Proposal No. UWL-2302

UNIVERSITY OF WISCONSIN-LA CROSSE

LA CROSSE, WISCONSIN 54601

University of Wisconsin – La Crosse Request for Proposal

THIS IS NOT AN ORDER

OFFICIAL SEALED

Proposal Number: UWL-2302

NO PUBLIC OPENING

Issued Date: 04/06/2023

Due Date: 05/10/2023 2:00 PM CT Agent: Carly Martinco

Questions regarding this proposal – see Section 2.6

For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3

Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-La Crosse Purchasing Services.

If NO BID (check here) ☐ and return.

Digital Display Content Management System

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-La Crosse Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

Company Name:

Company Street Address:

Signature:

Type or Print Name:

Title:

Email address:

Table of Contents

1. General Information

1.1. Purpose:

The University of Wisconsin-La Crosse, hereinafter referred to as the “University”, through its Procurement - Business Services Department, hereinafter referred to as “Procurement”, is requesting proposals for Digital signage content management solution that is device neutral.

1.2. Background

The University of Wisconsin-La Crosse (UWL) currently utilizes digital signage throughout the campus to promote communication of information, reDiglated news, events, and emergency notifications. We currently have 192 digital displays. They operate on Carousel digital content management solution through Brightsign digital players. The University is currently evaluating if the digital content management solution continues to be the best option for us.

1.3. Scope

The application is generally required to do the following:

· Perfectly display content. Display content correctly with regards to correct size based on its location and content. Ability to display content in multiple orientations including a video wall;

· Allow for easy content management. A content management system must either exist or allow an integrating to a content management system;

· Seamlessly delivery your content. The ability to group content and display them to the appropriate media players;

· Allow you to update content on-demand. The ability to apply real-time updates on demand;

· Update on its own. The ability to update content based on day, time, and other variables/conditions (e.g. weather, emergency, etc.)

· Device neutral

1.4. Organization of this Solicitation Document:

This document is divided into five (5) main sections. The sections also refer to “Attachments” when such organization assists in making this document more fluid. The five (5) main sections are:

1.5. Definitions:

The following definitions are used throughout this document:

Agent means UW-La Crosse Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.6.

Contractor means successful proposer awarded a contract.

CT means Central Time.

Department means UW Information Technology Services both mean UW-La Crosse’s Division of Information Technology Services.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Proposer means a firm submitting a Proposal in response to this Request for Proposal.

Purchasing card means State credit card.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-La Crosse campus, located at 1725 State Street, La Crosse, WI 54601.

1.6. Parking:

University parking is very limited. Each Contractor and/or employee(s) shall make their own arrangements for parking through UW Transportation Services (website: http://transportation.wisc.edu/parking/parking.aspx) No additional costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and or towed.

1.7. Reasonable Accommodations:

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request.

1. Preparing and Submitting a Proposal

2.1. Applicable Dates:

Date

Event

2.2. Submittal Instructions:

The University is accepting electronic responses via the Sourcing Module. Required materials must be received by the due date and time listed. Bids cannot be submitted once the event has closed in the Portal. Bidders should allow ample time to enter their responses in the ShopUW+ Event Sourcing Module.

To respond to this event, bidders must have an online profile with JAGGAER. If you or your organization does not have an established profile with JAGGAER, register using this link: Supplier Login or Join JAGGAER Supplier Network (sciquest.com) For more information and supplier resources, please visit the ShopUW+ Essentials website here: ShopUW+ Essentials – UW System Purchasing and Payables System – UW-Madison (wisc.edu) Failure of the bidder to allow enough time to register appropriately and/or meet required steps will NOT be considered an extenuating circumstance. It is the bidder’s sole responsibility to familiarize themselves with the electronic bid Sourcing Module and the electronic bid submission requirements.

