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

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RFP Title:

UNIVERSITY OF OREGON

(“University”)

REQUEST FOR PROPOSAL

(“RFP”)

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

https://pcs.uoregon.edu/content/business-opportunities

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)

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SECTION 1 - GENERAL INFORMATION

1.1.

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.

1.2.

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

Canada.

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

https://www.uoregon.edu/about.

RFP for Faculty Personnel Tools Software (PCS#120000-00694-RFP)

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1.3.

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.

1.4.

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:

https://apps.ideal-logic.com/uopcs. Registration is required to submit a Proposal

electronically. To expedite the submission of Proposals, please register in advance of the

Closing Date.

1.5.

Monitoring. This RFP will be posted on the University of Oregon Purchasing and

Contracting Services (PCS) website, under “Business Opportunities,” accessible at:

http://pcs.uoregon.edu/content/business-opportunities. 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.

1.6.

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.

SECTION 2 - SPECIFICATIONS AND PERFORMANCE CRITERIA

2.1.

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.

2.2.

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.

2.3.

Required Specifications. See Exhibit A for requested specifications.

SECTION 3 - PROPOSER SUBMITTALS AND OTHER REQUIREMENTS

3.1.

Overview.

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.

3.2.

Submittals and Qualifications.

3.2.1. Cover Letter. Proposer must submit a cover letter summarizing the Proposal.

3.2.2.

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.

3.2.3.1. 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.

3.2.3.2. 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)

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Knight Campus Building 2 - Art RFQ

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