Request for Proposal
RFP Number: 2011-01
Committee on Institutional Cooperation
Purchasing Consortium
The University of Chicago, University of Illinois, Indiana University, University of Iowa,
University of Michigan, Michigan State University, University of Minnesota, University of Nebraska
Northwestern University, Ohio State University, Pennsylvania State University,
Purdue University, University of Wisconsin,
Issued by the following institutions on behalf of the CICPC:
Northwestern University
Contact for ALL questions:
Betsy Costello, Procurement Administrator
Northwestern University
847.467.0590
m-costello@northwestern.edu
Background Check, I-9 Employment Verification
and E-Verify Services
Estimated Timeline:
December 29, 2011
Date of Issue of the RFP
January 11, 2012 – 12:00 PM CST
Proposer Memo of Interest Due
January 25, 2012 – 12:00 PM CST
Proposer Written Questions Due
February 15, 2012
Responses to Written Questions Provided to all
Proposers.
March 7, 2012 – 3:00 PM CST
Proposals Due
May 11, 2012
Award Recommendation Date
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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TABLE OF CONTENTS
Section #1: General Information (page 4)
1.1
Purpose
1.2
Relevant Background on the CICPC
1.3
Expected Adoption of the Contract
1.4
Contracting Vehicle
1.5
Other Opportunities to Extend
1.6
Organization of this Solicitation Document
1.7
Solicitation Definitions
1.8
Incurring Costs
Section #2: RFP Process Instructions (page 7)
2.1
Applicable Dates
2.2
Submitting Written Questions
2.3
Memo of Interest
2.4
Preparing the Proposal
2.5
Conflict of Interest
2.6
Multiple Proposals (Reserve)
2.7
Oral Presentations and Proof of Concept
2.8
Proprietary Information
2.9
Submitting the Proposal
Section #3: Performance and Contract Requirements (page 10)
3.1
Precedence and Declaration of Use
3.2
Scope
3.3
Term of Contract
3.4
Firm Prices
3.5
Payment Terms
3.6
Purchase Orders/Invoice
3.7
Acceptance and Testing
3.8
Shipping Terms (Reserve)
3.9
Work on Other Party’s Premises
3.10
Travel Per Diems
3.11
Contract Termination and Notices
3.12
Report of Sales / Annual Report
3.13
Eligible Purchasers
3.14
Review Meetings
3.15
Subcontractors
3.16
Seperability
3.17
CICPC General Terms and Conditions:
Section #4: Requirements of All Proposals (page 16)
Section #5: Evaluation and Award of Contract(s) (page 17)
5.1
Proposal Scoring
5.2
Scoring Criteria and Method
5.3
Best and Final Offers
5.4
Contract Award
Attachment A:
Attachment B:
Attachment C:
Attachment D:
RFP Checklist and Submittal Page – Section #6 (page 18)
CICPC Terms and Conditions
CICPC Member Institutions
CICPC Member Affiliates
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Attachment E:
Attachment F:
Designation of Confidential and Proprietary Information
Sample Letter of Intent
The following are submitted as separate attachments:
Attachment G:
Proposer Response Form - Client References
Attachment H(1): Proposer Response Form to RFP Questions-Background Checks
Attachment H (2) Proposer Response Form to RFP Questions-I-9 and E-VERIFY
Attachment I:
Data and Privacy Security Specifications
Attachment J:
Proposer Response Form - Data Security
Attachment K:
Proposer Response Form - Work Process Steps
Attachment L(1): Proposer Response Form – Pricing Sheet-Background Checks
Attachment L(2): Proposer Response Form – Pricing Sheet-I-9 and E-VERIFY
Attachment M:
Proposer Memo of Interest
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Section #1: General Information
1.1
Purpose
The Committee on Institutional Cooperation Purchasing Consortium (CICPC) is issuing a
Request for Proposal (RFP) for Background Checks, I-9 Employment Verifications and EVerify services. For the purpose of this RFP, Background Checks are defined as
employment screening services from federal, state, local and international government
agencies and institutions. I-9 Employment Verifications are defined as services that
verify a prospective employee is eligible to work in compliance with Federal requirements
and includes the option of an integrated employment verification through the Department
of Homeland Security’s E-Verify system. The intent of this solicitation is to award a
Master CIC contract(s) with provider(s) of these services that are deemed to best meet
the needs of CICPC member institutions. The CICPC reserves the right to make such
determination, and to make single or multiple awards. At the time of issuing this RFP, all
member institutions require and use background check services. There is collective
interest in utilizing a CICPC contract for these services.
It is understood that Background Checks and I-9/E-Verify processing are two different
systems. They are distinct systems with a different set of users and procedures. It is not
required that a Proposer offer both Background Check and I-9/E-Verify services.
Proposer may complete either H(1) Response Form-Background Checks, H(2) Response
Form-I-9 and E-Verify or both.
The CICPC is interested in methods that allow for reducing expenses, enhancing
technology, streamlining processes, lowering total cost, and offering optimum value.
Service, quality, and pricing are of paramount importance and will be monitored
throughout the life of the agreement.
1.2
Relevant Background on the CICPC
The Committee on Institutional Cooperation (CIC), established in 1958, is a
consortium of thirteen major teaching and research Institutions. Its programs
and activities encompass nearly all aspects of Institution activity. In 1999, the
Committee on Institutional Cooperation Purchasing Consortium (CICPC) was
established to consolidate the efforts of CIC Member Institutions in pursuit of
purchasing opportunities. Agreements are pursued for common supplies,
equipment and services with the intent of delivering mutual pricing, value added
services and overall benefit to the Member Institutions.
The CICPC Member Institutions are: The University of Chicago, University of
Illinois, Indiana University, University of Iowa, University of Michigan, Michigan
State University, University of Minnesota, Northwestern University, The Ohio
State University, The Pennsylvania State University, Purdue University,
University of Nebraska and University of Wisconsin.
Some CICPC Member Institutions have other campuses under a single
governing board, such as Pennsylvania State University. In such cases all of
the campuses connected to the Member Institution are also considered
Member Institutions for the purpose of this RFP and any resulting contract. The
complete list of member Institutions is appended to this RFP as Attachment C.
Background checks, I-9 Employment Verifications and E-Verify Services for
member institutions will need to be provided for a variety of positions, including,
but not limited to employees that are responsible for handling sensitive
information, securing institutional equipment, operating institution owned
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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equipment, handling hazardous materials, dispersing payments and handling
cash.
1.3
Expected Adoption of the Contract
Below is a summary of the types and approximate number of background checks that
were performed for CICPC member institutions utilizing the current CICPC agreement in
calendar year 2010. The CICPC, however, is not obligated under this Agreement to
purchase this or any other amount from the Vendor.