For all technical issues or password resets for your supplier portal login for ShopUW+, the University of Wisconsin’s Procurement System, please reach out to the Jaggaer Supplier Support team at 1-800-233-1121 Option 2 or submit a support ticket via the Supplier Support page here: Supplier Support Information | JAGGAER When all responses to event sections have been entered and saved, you must confirm your submission and click the submit button to send your response to the University. All bids MUST be submitted by 2:00 PM Central Time on the stated due date. The email address provided in your organization’s profile should receive an email confirmation message that your bid has been submitted. Late bids will not be accepted.

2.3. Proposal Response Format:

Proposals should be organized and presented in the following order. Each section should be separated by tabs or otherwise clearly marked. The contents within each tab should reference the section or attachment number assigned in the RFP. Failure to submit as indicated may disqualify your proposal.

Tab 1:

· Request for Proposal form signed by an authorized representative of proposing company - Cover Page.

· Vendor Information Form, Attachment A

· Client Reference List, Attachment B

· Current W-9 (IRS Form may be found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf ) Tab 2: Responses to specifications in Section 4. – Requirements and Specifications (Sections 4.1 – 4.6) limited to 30 pages, no less than 11 font, single spaced, and normal margins.

Tab 3: Other

RETAIN A COPY OF YOUR PROPOSAL RESPONSE FOR YOUR FILES

2.4. Incurring Costs:

The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.

2.5. Oral Presentations, Product Demonstrations and Proposer Location Site Visits (Pre-Award):

The University at its sole discretion, may require oral presentations, product demonstrations and/or proposer location site visits to validate information submitted with the proposals. Failure of a proposer to conduct a presentation on the date scheduled or allow an on-site/proposer site visit may result in rejection of the proposal. These events cannot be used as an opportunity to alter proposals submitted.

2.6. Clarifications and/or Revisions through Designated Contact:

All communications and/or questions in regard to this request must be in writing and must reference the proposal number. Proposers are encouraged to FAX or e-mail written questions to the Agent. Verbal questions when permitted must be directed to the Agent.

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omissions or other deficiency in this RFP, they have five (5) business days after the RFP issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFP document.

ADMINISTRATIVE:

Carly Martinco

Procurement – Business Services

1725 State Street

La Crosse, WI 53601

E-mail: cmartinco@uwlax.edu

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be posted on http://vendornet.state.wi.us and publicnotices.wi.gov.

Any contact with University employees concerning this RFP is prohibited, except as authorized RFP manager during the period from date of release of the RFP until the intent to award is released. Contacting anyone other than the Designated Contacts(s) above may disqualify your RFP.

2.7. Multiple Proposals:

Proposers who wish to submit more than one proposal may do so, provided that each proposal stands alone and independently complies with the instructions, conditions and specifications of the request. If multiple responses are submitted, the University reserves the right to select the most advantageous proposal to the University.

2.8. Proprietary Information:

Any information contained in the Proposer’s response that is proprietary must be detailed separately on form DOA-3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form needed to designate portions of your submission as proprietary can be found at: VendorNet Information Center (wi.gov)

2.9. Appeals Process:

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code.

No later than five working days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be received by:

The Office of the Chancellor

The University of Wisconsin-La Crosse

1725 State Street

La Crosse, Wisconsin 54601

With a copy to:

Director of Purchasing Services

University of Wisconsin-La Crosse

1725 State Street

La Crosse, Wisconsin 54601

The complete protest must be received by the Chancellor and the Director of Purchasing Services no later than ten working days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated.

The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

3. Terms and Conditions of Contract

3.1. Entire Contract:

A contract will be awarded based on the criteria established in this Request for Proposal, including attachments and any amendments issued. The RFP, the proposal response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Contract Award Letter B. Original Request for Proposal Number UWL-2302 dated, 04/06/2023 including amendments/attachments C. Proposer response to RFP D. Official Purchase Order (when applicable) Any other terms and conditions provided by the Proposer with the proposal or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFP should be submitted with your response and alternative language proposed.

Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the proposal response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable.

Submitting a standard Proposer contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the proposal.

The University reserves the right to negotiate contractual terms and conditions or reject the Proposer’s response and proceed to the next qualified proposer.

