Knight Campus Building 2 - Art RFQ

Agency: University of Oregon
State: Oregon
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
Posted Date: May 11, 2023
Due Date: Jul 7, 2023
Solicitation No: CP21-152
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Knight Campus Building 2 - Art RFQ
Campus Planning and Facilities Mgmt > CPFM Design & Construction
Jul 7, 2023 5:00pm

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RFP Title:
RFP for Faculty Personnel Tools: Major Reviews &
Faculty Activity Software
RFP Number:
PCS# 120000-00694-RFP
Issuing Office:
Purchasing and Contracting Services
1600 Millrace Dr., Suite 306
Eugene, OR 97403
Closing Date and Time:
May 9, 2023 at 5:00 p.m. (Pacific Time)
Proposals must be received by the Issuing
Office no later than the Closing Date and Time.
Postmarks will not be considered.
RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)
Page 1 of 14
General Purpose. The University of Oregon, on behalf of Office of the Provost
(University), is issuing this RFP for the procurement Faculty Personnel Tools: Major Reviews &
Faculty Activity as further described in Section 2 of this RFP.
Background. The University of Oregon is a public research university in Eugene,
Oregon. Founded in 1876, University's 295-acre campus is along the Willamette River. Since
July 2014, UO has been governed by the Board of Trustees of the University of Oregon.
The University exists to provide Oregonians and their peers from around the world access to an
excellent education. The University challenges its students to question critically, think logically,
communicate clearly, act creatively, and live ethically. The University serves the people of
Oregon, the nation, and the world through research, teaching, and outreach that benefits
humanity, drives innovation, strengthens the economy, and transforms lives.
The University is classified as an RI (very high research activity) institution by the Carnegie
Classification of Institutions of Higher Education. The University was admitted to the Association
of American Universities in 1969. The University is one of just two schools in the Pacific
Northwest selected for membership in the prestigious Association of American Universities, a
consortium of 62 leading public and private research institutions in the United States and
The University is comprised of nine schools and colleges, and offers over 300 undergraduate
and graduate degree programs in a wide range of disciplines. The University enrolls in excess
of 23,500 students from all 50 states and from more than 100 countries. There are some 757
tenured and tenured-track faculty members with a total population of teaching and research
faculty in excess of 2,000.
University alumni are leaders in business, industry, education, the arts, government, NGOs, and
their communities. They include winners of Emmy, Oscar, and Tony awards, Pulitzer Prizes,
Guggenheim Fellowships, MacArthur Genius Grants, the Nobel Prize, Olympic medals, Rhodes
Scholarships, the National Humanities Medal, and countless other honors for achievement and
public service. Our ROTC graduates more officers than any other civilian school, and we rank
16th for Peace Corps volunteers produced by the nation’s largest universities.
The University of Oregon is unsurpassed in its commitment to excellence in teaching, research,
artistic expression, and the generation, dissemination, preservation, and application of
knowledge. The University is devoted to educating the whole person, and to fostering the next
generation of transformational leaders and informed participants in the global community.
Through these pursuits, the University enhances the social, cultural, physical, and economic
wellbeing of our students, Oregon, the nation, and the world.
The University promotes inclusive excellence through a commitment to institutional fairness and
equality, eradication of discrimination and through celebrating and affirming the strengths of a
multicultural community. For further information about the University of Oregon, please visit
RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)
Page 2 of 14
Closing Date and Time. All Proposals must be received by University’s
Issuing Office by 5:00 p.m. (Pacific Time) on or before May 9, 2023 (“Closing Date and
Time”). Please see Section 4 of this RFP for submission instructions.
New Vendors. If you have not yet registered as a vendor in the University
Purchasing Portal, please register by clicking the “Create New Account” button at: Registration is required to submit a Proposal
electronically. To expedite the submission of Proposals, please register in advance of the
Closing Date.
Monitoring. This RFP will be posted on the University of Oregon Purchasing and
Contracting Services (PCS) website, under “Business Opportunities,” accessible at: Any Addenda including, without
limitations, extensions of the Closing Date and Time will be posted to the PCS website.
Proposers are responsible for monitoring the PCS website on a periodic basis for any
modifications to the RFP. University is not required to issue individual notifications.
Definitions. As used in this Request for Proposal (unless otherwise stated), the
capitalized terms shall have the meanings set forth in UO Policy IV 09 06 B.
Summary. The primary purpose of the system will be to manage faculty review
processes university-wide—including but not limited to promotion, tenure, and other major
reviews—consistently and efficiently. The information-gathering and work-flow mechanisms we
currently depend on for faculty evaluation are antiquated and labor-intensive. Introducing a
system that handles faculty personnel processes (major reviews and faculty activity) at UO will
enhance our ability to streamline faculty personnel processes and make the original, scholarly
achievements, service work, and instructional activities of faculty in all of the schools and
colleges more visible, both internally and externally. The University recognizes that one system
often has multiple tools or modules to handle the two noted processes.
Current Environment. The University of Oregon has ~6,600+ faculty, officers of
administration, classified staff, and graduate employees who are all focused on the institution’s core
mission of teaching, discovery, and service. A large majority of these employees would need to
have access to various role-based accounts within this system. A subset of this group (primarily
officers of administration) would need higher level access based on their roles (e.g., Office of the
Provost staff, Deans, Associate Deans for Faculty, etc.). More information about our university can
be found on our Transparency website.
Required Specifications. See Exhibit A for requested specifications.
3.1.1. University expects all Proposers to submit the information identified in this Section
3. Where the requested submittal is marked (E), the submittal will be evaluated and Proposers
are expected to provide comprehensive written responses to the evaluated specifications. Points
RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)
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will be awarded based on the degree to which the University’s evaluators determine that the
Proposer meets the evaluated specification. A Proposer that does not respond to an evaluated
specification may receive no points for that specification.
With respect to all other submittals, the determination as to whether the Proposer meets the