Service
CY2010
Criminal Searches
Drug Testing
Education Report
Employee Credit
Employment
Global Sanctions & Enforcement
GSA/OIG Excluded & Prohibited Parties
Healthcare Sanctions
Motor Vehicle Reports
Other
Professional Reference Checks
Sex Offender Registry
SSN
Grand Total
90,707
30
2,624
100
733
277
89
1,005
1,853
19
699
21,840
35,543
155,519
In response to a CICPC Interest Assessment, ten member institutions have
indicated that they are interested in using a new CIC agreement for these
services. Key criteria are 1) excellent, comprehensive service, including
responsive customer service; and 2) highly competitive pricing.
1.4
Contracting Vehicle
Any agreement developed as a result of this solicitation process is between the
CICPC and the preferred Contractor(s). The form of Agreement will be a Master
Agreement (MSA) establishing all general terms and pricing that will be made
available to participating Member Institutions. Member Institutions will be
enjoined to the contract terms by executing a “Letter of Intent” as provided by
example in this solicitation. The Letter of Intent is the mechanism to confirm
adoption of the MSA by the Member Institutions, and to address any additional
conditions that might be specific to the needs of that Institution. The additional
terms are intended to address such needs as unique to the Member Institution
such as language that may be required by their State’s laws, or unique
operating clarity. In no case may reduced pricing be offered without making
such an offer available to all Member Institutions.
1.5
Other Opportunities to Extend any Resulting Agreement
Any contract pursuant to this solicitation will be awarded solely on the basis of
the needs of the CICPC Member Institutions. The awarded Contractor may,
however, consider options to extend the contract to Affiliated Institutions of the
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Member Institutions. You will be asked as part of your submittal to indicate your
interest in extending the offer; however, there is no obligation.
The groups you may extend to, assuming mutual agreement is achieved,
include the following:
Affiliates defined and listed in the attachments to this solicitation may be
offered an opportunity by the Contractor to participate in the use of any
MSA between the CICPC and the Contractor. The vehicle for extending this
contract is via an executed Letter of Intent, the same as for a Member
Institution
1.6
Organization of this Solicitation Document
This document is divided into six main sections. The sections also refer to “Attachments”
when such organization assists in making this document more fluid. The Six main
sections are:
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
1.7
General Information (generally states the intent of the solicitation)
Instructions to Proposers (contains Information on the proposal process)
Performance and Contract Requirements (contains performance clauses
that will become part of any awarded contract).
Requirements of All Proposals (contains all information Proposers must
submit as part of their proposal).
Evaluation
Checklist and Signature Page
Solicitation Definitions
The following definitions are used throughout the Special Conditions of Proposal:
Contractor, Supplier, or Vendor as used in this document means successful
vendor awarded a contract from this process.
CIC means Committee on Institutional Cooperation, Headquartered in the Midwest. The
Committee on Institutional Cooperation (CIC) is a consortium of the Big Ten universities
plus the University of Chicago. For half a century, these 13 world-class research
institutions have advanced their academic missions, generated unique opportunities for
students and faculty, and served the common good by sharing expertise, leveraging
campus resources, and collaborating on innovative programs. Governed and funded by
the Provosts of the member universities, CIC mandates are coordinated by a staff from
its Champaign, Illinois headquarters.
CICPC means Committee on Institutional Cooperation Purchasing Consortium
Letter of Intent means the contracting documentation between the Member and the
Contractor confirming adoption of the master Agreement.
Proposer means a firm submitting a Proposal in response to this Request for Proposal.
RFP means Request for Proposal.
1.8
Incurring Costs
The CICPC is not liable for any cost incurred by Proposers in replying to this RFP.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Section #2: RFP Process Instructions
2.1
2.2
Applicable Dates – Estimated Timeline
Date
Event
December 29, 2011
Date of Issue of the RFP
January 11, 2012 – 12:00 PM CST
Proposer Memo of Interest Due
January 25, 2012 – 12:00 PM CST
Proposer Written questions Due
February 15, 2012
Responses to Written Questions Provided to all
Proposers.
March 7, 2012 – 3:00 PM CST
Proposals Due
May 11, 2012
Award Recommendation Date
Submitting Written Questions
All communications and/or questions in regard to this RFP should be submitted in writing
(email is preferred) by the date identified in section 2.1 above.
Submit “Questions” to:
Betsy Costello, Procurement Administrator
Northwestern University
m-costello@northwestern.edu
If a Proposer fails to submit written requests for clarification as directed, and within the
time required, for errors or ambiguities known to them, then the Proposer shall submit a
response at the Proposer’s risk and if awarded a contract, shall not be entitled to
additional compensation or time by reason of the error or its later correction.
In the event that it becomes necessary to provide additional clarifying data or information,
or to revise any part of this RFP, supplements or revisions will be provided to all
recipients of this initial RFP.
Questions asked, and responses to all questions submitted will be provided to all
Proposers.
2.3
Memo of Interest: In order to ensure that all interested Proposers receive timely
information regarding this solicitation, please submit via e-mail, a completed Proposer
Memo of Interest, attached hereto—Attachment M.
Memos of Interest must be submitted by January 11, 2012 and will be used for all
additional correspondence related to this solicitation. Failing to submit a “Memo of
Interest” will disqualify your company from further participation in this process.
Email “Memos of Interest” to:
Betsy Costello, Procurement Administrator
Northwestern University
m-costello@northwestern.edu
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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2.4
Preparing the Proposal
To be considered, Proposers must respond to each of the requirements listed in Section
#4 and complete referenced attachments, including Pricing Sheets and Vendor
Response Forms.
2.5
Conflict of Interest
By submitting a proposal, Proposer certifies that no relationship exists between the
Proposer and any of the represented Universities that interferes with fair competition or is
a conflict of interest, and no relationship exists between such Proposer and another
person or firm that constitutes a conflict of interest that is adverse to the CIC.
2.6
Multiple Proposals (RESERVE)
2.7
Oral Presentations and Proof of Concepts:
CICPC at its sole discretion may require oral presentations and/or Proof of
Concept(s) pilot(s) to supplement the proposals. Failure of a Proposer to conduct a
presentation on a mutually agreed scheduled date may result in rejection of the
proposal. Oral presentations cannot be used as an opportunity to alter the
proposals. All Proposers should be prepared to accommodate this request with a
minimal amount of notice by the CICPC. In addition, Proposer may be required to
participate in a Proof-of-Concept pilot before an award is finalized. Presentations
may be held at any of the CIC campuses or another central location.
2.8
Proprietary Information
Any information contained in the Proposer’s response that is proprietary must be clearly
designated. Marking of the entire response as proprietary will neither be accepted
nor honored. The CICPC cannot guarantee that all such material noted will remain
confidential, particularly if it becomes a significant consideration in contract
award. Information will only be kept confidential to the extent allowed by the CIC
Member’s Public Disclosure Laws. Proposers should follow instructions as provided on
the Designation of Confidential and Proprietary Information (Attachment E).
