USF Scope of Work and Services Requirements.pdf

USF TECHNICAL SPECIFICATIONS

Table of Contents

Description Page

4. TECHNICAL SPECIFICATIONS

4.1. Scope of Work

4.2. Evaluation Criteria

4.3. Award

4.4. Project Administration

4.5. Invoicing and Payment

4. TECHNICAL SPECIFICATIONS

Solicitation Purpose:

This Solicitation is a Focused Procurement Opportunity (FPO) which is exclusively open for competition by: (1) small businesses (2) veteran owned businesses, and (3) certified women or minority owned businesses (MWBE). An FPO is open for competition by vendors that meet any one of the preceding three categories, or combination thereof. For example, a business could be classified as small or veteran owned and compete for an FPO regardless of whether the businesses were also a MWBE.

The University of South Florida Board of Trustees, a public body corporate of the State of Florida, hereinafter the “University”, intends to negotiate non-exclusive Agreements for Promotional & Marketing Materials with multiple Suppliers. We invite proposals from Suppliers that meet the qualifications for this FPO project, and that can provide the products and specifications stated below.

USF’s collective annual spend for Promotional & Marketing Materials is approximately 1.03 million dollars per year. The negotiated Agreements are meant to be used as a shared service with the State University System (SUS) which has a historical approximate annual spend of over 2.0 million for these services. These figures are estimates only and are not a guarantee of future business. The awarded Suppliers will be considered as preferred Suppliers for Marketing and Promotional items.

We are soliciting companies that have the capability to provide these Promotional & Marketing Materials, and can meet all requirements specified herein. The University of South Florida will base their evaluation of each proposer’s response on the following factors, cost per unit, ability of Supplier to provide End Quantity Pricing, quality and safety of product, ability of the Supplier to meet ordering turn-around, shipping costs, and Supplier’s ordering platforms. The University of South Florida may select multiple firms to provide these services to All Campus Departments however, Suppliers are notified that an award is not a guarantee of future orders.

Preferences: It is our preference to engage with local and or domestic companies. That said we will consider foreign firms as well.

USF is committed to providing opportunities to Minority Business Enterprises including but not limited to Minority, Woman, Veteran, and Disabled Veteran Owned businesses. USF is seeking to establish agreements that provide the best value for the university.

Buy America Act: in some instances, departments may have requirements that a Supplier must certify that they will source all the products for a particular project within the United States. In compliance with “Buy America Act (23 U.S.C. et seq). Therefore, we are asking Suppliers to answer the question, “do they have the ability to source wholly within the United States if required?”

Technology Capabilities:

Can your firm provide the following IT infrastructure capabilities?

Marketplace Integration/Supplier Enablement

Procurement Services at the University of South Florida manages a USF system-wide, online, Procure-to-Pay solution called Bull Marketplace. USF Employees access the marketplace using their USF login and can select from our preferred enabled suppliers to fill shopping carts and make purchases. Bull Marketplace is hosted by JAGGAER, and supports Punch-out level 1 and level 2 suppliers, as well as hosted catalogs.

The commodities/services that you provide as a supplier have been identified as candidates for Marketplace Integration/Enablement of Punch-Out. Suppliers’ experience with integration, capacity to integrate, and cost of integration will be considered during the evaluation committees’ review of proposals and in their decision to award.

Minimum system requirements associated with enablement include:

• Ability to create a web-based ordering platform for end users

• Ability to receive purchase orders through cXML

• Ability to process credit card payments contained in the cXML purchase order received.

• Ability to produce and send credit card level 2 data, including USF PO number.

• Ability to produce and send credit card level 3 data such as PO line-item descriptions, PO line-item unit price, PO line-item quantity and PO line-item product/catalog #

Supplier responsibilities associated with enablement implementation will be to:

• Provide the catalog content and pricing.

• Establish and troubleshoot integration connectivity.

• Process any test scenarios per the test plan and agreed upon schedule.

• Execute any mapping or other changes as required.

• Propose any necessary changes in scope, schedule, or resources to the project team.

• Other requirements as outlined in the Project Plan.

• Provide production credentials to SI project manager.

• Coordinate and/or execute supplier production setup.

• Establish and troubleshoot integration connectivity.

• Confirm ability to support production traffic.

• Confirm live order receipt and validate the movement of the order through the supplier's order fulfillment process.

• Notify the project team when the email confirmation is routed to the end user (if applicable).

• Provide a tracking number upon shipment of the project if available; otherwise notify the team when the product has shipped.

• Coordinate and resolve any integration issues with the project team.

