RFP 6008 - Billboards

Agency:	Southeast Missouri State University
State:	Missouri
Type of Government:	State & Local
NAICS Category:	541850 - Outdoor Advertising
Posted Date:	Feb 16, 2024
Due Date:	Feb 20, 2024
Bid Source:	Please Login to View Page
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REQUEST FOR PROPOSAL 6008

TITLE: BILLBOARDS

DATE: January 30, 2024

BUYER: TANYA STEVENS

EMAIL: tstevens@semo.edu

PHONE: (573) 651-2588

PROPOSAL MUST BE RECEIVED NO LATER THAN:

DATE: February 20, 2024

TIME: 3:30 P.M.

DELIVERY INSTRUCTIONS

For USPS/FedEx/UPS, etc.

Proposals must be mailed to:

Purchasing Department

Southeast Missouri State University

One University Plaza, Mail Stop 3280

Cape Girardeau, MO 63701

OR delivered by offeror to:

Purchasing Department

Academic Hall Room 200F

Normal Avenue

Cape Girardeau, MO 63701

The notice of award is made subject to availability and appropriation of funds, as specified in the Request for Proposal,

and the selection of the offeror is made in accordance with all applicable public procurement laws.

MUST BE SIGNED TO BE VALID

The offeror hereby agrees to furnish items and/or services, at the firm, fixed prices quoted, pursuant to all requirements

and specifications contained herein, upon either the receipt of an authorized purchase order from the Purchasing

Department or when this document is countersigned by the Purchasing Department as a binding contract, and

further agrees that the language of this document shall govern in the event of a conflict with his or her proposal.

Additionally, the authorized signer of this document certifies the contractor (named below) and each of its principles are

not suspended or debarred by the federal government.

AUTHORIZED SIGNATURE

PRINTED NAME/TITLE

COMPANY NAME

MAILING ADDRESS

CURRENT DATE

TELEPHONE NUMBER/EXT.

CITY

CONTACT PERSON

STATE

ZIP CODE

CONTACT PERSON EMAIL ADDRESS

DELIVERY DATE:_________DAYS ARO, FOB DESTINATION

PROMPT PAYMENT TERMS:_____% _____DAYS NET_____DAYS

NOTICE OF AWARD (SOUTHEAST MISSOURI STATE UNIVERSITY USE ONLY)

AUTHORIZED SIGNATURE FOR SOUTHEAST MISSOURI STATE UNIVERSITY

DATE

SOUTHEAST MISSOURI STATE UNIVERSITY

BILLBOARDS

REQUEST FOR PROPOSAL 6008

SCOPE OF WORK

Southeast Missouri State University (hereinafter referred to as “University") is seeking to obtain

proposals from qualified organizations for billboard advertising. The successful contractor will

be required to fulfill the requirements specified in this Request for Proposal (RFP) document for

Southeast Missouri State University, including the regional campuses located at Sikeston and

Kennett.

1. The contractor shall produce billboards and place in accordance with all terms and

conditions specified herein. The University is interested in any location within a 200 mile

radius of Cape Girardeau, Missouri.

2. In performing the services required by the contract, the contractor shall execute work

only at the direction of Southeast Missouri State University or such other representative

of the University as is duly authorized in writing by the University.

3. The University reserves the right to approve the final version of each billboard before

any broadcast is accomplished.

4. The University reserves the right to add, delete, or change advertisement copy for each

billboard at no additional cost when using digital billboards.

5. The University reserves the right to approve and periodically review the qualifications of

the prospective contractor as to the financial and technical ability to produce, originate,

and accomplish the requested billboards.

6. Except as authorized by the terms and conditions of this contract, no reproduction,

distribution or use at any time in any way, commercial or otherwise, of images submitted

for billboard use, shall be permitted without the expressed written consent of the

University. The restriction shall remain in full force and effect both during and after

expiration of the contract.

7. As location will be a key factor to billboard usage, the contractor's audience should

include the regional area covered by Southeast Missouri State University.

8. The contractor shall display each billboard advertisement as requested by the University.

Failure to display a billboard, except for national emergencies or technical difficulties

beyond the control of the contractor, could constitute cause for cancellation of the

contract.

9. The University does not guarantee any usage. Purchases will be made on an as

needed basis.

SOUTHEAST MISSOURI STATE UNIVERSITY

BILLBOARDS

REQUEST FOR PROPOSAL 6008

GENERAL CONTRACTUAL REQUIREMENTS

This portion of the RFP pertains to the offeror selected for final contract award (“contractor”).

1. The contract shall not bind, nor purport to bind, the University for any contractual

commitment in excess of the original contract period, which shall be for twelve

consecutive months from the date of contract award which is anticipated to be March 1,

2024.

1.1 The University shall have the right, at its sole option, to extend the contract for

four (4) one year periods, or any portion thereof. If an extension option is

exercised, the contractor shall agree that the rates, spend, etc., shall be

negotiated with the University. However, the University reserves the right to

rebid if a mutual agreement cannot be reached. Upon the event of a contract

extension, all terms, conditions, and specifications of the original contract shall

remain the same and apply during the extension periods.