2.9
Submitting Proposals
Proposers shall submit completed and signed proposals. Electronic proposals must
include the signature page with a scanned signature. Proposers shall submit one (1)
hard copy and an electronic copy of the Proposal in accordance with the following
instructions, which will ensure that the integrity of the bid process is protected:
1.
HARD COPIES OF SEALED BIDS (PROPOSALS) MUST BE RECEIVED NOT
LATER THAN 12:00 P.M. (noon) ON THE DUE DATE SPECIFIED ON THE
COVER PAGE OF THIS RFP. PROPOSERS ARE RESPONSIBLE FOR TIMELY
RECEIPT OF THEIR PROPOSALS TO PURCHASING RESOURCE SERVICES,
NORTHWESTERN UNIVERSITY. PROPOSALS WHICH ARE RECEIVED AFTER
THE SPECIFIED DUE DATE AND TIME MAY NOT BE CONSIDERED FOR
AWARD.
2.
An electronic copy of the proposal also must be received by the defined due date
and time. All documents must be created using tools that are compatible with
Microsoft Office XP. Attachments included with the ITB must be
returned/submitted in the format in which they were originally provided (i.e.
excel). Pdf versions are not acceptable. Any items contained in the Proposal
that cannot be saved in the aforementioned format should be clearly identified by
the vendor as items that are excluded from the electronic submission. Prior to the
proposal deadline, Proposer is responsible for confirming that their e-mailed
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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proposal response has been successfully received. Proof of transmission does not
constitute proof of receipt.
3.
Hard copies may be submitted utilizing one of the methods below:
a.
Bids may be delivered to the reception desk of Purchasing Resource
Services at Northwestern University.
b.
Bids may be sent to Purchasing Resource Services by Contract carrier or US
Postal Service to the following address:
Northwestern University
Attn: Betsy Costello
Purchasing Resource Services
2020 Ridge Avenue, 2nd Floor
Evanston, IL 60208-4303
4.
Electronic copy may be included with proposal on a disc or flash drive, or may be
sent via e-mail to m-costello@northwestern.edu.
5.
Reference the ITB Number on the outside of the package used to submit hard
copies of proposals and also in the subject line of proposals submitted
electronically.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Section #3: Performance and Contract Requirements
3.1
Precedence and Declaration of Use:
Agreements will consist of a chain of communications involved in the CICPC’s
competitive search for providers of Background Check, I-9 Employment Verification and
E-Verify Services to its members. These communications will provide the basis for
resulting contracts in the following order of precedence: 1) Master Agreement between
CICPC and vendor to be executed upon completion of the RFP process; 2) Except as
may be modified by the Master Agreement, all Terms and Conditions as defined in
Section #3 of this RFP, including attachments referenced thereto. 3) Individual Member
Institutions’ Letter of Intent”; a sample is provided in Attachment F of this RFP. 4)
CONTRACTOR’S proposal and responses to requirements in Section 4 and its
referenced attachments.
Participating Member Institutions will indicate their participation in this Agreement through
a mutually agreed upon Letter of Intent, which will incorporate any unique terms or
services applicable to that Member. A sample Letter of Intent is provided as Attachment
F and will be referred to throughout as the “Letter of Intent”.
3.2
Scope
This Agreement shall apply to participating CICPC Member Institutions, their divisions,
subsidiaries and affiliates and CONTRACTOR as defined in Attachments C and D. Once
such Member Institutions or Affiliates execute a Letter of Intent, they will be eligible to
participate under this Agreement. Any new Affiliates that are added during the course of
this Agreement, must be mutually approved by the parties in writing in order to be eligible
to utilize this Agreement.
This Agreement does not constitute a purchase order. Purchases under this Agreement
shall be made with Purchase Orders issued by individual member institutions.
In performing under this Agreement, CONTRACTOR will comply with all applicable
federal, state and local laws.
Once the preferred Contractor(s) has been established and the MSA finalized, CICPC
member institutions will be advised of the new contract and the CICPC will post the
preferred Contractor(s) MSA on the CICPC internal web site. (Note: The CICPC web
site is password protected and only available to the CICPC member institutions.) CICPC
member institutions that choose to participate in the preferred vendor CICPC
Contract,will contact the Contractor with a Letter of Intent. Some members may have
existing agreements in place and may consider this program upon expiration of existing
agreements.
3.3
Term of Contract
The Agreement shall commence on the Effective Date and shall expire three years
hence unless otherwise renewed or terminated as provided. The initial Contract
term shall be for three years from the contract effective date with the option of three
one year renewal periods. The CICPC reserves the right to extend beyond the
Contract term if deemed to be in the best interest of the CIC.
Termination Without Cause: The CICPC reserves the right to terminate this Agreement
in its entirety upon ninety (90) days written notice, without penalty; however, each
member institution shall be obligated to the duration of the licensing arrangement
currently in place.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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3.4
Firm Prices
The participating institutions anticipate the likelihood of a long term relationship
resulting from the adoption of a comprehensive background check strategy. As
budgets have declined for administrative purposes over the past decade, the
participating institutions cannot fund increased administrative costs. The prices
proposed by the awarded contractor must remain fixed (or lowered) for the
duration of the contract, including any extensions of the contract.
Pricing shall be consistent among all member institutions under a CICPC
Agreement resulting from this RFP.
3.5
Payment Terms
All invoices should be sent directly to the participating institution, as documented in the
institution’s Letter of Intent. Vendors are expected to invoice respective institutions in a
timely manner; however invoices should not be sent until after services have been
performed.
The specific payment schedule and processes will be mutually agreed upon by the
member institution and the Contractor. Payment schedules will generally be to invoice
when services have been performed or monthly.
Vendor shall provide invoices to accommodate the member institution’s billing
criteria, e.g. per background check request, per each service request.
Vendor shall accept payment in the form of P-cards (credit card), direct
payment by check or ACH from central accounts payable or de-centralized
accounts payable.
The CICPC is interested in payment terms that reflect cost savings based on an
accelerated payment process. Proposers shall discuss quick payment terms
that they can offer (i.e. ___% discount off invoice if paid within ___ days after
delivery or receipt of invoice, whichever is later.)
3.6
Purchase Order/Invoice
Purchase Orders will be issued by individual Member institutions or affiliates
and subject to the Terms and Conditions of this Agreement. Terms and
Conditions presented on invoices, purchase orders and/or quotations are
superseded in favor of the terms of the Agreement. The Terms and Conditions
of the Master Agreement shall govern unless supplemented or amended by an
individual member institution Letter of Intent.