3.2. Term of Contract:

It is the intent of the University to start the resulting Contract upon successful negotiations. The contract shall be one (1) year from award date, with an option to renew for two (2) additional one-year periods.

3.3. Contract Termination:

3.3.1. The University may terminate the Contract at any time, without cause, by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

3.3.2. Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 15 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as, but not limited to, failure to provide any of the Terms, Conditions or Specifications.

3.3.3. If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

3.3.4. Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

3.3.5. If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

3.3.6. All notices of performance failure must be submitted in writing to Purchasing, 1725 State Street, La Crosse, Wisconsin 54601. Purchasing shall be final authority for all performance failure determinations not resolved through the Information Technology Services department.

3.4. Orders:

Under this contract, Specific order(s), Contract blanket order(s), or Purchasing Card orders (defined below) may be issued to the Contractor(s).

3.5.1. Specific order(s): issued as one-time orders

3.5.2. Contract blanket order(s): issued for a specified period of time to allow departmental personnel to issue releases against the Contract blanket order(s) as needed.

3.5.3. Purchasing Card order(s): issued as one-time order(s).

3.6. Firm Prices:

Prices remain firm for the initial contract term. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

Prices increase requests proposed after the initial Contract term, along with an updated Price List, must be received by Purchasing in writing 60 calendar days prior to the effective date or proposed increase for acceptance or rejection. Proposed price increases are limited to fully documented cost increases submitted with the request. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part. Acceptance of the price increases shall be in the form of an amendment to the contract.

Price increases must be labeled with the contract number and be submitted in the same format as the original Proposal. Any price increase requested that is not submitted in the proper format may be rejected.

Contractor should promptly notify Purchasing of new or discontinued items.

3.7. Payment Terms:

Payment will not be made until the item service is determined to meet all specifications and has been accepted by the University of Wisconsin-La Crosse. The University will pay the Contract Net 30 days as accepted by the University.

3.8. Invoicing Requirements:

3.8.1. Invoices for Purchase Orders:

Contractor must agree that all invoices and purchasing card charges shall reflect the prices and discounts established for the items on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per this Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

· Contractor name

· remit to address

· purchase order number

· release number if given

· date of order/release

· item manufacturer’s name or abbreviation (if applicable)

· complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· prices per the Contract At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to University of Wisconsin-La Crosse Accounts Payable, 125 Graff Main Hall, La Crosse, WI 54601.

3.8.2. Purchasing Card:

Order confirmation shall contain the same detail as listed in Section 3.8.1 and should be sent to the address given at the time of the order is placed. Any fees charged for use of the University’s purchasing card program are not allowed.

3.9. Requirements for Criminal Background Checks:

3.9.1. Background Checks of Contracted Individuals

This contract is contingent upon, prior to the commencement of services, the independent Contractor passing a criminal background check performed by the Criminal Background Check Coordinator of the unit for which the individual will be engaging in activities or rendering services. This background check will evaluate whether the individual has any pending charges or convictions that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

3.9.2. Background Checks of Contractors

This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored activity, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

3.10. Travel Per Diems:

All of the Contractor’s travel and per diem expenses shall be the Contractor’s sole responsibility. Payment to the Contractor by the University shall not include an additional amount for this purpose.

3.11. Insurance:

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award and provided on an annual basis throughout the term of the Contract.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents” as an ‘additional insured’ under the commercial general and Contractor's liability policies. The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

3.12. W-9 Form:

All suppliers are required to submit a current W-9 for the University to set up a supplier file. Below is a link to the current IRS form. https://www.irs.gov/pub/irs-pdf/fw9.pdf

3.13. Activity Reports:

Contractor must be able to report on annual basis all items/services purchased against this contract during the designated report period, including but not limited to:

· Date of order/release

· Item manufacturer’s name or abbreviation (if applicable)

· Complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· Prices per the Contract

3.14. Record and Audit:

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

3.15. Performance Meetings:

The Account Representative and/or Proposer Contract Administrator must be available to meet as required with the University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

3.16. Subcontracting:

3.16.1. Any Contract resulting from this proposal shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 for.

3.16.2. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

3.16.3. Subcontractors must abide by all terms and conditions under this Contract.

3.17. Fair Price Analysis:

Purchases made under this contract may require further fair price analysis. The awarded Proposer will be required to provide documentation (i.e., published price list, list of previous buyers, etc.) to allow the University to complete this analysis.

