Request for Proposals (RFP) RFP #26-1368112 Cloud-based Policy Management Solution Proposal Due date: 4/30/2026 at 1:00 p.m.

Table of Contents:

I. Statement of Objectives II. Background III. Scope of Work IV. Proposal Submission Requirements V. Evaluation of Proposals VI. Timeline of RFP and Instructions for Submission of Proposal VII. Terms and Conditions

Attachments A. Completed Contract Proposal (Attachment A) B. Completed Bidders Qualifications (Attachment B) C. Completed References (Attachment C) D. Completed Campaign Contribution Certification (Attachment D) E. Purchasing Agreement (Attachment E)

I. Statement of Objectives

The Connecticut State Community College (“CT State”) seeks proposals from qualified vendors to provide a comprehensive, cloud-based Policy Management Solution, as further described in the Functional/Technical Requirement Matrix attached hereto as Attachment A.

II. Background

In 2011, Public Acts 11-48 and 11-61 instituted consolidated governance of Connecticut higher education, creating the Connecticut State Colleges and Universities. The Board of Regents for Higher Education (BOR) serves as the governing body for the Connecticut State University System, Charter Oak State College, and Connecticut State Community College. The specific powers and duties of the Board, prescribed in Title 10a of the Connecticut General Statutes, are further delineated in policies adopted by the BOR from time to time. The CSCU System Office (SO) supports the colleges and universities.

Statutory Authority This RFP is issued by CSCU under the provisions of the Connecticut General Statues 4a-52a and 10a-151b.

Institutions. Collectively, the Connecticut State Colleges and Universities maintain distinct mission statements to serve their constituents while collectively working to achieve a system-wide vision and mission. The current CSCU enrollment is approximately 75,000 students. For purposes of this RFP, the terms “campus” and “institution” are synonymous and used singularly or collectively. CSCU campuses are located throughout the State of Connecticut and are as follows:

4-Year Institutions CT State Universities

Online College

· Charter Oak State College COSC New Britain

2-Year Institutions CT State Community College

· Asnuntuck - Enfield

· Capital - Hartford

· Gateway - New Haven and North Haven

· Housatonic - Bridgeport

· Manchester - Manchester

· Middlesex - Middletown and Meriden

· Naugatuck Valley - Waterbury and Danbury

· Northwestern - Winsted

· Norwalk - Norwalk

· Quinebaug Valley - Danielson and Willimantic

· Three Rivers - Norwich

· Tunxis - Farmington and Bristol

For more information, visit the CSCU website http://www.ct.edu/

Participation by each institution is voluntary, and the withdrawal of one or more institutions shall not invalidate or require cancellation of this RFP.

III. Scope of Work

The successful proposer will deliver a cloud-hosted, scalable, and secure Policy Management Solution as described further in Attachment A, the Functional/Technical Requirement Matrix.

IV. Proposal Submission Requirement

The following are to be included in your response.

F. Cover page (optional) G. Overview H. Proposal I. Completed Contract Proposal (Attachment A) J. Completed Bidders Qualifications (Attachment B) K. Completed References (Attachment C) L. Completed Campaign Contribution Certification (Attachment D) M. Agreement to Purchasing Agreement (Attachment E)

V. Evaluation of Proposals –

A. The award of a contract(s) to furnish services will be based upon a comprehensive review and analysis of proposals by an RFP committee, and negotiation of the proposal that best meets the needs of CT State. The selection recommendation will be based on criteria.

B. Award(s) will be made to the proposer(s) offering the best value as determined by CT State. By submitting a proposal in response to this RFP, a proposing party concurs with this method of award and will not, under any circumstances or in any manner, dispute any award made using this method. The award will be contingent upon the successful negotiation of specific terms and conditions to be included in the resulting contract. CT State retains the right, at its sole discretion, to award contracts to multiple vendors as deemed appropriate.

C. Criteria The Proposer’s overall methodology for successfully providing the Services will be assessed for its feasibility, responsiveness to the Scope of Services, effectiveness, and thoroughness. Each proposal will be evaluated based on the following criteria:

1. Does the vendor’s solution meet the required and/or preferred functional requirements?

2. Does the vendor’s solution meet the required and/or preferred technical requirements?

3. Does the vendor’s solution provide service support and maintenance required for critical and non-critical system operational support?

4. Cost.

The order in which the selection criteria are listed is not indicative of their relative importance.

Proposer(s) chosen for award resulting from this RFP must be willing to enter into a contract with CT State under the terms and conditions appearing in Attachment E.

VI. Timeline of RFP and Instructions for Submission of Proposals The proposal process will be governed by the following timelines:

A. All questions and requests for clarification must be in writing and submitted no later than April 6, 2026, at 1:00 p.m. to Amy Horn, Associate for Procurement, Contracting, and Compliance, amy.horn@ct.edu. Include the RFP number and title in the subject line. All questions will be answered as an addendum to this RFP only. No verbal questions will be accepted or answered.

