Request for Proposal Commencement Ceremony Photographer

Agency: Marshall University
State: West Virginia
Type of Government: State & Local
Caegory:
  • X - Lease or Rental of Facilities
Posted Date: Apr 3, 2018
Due Date: Apr 10, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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solicitation # description opening time & date
MU18PHOTOS

Request for Proposal

Commencement Ceremony Photographer

3:00 pm on March 28, 2018. Extended to April 10 , 2018

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RFP MU18PHOTOS
Request
for
Proposal
Vendor:
Marshall University
Office of Purchasing
One John Marshall Drive
Huntington, WV 25755-4100
Direct all inquiries regarding this order
to: (304) 696-2599
Proposal#
MU18PHOTOS
For information contact:
FEIN/SSN:
Phone:
Email:
Fax:
Buyer: Stephanie Smith
Phone: (304) 696-2599
Email:
purchasing@marshall.edu
Sealed requests for proposals furnishing services described below will be received by the Institution. TO RECEIVE CONSIDERATION FOR
AWARD, unless otherwise noted herein, THE PROPOSAL WILL BE SUBMITTED INTO THE BONFIRE PORTAL AND (3) COPIES DELIVERED
TO THE OFFICE OF PURCHASING TO HAVE A DATE/TIME STAMP AFFIXED ON OR BEFORE THE DATE AND TIME SHOWN FOR THE
PROPOSAL OPENING. The Institution reserves the right to accept or reject proposals separately or as a whole, to reject any or all
proposals, to waive informalities or irregularities and to contract as the best interests of the Institution may require. PROPOSALS ARE
SUBJECT TO THE GENERAL TERMS AND CONDITIONS AS SET FORTH HEREIN.
DATE DELIVERY REQUIREMENTS
03/07/2018
DEPARTMENT
REQUISITION NO.
Item # Quantity
Description
PROPOSALS
OPEN:
3:00 PM on
March 28,
2018
Unit Price
BIDDER MUST ENTER
DELIVERY
DATE FOR
EACH ITEM BID
Extended Price
Request for Proposal
Marshall University is accepting proposals on the
following services until 3:00 pm on March 28, 2018.
At that time, proposals will be opened in Bonfire and
read aloud. Copies will be distributed to the committee
members.
Commencement Ceremony Photographer Services
Total
To the Purchasing Department,
In compliance with the above, the undersigned offers and agrees, if this offer is accepted within
calendar days (30 calendar days unless a
different period is inserted by the purchaser) from the bid open date, specified above, to furnish any or all items upon which prices are offered,
at the price set opposite each item, delivered at the designated point(s), within the time specified.
Bidder guarantees shipment from
Bidder’s name Vendor
within
days
Signed By
FOB
Terms
After receipt of order at address shown
Typed Name
Title
BOT /BOD 43
Street Address
City/State/Zip
Date
Fein
Phone
Commencement Photography Services
1. Purpose & Objectives .................................................................................................................................. 3
2. Background ................................................................................................................................................. 3
3. Instructions for Submitting Proposals ......................................................................................................... 3
Negotiations..................................................................................................................................................... 3
Public Record .................................................................................................................................................. 4
Written Release of Information ....................................................................................................................... 4
Risk of Disclosure ........................................................................................................................................... 4
Validity Period................................................................................................................................................. 4
Clarification ..................................................................................................................................................... 4
Schedule of Events .......................................................................................................................................... 4
Submission Instructions................................................................................................................................... 4
Inquiries........................................................................................................................................................... 5
Evaluation Process........................................................................................................................................... 5
Evaluation Criteria........................................................................................................................................... 5
Contract Approval and Award......................................................................................................................... 5
4. Appendices .................................................................................................................................................. 5