3.18. Severability:

If any provision of this contract shall be, or shall be adjudged to be, unlawful or contrary to public policy, then that provision shall be deemed to be null and separable from the remaining provisions and shall in no way affect the validity of this contract.

3.19. Environmentally Friendly (“Green”) Product:

Contractors are encouraged to identify products that are made of recycled products, that use environmentally friendly production methods, or that can be recycled at the end of their service life. The UW will make every effort to purchase “Green” products wherever feasible or possible based on individual project needs and funding available.

3.20. Supplier Diversity:

3.20.1. Minority Business Enterprise Program (MBE)

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin-Madison is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The Supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms, go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

3.20.2. Woman Owned Business (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

3.20.3. Disabled Veteran Owned Business (DVB)

The State of Wisconsin policy provides that Disabled Veteran-Owned Business Enterprises certified by the Wisconsin Department of Administration should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Disabled Veteran-Owned Businesses or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 1% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified DVBs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, State Supplier Diversity Program, 608/267-9550. To view all DVB firms, go to https://wisdp.wi.gov/search.aspx, select the DVB box, and click search.

3.21. Discriminatory Boycotts of Israel:

Effective October 27, 2017, consistent with 2017 Wisconsin Executive Order 261, contractor agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during the term of the contract engage in a boycott of the State of Israel. State agencies may not execute a contract and reserve the right to terminate an existing contract with a business entity that is not compliant with this provision. This provision applies to all contracts of all values.

3.22. Debarment:

Federal Executive Order (E.O.) 12549 “Debarment” requires that all contractors receiving individual awards, using federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this document, you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: https://www.sam.gov/SAM/ and https://acquisition.gov/browsefar.

3.23. Electronic Commerce/Online Ordering:

Customers of this contract may want to take advantage of electronic ordering and “E-Commerce” opportunities that may be offered by the Contractor. All electronic orders shall receive contract pricing and/or discounts.

3.24. Promotional Materials/Endorsements:

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

3.25. Additional Items/Services:

Similar items/services may be added to this Contract provided it was mutually agreeable to both Purchasing Services and the Contractor. Scope of work and pricing (including discounts) must be consistent with the current contract items/services.

4.

Requirements and Specifications Requirements that include the word “must” or “shall” describe a mandatory requirement. Failure to meet a mandatory requirement may disqualify your proposal.

Proposer must: 1) indicate agreement on each mandatory requirement and, if requested, describe how the specifications will be met and/or provide additional information, 2) complete any required form(s) and 3) provide a complete and detailed response to any non-mandatory requirement that can be fulfilled. If supplemental materials will be provided, clearly mark all supplements with the corresponding section number.

4.1. Purchased Services – USA Requirement (Mandatory):

The State of Wisconsin requires purchased contractual services to be performed in the United States. Some exceptions apply, including procurements subject to the conditions of the World Trade Organization Government Procurement Agreement (WTOGPA) and those listed in (Wis. Stats. 16.705 (1r). Subject to these exceptions, Contractor warrants that the services provided to the University under this contract will be performed in the United States. The inability to perform required services in the United States shall be grounds for disqualifying your proposal for this contract.

4.2. Special Pandemic and Emergency Operations Considerations (Mandatory):

The University of Wisconsin System, individual campuses, municipalities, counties, or the State or Federal government may have emergency orders or guidelines in place mandating or recommending measures such as face masks, protective gear, hand washing, temperature checks, symptom reporting, social distancing, or other temporary public health and safety measures. All suppliers visiting UW campuses or participating in UW sponsored activities, whether on or off campus, must comply with all relevant University, campus, government, and public health and safety mandates and guidelines unless specifically exempted by the applicable legislation, executive order or public health order. UW reserves the right to impose additional health and safety requirements, processes, and procedures at any time. Proposers, contractors and suppliers and their support personnel present in person at any UW site or event must comply with all such applicable measures in effect at that location.