Questions, with answers, will be posted on the Department of Administrative Services website, CT Source Bid Board https://portal.ct.gov/DAS/CTSource/BidBoard on or before April 15, 2026, at 1:00 p.m. It is the responsibility of the proposers to visit the website to retrieve the questions and answers. Proposers should visit this website frequently prior to the due date for possible addenda, in addition to questions and answers.

B. Instructions for Submission of Proposals

1. E-mail your proposal to Amy Horn, Associate for Procurement, Contracting, and Compliance, amy.horn@ct.edu. Include the RFP number (CSCU RFP # 26-1368112) and the title “Cloud-based Policy Management Solution” in the subject line. Please note that the attachment cannot be over 25 MB. If needed, please send zip files or separate e-mails. It is recommended that respondents request an email delivery receipt to acknowledge receipt of their response to this RFP.

2. PROPOSALS MUST BE RECEIVED BY THE CSCU CONTRACT COMPLIANCE AND PROCUREMENT DEPARTMENT NO LATER THAN APRIL 30, 2026, AT 1:00 P.M.

3. Any proposal received after the stated date and time will be rejected. CSCU is not responsible for any delays. It is recommended that respondents request an email delivery receipt to acknowledge receipt of their response to this RFP.

4. A public proposal opening will take place on APRIL 30, 2026, AT 1:00 P.M. At that time, a representative of the Contract Compliance and Procurement Department will announce publicly the names of those firms submitting proposals. A virtual meeting invitation via Webex will be sent out to firms that submitted a proposal. There will be no discussion of any proposal submitted, and no other public disclosure will be made until after the full execution of a contract. Attendance at this proposal opening is not mandatory.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29244247288637?p=N5E0IYjL2tM5KnSc7z Meeting ID: 292 442 472 886 37 Passcode: 9Ts3jo3n

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VII. Conditions

A. Restriction on Communications All communications concerning this solicitation are to be in writing and directed to: Amy Horn, Associate for Procurement, Contracting, and Compliance, amy.horn@ct.edu. Proposers are not permitted to communicate with the Institutions, faculty, and/or staff regarding this solicitation during the period between the Request for Proposal issue date and the announcement of award(s), except during any interviews or demonstrations requested by CSCU.

B. Insurance A Certificate of Insurance (“Certificate”) certifying that the vendor carries the insurance limits listed below shall be submitted to the SO prior to commencement of work. The Certificate shall provide evidence of:

1. Combined Single Limit (CSL) per occurrence for bodily injury, personal injury, and property damage. Coverage shall include Premises Liability, Operations, Independent Contractors, Products and Completed Operations, Contractual Liability, and Broad Form Property Damage coverage in the amount of $2,000,000. If an aggregate limit applies, said limit shall apply separately to the project, or the general aggregate limit shall be twice the occurrence limit.

2. Worker’s Compensation and Employer’s Liability are required and must meet the statutory coverage requirements prescribed by the Worker’s Compensation statutes of the State of Connecticut.

3. Technology Errors & Omissions / Professional Liability Insurance, including Data Breach and Network Security Liability, with limits of not less than $5,000,000 per claim and in the aggregate, covering acts, errors, omissions, or negligence arising out of Contractor’s performance under this Agreement.

4. Cyber Liability Insurance, including coverage for unauthorized access, failure to protect confidential information (including PCI and FERPA data), privacy violations, regulatory actions, and costs of notification and remediation, with limits of not less than $5,000,000 per occurrence and in the aggregate

Policies shall list the State of Connecticut, its officers, officials, employees, agents, Boards and Commissions as Additional Insured. The coverage shall contain no special limitations on the scope of protection afforded to the System and the State of Connecticut. The vendor shall assume liability for any and all deductibles in any and all insurance policies. Vendor warrants that he/she will maintain in force all insurance coverage cited in this section while providing services to the System.

C. Costs for Proposal Preparation Proposer shall bear any and all costs incurred in responding to this RFP.

D. Disqualification of Proposals CSCU reserves the right to consider as acceptable only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the scope of the work. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be disqualified without further notice.

Proposer may be disqualified, and the proposal automatically rejected for any one or more of the following reasons:

1. The proposal shows noncompliance with applicable law.

2. The proposal is conditional, incomplete, or irregular in such a way as to make the proposal indefinite or ambiguous as to its meaning.

3. The proposal has any provision reserving the right to accept or reject an award, or to enter into a contract pursuant to an award, or provisions contrary to those required in the solicitation.

4. The Contractor is debarred or suspended.

5. The Contractor is in default of any prior contract or for misrepresentation.

E. Rights Reserved CSCU reserves the right to award in whole or in part, to contract with one or more proposers, to reject any and all proposals, in whole or in part, and to waive technical defects, irregularities, and omissions if, in its judgment, the best interest of CSCU will be served. Should CSCU determine that only one Proposer is fully qualified, or that one Proposer is more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Proposer.

F. Compliance with State and Federal Laws and CSCU Policies Any contract awarded as a result of this RFP shall be in full compliance with the statutes and regulations of the State of Connecticut and include the Contract Provisions required by the State (which may include, but not be limited to, the provisions found in Attachment E). Any portion of the contract determined to be in conflict with said statutes and/or regulations will be interpreted so as to be in compliance.

