This text is a simple facsimile of the official Request for Proposal (RFP) document. Vendors considering responding to this RFP must contact the University of Virginia Purchasing office at 804-924-4212 to obtain an official printed copy and to ensure that they receive information regarding changes and amendments. The printed version of the RFP of the only official version.
Dear ____________:
The University of Virginia (the “University”) seeks one or more qualified firms to
supplement the existing University dial-up modem services that are provided to faculty,
staff, and students. The existing University-provided service is free but is heavily
overloaded and users experience continual busy signals. A number of individuals in the
University community have requested a service in which they could pay a monthly fee and
receive a guaranteed level of dial-up reliability. Firms which want to be considered must
submit four copies of its proposal no later than 2:00 p.m. on Friday, December 20,
1996.
I. Background Information
The Virginia Department of Information Technology (DIT) in Richmond had provided a
state-wide solution called SprintLink On Campus (SLOC). The terms of this contract
were such that individuals could sign up for the service for $13/month and receive 50
hours of connect time per month. The contract specified that 95% of all calls to the
modem pool would go through on the first attempt and that users would thus only get
busy signals 5% of the times when they placed a call. Furthermore, the SLOC equipment
was located directly on the University’s campus network, so that general Internet delays
and slowdowns were not an issue and that services such as support for Novell’s IPX
protocol and Apple’s ARA could be implemented. The SLOC service was first installed at
the University in September, 1996. Sprint has just notified the University that the service
will be terminated by the end of December, 1996. This Request for Proposals seeks a
replacement for the SLOC service.
The University has operated a free dial-up service for many years and intends to continue
to provide and possibly even expand the free service. At the present time, the University
modem pool consists of 112 V.34 modems and 96 V.32bis lines. The University provides
electronic mail and USENET news service to all members of the University community.
In addition, the University has site licensed dial-up software for Windows 3.x customers.
General information about the University’s dial-up and computing environment is available
at www.itc.Virginia.EDU.
II. Scope of Services
Mandatory Provisions
1. The Selected Firm must bill individual customers (University faculty, students, and
staff) directly. The University will not assume any financial responsibility for unpaid
bills.
2. The Selected Firm must accept at least one of these payment options from University
departments: limited purchase order issued by the department, purchase order issued
by Purchasing, or the American Express Corporate Card. Some departments may
choose to purchase dial-up services from the Selected Firm for their faculty and staff.
3. The Selected Firm must establish a T1-speed or greater direct connection to the
University network at our Carruthers Hall location. The costs associated with this
connection are the responsibility of the Selected Firm. The University will provide a
serial port on a Cisco Systems, Inc packet router at no cost to the Selected Firm. The
Selected Firm is responsible for all of the components on their end of the connection,
for the T1 line, and for the CSU with V.35 serial port for the Carruthers Hall end of
the link.
4. The Selected Firm must provide a highly reliable system and a full-service environment
including a telephone help desk and support via electronic mail.
Preferred Provisions
The Selected Firm should offer these options:
1. A low cost option that includes a limited number of connect hours per month. The
low cost option must include at least 50 hours per month.
2. An additional service option that provides for many or an unlimited number of hours
per month.
3. An additional service option that includes an electronic mailbox. Some individuals
may choose to purchase the electronic mail option for members of their family.
III. Technical Provisions
Mandatory Technical Provisions
1. The dial-up service must support both V.32bis and V.34 modems.
2. Support for IP over the Point-to-Point protocol is required.
3. The University will manage all routing issues involved with the private T1 connection
to the University’s network. The Selected Firm will cooperate as needed to implement
University policy. The University will not route any of its normal Internet traffic over
the Selected Firm’s T1 private link to the University, nor will the University route any
of the Selected Firm’s traffic beyond the University’s network.
Preferred Technical Provisions
The Selected Firm should provide:
1. Novell IPX dial-up services.
2. Apple ARA dial-up services.
3. Support for NCD’s Xremote protocol.
4. The ability for faculty, staff, and students to access the service without being required
to install any vendor supplied software if they already have Windows 95 networking,
the University's licensed Trumpet Winsock stack for 3.x or MACppp in order to
establish an account or access the modem pool.
Please note: Cisco Systems terminal servers are capable of supporting all mandatory and
preferred protocols.
IV. Basis of Selection
A. The University will evaluate proposals and, if a firm is to be selected, select
the firm on the basis of:
1. The firm’s ability to provide quality service, as described in the
Scope of Services and Technical Provisions.
2. The firm's relevant experience, qualifications and success in
providing the services outlined in this Request for Proposal
3. The firm's references from institutions of higher education, teaching
hospitals, and clients which are comparable to the University
4. The firm's fee structure for the proposed services
5. The contractual terms which would govern the relationship between
the University and the Selected Firm
6. The firm’s proposal regarding guaranteed levels of service
V. Contents of the Proposal
Proposals should include information outlined in this section. Four copies
of proposals must be sent to the Issuing Office, the Purchasing
Department, Carruthers Hall, and not to any other office or department
whatsoever at the University of Virginia.