Invoices are to be submitted by CONTRACTOR to the Member’s location
indicated on Purchase Order. Invoices will reference the Member’s Purchase
Order number and will contain such other information as Member may
reasonably request.
The invoice payment terms for purchase orders placed hereunder shall be net
thirty (30) calendar days of the invoice date with a __ percent (X%) prompt
payment discount if remitted to CONTRACTOR within _____(#) calendar days
of the date of invoice. Such prompt payment discount will be calculated at time
of payment, and deducted from amount remitted. CONTRACTOR reserves the
right to charge Members interest at a rate not to exceed the highest applicable
lawful interest rate on properly submitted invoiced amounts not paid within thirty
(30) calendar days of invoice date, with interest to accrue monthly until full
payment is received. CONTRACTOR shall be entitled to recover improperly
taken discounts for prompt payment, when actual payments fall outside of the
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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prescribed eligible time. Any claim for recovery must be asserted within 120
days of discovery that an improper discount has been taken.
.
3.7
Testing
Prior to implementation of services, Vendor shall perform site inspections at member
institution locations to determine functional compatibilities between the vendor and the
member institution systems.
Proposers may be requested by the CICPC RFP committee to provide a test environment
of services offered for a trial period prior to Contract award.
3.8
Shipping Terms (RESERVE)
3.9
Work on Other Party’s Premises
Security. The resulting contract may require deliveries or the performance of on-site
services in campus facilities. Proposers shall discuss in their proposals all measures
utilized by their company to ensure the security and safety of member institution
buildings.
CONTRACTOR may be asked to perform consulting, training or support services.
The following requirements will govern Consulting Service and Training engagement.
3.9.1
The services engagement for either consulting services or training will
require that a detailed Statement of Work be agreed upon by both
parties before any work is done. Each Campus will assign a Project
Manager who will have the ability to accept or inspect the work.
3.9.2
All material that is produced as a result of any consulting engagements
is the property of contracting member institution.
3.9.3
CONTRACTOR agrees to use reasonable care in the hiring of service
representatives. Substitution of employees will be the right of
CONTRACTOR provided that CONTRACTOR ensures that in providing
services CONTRACTOR remains in compliance with the terms of the
Agreement. Employees whose performance is unsatisfactory to CICPC
shall be first counseled by CONTRACTOR, and CONTRACTOR shall
take all necessary corrective action. If after such counseling CICPC
continues to reasonably experience dissatisfaction as referenced in
writing by the "Contact Notices" CICPC representatives under this
Agreement, CICPC may request removal of CONTRACTOR’S employee
with written notice of three (3) days. Upon receipt of such request,
CONTRACTOR shall immediately remove the employee and replace the
employee with a person of suitable expertise subject to the requirements
set forth above.
3.10
Travel Per Diems
All of the Contractor’s travel and per diem expenses shall be the Contractor’s
sole responsibility. Payment to the Contractor by the member institution shall
not include any additional amount for this purpose.
3.11
Contract Termination and Notices
During the term of the Contract, the CICPC may terminate the Contract at any
time, without cause, by providing 90 days’ written notice to the Contractor. If the
Contract is so terminated, each member institution is liable only for payments for
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 12
products provided or services performed, to the extent that any actual direct costs
have been incurred by the contracted proposer pursuant to fulfilling the contract.
Each University will be obligated to pay such expenses to date of the termination.
Should either party fail to perform under the terms of this Contract; the aggrieved
party may notify the other party in writing via certified mail of such failure and
demand that the same be remedied within 30 calendar days. Should the
defaulting party fail to remedy the same within said period, the other party shall
then have the right to terminate this Contract immediately. Performance failure
can be defined as but not limited to failure to meet any of the requirements as
presented in Proposers responses, or failure to provide any of the conditions of
the Special Conditions of the Proposal.
If at any time a petition in bankruptcy shall be filed against the Contractor and
such petition is not dismissed within 90 calendar days, or if a receiver or trustee
of Contractor's property is appointed and such appointment is not vacated within
90 calendar days, the CICPC has the right, in addition to any other rights of
whatsoever nature that it may have at law or inequity, to terminate this contract
by giving 90 calendar days’ notice in writing of such termination.
If at any time the Contractor performance threatens the health and/or safety of
personnel at any member institution, that institution has the right to cancel and
terminate the Contract without notice.
All notices of performance failure shall be submitted in writing to the parties listed
below:
Jeffrey A. Oberg, CPA
Assistant Director for Business Operations
Committee on Institutional Cooperation
1819 South Neil Street, Suite D
Champaign, IL 61820-7271
217.333.0192
jaoberg@staff.cic.net
and
Betsy Costello
Procurement Administrator
Purchasing Resource Services
Northwestern University
2020 Ridge Avenue, 2nd Floor
Evanston, IL 60208-4303
847.467.0590
m-costello@northwestern.edu
3.12
CICPC Report of Sales/Annual Report
CONTRACTOR will provide to CICPC quarterly reports in excel format
submitted electronically (pdf is not acceptable) of the total dollar expenditures by
each participating Member for products and services purchased under the
Agreement, based on invoices or in a manner mutually agreed upon.
CONTRACTOR shall provide additional data requested by the CICPC that
should be readily retrievable from its sales database. Above referenced reports
are to be filed with CICPC Purchasing Coordinator within 30 days after the end
of each quarter of the calendar years. Quarters shall end effective March 31,
June 30, September 30, and December 31 of each year unless otherwise
agreed.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
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Upon request, CONTRACTOR will provide an annual electronic report of all
products and services purchased by CICPC membership institutions pursuant to
the Agreement. Above referenced reports are to be filed with the CICPC
Purchasing Coordinator within 30 days of the end of each calendar year unless
otherwise agreed. The report format shall be as mutually agreed.
CONTRACTOR shall provide data requested by the CICPC that should be
readily retrievable form its sales database. On an annual, or more frequent basis
if requested, CONTRACTOR shall also provide an expenditure report to each
participating member institution.
Proposer shall submit samples of Annual reports with their proposal
Client Reports for participating Individual Member Institutions
Vendor shall provide easy-to-use, straightforward management reporting
capability. Key reports such as account activity, time-to-complete and cost
should be easy to retrieve. Reports must be available in or easily configurable
to Excel format.
Proposer shall submit samples of Client Reports with their proposal.
Reports shall be accessible to CICPC and respective member institutions for
later reference. Proposer shall verify archival policies and practices and clarify
who owns archived reports.
3.13
Eligible Purchasers
Membership names and locations are listed in Attachment C. The list is
not to be considered all-inclusive. CICPC members may have additional
locations that require service.
3.14
Review Meetings
Review meetings may be held periodically with CICPC representatives to
evaluate Contractor performance.
3.15
Subcontractors
3.15.1
Any Contract resulting from this proposal shall not be, in whole or in
part, subcontracted, assigned, or otherwise transferred to any other
Contractor without prior written approval by the CICPC or any member
institution.