5. Scope of Work ............................................................................................................................................. 6
Services: .......................................................................................................................................................... 6
Receiving/Delivery of Order ........................................................................................................................... 7
Quality of Finished Product............................................................................................................................. 8
Negatives Retention......................................................................................................................................... 8
Complimentary Services/Pictures.................................................................................................................... 8
6. Required Responses..................................................................................................................................... 9
Qualifications .................................................................................................................................................. 9
Financial Package .......................................................................................................................................... 10
7. Bonfire Submission Instructions ............................................................................................................... 11
1. Purpose & Objectives
The purpose of this Request for Proposal (RFP) is to invite qualified bidders to prepare and submit proposals
to furnish Commencement Ceremonies Photography Services to Marshall University (“MU” or “University”),
in accordance with the requirements set forth in this RFP.
The overall objective of this RFP is to select a supplier or suppliers to assist MU in establishing the most cost
effective and efficient procurement program for our Commencement Ceremonies while maintaining high
standards of quality and service. All services shall be provided at no cost to the University. Fees are only due
from customers wishing to purchase from the proof received in the mail.
Qualified suppliers with a minimum of five years’ experience and expertise in providing commencement
photography at a major university are invited to submit proposals, based on the information provided in this
RFP, with the intent to establish a business alliance with the University that will maximize the resources of
both organizations to most effectively meet University’s needs.
Bidder agrees to make available the services to any university location upon the terms, conditions and pricing
set forth in an agreement awarded in response to Bidder’s proposal.
2. Background
Founded in 1837, Marshall University is one of West Virginia’s oldest public institutions of higher education.
The university was named in honor of John Marshall, the fourth Chief Justice of the United States (1801
1835).
Marshall offers more than 100 undergraduate, graduate and professional degree programs in a broad range of
fields. Enrollment for the 2016 fall semester was 13,654.
While Marshall’s 100acre main campus is located in the heart of Huntington, the university also has
campuses in South Charleston and Point Pleasant, and offers courses at educational centers across the state.
Marshall University is accredited by the Higher Learning Commission, and its Thundering Herd athletic
teams compete in 16 NCAA Division I intercollegiate sports.
http://www.marshall.edu/home/quick-facts
3. Instructions for Submitting Proposals
Negotiations
MU reserves the right to negotiate each and every aspect of any Proposal received in response to this RFP. In
addition, the University may require additional cost and pricing data or documentation prior to award of any
Contract in whole or in part which may result from this RFP. It also reserves the right to negotiate with the
apparent Successful Bidder(s) (i.e., best value point score) all terms and conditions of a final Contract whether
or not such terms and conditions are specified by this RFP. Such terms and conditions may include the
proposed financial structure, quality standards, delivery, invoicing/billing admiration and other administrative
business issues. The University reserves the right to negotiate any elements of cost before awarding a
Contract in response to this RFP. If the University and the apparent Successful Bidder(s) are unable to reach
agreement, the University may go to the bidder with the next highest next best value point score, but is not
required to do so.
The University reserves the right to accept or reject any or all of the proposals, in whole or in part, without
prejudice if to do so is felt to be in the best interests of the University.
Public Record
All documents submitted to the Marshall University Office of Purchasing are considered public record. All
bids, proposals, or offers submitted by bidders shall become public information and are available for
inspection during normal official business hours in the Purchasing Department after the award is complete.
Written Release of Information
All public information may be released with or without a Freedom of Information request; however, only a
written request will be acted upon with duplications fees paid in advance. Fees shall apply to all requests for