Under no circumstances will CT State enter into a contract that requires CT State or the State to indemnify another party or to agree to binding arbitration.

The successful proposer shall comply with all applicable CSCU Policies, including the Ethical Conduct Policy, which may be found by visiting www.ct.edu/hr/policies. The successful proposer shall also comply with all federal and state statutes and regulations, including, but not limited to, the Gramm-Leach-Bliley Act (“GLBA”) and the Family Educational Rights and Privacy Act (“FERPA”), in the protection of all data where and as applicable.

G. Inspection of Proposals and Confidential Information CSCU treats Proposals as confidential until after a contract is finalized. At that time, they become subject to disclosure under the Freedom of Information Act. CT State is a public entity, and its records, including responses to this RFP, are public records. See Conn. Gen. Stat. §§1-200, et seq., and especially §1-210(b)(4) and §1-210(b)(5). Due regard will be given for the protection of proprietary or confidential information contained in all proposals received. However, all materials associated with this RFP are subject to the terms of the Connecticut Freedom of Information Act (“FOIA”) and all applicable rules, regulations, and administrative decisions. If a firm is interested in preserving the confidentiality of any part of its proposal, it will not be sufficient merely to state generally that the proposal is proprietary or confidential in nature and not, therefore, subject to release to third parties. Instead, those particular sentences, paragraphs, pages, or sections that a firm believes to be exempt from disclosure under FOIA must be specifically identified as such. Convincing explanation and rationale sufficient to justify each exemption consistent with Section 1-210(b) of FOIA must accompany the proposal. The rationale and explanation must be stated in terms of the reasons the materials are legally exempt from release pursuant to FOIA. Firms should not require that their entire proposal, nor the majority of the proposal, be confidential. Any submitted proposal, once execution of a contract is complete and any completed contract will be considered public information. CSCU has no obligation to initiate, prosecute or defend any legal proceeding or to seek a protective order or other similar relief to prevent disclosure of any information that is sought pursuant to a FOIA request. The contractor has the burden of establishing the availability of any FOIA exemption in any proceeding where it is an issue. In no event shall the CSCU have any liability for the disclosure of any documents or information in its possession which the CSCU believes are required to be disclosed pursuant to FOIA or other requirements of law.

H. Contract Invalidation If any provision of the contract is found to be invalid, such invalidation will not be construed to invalidate the entire contract.

I. Fees All fees and cost structures quoted herein shall remain firm for the entire contract term, unless mutually agreed by all parties via written contract amendment.

J. Out of Pocket Expenses Out-of-pocket expenses may include, but are not limited to, reasonable lodging, meals, mileage, and parking. With respect to applicable expenses, reimbursement shall be made by CSCU based on the then-current General Services Administration (GSA) Meals and Incidental Expenses guidelines.

K. RFP Terms and Conditions The terms and conditions should be reviewed carefully to ensure full responsiveness to the RFP. The contract will, in form and substance, be consistent with applicable CSCU policy and regulations and State of Connecticut statutes and regulations regarding the creation and execution of such contract. The failure of any proposer to receive or examine any contract, document, form, addenda or to visit the sites and acquaint itself with conditions there-existing, when applicable, will not relieve it of any obligation with respect to its proposal or any executed contract. The submission of a proposal shall be conclusive evidence and understanding of intent to incorporate such terms and conditions into a contract.

L. Supplemental Information As part of the review, CSCU may request a proposer to supply, in writing, clarifications, additional documentation or information needed to fairly evaluate each proposal. Proposers may be required to provide a written response within three (3) business days of receipt of any request for clarification by CSCU. CSCU reserves the right to correct inaccurate awards resulting from clerical errors.

M. Meetings with Proposers At its discretion, CSCU may convene meetings with one or more proposers in order to gain a fuller understanding of the proposals. The meetings may involve demonstrations, interviews, presentations, or site visits. If CSCU decides meetings are warranted, CSCU will contact proposers to make an appointment. The RFP Committee may, at its option, elect to “short-list” the number of proposers brought in for meetings based on the evaluation criteria included in this RFP. Please note that any costs incurred to meet the requirements of this RFP shall be borne by the proposer.

N. Miscellaneous

1. Late emailed proposals are not acceptable and will be rejected.

2. Submission of a proposal in response to this RFP is your acknowledgement that subjective criteria will be used in the evaluation of proposals. An Award will be made to the responsible proposer who is determined to be the most advantageous to CSCU. Cost, although an important consideration, will not be the sole determining factor.

3. Proposer warrants that: proposer did not participate in the RFP development process, did not have knowledge of the contents of this RFP prior to its issuance, that its proposal was not made in connection with any competing proposer submitting a separate response to this RFP, and that the proposal is submitted without collusion or fraud of any kind.

4. Any alleged oral agreement or arrangement made by a proposer with any agency or employee will be superseded by the written agreement.