A. Services
1. State the firm’s acceptance of all Mandatory Provisions described in
Scope of Services and Technical Provisions
2. State the firm’s acceptance, with any proposed modifications, of all
Preferred Provisions described in Scope of Services and Technical
Provisions.
3. Describe the staffing and expertise of the firm’s Help Desk staff
4. List the Help Desk’s hours of operation
5. State the proposed response time to questions submitted via email
6. List the number and types of modems presently available in the
firm’s Charlottesville modem pool
7. Describe the firm’s plans for expanding the modem pool as the
number of customers increases.
8. State the proposed percentage of busy signals the firm expects
customers to experience at peak load times and their commitment
to minimize busy signals over the long run.
9. Explain the firm’s escalation procedure to be followed when a
customer’s problems cannot be resolved with its help desk and are
forwarded to the University’s help desk.
B. Firm Information, Personnel, References
1. Provide a brief history of the firm and its experience in providing
these services.
2. Provide a list of all of the firm's clients comparable to the University
indicating the length of service of each account. The University
may contact and/or visit any of these accounts.
C. Financial Proposal
1. Describe the firm's fee structure for the proposed services.
2. Provide pricing for the optional services described in Scope of
Services, Preferred Provisions.
3. List pricing for other related services which may be offered as part
of this RFP.
D. Contractual Arrangements
1. State the firm’s acceptance of Attachment 1, Mandatory
Contractual Provisions;
2. State the firm's acceptance, with any proposed modifications, of
Attachment 2, Preferred Contractual Provisions;
VI. Proposal Deadline
All proposals must be received at the Issuing Office by 2:00 p.m., Friday,
December 20, 1996. Four copies of each proposal must be provided in
individual, bound volumes.
VII. Issuance of Request for Proposal and Questions
The Issuing Office for this Request for Proposal is:
Purchasing Department
University of Virginia
1001 North Emmet Street
P.O. Box 9008
Charlottesville, Virginia 22906
Attention: Gary Nimax, C.P.M.
Assistant Director
Telephone: (804) 924-4220
Fax : (804) 982-2690
TDD : (804) 982-HEAR
Email: nimax@virginia.edu
Any questions concerning this Request for Proposal will be directed to Gary
Nimax at (804) 924-4220, and not to any other person at the University. The
University will determine whether any addenda should be issued as a result of any
question or other matters raised.
Attachment 1
Mandatory Contractual Provisions
A. Nondiscrimination
During the performance of this Agreement, the Selected Firm will comply with the
contract provisions contained in Section 11-51 (1) & (2) of the Code of Virginia
or any successor provisions which may be applicable to this Agreement.
B. Conflict of Interests
The Selected Firm represents to the University that its entering into this
Agreement with the University does not entail any violation of the Virginia State
and Local Government Conflict of Interests Act.
C. Assignment
Neither party to this Agreement will have the right to assign this Agreement in
whole or in part without the prior written consent of the other.
D. Amendments
No amendment of this Agreement will be effective unless it is reduced to writing
and executed by the University's Chief Contracting Officer and by the individual
signing Selected Firm's proposal or by other individuals named by either party as
specified in Section E, Notices below. If the Selected Firm deviates from the
terms of this Agreement without a written amendment, it does so at its own risk.
E. Notices
All notices will be given in writing and deemed given when delivered to, or
deposited in the U.S. Postal Service mail, certified mail return receipt requested,
and addressed to the other party as shown below.
If to the University:
Dolly Prenzel
Chief Contracting Officer
Carruthers Hall
University of Virginia
1001 North Emmet Street
P.O. Box 9008
Charlottesville, Virginia 22906
If to the Selected Firm:
The person signing the Selected Firm's proposal in response to the University's
Request for Proposal, at the Selected Firm's address indicated in such proposal; or
to such other person or address as either may designate for itself in writing and
provide to the other.
F. Independent Contractor
The Selected Firm will not be an employee of the University, but will be an
independent contractor. The Selected Firm will indemnify and hold harmless the
Commonwealth of Virginia, the University, and the employees and agents of each
with respect to all withholding, Social Security, unemployment compensation and
all other taxes or amounts of any kind relating to employment of the persons
providing services to the University with respect to this Agreement. Nothing in
this Agreement will be construed as authority for the Selected Firm to make
commitments which will bind the University, or to otherwise act on behalf of the
University, except as the University may expressly authorize in writing.
G. Worker's Compensation and Employers Liability
The Selected Firm will comply with all federal regulations pertaining to Worker's
Compensation Requirements for insured or self-insured programs.
H. Drug-Free Workplace
The Selected Firm, its agents and employees are prohibited, under the terms of this
Agreement and the Commonwealth of Virginia, Department of Personnel and
Training Policy Number 1.02 executed by Governor Lawrence Douglas Wilder on
July 1, 1991, from manufacturing, distributing, dispensing, possessing, or using
any unlawful or unauthorized drugs or alcohol while on University property.