4.3. Project Management (Mandatory):

The Proposer must designate a single point-of-contact to provide on-going communication(s), coordinate service(s) and answer questions during the period of the contract. If the point-of-contact changes the University will be informed.

4.4. Data Storage (Mandatory):

All data storage, including back-up or recovery, must be stored within the continent of the United States. Describe in detail how your application meets this requirement.

4.5. Data Breach Protocol (Mandatory):

The company awarded the contract agrees to develop a data breach protocol with each campus where an instance of the application exists. The breach protocol will contain at minimum of:

· Procedures for notification of campus within no more than 4 hours after breach has been identified.

· Communication with campus of mitigation methods

· If breach occurs within the Company’s environment their compliance for credit monitoring.

4.6. Professional History and Qualifications (150 points):

Please provide name and address of your company. Please provide detailed examples of your company’s experience working with other college programs and provide three (3) detailed examples of previous experience with a university of multiple campuses throughout a state.

4.7. Experience and Credentials (150 points):

Describe your company’s experience with providing the SaaS as an original equipment manufacturer (OEM).? Describe the qualification of your developers, project managers, and management.

4.8. Specifications (500 points):

Each subsection should be responded to include enough supporting documentation (e.g., screen shots, flowcharts, etc.).

4.8.1. Business user Requirements:

· Display content correctly based on size of screen, location, and orientation.

· Allow for multi-monitor (digital wall) functionality

· ADA Accessible/Compliant online viewer.

· Allow for easy content management. Inclusion and/or integration with a content management system.

· Allow for multiple sources of content (e.g., zones) with varying permissions on a single "screen”.

· Allow for multiple destinations of content (e.g., channels).

· Allow for easy replacement/override of text, images, and/or video content.

· Seamlessly deliver content. Easily manage and display content to the correct media player.

· Robust, easy to use template editing solution within CMS (placeholder text that can be changed, locked template)

· Connect to multiple locations. Group content and media players.

· Update content on-demand. Apply real-time updates on-demand.

· Update on its own. Update content based on day, time, and other variables/conditions.

· Integrates and/or compatible with Optimizely.

· Touch panel support.

· Wayfinding.

· Integrates with IoT and/or other sensors.

· Device neutral

4.8.2. Users Access/Security Requirements:

Describe in detail your application’s role capabilities. In your response, please cover the following areas:

· Integrates with IdP for access management.

· Integrates with IdP and/or any other group and access management (e.g., Grouper) for logical groups.

4.8.3. Reporting Requirements:

Describe in detail how your application may produce reports. Please list out any significant reports that are already provided. In your response, please cover the following areas:

· Content media performance report.

· Media Player (and any other devices) performance report.

· Ability to create ad hoc reports

· Report scheduling

4.8.4. Customization:

Describe in detail how your application may be customized. In your response, please cover the following areas:

· Describe ways in which workflows can be added, removed, or changed.

· Describe ways in which automated processes can be added, removed, or changed.

· Describe ways in which fields and actions associated with batch processing can be added, removed, or changed.

· Describe ways in which data fields can be added.

· Can data fields be hidden for specific Roles? Can data fields be hidden or made visible for specific Roles at specific points in the workflow?

· Can user read/write privileges be customized? By Role? By status within a workflow?

· Can the actions that users are permitted to take by customized? By Role? By status within a workflow?

· What other opportunities exist for customization?

· Can the electronic program page be customized with student information, marketing materials, photos and/or videos?

