documents: Request for Proposals, Instructions and Supplementary Instructions to Proposers, General and Supplementary Conditions, Specifications, Proposal Form, Proposer’s Response, mutually agreed clarifications, Appropriately Priced Change Orders, Exceptions which are acceptable to the college and all other proposer’s submittals.

***End of the section****

CERTIFICATIONS

Non-Collusion The undersigned Proposer hereby certifies that it, its officers, partners, owners, Providers, representatives, employees and parties in interest, including the affiant, has not in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, potential Proposer, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other Proposers or potential Proposers, or to secure through any unlawful act an advantage over other Proposers or the college.

The prices submitted herein have been arrived at in an entirely independent and lawful manner by the Proposer without consultation with other Proposers or potential Proposers or foreknowledge of the prices to be submitted in response to this solicitation by other Proposers or potential Proposers on the part of the Proposer, its officers, partners, owners, Providers, representatives, employees or parties in interest, including the affiant.

Conflict Of Interest

The undersigned Proposer and each person signing on behalf of the 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 Lane Community College Board of Education or college 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 award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof.

SIGNATURE

BLOCK

Company Name:

Signer’s Mailing Address:

Signer’s City/State/Zip:

Signer’s Telephone Number:

Signer’s Email Address:

Signer's Name (Printed):

Signer's Title:

Signature:

Date:

Lane Community College RFP- International Application Software PAGE 20

Appendix C

FEE AND COST PROPOSAL

Breakdown of professional services with annual fee

□ Breakdown of all administrative fees

□ Description of Escalation Clause as it relates to the proposal

The undersigned hereby proposes and, if selected, agrees to accept a Purchase Order contract from Lane Community College, Eugene, Oregon to furnish all services in accordance with the Request for Proposal identified as RFP for the fees shown immediately below and in associated attachments (attach additional sheets to this appendix as necessary). Proposer shall list the proposed total fees and costs, including all out-of-pocket costs.

a) Implementation fees —————————————

b) Annual fees —————————————

c) Breakdown of all Administrative fees: —————————————

d) Implementation Planning —————————————

e) Implementation Guidance and Training —————————————

f) Closure and final deliverables —————————————

g) Provision of other necessary assistance or services not described above ——————————

(Address all other necessities, attach sheets if necessary.)

Name Of Proposer _____________________ Name of Signer

________________________ Date _________________________________

Signature ______________________________

NOTE: Submit Proposal Form and Necessary Attachments Only.

***End of the section****