3.15.2
The Contractor shall be directly responsible for any subcontractor's
performance and work quality when used by the Contractor to carry out
the scope of the job.
3.15.3
Subcontractors must abide by all terms and conditions under this
Contract. Contractor is responsible for adherence by the subcontractor
to all provisions of the Agreement.
3.15.4
3.16
If subcontractors are to be used, the Contractor must , provide to the
CICPC a list of subcontractors, including firm name and address,
contact person and a complete description of work to be subcontracted.
.
Seperabilty
In the event any provision of this Agreement or portion hereof, is held to be illegal, invalid
or unenforceable, such provision or the portion thereof shall be deemed to be separate
from all other provisions and all such other provisions shall remain in full force and effect.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 14
3.17
CICPC General Terms and Conditions:
See Attachment B.
A proposal submitted in response to this RFP shall constitute a binding offer.
Acknowledgement of this condition shall be indicated by signature of the Proposer or an
officer of the Proposer legally authorized to execute contractual obligations. A
submission in response to this RFP acknowledges acceptance by Proposer of all Terms
and Conditions set forth herein.
All comments with regard to Terms and Conditions MUST be included in the proposal.
The submitted proposal shall be binding for a period of ninety (90) days following the bid
opening date. Any proposal in which the Proposer shortens the acceptance period may
be rejected.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 15
Section #4: Requirements of All Proposals
NOTE: Reponses must be in the EXCEL format provided (PDF is NOT acceptable.) Note that if
any answer requires a lengthy response, diagrams or exceeds the maximum number of
characters(1,024) that can be displayed, abbreviate your response on the form and indicate
exactly where the full answer can be found in the proposal document, i.e. “Appendix #”,
“Tab*”, “page #”.
NOTE: Failure to respond to all items in this section may be deemed as sufficient reason to
reject any proposal.
4.1
Proposer must complete and sign Proposer Submittal Page, Attachment A and must
complete and sign Proposer Memo of Interest, Attachment M and submit both with their
proposals.
4.2
Per Section 2.8, if applicable, Proposer must complete and sign the Designation of
Confidential and Proprietary Information form, Attachment E, and submit with their
proposal.
4.3
Proposer must complete the Client Reference List provided in Attachment G.
4.4
Proposer must complete the Proposer Response Form provided in Attachment H(1)
for Background Checks and Attachment H(2) for I-9 and E-VERIFY.
4.5
Proposer shall review Attachment I.- Data Privacy and Security. Proposer is required
to submit responses to all questions in Attachment J, Data Security Response Form.
4.6
Proposer must complete the Work Process Steps in Attachment K.
4.7
Proposer shall provide pricing for the items included in this RFP using the format
provided on Attachment L(1) – PRICING SHEET for BACKGROUND CHECKS and
Attachment L(2) – PRICING SHEET for I-9 and E-VERIFY.
4.8
Supplier Diversity:
It is the policy of the CICPC to contribute to the establishment, preservation and
strengthening of small business enterprises (SBE), minority-owned business enterprises
(MBE) and woman-owned business enterprises (WBE). Proposers shall indicate in their
proposal (Provide this information in Attachment H, the Company Information section.) if
they have status as a minority-owned, women-owned or disadvantaged business
enterprise.
The CICPC also encourages contractors to provide for the participation of S/M/Ws
through partnerships, joint ventures, subcontracts or other contractual opportunities.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 16
Section #5: Evaluation and Award of Contract(s)
5.1
Proposal Scoring
Proposals meeting mandatory requirements will be reviewed by an evaluation committee
and scored against the stated criteria. The committee may, at its sole discretion, review
references, finances, request oral presentations, and hold a proof of concept, which we
anticipate would be on-site visits at a location central to the CICPC Member Campuses,
and use the results in scoring the proposals. The evaluation committee's scoring will be
tabulated and proposals ranked based on the scores calculated.
5.2
Scoring Criteria and Method
For each response required of the Proposer in Section #4: In the initial phase of the
evaluation, proposals will be reviewed for completeness and compliance with all
requirements including submittal, instructions, provisions, terms and conditions of this
RFP. Proposals that fail to comply with the essential requirements of the RFP may be
rejected and eliminated from further consideration.
In evaluating and awarding the contract, the CICPC may take into consideration: The
response to technical expertise; responsiveness of proposer; previous performance;
financial stability of the Proposer; and the amount of similar contract experience being
performed by the Contractor.
5.3
Best and Final Offers
At the sole discretion of the CICPC, the highest scoring Proposers may be requested to
submit a Best and Final Offer in order to further clarify the deliverables, contract
language, or costs presented in their proposals. If Best and Final Offers are requested,
they will be evaluated against the stated criteria, scored and ranked. There is no
obligation on the part of the CICPC to request Best and Final Offers from any or all of the
Proposers responding to the RFP.
5.4
Contract Award
Contract(s) will be awarded to the highest scoring proposer(s) providing contract
negotiations are successful.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 17
ATTACHMENT A: Proposer Submittal Page
NOTE: PROPOSER MUST SUBMIT A COMPLETED COPY OF THIS RFP
CHECKLIST AND SUBMITTAL PAGE WITH THEIR PROPOSAL DOCUMENTS.
Section #6: RFP Checklist and Submittal Page
6.1
Proposer has responded to all items in Section # 4,” Requirements of All Proposals”.
___________(Initial)
6.2
In preparing this RFP, this Proposer has not been assisted by any current or former
employee of any CICPC Member whose duties relate to this RFP and who was assisting
in other than his or her official capacity. Neither does such a person or any member of
his or her immediate family have any financial interest in the outcome of this RFP.
____________(Initial)
The Proposer certifies by submission of the proposal that neither it nor its principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency. ___________ (Initial)
In signing this proposal, we have read and fully understand and agree to all terms,
conditions and specifications and acknowledge that the order of precedence stated in
Section 3.1 of this solicitation shall be controlling. We certify that we have not, either
directly or indirectly, entered into any contract or participated in any collusion or otherwise
taken any action in restraint of free competition; that no attempt has been made to induce
any other person or firm to submit or not to submit a proposal; that this proposal has been
independently arrived at without collusion with any other proposer, competitor or potential
competitor; that this proposal has not been knowingly disclosed prior to the opening of
proposals to any other proposer or competitor; that the above stated statement is accurate
under penalty of perjury.
____________________________________________
Signature
_____________________________________________________________________________
Name and Title of Signing Officer (print)
Date
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 18
Attachment B: Terms and Conditions
CICPC
Committee on Institutional Cooperation
Purchasing Consortium
Master Agreement
Number XXXX
Background Check, I-9 Employment Verification and
E-Verify Services
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 1
B1 Independent Contractor
SUPPLIER agrees that it is an Independent
Contractor.