4.8.5. Vendor Management:

Describe in detail how your application supports vendor management. In your response, please cover the following areas:

· Contracts with providers (organizations that contract with the university to offer or to build custom Programs)

· Insurance (evidence of)

· Contacts

· End date for insurance policies

· End date for contracts

4.8.6. Data (Digital Content is Inclusive of Data):

Describe in detail the data fields available within your application supports vendor management. In your response, please cover the following areas:

· What data fields are in the system?

· How are these fields displayed? Attach screen shots of displays or provide alternative documentation to address this question.

· How is data archived?

· How is data permanently deleted from the system?

· How does the system track total numbers of alum?

· By Program Instance

· By Program over time

· Can historical data be uploaded or migrated into the application?

4.8.7. Technical:

Describe in detail how the data within your application may be integrated with the University’s application. In your response, please cover the following areas:

· Describe how data integrates with the University systems (e.g., student information system, content management system, emergency manager system, etc., including API and standards used.

· Describe your process for account set up, including training.

· Where/how is user data stored?

· How often has your system been down, over the past 12 months, for scheduled maintenance? Due to technical issues?

· How do users access your backup when/if the main system shuts down for maintenance or due to technical issues?

· Communication plan for application updates.

· Defined service level agreements (SLA).

· Application uptime guarantee

· Describe any integrations, other than with University’s application that will be required.

· Describe archiving methods and how data will be return or destroyed.

4.8.8. IT Security Specifications:

Describe in detail how your application meets security and various compliance standards. In your response, please cover the following areas:

· Software solution must be a web based hosted solution that meets security specifications stated below:

· Compliance with UWSA 1030, 1030.a.

· The environment should support passwords that meet LOA2 entropy requirements for non-UWL students or employees and Support Single-Sign on to allow for and support single sign-on (SSO) for UWL employees or students.

· Supports multi-factor authentication including Microsoft Azure AD MFA, Duo, and Okta.

· The product will need to be SAML 2.0 capable and compliant.

· Compliance with UWSA 1031, 1031.a, 1031.b.

· High-risk data is encrypted in transit and at rest.

· Regular backups of data is required and periodically tested.

· Backup media must be encrypted and stored in a secure location.

· Access to high-risk data is password protected and an inactivity auto-lock is required.

· All data created with the solution is university owned and recovery mechanisms should be stated on the contract.

· Software solution must maintain access support and parity with modern/current web browsers in all platforms.

· Environment meets be tested annual by an independent third-party security company – results must be made available upon request.

· Secured pipeline for data transmission.

5. Evaluation and Award of Contract(s)

5.1. Proposal Scoring:

Proposals meeting mandatory requirements will be reviewed by an evaluation committee and scored against the stated criteria. If no proposer is able to comply with a given specification or mandatory requirement, Purchasing reserves the right to delete that specification or mandatory requirement. In the event that all proposers do not meet one or more of the mandatory requirements, Purchasing reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP. The committee may, at its sole discretion, review references, request oral presentations, and conduct an on-site visit and use the results in scoring the proposals. Proposals from certified Minority Business Enterprises or Disabled Veteran-Owned businesses may have points weighted by a factor 1.05 to provide a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores calculated.

5.2. Scoring Criteria and Method:

For each response required of the Proposer in Section #4, the points provided in parentheses represents the total possible points available for each response. The responses will be evaluated based on the relative merits to the needs of the University (rather than relative to competing Proposer’s responses). The proposals will be scored independently by each committee member and the resulting scores will be averaged to determine the highest scoring proposal.

Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified proposal when that qualified proposal is not more than 5% higher than the apparent low proposal or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

Pricing

5.2.1. The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will be scored using the formula as follows:

Other Proposer’s Cost (Varies according to proposal being scored)

Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This result will always be less than one. The result is then multiplied by the number of points given to the cost section of the RFP.

5.2.2. For all other non-pricing related responses, points will be awarded relative to the needs of the State of Wisconsin, as solely determined by the evaluation committee members.

Points Evaluation and selection of a proposal will be based on the assignment of points by the evaluation committee which is then combined with the Cost Proposal points for a final score. (See Point Matrix below.)

Points Matrix

Points Available