Attachment 2
Preferred Contractual Provisions
A. Services
During the term of this Agreement, the Selected Firm will provide for the
University the services offered to the University by the firm in its proposal and/or
any addenda to its proposal and as specified by the University when it selected the
firm.
B. Term of Agreement
The term of this Agreement will be for two years, with an option for renewal by
the University, if agreeable to the Selected Firm on the same terms and conditions,
for two additional two-year terms.
C. Contract Administrator
The University will identify a Contract Administrator for any Agreement which
results from this Request for Proposal. The individual will be the point of contact
at the University for day-to-day operations, but cannot approve amendments to the
Agreement or price changes.
D. Waiver
No waiver of any right will be deemed a continuing waiver, and no failure on the
part of either party to exercise wholly or in part any right will prevent a later
exercise of such or any other right.
E. Indemnification
The Selected Firm will indemnify and hold harmless The Rector and Visitors of
the University, the Commonwealth, and the employees and agents of each, from
any and all property damage or loss, claims, liability, damages, expenses
(including, without limitation, attorneys' fees and expenses) and any other amounts
arising out of the performance of the Agreement by the Selected Firm.
F. Governing Law
This Agreement will be governed in all respects by the laws of the Commonwealth
of Virginia.
G. Termination
If the Selected Firm fails to provide quality goods and services in a professional
manner, solely as determined by the University, and, upon receipt of notice from
the University, does not correct the deficiency within a reasonable period of time,
not to exceed 30 calendar days unless otherwise agreed to by both parties, the
University reserves the right to terminate this Agreement by giving written notice
to the Selected Firm.
H. Non-Appropriation
Funding for any Agreement between the University and a Selected Firm is
dependent at all times upon the appropriation of funds by the Virginia General
Assembly and/or any other agency of the Commonwealth authorized to
appropriate such funds. In the event that funding to support this Agreement is not
appropriated, whether in whole or in part, then the Agreement may be terminated
effective the last day for which appropriated funding is available.
I. Right of Audit
The University reserves the right to audit or cause to be audited the Selected
Firm's books and accounts regarding the University's account at any time during
the term of this Agreement and for five years thereafter.
J. Contractual Claims
This Agreement is subject to the University's policy on Contractual Claims which
is provided as Attachment 3, Procedure for Resolution of Contractual Claims.
K. Favored Nations
The Selected Firm represents that the prices, terms, warranties, and benefits
specified in its proposal are comparable to or better than the equivalent terms
being offered by the firm to any present customer.
L. Payment
The University will have no responsibility whatsoever for payment of invoices
rendered individually to its faculty, staff, and students, resolution of problems, or
administration of contractual claims. The University's sole intent is to provide its
faculty, staff, and students with access to the University's network and to provide
Selected Firm(s) with opportunities to do business with University faculty, staff,
and students.
Attachment 3
Procedure for Resolution of Contractual Claims
Section 11-69 of the Virginia Public Procurement Act requires contractors with the
University to submit any claims, whether for money or other relief, in writing no later than
60 days after final payment, however, written notice of the contractors intention to file
such a claim will have been given at the time of the occurrence or beginning of the work
upon which the claim is based.
The University's procedure for deciding such contractual claims is:
A. The Selected Firm must provide the written claim to:
Director
The Purchasing Department
University of Virginia
1001 North Emmet Street
P.O. Box 9008
Charlottesville, Virginia 22906
B. Although the Selected Firm may, if it chooses, attempt to resolve its claim by
dealing with a University department other than the one stated in Section A above,
the Selected Firm must submit any unresolved claim in writing no later than 60
days after final payment to the Director of the Purchasing Department if it wishes
to pursue its claim.
C. Upon receiving the written claim, the Director of the Purchasing Department will
review the written materials relating to the claim and decide whether to discuss the
merits of the claim with the Selected Firm. If such discussion is to be held, the
Director of the Purchasing Department will contact the Selected Firm and arrange
such discussion. The manner of conducting such discussion will be as the Director
and the Selected Firm mutually agree.
D. The Director of the Purchasing Department will mail his or her decision to the
Selected Firm within 60 days after receipt of the claim. The decision will state the
reason for granting or denying the claim.
E. The Selected Firm may appeal the decision to:
Chief Contracting Officer
University of Virginia
Carruthers Hall
1001 North Emmet Street
P.O. Box 9008
Charlottesville, Virginia 22906
by providing a written statement explaining the basis of the appeal to the Chief
Contracting Officer, within 15 days after the Selected Firm's receipt of the
decision.
F. Upon receiving the written appeal, the Chief Contracting Officer will review the
written materials relating to the claim and decide whether to discuss the merits of
the claim with the Selected Firm. If such discussion is to be held, the Chief
Contracting Officer will contact the Selected Firm and arrange such discussion.
The manner of conducting such discussion will be as the Chief Contracting Officer
and the Selected Firm mutually agree.
G. The Chief Contracting Officer will mail his or her decision to the Selected Firm
within 15 days after the Chief Contracting Officer's receipt of the appeal. The
decision will state the reasons for granting or denying the appeal.