copies of any document. Currently the fees are based upon the “Marshall University Administrative
Procedure Fees for Freedom of Information Act Requests” posted online at
http://www.marshall.edu/adminproc/files/ADMIN-3.pdf
Risk of Disclosure
The only exemptions to disclosure of information are listed in West Virginia Code §29B-1-4. Primarily, only
trade secrets, as submitted by a bidder, are exempt to public disclosure. The submission of any information
to Marshall University, Office of Purchasing, by a vendor puts the risk of disclosure on the vendor. Marshall
University, Office of Purchasing, does not guarantee non-disclosure of any information to the public.
All confidential/proprietary materials submitted for review should be segregated in an Addendum or
Appendix and should be properly labeled "proprietary information not for public disclosure".
Validity Period
“Validity Period” as used in this provision, means the number of calendar days available to university for
awarding a contract. All proposals will remain available for University acceptance for a minimum of 90 days
following the RFP closing date.
Clarification
Marshall University reserves the right to request clarification on a Supplier’s proposal submission. These
requests will be made in writing and with a due date.
Schedule of Events
Issuance of RFP ……………………………………………………………..
Question Deadline …………………………………………. ……………...
MU Response to questions, on or before………………………………….
RFP response deadline ……………………………………………………..
March 9, 2018
March 16, 2018
March 20, 2018
March 28, 2018
Submission Instructions
Proposal Responses must be submitted no later than 3:00 pm, on March 28, 2018
Bonfire Submittal: Upload one technical and one cost proposal into the Bonfire Portal
https://marshall.bonfirehub.com/projects/view/7076
Hard Copy Submittals:
Deliver three (3) technical convenience copies to the address provided below. The outside of the envelope or
package(s) should be clearly marked: MU18PHOTOS March 28, 2018
Marshall University Office of Purchasing
One John Marshall Drive
Old Main Building Room 125
Huntington, WV 25755-4100
Inquiries
Additional questions regarding specifications of this RFP must be submitted in writing to the Office of
Purchasing with the exception of questions regarding proposal submission which may be oral. The deadline
for written inquiries is identified in the Schedule of Events.
All inquiries of specification clarification must be addressed to purchasing@marshall.edu, with the
SUBJECT line “RFP MU18PHOTOS”
Absolutely NO contact shall be made by the vendor with any member of the evaluation committee. Violation
may result in rejection of the bid. The Purchasing Agent named above is the sole contact for any and all
inquiries after this RFP has been released.
Evaluation Process
The university will select the successful vendor’s proposal based on best value purchasing which is not
necessarily the low vendor. Cost is considered, but is not the sole determining factor for award. Evaluation
will be based equally on demonstrated expertise, experience, customer service, individuals assigned and
capacity to perform (65%) and proposed fees, expenses and rebates (35%).
A committee comprised of Marshall University staff will evaluate the proposals. Vendors with successful
technical scores may be selected for interviews whether in person or by teleconference. As part of these
interviews, firms may be asked to submit additional information. The University reserves the right to reject
any or all proposals in its sole discretion.
Proposals will be evaluated across the categories using a scoring system that will total 100 points. Incomplete
or insufficient answers to proposal requirements may cause a reduction in points awarded.
Evaluation Criteria
The criteria for selection will include, but is not limited to the following:
Technical Firm Qualifications / Experience / Process /Service
65
Financial Financial (Products/Packages & Rebates)
35
Total
Total possible combined technical plus financial points
100
Contract Approval and Award
It is anticipated that the initial term of any contract awarded pursuant to this RFP will be for a period of one
(1) year from contract commencement. The university may, at its option, extend or renew the contract for
four (4) additional one-year periods on the same terms and conditions.
The University reserves the right to award to one or more vendors as briefed in section 5, Scope of Work,
Proposal Options 1 or 2.
4. Appendices
Supplemental Package for Request for Proposals
Life of Contract
Purchasing Affidavit - West Virginia State Code §5A-3-10a requires that all bidders submit an
affidavit regarding any debt owed to the State. The affidavit must be signed and submitted prior to
award. It is preferred that the affidavit be submitted with the proposal:
http://www.state.wv.us/admin/purchase/vrc/pAffidavit.pdf
MU96 Agreement Addendum http://www.marshall.edu/purchasing/files/MU-96.pdf
Vendor Preference Certificate - Vendor Preference may only be granted upon written request and
only in accordance with the West Virginia Code § 5A-3-37 and the West Virginia Code of State

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See Also

solicitation # description opening time & date MU19ATHLETICSTR Bonfire Link Request for Proposal

Marshall University

Bid Due: 12/18/2018