5. Proposers may withdraw their proposals at any time prior to the time and date set for opening.

6. No additions or changes to the original proposal will be allowed after submittal. While changes are not permitted, clarification at the request of the CSCU may be required at the proposer’s expense.

7. All proposals submitted in response to this RFP become the property of the State of Connecticut and are subject to the provisions of section 1-210 of the Connecticut General Statutes (Freedom of Information).

8. Any and all prices quoted in a proposal shall be valid for a minimum period of 120 days from the due date of the Proposal.

9. Any subsequent contract(s) arising from this RFP may be extended to other constituent units of higher education. The use of this award is voluntary and is contingent upon acceptance by the contractor.

10. Any contract awarded is subject to contract compliance requirements mandated by Section 4a-60 and 46a-68 of the Connecticut General Statutes.

11. Campaign Contribution Restriction. For all State contracts, defined in section 9-612 of the Connecticut General Statutes as having a value of $50,000 or more, or a combination or series of such agreements or contracts having a value of $100,000 or more in a calendar year, the authorized signatory to this Agreement represents that they have received the State Elections Enforcement Commission’s notice advising state contractors of state campaign contribution and solicitation prohibitions, and will inform its principals of the contents of the notice. The SEEC Form 10 notice can be found at https://seec.ct.gov/Portal/data/forms/ContrForms/seec_form_10_final.pdf.

12. Any contract awarded shall be subject to Executive Orders of the Governor, State of Connecticut as defined below:

Executive Orders and Other Enactments:

1. All references in this Contract to any Federal, State, or local law, statute, public or special act, executive order, ordinance, regulation or code (collectively, “Enactments”) shall mean Enactments that apply to the Contract at any time during its term, or that may be made applicable to the Contract during its term. This Contract shall always be read and interpreted in accordance with the latest applicable wording and requirements of the Enactments. Unless otherwise provided by Enactments, the Contractor is not relieved of its obligation to perform under this Contract if it chooses to contest the applicability of the Enactments or the Client Agency’s authority to require compliance with the Enactments.

1. This Contract is subject to the provisions of Executive Order No. Three of Governor Thomas J. Meskill, promulgated June 16, 1971, concerning labor employment practices, Executive Order No. Seventeen of Governor Thomas J. Meskill, promulgated February 15, 1973, concerning the listing of employment openings and Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999, concerning violence in the workplace, all of which are incorporated into and are made a part of this Contract as if they had been fully set forth in it.

1. This Contract may be subject to (1) Executive Order No. 14 of Governor M. Jodi Rell, promulgated April 17, 2006, concerning procurement of cleaning products and services; and (2) Executive Order No. 61 of Governor Dannel P. Malloy promulgated December 13, 2017 concerning the Policy for the Management of State Information Technology Projects, as issued by the Office of Policy and Management, Policy ID IT-SDLC-17-04. If any of the Executive Orders referenced in this subsection is applicable, it is deemed to be incorporated into and made a part of this Contract as if fully set forth in it.

ATTACHMENT A

CONTRACT PROPOSAL

Please read carefully Connecticut State Colleges and Universities Finance Department 61 Woodland Street Hartford, CT 06105-2337

THIS FORM MUST BE RETURNED WITH PROPOSAL

RFP NUMBER

CSCU RFP 26-1368112

DATE OF OPENING

4/30/2026

TIME OF OPENING

1:00 p.m.

AMOUNT OF SURETY (if required)

- None -

DATE ISSUED

3/17/2026

COMMODITY CLASS/SUBCLASS AND DESCRIPTION

Cloud-based Policy Management Solution

PRE-PROPOSAL SITE VISIT:

n/a

CONTACT:

Amy Horn, Associate for Procurement, Contracting and Compliance

E-MAIL:

amy.horn@ct.edu

FOR

Connecticut State Colleges and Universities

CONTRACT PERIOD:

TBD

REQUEST FOR PROPOSAL

Pursuant to the provisions of Sections 10a-151b and 4-217 of the General Statutes of Connecticut as amended. SEALED PROPOSALS WILL BE RECEIVED by the Finance Department of the Connecticut State Colleges & Universities, for furnishing the services herein listed.

AFFIRMATION OF PROPOSER

The undersigned affirms and declares:

1. That this proposal is executed and signed with full knowledge and acceptance of the provisions of the laws of the State of Connecticut, and the terms and conditions listed herein.

2. That should any part of this proposal be accepted in writing by CSCU within one hundred twenty (120) calendar days from the date of opening unless an earlier date for acceptance is specified in proposal schedule, said proposer will furnish and deliver the commodities and / or services for which this proposal is made, at the rates offered and fee schedule proposed, and in compliance with the provisions listed herein. Should award of any part of this proposal be delayed beyond the period of one hundred twenty (120) days or an earlier date specified in proposal schedule, such award shall be conditioned upon proposer’s acceptance.

PROPOSAL. The undersigned, accepting the conditions set forth herein, hereby agrees in strict accordance therewith, to furnish and deliver the services to the state agency or state agencies named in the proposal at the prices proposed therein.