SUPPLIER understands that
no relationship other than that of contracting
parties is established by this Agreement,
and further understands that this does not
establish
any
employer-employee
arrangement.
SUPPLIER agrees as an
Independent Contractor to treat its
assistants as its own employees and comply
with tax requirements for SUPPLIER and its
assistants.
B2 Compliance with Laws
SUPPLIER warrants and certifies that in the
performance of this Agreement it has
complied with or will comply with all
applicable statutes, rules, regulations and
orders of the United States, and any state or
political subdivision thereof, including laws
and regulations pertaining to labor, wages,
hours and other conditions of employment.
All services, including but not limited to
delivery, provided to the Members must
comply fully with written safety requirements
of each applicable Member’s state, rules of
the Industrial Commission on Safety, and all
applicable OSHA Standards.
B3 Non-discriminatory Hiring Practices by
SUPPLIER
SUPPLIER shall not discriminate against
any employee or applicant for employment
because of race, creed, color, religion,
national origin, sex, age, and Vietnam era
veteran, physical or mental disability.
SUPPLIER shall take affirmative action to
ensure that applicants are employed and
that the employees are treated during
employment without regard to their race,
creed, color, religion, national origin, sex,
age, physical or mental disability except
where it related to a bonafide occupational
qualification.
B4 Compliance with Specifications
SUPPLIER warrants that all services
provided under this Agreement shall
conform
to
specifications
or
other
descriptions provided.
B5 Patent Trademark and Copyright
Infringement
In the event that SUPPLIER, the Member or
the CICPC learns of any issue relating to a
potential Patent Trademark or Copyright
infringement in any of the services provided,
it will immediately advise the other party by
the
most
expeditious
means
of
communication.
B6 Insolvency
In the event of any proceedings in
bankruptcy or insolvency by or against
SUPPLIER, or in the event of the
appointment (with or without SUPPLIER’s
consent) of an assignee for the benefit of
creditors, or of a receiver, the CICPC and/or
participating Member may cancel this
Agreement.
B7 Assignments
Neither CICPC nor SUPPLIER shall assign
this Agreement or any of its applicable rights
or obligations hereunder, without the other
party’s prior written consent. Any purported
assignment made without the other party’s
prior written consent shall be void and of no
effect.
B8 Use of Name, Logos, etc. in Advertising
SUPPLIER agrees not to make reference to
the CICPC, Member in any advertising
material of any kind without the expressed
written permission of the party involved.
With respect to the Members, in such cases,
prior written consent shall be provided by
the authorized representative of the Member
purchasing department.
B8 Indemnification and Limitation of Liability
SUPPLIER agrees to indemnify the CICPC,
the particular Member affected and hold
each of them harmless from and against all
liability, losses, damages, claims, liens, and
expenses (including reasonable legal fees)
to the extent directly arising out of or
connected with the work or services
performed by SUPPLIER, its agents,
subcontractors, employees, officer and
directors, within the scope of this
Agreement, excepting such liability as may
result from the acts of negligence of the
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 1
applicable Member or CICPC or their
officers, agents, servants and employees.
SUPPLIER, at the written request of the
CICPC or applicable Member, as the case
may be, shall undertake to defend any and
all suits and to investigate and defend any
and all claims whether justified or not, to the
extent indemnification is due pursuant to this
Section, and if such claim or suit be against
CICPC or the applicable Member, or their
respective
officers,
trustees,
agents,
servants, and
employees.
Agreement. If Members provide a valid tax
exempt certificate to SUPPLIER, SUPPLIER
will not charge taxes, except as otherwise
required by law.
B9 Insurance
B14 Product Returns (RESERVE)
If service or other work is specified to be
conducted on CICPC or a Member’s
premises,
SUPPLIER
and/or
its
subcontractor(s), if any, shall maintain in
force during the period of such work the
following
coverage’s:
(a)
worker’s
compensation, as required by the laws of
the State of the Member; (b) commercial
general liability for bodily injury and/or
property damage including products liability
and completed operations in an amount of
not less than $1,000,000 combined single
limit, per occurrence; (c) automobile liability
for bodily injury and/or property damage in
an amount of not less than $1,000,000
combined single limit, per occurrence.
B11 Certification of Products (RESERVE)
B12 No Substitutions (RESERVE)
B13 Packaging and Labeling (RESERVE)
B15 Hazardous Conditions (RESERVE)
B16 New and Replacement Services
New services that become available during
the course of the program may be added, at
the request of the CICPC or a participating
Member, with all terms, conditions and
pricing arrangements as negotiated and
agreed to at the time of introduction.
Services that are direct replacements shall
be provided at the same discounted rate as
the prior service that was replaced.
B17 Order Fulfillment (RESERVE)
If an individual Member institutions desires
coverage in addition to the above limit, such
Member will negotiate directly with
SUPPLIER regarding such additional
insurance coverage; provided that the
parties
acknowledge
that
additional
insurance is not included in the prices set
forth in this Agreement.
SUPPLIER and/or its subcontractor(s) shall
furnish to the CICPC or its Member
impacted by this subsection satisfactory
proof of such insurance coverage prior to
commencement of the work. CICPC and the
impacted Member, as the case may be, are
to be added as additional insured with
respect to their contractual rights hereunder.
B10 Tax Exempt Status
Members may be exempt from excise, state,
local and use taxes for services rendered
and equipment or parts supplied for this
B18 CICPC Acceptance of Offer
Intentionally left blank.
B19 Member Order Placement
The Member institution placing the order
with SUPPLIER shall alone be liable or
responsible for payment for services
provided.
B20 Development of Minority-owned,
Women-owned,
Handicap-owned,
&
Disadvantaged Businesses
The CICPC is committed to encouraging the
development of minority-owned, womenowned, handicap-owned, and otherwise
disadvantaged businesses.
SUPPLIER
agrees to use commercially reasonable
efforts
to
explore
subcontracting
opportunities with minority-owned, women-
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 2
owned, handicap-owned and otherwise
disadvantaged
businesses
where
appropriate. If Members request a report,
SUPPLIER will provide such report
indicating the number of subcontracting
opportunities
where
disadvantaged
businesses were utilized by SUPPLIER.
The report will be in a format mutually
acceptable to SUPPLIER and the individual
Member.
B21 Report of Sales
SUPPLIER will provide to CICPC a quarterly
electronic report of the total dollar
expenditures by each participating Member
for services provided under the Agreement
in a manner mutually agreed upon.
SUPPLIER shall provide data requested by
the CICPC so long as such information is
readily retrievable form its sales database.
Above referenced reports are to be filed with
CICPC Purchasing Coordinator within 30
days of the end of quarters. Quarters shall
end effective March 31, June 30, September
30, and December 31 of each year unless
otherwise agreed.