submittal requirements rests solely with University. If University determines that a Proposer does
not meet a submittal requirement as specified, or has not included sufficient information relevant
to allow University to evaluate a submittal requirement, University may deem the Proposal “non-
responsive” and terminate its review of the Proposal.
At any point prior to its initial scoring of a Proposal or election to proceed with a Competitive
Range Evaluation (Section 5 of this RFP), University may seek further written information and/or
clarification of one or more Proposals.
Submittals and Qualifications.
3.2.1. Cover Letter. Proposer must submit a cover letter summarizing the Proposal.
Contact Information. Proposer must submit the name and title of its primary
contact regarding this RFP, the business name, the primary address, the primary
contact’s telephone number, and the primary contact’s email address.
3.2.3. Entity Verification. If the Proposer is an entity other than a sole proprietorship, Proposer must submit
evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual
submitting the Proposal is authorized to act for and bind the Proposer in all matters relating to
the Proposal and possible subsequent contract. This type of written documentation is commonly
in the form of a Secretary’s Certificate or Officer’s Certificate issued by the board or committee
governing the entity. The written documentation, however, is not required to be in any particular
form as long as it clearly shows the individual signing the Proposal has authority to bind the
Proposer. If Proposer is an entity other than a sole proprietorship and the entity was not
organized or incorporated in the State of Oregon, Proposer must submit written evidence that
Proposer is in good standing in its state of organization or incorporation. This type of written
documentation is commonly in the form of a certificate of good standing. The written
documentation, however, is not required to be a certificate of good standing. For example: A
corporation incorporated in California could go to the California Secretary of State’s website,
perform a business entity search on itself, and submit with its Proposal a copy of the record
retrieved from that site.
3.2.4. Financial Capability. Proposer must submit sufficient evidence of financial
capability to meet the responsibilities to perform the contract, which may include balance sheets,
income statements, financial statements, independent financial compilation/review or other
financial information, whereby University can determine Proposer’s credit rating or financial
capability1. It will be at University’s sole discretion to determine if evidence submitted is sufficient
1 University does not require audited financial documents or extensive proof of one’s financial capability. With respect to corporate entities or
RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)
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to determine financial capability or to deem a Proposer responsible to perform under a contract.
University reserves the right to request further information as needed for clarification purposes.
The successful Proposer to which the contract is awarded may, at the discretion of University,
be required to provide periodic (in no case more than two times per year) updates to the financial
capabilities report submitted pursuant to this RFP.
3.2.5. Approved Equals. Unless otherwise specified, approved equals may be
considered. If alternatives to specifications are offered, include brand, model number, and
complete information so offer may be properly evaluated.
3.2.6. Addenda Posted After Proposer’s Submission of Proposal. If Proposer has
already submitted a Proposal, Proposer may (i) modify the previously submitted Proposal (in
accordance with the procedures set forth in Section 4 below) to include a signed copy of each
Addendum not previously acknowledged, or (ii) withdraw the previously submitted Proposal (in
accordance with the procedures set forth in Section 4 below).
3.2.7. Other Proposer Requirements. Proposer must not be listed on the Federal
Excluded Parties or Debarred Contractors listing. Proposer must not be excluded from contract
awards by either the federal government or the State of Oregon. No written response from
Proposer is necessary for this Section. Upon closing of this RFP, and as part of University’s
initial review of mandatory requirements, University will verify whether Proposer is excluded from
contract awards by either the federal government or the State of Oregon.
3.2.8. Experience. Proposer must have at least five years of experience in working on
similar projects involving research institutions of higher learning. Proposer must submit a
description of the Proposer’s experience performing projects similar in type and magnitude to the
subject of this RFP. Proposer should describe its experience in working with institutions of higher
learning. Proposer’s description must include a minimum of three examples demonstrating the
above experience. Proposer shall attach available work samples e.g., reports, schematics,
literature, photographs, etc., to assist University in its evaluation of Proposer’s experience.
Proposer may redact confidential information. (E)
3.2.9. Firm Resume. Proposer must submit a firm resume and a description of the
resources available to Proposer to provide the [goods/services] described in this RFP. (E)
3.2.10. Licenses. Proposers must submit verification that the Proposer has all licenses
(including, but not limited to, software licenses) necessary for the work contemplated under this
RFP, as applicable e.g., business licenses, business certifications, professional licenses, third party
software licenses, if applicable, etc. (E)
LLCs, a proposer may submit an independent financial compilation or report generally prepared by an accountant applying accounting and
financial reporting expertise to assist the entity in preparing financial statements and reports without undertaking to obtain or provide any
assurance that there are no material modifications that should be made to the financial statements in order for them to be in accordance with
the applicable financial reporting framework. The report is to be completed in accordance with Statements on Standards for Accounting and
review Services promulgated by the Accounting and Review Services Committee of the AICPA (American Institute of Certified Public
Accountants. University does not require an audited statement or a verification of the accuracy of the information provided. In the
case of small businesses (as defined by the Small Business Administration), sole proprietorships, and/or historically underutilized businesses,
one may submit proof of confirmation of self-employment status, verification of income from self-employment, and/or a statement of assets,
credit references, a current bank statement, and/or a current credit report. This list is not exclusive. University will independently evaluate all
documentation received from a proposer. A proposal may not be rejected if financial information is not submitted. However, University may
require proof of a vendor’s financial ability to provide the goods and/or services in advance of a contract award.
RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)
Page 5 of 14

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