TYPE OR PRINT NAME OF INDIVIDUAL

DOING BUSINESS AS (Trade Name)

SIGNATURE

WHEN PROPOSER

BUSINESS ADDRESS STREET CITY STATE ZIP CODE

IS AN

INDIVIDUAL

WRITTEN SIGNATURE OF INDIVIDUAL SIGNING THIS PROPOSAL

NAME (Type or print names of all partners ) TITLE

NAME TITLE

SIGNATURE

WHEN PROPOSER

IS A FIRM

FULL NAME OF CORPORATION

INCORPORATED IN WHAT STATE

SIGNATURE

WHEN PROPOSER

BUSINESS ADDRESS STREET CITY STATE ZIP CODE

F.E.I. NUMBER

IS A

CORPORATION

WRITTEN SIGNATURE OF CORPORATE OFFICIAL OR PERSON DULY AUTHORIZED TO SIGN PROPOSALS ON BEHALF OF THE ABOVE CORPORATION

TITLE

Attachment B

STATEMENT OF BIDDER'S QUALIFICATIONS

This form will be used in assessing a Bidders Qualification and will be used to determine if bid submitted is from a responsible bidder. State law designates that contracts be awarded to the lowest responsible qualified bidder. Factors such as past performance, integrity of the bidder, conformity to the specifications, etc., will be used in evaluating bids. Attach additional sheet(s) as necessary.

1. Name and Business Address:

2. How many years has your company been in business under its present name?

3. How many years has your firm been performing the specific type of work involved in this present contract?

4. List any relevant Certifications, Licenses, Registrations, etc., which qualify your company to meet the requirements of this bid.

5. List all other contracts your company currently holds (current client list) for similar services for accounts similar in size, scope, and nature. Include account name, nature of service(s), and annual dollar value. Attach additional sheets as necessary.

6. In the past three years, has your company failed to complete any work awarded to it? If yes, provide details on when, where, and why. Attach additional sheets as necessary.

7. In the past three years, has your company had a contract terminated for failure to perform, or for failure to meet any requirements of the contract? Attach additional sheets as necessary. If yes, provide details on when, where, and why.

8. In the past three years, have you, or your company, been cited by the Labor Department of the State of Connecticut, or by any State agency, for any violations of state, or federal, labor laws, regulations, or guidelines, for nonpayment of wages and/or benefits to your employees? If yes, provide details on when, where, and why. Attach additional sheets as necessary.

9. Are there any judgments, claims or suits pending, or outstanding, against your company, or its officers? If yes, provide details on when, where, and why. Attach additional sheets as necessary.

10. Is your company, or any of its principals, presently debarred, suspended, proposed for debarment, declared ineligible, or involuntarily or voluntarily excluded by any State, or Federal, agency from participation in bidding on construction projects? If yes, please attach a letter of explanation.

11. List the name, phone number, and email of your company’s current CFO, and VP of Sales or their equivalent.

12. ACKNOWLEDGMENT: I (We), the undersigned, hereby certify that the above information is true and accurate, and that the Agency will rely on said information as a basis for determining the bidder's qualifications for the Project being bid. The undersigned further understands that any material misrepresentation, or inaccuracy, stated above will result in bidder's disqualification, or if applicable, will constitute grounds for the termination of the contract for construction, should one have been issued to the bidder.

Name of Company

Signature

Print Name:

Title:

Attachment C

REFERENCES

Proposals should include three to five institutions of similar or the same size, where your organization has provided services similar to those being requested. Any experience with ANY Connecticut State agency MUST be included here. References may be checked electronically; the requirement for e-mail addresses is a mandatory requirement.

Reference #1 Company Name: __________________________________________________________ Company Address:_________________________________________________________ Number of years servicing reference:___________________________________________ Reference Contact Name:____________________________________________________ Reference Contact Number:__________________________________________________ Email: ___________________________________________________________________

Reference #2 Company Name: __________________________________________________________ Company Address:_________________________________________________________ Number of years servicing reference:___________________________________________ Reference Contact Name:____________________________________________________ Reference Contact Number:__________________________________________________ Email: ___________________________________________________________________

Reference #3 Company Name: __________________________________________________________ Company Address:_________________________________________________________ Number of years servicing reference:___________________________________________ Reference Contact Name:____________________________________________________ Reference Contact Number:__________________________________________________ Email: ___________________________________________________________________

Attachment D

OPM FORM 1

STATE OF CONNECTICUT

CAMCAMPAIGN CONTRIBUTION CERTIFICATION

Written or electronic certification to accompany a bid or proposal or a non-competitive contract with a value of $50,000 or more, pursuant to C.G.S. § 9-612.

INSTRUCTIONS:

Complete all sections of the form. Attach additional pages, if necessary, to provide full disclosure about any campaign contributions made to campaigns of candidates for statewide public office or the General Assembly, as described herein. Sign and date the form, under oath, in the presence of a Commissioner of the Superior Court or Notary Public. Submit the completed form to the awarding State agency at the time of submission of your bid or proposal (if no bid or proposal– submit this completed form with the earliest submittal of any document to the state or quasi-public agency prior to the execution of the contract), and if there is a change in the information contained in the most recently filed certification, such person shall submit an updated certification either (i) not later than thirty (30) days after the effective date of such change or (ii) upon the submittal of any new bid or proposal for a contract, whichever is earlier.