As a part of your response to this solicitation, please provide the following:

1. Description of your experience as a “Punch-Out”, catalog, or enabled supplier with any other client on any platform (i.e., Workday, PeopleSoft, JAGGAER, SAP, Prodigo, Oracle, etc.). Description should include the names of the platforms, number of platforms, integration type and payment methods used.

2. Please provide a separate and parallel pricing sheet that would be inclusive of all development costs necessary to allow integration as well as any ongoing license fees.

4.1 Statement of Work

Vendors must provide responses to the information requested below:

4.1.1. Purpose: USF is seeking to establish pricing Agreements with multiple vendors based on End Quantity Pricing (EQP) for a verifiable discount based on the manufacturers advertised EQP on the vendor’s entire catalogue of promotional items.

Below are service guidelines that each vendor should take into consideration.

4.1.2. Product Information: Provide information on product and pricing updates. Include the frequency and or schedule that products are added and deleted. Identify schedule for pricing changes. Describe how USF will be able to confirm the manufacturers EQP. Describe the breadth of the “green or “sustainable” items vendor can offer. Describe the quality and safety control that your company employs.

4.1.3. Licensing Requirement: all awarded vendors must be licensed by IMG College Licensing, for information on how to get licensed go to www.clc.com. This is a requirement for all promotional items preferred vendors. Awarded vendors must be licensed prior to entering into an agreement with USF.

4.1.4. Digital Artwork:

USF will provide digital artwork to vendor provided specifications and will transmit artwork electronically to the vendor. In some instances, the vendor may be asked to prepare or edit artwork. For each order, a vendor artwork proof will need to be approved by the ordering department and, if a university logo or asset is incorporated into the artwork, final approval obtained through CLC College Licensing Company, LLC via their approval system. Provide your firm’s pricing structure around artwork, set up fees and printing. USF is seeking a percentage discount on the initial set-up fees.

http://www.clc.com/

4.1.5. Vendor Catalogues: vendors must provide the web address where USF evaluators can view their catalogues on line for comparison to other vendors.

4.1.6. Shipping Cost:

Preference is that shipping will be included in the total cost of items, i.e., free shipping.

Include a fee structure for expedited shipping.

4.1.7. Shipping Address for USF: orders may be shipped to the any of the following addresses; exact addresses will be coordinated by the specific department during the placement of an order.

USF Tampa Campus USF St. Petersburg Campus USF Sarasota Manatee Campus 4202 E FOWLER AVENUE 140 7th Ave South St 8350 N Tamiami Trail TAMPA, FL 33620-9000 Petersburg, FL 33701 Sarasota, FL 34243

Note: Shipping Addresses for other institutions and government entities using the award agreements will be per their requirements on a case-by case basis.

4.1.8. Turnaround Times:

What is your firm’s guaranteed shipping time on orders placed? Provide pricing for items that are manufactured domestically and also items that are manufactured outside the United States.

4.1.9. Customer Service:

Preference will be given to vendors who provide a representative to assist USF departments in the identification, ordering and management of purchases. Representative should be able to consult with USF departments to determine needs, objectives and budget in order to provide promotional items recommendations. Representative should be responsive to requests and facilitate purchases through delivery to the ordering department.

4.1.10. Ordering System:

How will USF place orders with vendor? USF’s preference is to have a vendor representative available to all USF departments so that orders can be placed directly with the sales rep. Will your company set up a customer specific portal for USF, and will the EQP discounted pricing be available through the use of the USF portal. Please provide the different platforms that USF departments can use to place orders i.e., directly with USF sales rep. vendor web site, USF specific portal, via telephone etc.…

4.2. Evaluation Criteria:

Cost of products per unit (Incudes shipping)

4.2.1. Is End Quantity Pricing available and verifiable

4.2.1.1. Quality and Safety of products

4.2.1.2. Variety of product offering

4.2.1.3. Ordering system and turn-around time on orders placed

4.2.1.4. Breadth of offerings recognized as “green” or “sustainable” in nature

4.2.1.5. CLC Collegiate Licensing status

4.2.2. Total proposal Discounts

4.2.2.3. Discounts – Detailed breakdown of;

4.2.2.4. percentage discount,

4.2.2.5. shipping, artwork and all other related service costs

4.2.3. Vendor’s financial viability documentation

4.2.3.3. Provide documentation Examples Dunn and Bradstreet rating, Letter of good standing from your financial institution, or some other third-party documentation.