2. All prices shall be as indicated or as specifically provided for by this document. The

University shall not pay nor be liable for any other costs. The contractor shall not be

allowed any additional compensation for any matter of which the contractor might have

fully informed itself of prior to the closing date of the Request for Proposal.

2.1 Payment for services required herein shall be made on a regular basis.

2.2 The University reserves the right to revise the Scope of Work for the best

interests of the University. In the event the scope of work is revised by the

University, additional compensation shall be considered and negotiated at that

time.

3. The University reserves the right to terminate the contract at any time, for the

convenience of the University, without penalty or recourse, by giving written notice to the

contractor at least thirty (30) calendar days prior to the effective date of such termination.

The contractor shall be entitled to receive just and equitable compensation for services

delivered to and accepted by the University pursuant to the contract prior to the effective

date of termination

4. The contractor agrees and understands that the contract shall not be construed as an

exclusive arrangement and further agrees that the University may secure identical

and/or similar services from other sources at any time in conjunction with or in

replacement of the contractor's service. The University also does not guarantee any

amount of business to the contractor.

The contractor represents itself to be an independent contractor offering such services to

the general public and shall not represent itself or its employees to be employed by the

University. The sole relationship between the University and the contractor is as

established by this contract. The contractor acknowledges responsibility for filing all

returns and paying all taxes, FICA, employee fringe benefits, workers compensation,

employee insurance, minimum wage requirements, overtime, etc., associated with the

performance of the contractual requirements herein, and agrees to indemnify, save, and

hold the University, its officers, agents, and employees, harmless from and against, any

and all losses, costs, attorney fees, and damage of any kind related to such matters.

Upon request, the contractor will provide to the University evidence of compliance with

these requirements.

6. The contractor shall indemnify, defend and hold harmless the Board of Governors of the

University, as well as the University’s officers, agents, and employees, from and against

all claims, loss or expenses from any cause of action arising from or incidental to the

contractor's performance of the contractual requirements herein. The contractor agrees

to reimburse the University for any such loss, damage or claim, including its attorney’s

fees. The contractor is encouraged to acquire and maintain adequate liability insurance

in the form(s) and amount(s) sufficient to protect the University, throughout the duration

of the contract

7. The contractor shall not be responsible for any injury or damage occurring as a result of

any negligent act or omission committed by the University, including its Board of

Governors, agencies, employees, and assigns.

8. In connection with services provided under the contract, the contractor agrees to comply

with the Fair Labor Standards Act, Fair Employment Practices, Equal Employment

Opportunity Act, and all other applicable federal and state laws, regulations, and

executive orders to the extent that the same may be applicable.

9. Although an attempt has been made to provide accurate and up-to-date information, the

University does not warrant or represent the information provided herein reflects all

relationships or existing conditions related to this Request for Proposal.

SOUTHEAST MISSOURI STATE UNIVERSITY

BILLBOARDS

REQUEST FOR PROPOSAL 6008

OFFERORS INFORMATION

This portion of the RFP pertains to any interested party which wishes to be provided an

opportunity to submit a proposal.

Southeast currently issues all solicitations via the University’s website at

https://semo.edu/finance-admin/vendors.html. In addition to the original solicitation

document, all amendments (if any) will be posted to the website. Please note that it is

the offeror’s sole responsibility to check the website to obtain any additional information

posted for the RFP. The University will update the website upon award.

The offeror must sign, seal, and deliver the proposal by the RFP closing date and time as

indicated on the RFP cover sheet. In addition to the original proposal, the offeror should

include two (2) complete copies of the proposal for distribution to the appropriate committee

personnel. The University only requests copies of any pages completed by the offeror and

any additional pages added by the offeror. Copies of the original Request for Proposal

package or any attachments thereto are not needed.

3. Proposal openings are public on the opening date and at the opening time specified on the

RFP cover sheet. However, only the names of the respondents shall be read at the

proposal opening. The contents of the responses, including prices, shall not be disclosed at

the public opening.

3.1 Once an award is announced, all proposals submitted in response to this RFP will be

open to inspection by any interested person or organization. Therefore, an offeror

shall not request that any part of the proposal response be treated as confidential or

proprietary information. In addition, the pricing/financial proposal will not be treated

as trade secret or proprietary information, or otherwise be deemed confidential.

4. Any offeror with questions should contact Tanya Stevens, Buyer, via email at

tstevens@semo.edu. All offerors and/or anyone else acting on their behalf must direct all

of their questions or comments regarding the RFP to the Purchasing Department.

Offerors may not contact other University employees regarding any of these matters

while the RFP and evaluation are in process.

4.1 It shall be the offeror’s responsibility to ask questions, request changes or

clarification, or otherwise advise the Purchasing Department if any language,

specifications or requirements of the RFP appear to be ambiguous, contradictory,

and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated

in the RFP to a single source. The offeror must submit such in writing no later

than seven calendar days prior to the RFP opening date via email to

tstevens@semo.edu.

5. Contract Award

RFP 6008 - Billboards

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