Check One:

· Initial Certification

· Updated Certification because of change of information contained in the most recently filed certification

CAMPAIGN CONTRIBUTION CERTIFICATION:

I certify that neither the contractor or prospective state contractor, nor any of its principals, have made any contributions to, or solicited any contributions on behalf of, any party committee, exploratory committee, candidate for state-wide office or for the General Assembly, or political committee authorized to make contributions to or expenditures to or for, the benefit of such candidates, in the previous four years, that were determined by the State Elections Enforcement Commission to be in violation of subparagraph (A) or (B) of subdivision

(2) of subsection (f) of Section 9-612 of the General Statutes, without mitigating circumstances having been found to exist concerning such violation. Each such certification shall be sworn as true to the best knowledge and belief of the person signing the certification, subject to the penalties of false statement. If there is any change in the information contained in the most recently filed certification, such person shall submit an updated certification not later than thirty days after the effective date of any such change or upon the submittal of any new bid or proposal for a state contract, whichever is earlier.

All Campaign Contributions on behalf of any party committee, exploratory committee, candidate for state-wide office or for the General Assembly, or political committee authorized to make contributions to or expenditures to or for, the benefit of such candidate, for a period of four years prior to signing the contract or date of the response to the bid, whichever is longer, include:

Contribution Date Name of Contributor Recipient Value Description

Sworn as true to the best of my knowledge and belief, subject to the penalties of false statement.

Printed Contractor Name Printed Name of Authorized Official

Signature of Authorized Official

Subscribed and acknowledged before me this day of , 20 .

Commissioner of the Superior Court (or Notary Public)

_ My Commission Expires

THIS IS A DRAFT AGREEMENT. PLEASE REVIEW AND, IF REQUESTED, PROVIDE ANY EXCEPTIONS WITH PROPOSED ALTERNATIVE LANGUAGE. DO NOT SIMPLY PROVIDE SEPARATE TERMS AND CONDITIONS.Attachment E

CONTRACT NUMBER: 26-1368112

AGREEMENT

BETWEEN

CONNECTICUT STATE COMMUNITY COLLEGE

and

[CONTRACTOR NAME]

This Agreement (“Contract” or “Agreement”) is entered into by and between Connecticut State Community College, a constituent unit of the State of Connecticut System of Higher Education, with an address of 185 Main Street, New Britain, CT 06051 (“Institution”), and ___________________. (hereinafter the "Contractor") with a principal place of business at [ADDRESS], to provide access to and use of its policy management solution, implementation, and ongoing support services. (“Services”)

1. Definitions

a) “Confidential Information” means all non-public information disclosed by one Party to the other that is marked or should reasonably be understood as confidential. For clarity, Institution Data is Institution’s Confidential Information.

b) “Documentation” means, collectively: (a) all materials published or otherwise made available to Institution by Contractor that relate to the functional, operational and/or performance capabilities of the SaaS Service; (b) all user, operator, system administration, technical, support and other manuals and all other materials published or otherwise made available by Contractor that describe the functional, operational and/or performance capabilities of the SaaS Service; (c) Requests for Proposal Number 26-1372500 issued by Institution and the response thereto from Contractor, and any document which purports to update or revise any of the foregoing; and (d) the results of any Contractor product demonstration presentation or similar type presentations or tests provided by Contractor to Institution.

c) “Fees” means the fees set forth in Exhibit A (Price Schedule).

d) “Institution Data” means all data, records, files, content, or information provided, uploaded, or generated by Institution or its users through use of the Service.

e) “Implementation Services” means the professional services provided in the Statement of Work (“SOW”) set forth in Exhibit B.

f) “Services” means the cloud-based Software, Implementation, and ongoing support services.

g) “Software” means the Contractor’s cloud hosted policy management solution.

2. Grant of Rights. Contractor hereby grants to Institution, for the Term of this Agreement and any Term renewals, a non-exclusive, worldwide, royalty-free right and license to access and use the Service, including all related Documentation, interfaces, application programming interface (“APIs), reports, and deliverables, solely for Institution’s internal business purposes (“License”). This License includes, without limitation, the right for: (a) Institution’s employees, officers, agents, and representatives; (b) Contractors, consultants, and temporary personnel engaged by or working on behalf of Institution; and (c) Authorized third-party service providers acting on Institution’s behalf (e.g., managed service Contractors, auditors, system integrators); to access, use, input, process, display, and analyze Institution Data through the Service in connection with Institution’s internal operations.

a) Rights Included. The License granted herein includes the right to: a) access the Service from any location and through any device or browser approved by Institution’s security policy, b) transmit, store, and display Institution Data in and through the Service, c) export, download, and copy data, reports, and documentation generated by the Service, and d) integrate or interoperate with other Institution systems via APIs or approved connectors.