B22 Annual Report
When requested, SUPPLIER will provide an
annual electronic report of all services
provided to CICPC membership institutions
pursuant to the Agreement.
Above
referenced reports are to be filed with the
CICPC Purchasing Coordinator within 30
days of SUPPLIER’s fiscal year unless
otherwise agreed. The report format shall be
as mutually agreed.
SUPPLIER shall
provide data requested by the CICPC so
long as such information is readily
retrievable form its sales database.
B23 Client Relations
In addition to providing services outlined
herein, the preferred supply vendor or its
distributor shall provide the following
business services:
(i) A contract administrator, reasonably
acceptable to the CICPC, able to act
with full authority.
(ii) An account representative(s) and
several account service assistants
with experience and knowledge of
Background Check, I-9 Employment
and E-Verify services
The contract administrator shall meet with
the CICPC purchasing coordinator or
designee annually to discuss performance.
The account representative(s) shall meet
with Member Institutions as requested by
the individual Member Institutions. Initial
customer service and order problem
resolution will be accomplished at each
Member Institution location.
B24 Administrative Fee
SUPPLIER shall remit quarterly to the
CICPC as an administrative fee a sum equal
to 1% of the total Net Purchases” of all
CICPC Member purchases and CICPC
Affiliates purchases (if adopted by Affiliates)
quarterly (excluding taxes, credits, cancelled
orders, etc., if any), made pursuant to this
Agreement. The methodology that will be
used to ensure that purchase activity by a
Member Institution or an Affiliate are tracked
shall be defined within the Letter of Intent.
For purposes of this Agreement, the term
“Net Purchases” means, for each respective
Member, the total dollar invoice amount of
services, on an individual Member basis
purchased from SUPPLIER pursuant to this
Agreement, less (i) the total value of any
services credited by SUPPLIER, (ii) any
credits or fees payable to Member or CICPC
by SUPPLIER.
Notwithstanding
any
other
provision
contained
herein,
the
CAF
(CIC
Administrative Fee) will only be paid on the
sale of products (i) under this Agreement, (ii)
by Members and Affiliates who have a Letter
of Intent approved and executed by
SUPPLIER, (iv) that are priced in
accordance with this Agreement. A Member
may purchase SUPPLIER’s services under
one or more contracts (e.g. individual supply
contracts, state contracts, trade association
contracts); provided, however in no event
will SUPPLIER be required to pay any CAF
for sales made under any contract other
than this Agreement.
This CAF shall be made payable to the
CICPC and delivered to the CICPC
Purchasing Coordinator or designee within
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 3
30 days of the end of the quarter. Quarters
shall end effective March 31, June 30,
September 30, and December 31 of each
year unless otherwise agreed.
In no event shall any CAF be earned after
the effective date of termination of this
Agreement between SUPPLIER and CICPC,
regardless of whether SUPPLIER continues
to sell services to Members. In the event
that any individual agreement between
SUPPLIER and Member resulting from the
execution of a Group Designation Form
hereunder is terminated for any reason, the
CAF with respect to such Member shall
cease being earned as of the effective date
of termination of the Group Designation
Form.
B25 Strict Compliance
The parties may at any time insist upon strict
compliance with these terms and conditions,
notwithstanding any previous custom,
practice or course of dealing to the contrary.
suppliers
that
impact
performance
hereunder; (vii) raw material shortage which
significantly impacts the availability of such
material;
In the event of a Force Majeure Event, the
affected party shall give notice to the other
party of the nature of the Force Majeure
Event as soon as reasonably practicable
after discovery of such Force Majeure
Event. The affected party will be excused
from performance during the existence of
the Force Majeure Event; provided that the
affected party will continue to perform its
other obligations under this Agreement to
the extent not impacted by the Force
Majeure Event. Delays in delivery due to
Force Majeure Events shall automatically
extend the delivery date for a period equal to
the duration of such Force Majeure Event.
Any acceptance or warranty period affected
by a Force Majeure Event shall likewise be
extended for a period equal to the duration
of such Force Majeure Event.
No waiver or modification of any of the
provisions hereof shall be binding unless
mutually agreed upon by CICPC and
SUPPLIER, in writing with signatures of
authorized representatives of all parties
authorizing said modification.
Notwithstanding the extension of time, if the
delay attributable to a Force Majeure Event
remains in effect for a period in excess of
ninety (90) days, either party may give
written notice to the other party of
termination of this Agreement. If the Force
Majeure Event only relates to a single
product or class/line of products, such
termination will only apply to that product or
class/line of products.
B27 Separability
B29 Confidentiality
In the event any provision of this Agreement
or portion hereof, is held to be illegal, invalid
or unenforceable, such provision or the
portion thereof shall be deemed to be
separate from all other provisions and all
such other provisions shall remain in full
force and effect.
The parties understand and agree that
information
concerning
any
of
the
information set forth herein (including all
applicable exhibits) is confidential to each of
them and shall, except as may otherwise be
required by law, only be disclosed to third
parties, in writing or orally, upon the specific
prior written agreement of the parties,
provided, however, that if any of such terms
have become public information without the
fault of the other party these terms shall no
longer be treated as confidential by either
party.
B26 Modification of Terms
B28 Force Majeure
Neither party shall be liable for failure or
delay in the performance of any obligation
hereunder caused by (iii) acts of God (e.g.
earthquake, flood, hurricane, typhoon and
other natural disasters); (iv) any civil
disorder,
war,
insurrection,
riot
or
interference by civil or military authorities;
(vi) damage or destruction of a party’s
facilities or those of its subcontractors or
SUPPLIER and CICPC agree that any
information, whether written, oral, or in the
form
of
diagrams,
powerpoints
or
photographs, furnished by either party to the
other under this Agreement shall be deemed
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 4
to be proprietary to the party furnishing such
information and will be maintained in
confidence by the party receiving such
information.
In addition, the data and information which
has been or may hereafter be furnished to
SUPPLIER by CICPC in connection with
SUPPLIER's services, therefore, is the
property of CICPC, and has been furnished
solely to enable SUPPLIER to render
service to CICPC.
B30 Governing Law
This Agreement and any purchase orders
placed by Members hereunder as well as
the relationship between the parties under it
shall be governed by and construed in
accordance with the law of the State of
Illinois or the state of the ordering member
institution.
B31 General Provisions and Certifications
for Government Contracts
Attachment E (Designation of Confidential
and Proprietary Information) to this
Agreement contains clauses that are
applicable to the Member Institutions when
their purchases have been funded through
applicable government contracts, and such
requirements are required to be flowed
down to SUPPLIER as a supply source
being paid with such government funds.