4.2.4. Company Information

4.2.4.3. Company References (minimum of three)

4.2.4.4. Companies Focused Procurement Opportunity Status

4.2.4.4.1. Companies must provide documentation of their FPO qualifications here is a link to the list of the

CBE Certifications that USF recognizes https://www.usf.edu/business-finance/supplier-diversity/for-vendors/recognized-certifications.aspx

4.2.5. Vendor Qualification Documentation

https://www.usf.edu/business-finance/supplier-diversity/for-vendors/recognized-certifications.aspx https://www.usf.edu/business-finance/supplier-diversity/for-vendors/recognized-certifications.aspx

4.2.5.3. Qualifications of Vendors

4.2.5.4. Pre-Award Evaluation: To be considered for award, the entity bidding this project shall: A] have been regularly engaged in this type of business for a minimum of three (3) years from the opening date of this Invitation to Negotiate; B] be licensed to do business in the State of Florida (FL companies only); and, C] have a license in good standing from the vendor’s home state, or country at the time of the bid opening and such license shall have been active for the past three (3) consecutive years with written backup documentation. D] Be certified as a Minority Business Enterprise, and be able to provide documentation of their Company’s MBE certification.

4.2.5.5. Company Information Required: Each bidding entity shall furnish the following information:

4.2.5.6. Name and address of operating company, indicate type of business (i.e., Individual, Partnership, Corporation, other).

4.2.5.7. Number of years in the industry and the number of people regularly employed.

4.2.5.8. Evidence, in writing, they maintain permanent places of business and have adequate equipment, financial position (Balance sheet and profit/loss statement), personnel, and/or inventory to furnish the items offered satisfactorily and expeditiously, and can provide the necessary services. Provide bona fides of the vendor’s personnel that will serve as the company contact for USF (years of experience, education etc.…)

4.2.5.9. Provide a list of a minimum of three references from past or current customers, include a named point of contact and the contact telephone and email address.

4.2.5.9.1. Be qualified to perform the work required by these documents.

4.2.5.9.2. Have successfully provide similar products and or services of comparable size, scope and cost.

4.2.5.10. All prospective vendors must either have a current license from IMG College Licensing, or have a license prior to completing the contracting process. Documentation of a license will be required.

4.2.6. All vendors must be able to offer End Quantity Pricing EDQ to USF, and USF must have a venue to verify manufacturer EDQ pricing on a per order basis.

4.2.6.3. The bidding entity shall be qualified to perform the work required by these documents. All proposing entities shall be licensed to do business in the State of Florida (FL companies) and must meet the provisions of the Florida Statutes.

Please Note: Documentation of the Vendor’s Qualifications shall be included in vendor proposals to be considered for the award.

Only proposals that meet the "Qualification of Vendor" will be considered.

Failure to furnish all of the above information may be sufficient reason for disqualification

4.3. Award

When a quotation has been accepted, a USF Purchase Order (“PO”) will be issued by Procurement Services and work will be coordinated through an USF Marketing and Communications Department (UCM) project manager or other officially designated USF representative. acknowledges the actual value of work authorized by USF and subsequently performed by under a project may be significantly less than the total award amount under a given

PO. agrees that it will not make any claim for damages or loss of profits due to a difference between the award amount and the actual amount of work authorized by USF and subsequently performed by.

4.4. Project Administration

4.4.1. Coordination. UCM project manager or other officially designated USF representative will confirm the receipt of a PO issued by Procurement Services and coordinate with Vender specifying times and locations work will be performed on the awarded project.

4.4.2. Change Orders. UCM project manager or other officially designated USF representative may make a request for additional work on the PO. The change request must include a timely written quote when submitted in compliance with Quote Requirements and Costs sections of these Technical

Specifications for the requested work. Once the change order is approved by Procurement Services, it will be sent to as approval to proceed with the work requested therein. At no time shall proceed with any additional work until they have received a written USF change order from Procurement Services.

4.4.3. Project Termination. In addition to the other rights and remedies contained in the terms and conditions of this Event and Agreement regarding termination, USF may terminate a project in compliance with Owner’s Rights Reserved section of the Special Conditions, if USF deems the progress or quality of the ’s work on a project unsatisfactory.

4.4.4. Other Reserved Rights. USF reserves the right, through an UCM project manager or other officially designated USF representative, to:

4.4.4.1. Stop any project or work in progress, at ’s sole expense, to address, real or perceived, unsafe conditions, deviations from the scope of work or other USF requirements, incorrect or improperly installed materials or equipment, etc.

4.4.4.2. Determine the suitability of all personnel and subcontractor personnel and, at ’s sole expense, order the removal from USF property of any of the said personnel determined to be unqualified to work on the project.

4.5. Invoicing and Payment

4.5.1. Invoice will be identified by the bid number, the purchase order number.

4.5.2. Require provide waivers of lien from any material (s), and/or rental agents who worked and/or supplied materials or rented equipment which was used on any project regarding Agreement.

4.5.3. Deny payment for any additional work, if has not provided a timely change order request quotation;

or if the preceded to do any additional work without a proper University change order being issued prior to the work.