b) No User-Based or Seat-Based Limitation. Unless expressly stated otherwise in Exhibit A (Pricing Schedule), the License is granted on an enterprise-wide basis and is not limited by the number of users, devices, sessions, or transactions. Institution may freely increase or decrease the number of users (including contractors and affiliates) without incurring additional licensing fees, provided all such use is for Institution’s internal business purposes.

c) Permitted Use by Contractors and Affiliates. Authorized contractors, consultants, and affiliates may access and use the Service under the same terms and conditions as Institution, provided that a) they do so solely for the benefit of Institution; and b) they are bound by written confidentiality and data protection obligations no less stringent than those set forth in this Agreement. Institution agrees Contractor shall not be responsible for any acts or omissions of such contractors or affiliates.

d) Reservation of Rights. Except for the limited rights expressly granted herein, Contractor retains all rights, title, and interest in and to the Service and associated intellectual property. Nothing in this Agreement shall restrict Institution’s right to use or procure similar or competitive services from other providers.

e) Suspension of Access. Contractor shall not suspend or restrict access to the Service except (a) upon Institution’s written request, or (b) due to material breach by Institution that remains uncured after written notice and a minimum thirty (30) day cure period.

3. Term and Renewal This Contract shall become effective only as of June 1, 2026, and shall continue in effect until May 31, 2031 unless terminated earlier in accordance with the terms of Section 12.8 below. This Contract may be extended for five (5) additional one(1) year extensions, or parts thereof, by a written Contract amendment signed by the parties hereto and approved by the Office of the Attorney General (“OAG”) when applicable.

4. Fees and Payment

a) The maximum amount payable under this Contract is $______TBD__________ USD.

b) Fees as described in Exhibit A shall be fixed for the entire Term. Contractor shall not increase fees during the Term or any renewal without Institution’s prior written consent.

c) Invoices shall, at a minimum, include the Contractor's name, the Purchase Order Number, the Contractor’s Federal Employer Identification Number, the billing period, and an itemization of expenses invoiced. The State of Connecticut does not pay taxes; therefore, Contractor invoices should not reflect the inclusion of any taxes on services or work performed under this Contract. Invoice shall be emailed to: so-ap-ccc@ct.edu.

d) Invoices shall become due on a Net 45-day basis.

5. Service Availability and Remedies

a) Service Availability.

Contractor shall use commercially reasonable efforts to ensure that the Software is available at least 99.9% of the time during each calendar month (“Service Level”), excluding periods of (i) scheduled maintenance with at least forty-eight (48) hours’ prior notice, and (ii) emergency maintenance required to address critical system vulnerabilities or failures (“Excused Downtime”).

b) Calculation of Downtime.

“Downtime” means any period during which the Software is not accessible or usable by Institution, other than Excused Downtime. Downtime shall be measured from the time Institution notifies Contractor of the outage until the Software is restored.

c) Service Credits.

If the Software fail to meet the Service Level in any given month, Institution shall be entitled to a service credit as follows:

d) Exclusions.

Service credits shall not apply to Downtime caused by:

(a) Excused Downtime;

(b) Institution’s equipment, software, or network connections; or

(c) Institution’s misuse of the Services or failure to use the Services in accordance with the Agreement.

e) Reporting and Claims.

To receive a credit, Institution must submit a written claim within sixty (60) days following the end of the month in which the Downtime occurred, including reasonable supporting documentation.

f) Termination Right. If SLA failures occur in three (3) or more months within any 12-month period, Institution may terminate without penalty and receive a pro-rata refund.

g) Service Level Support. Contractor shall provide 24x7x365 technical support and escalation response times as follows:

6. Data Ownership.

a) Institution retains all rights, title, and interest in and to all Institution Data.

b) All Institution Data shall be hosted and processed within the United States.

c) Contractor shall maintain daily backups and provide full restoration capability within twenty-four (24) hours.

d) Upon termination, Contractor shall return all Institution Data in an open and non-proprietary format within ten (10) business days and certify deletion within thirty (30) days.

7. Artificial Intelligence (“AI). Except for Institution exclusive use and benefit, Contractor must never use Institution Data to train (Training Data) AI Technology models intended for public or commercial purposes, without Institution express written permission. This includes (a) using or enabling generative AI Technologies to ingest, train, test, distribute, make publicly accessible, and/or generate output (including resulting from the use of artificial intelligence tools) based on the Contractor’s product(s) (“Products”) or any part thereof; (b) uploading, copying, or hosting the Products or any part thereof to or for use in generative AI Technologies directly or indirectly (e.g., through the use of third-party plugins, extensions or decentralized custom chatbots associated with those AI Technology). Additionally, Contractor agrees it shall not permit third parties (e.g., subcontractors, affiliates, AI Technology service providers) to use Institution Data in AI training. Contractor agrees to grant Institution the right to audit Contractor’s compliance with AI usage restrictions, requiring documentation of data processing activities.

The Term “AI Technology” means for purposes of this Agreement, software that is developed with or for the purpose of one or more machine learning techniques and approaches (including but not limited to supervised, unsupervised and reinforcement learning) and can generate outputs such as content, predictions, recommendations, or decisions influencing the environments with which they interact.

8. Information Security

a) SOC Reporting. Contractor agrees to submit to Institution annually at security@ct.edu the Service Organization Controls (SOC) reports for Contractor known as SOC 1 (Type 2) and SOC 2 (Type 2), or their equivalent.

b) Institution’s Audit. Contractor agrees to allow Institution’s Chief Information Security Officer (CISO) or their designated representative to conduct an annual audit of Contractor’s security policies, procedures, and practices. Such audits may include, but are not limited to, review of security controls, risk assessments, data protection measures, and incident response protocols.

c) Contractor shall provide reasonable access to relevant documentation and personnel necessary to facilitate Institution’s audit, subject to appropriate confidentiality and security measures. If any deficiencies or non-compliance issues are identified, Contractor agrees to remediate such deficiencies within a reasonable timeframe as agreed upon by the parties.

d) Failure to comply with the audit requirements or to address identified deficiencies may be considered a material breach of this Agreement, subject to any applicable remedies.

9. Software and Intellectual Property Warranties

a) Contractor represents and warrants that the Software shall: (a) perform per the Documentation; (b) not contain malicious code or viruses; (c) not infringe on third-party intellectual property rights.

b) Remedy: Contractor shall promptly correct deficiencies or refund fees paid for the affected period.

10. Limitation of Liability

a) Contractor’s liability for damages to Institution shall not exceed five (5) times the value of this Agreement.

b) The foregoing limitations shall not apply: (a) to claims for physical damage to real or tangible personal property, (b) to claims regarding bodily injury, sickness, disease or death, (c) to claims arising from negligence, reckless or intentional misconduct, (d) obligations under the following clauses: (i) indemnification, (ii) breach of confidentiality or data security obligations, (iii) violation of applicable privacy or data protection laws, or (iv) to any loss or claim to the extent the loss or claim is covered by a policy of insurance maintained, or required by this contract to be maintained, by Contractor.

11. Notices All notices, demands or requests provided for or permitted to be given pursuant to this Contract must be in writing. All notices, demands and requests shall be deemed to have been properly served if given by personal delivery, or if transmitted by facsimile with confirmed receipt, or if delivered to Federal Express or other reputable express carrier for next business day delivery, charges billed to or prepaid by shipper; or if deposited in the United States mail, registered or certified with return receipt requested, proper postage prepaid, addressed as follows:

MUST BE COMPLETED

If to the Institution*:

INSTITUTION NAME

ADDRESS

ADDRESS

ATTN:

If to the Contractor*:

INSTITUTION NAME

ADDRESS

ADDRESS

ATTN:

[Note: *Any party may change its Notice information in writing in accordance with this Section.]

12. State of Connecticut Required Contract Provisions:

1. Statutory Authority:

Connecticut General Statutes §§ 10a-6, 10a-1b, 4a-52a, and /or 10a-151b provides the Institution with the authority to enter into contracts in the pursuit of its mission.

2. Professional Standards:

In rendering services under this contract, the Contractor shall conform to high professional standards of work and business ethics. The Contractor warrants that during the Term of this Agreement, the services will (i) substantially conform to the written documentation made available by Contractor, (ii) be performed in a professional and workmanlike manner; and (iii) be provided in accordance with generally and currently accepted principles and practices. During the term of this contract, the Contractor agrees to provide to Institution in a good and faithful manner, using its best efforts and in a manner that shall promote the interests of said Institution, such services as Institution requests, provided in this contract.

3. Federal and State statutes and regulations:

In performing services pursuant to this contract, Contractor, its employees and representatives shall at all times comply with all applicable federal and state statutes, regulations and laws, including, but not limited to, the Gramm-Leach–Bliley Act, the Family Educational Rights and Privacy Act (“FERPA”) and related State Contracting Agency Policies, in the protection of all personally identifiable and other protected confidential information and non-directory student data.

4. Claims Against the State:

The Contractor agrees that the sole and exclusive means for the presentation of any claim against the State arising from this Agreement shall be in accordance with Chapter 53 of the Connecticut General Statutes (Claims Against the State) and the Contractor further agrees not to initiate legal proceedings in any state or federal court in addition to, or in lieu of, said Chapter 53 proceedings.

5. Forum and Choice of Law:

The parties deem the Contract to have been made in the City of Hartford, State of Connecticut. Both parties agree that it is fair and reasonable for the validity and construction of the contract to be, and it shall be, governed by the laws and court decisions of the State of Connecticut, without giving effect to its principles of conflicts of laws. To the extent that any immunities provided by Federal law or the laws of the State of Connecticut do not bar an action against the State, and to the extent that these courts are courts of competent jurisdiction, for the purpose of venue, the complaint shall be made returnable to the Judicial District of Hartford only or shall be brought in the United States District Court for the District of Connecticut only, and shall not be transferred to any other…