To the extent such clauses are applicable to
the business conducted by SUPPLIER,
SUPPLIER agrees to abide by these same
terms and conditions, but only to the extent
that the Member specifically sets forth the
applicable clauses (or incorporates them be
reference) in the purchase order such that
SUPPLIER has the opportunity to notify
Member if it cannot comply with a particular
incorporated clause.
B32 Complete Agreement
This Agreement (including all relevant
Attachments)
constitutes
the
entire
agreement between the parties relative to
the services listed hereto, and supersedes
and replaces all prior or contemporaneous
agreements, written or oral, between the
parties regarding such services.
B33 Survival of Rights of Parties
The termination of this Agreement shall not
release either party from any liability,
obligation, or agreement which pursuant to
any provision of this Agreement is to survive
or be performed after such expiration or
termination.
B34 Subject Headings
The subject headings on this Agreement
have been placed thereon for the
convenience of the parties and shall not be
considered in any question of interpretation
or construction of this Agreement.
B35 Waivers and Amendments
The failure of either party to enforce at any
time or for any period of time any provision
of this Agreement shall not be construed as
a waiver of such provision or of the right of
such party thereafter to enforce such
provision.
In addition, no terms or
provisions of this Agreement may be
changed, waived, discharged, or terminated
orally but only by an instrument in writing
signed by the party against whom the
enforcement of such change, waiver,
discharge, or termination is sought. As
noted previously, no preprinted forms used
by CICPC, SUPPLIER or any Member shall
serve as an amendment of this Agreement.
B36 Invoice Audit
Upon CICPC request, and within a mutually
agreed upon timeframe, SUPPLIER will
provide sales data to demonstrate that
prices paid for services received by
Participating Member Institutions are in
accordance with this Agreement and any
additional terms/pricing that is specific to a
Member Institution.
If a sampling of
transactions from Participating Member
Institution(s) demonstrates that the invoices
are consistent with this Agreement, the
sampling method will be sufficient. If issues
are identified, the transactions for review
may be increased, and the Participating
Member Institution shall have the right to
recover any overpaid amounts as a credit
memo. The CICPC agrees that any pricing
dispute for overcharge must be made within
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 5
twelve (12) months of the invoice date. The
form of this reporting shall be mutually
agreed upon prior to the first request for
pricing review.
B37 Dispute Resolution
If
a
disagreement
arises
between
SUPPLIER and an individual Member
Institution or Affiliate related to the
application of this Agreement (including the
Member Institution’s Letter of Intent), the
aggrieved party shall have the right to
submit a demand for corrective action
through the following escalating process.
A. The aggrieved party shall prepare a
written statement of the desired
corrective action to be taken, 1)
Citing the pertinent contractual basis
for requesting the correction; 2)
Providing complete documentation
of the alleged failure to comply with
the contract, and 3) Providing any
additional information that may be
required to help perfect their
request.
B. Such Statement shall be delivered
to
the
Member
Institution’s
Purchasing
Director,
or
to
SUPPLIER’s
Vice
President,
Academic Segment, as appropriate.
The SUPPLIER Vice President,
Academic
Segment
and
the
Purchasing Director will coordinate
a meeting of their respective
management teams to share the
stated concerns and requested
corrective actions. Those in position
of authority to commit resources to
resolve the dispute are to be
present. These parties will work in
good faith to resolve their dispute.
C. Should dispute resolution not be
achieved, either party may request
that the current officers of the
CICPC and the CICPC Contract
Administrator review the request for
corrective action. If any of the
current officers are from the
Member Institution engaged in the
dispute, the most recent, prior
officer will sit in place. The Officers
and the representative management
staff of each disputing party will
meet to mutually discuss the
disputed issues. The parties will act
in good faith to resolve their issues.
Should resolution not be achieved,
the sole remedy with regard to this
Agreement shall be termination of
the use of this Agreement by the
Member Institution and SUPPLIER.
D. The parties acknowledge that
remedies may be sought by either
SUPPLIER
or
the
Member
Institution, independent of this
Agreement.
E. The parties also acknowledge that
in the event a dispute is determined
to be a breach of this Agreement,
that action may be taken by either
SUPPLIER, or by the CICPC to
seek remedies in conformance with
this
Agreement.
CICPC RFP – Background Check, I-9 Employment Verification and E-Verify Services
Page 6
Attachment C: CICPC Member Institutions
Membership name and locations are listed below. The list is not to be considered all-inclusive. CICPC
members may have minimal additional locations that require service. Not all locations may elect to participate.
Campuses with an asterisk (*) next to their names designate larger campuses.
University of Chicago
Chicago, IL*
University of Illinois
Urbana–Champaign*
Chicago*
Springfield
Indiana University
Bloomington*
Indianapolis*
Richmond
Kokomo
Gary
New Albany
South Bend
Fort Wayne
University of Iowa
Iowa City*
University of Michigan
Ann Arbor*
Dearborn
Flint
Michigan State University
East Lansing*
Northwestern University (IL)
Evanston*
Chicago
University of Wisconsin
Madison*
Extension
Rock County
Whitewater
Parkside
Waukesha
Milwaukee
Platteville
Madison
Richland
Baraboo
Washington County
Fond du Lac
Sheboygan
Manitowoc
Oshkosh
Fox Valley
La Crosse
Stevens Point
Green Bay
Marshfield/Wood County
Marinette County
Marathon County
Eau Claire
Stout
River Falls
Barron County
Superior
University of Minnesota
Minneapolis - St. Paul*
Duluth
Morris
Crookston
Ohio State University
Columbus*
Marion
Lima
Mansfield
Newark
Purdue University
West Lafayette*
Hammond
Westville
Fort Wayne
University of Nebraska
Lincoln*
Omaha
Kearney
University of Nebraska Medical School
Pennsylvania State University
University Park*
Abington
Fogelsville (Allentown)
Altoona
Monaca
Reading
Media
DuBois
Erie
Uniontown
Malvern
Middletown (Harrisburg)
Hazleton
McKeesport
Hershey
Mont Alto
New Kensington
Schuylkill Haven
Shenango
Lehman
Dunmore
York
Attachment D: Affiliates of Member Institutions
Chicago State University (Chicago, IL)
Eastern Illinois University (Charleston, IL)
Governors State University (University Park, IL)
Illinois State University (Normal, IL)
Northeastern Illinois University (Chicago, IL)
Northern Illinois University (DeKalb, IL)
Southern Illinois University - Carbondale (Carbondale, IL)
Southern Illinois University - Edwardsville (Edwardsville, IL)
Southern Illinois University - School of Medicine (Springfield, IL)
Western Illinois University – (Macomb, IL)
Ball State University
Indiana State University
Ivy Tech Comm College of Indiana – Bloomington
Ivy Tech Comm College of Indiana – Columbus
Ivy Tech Comm College of Indiana – East Central Muncie
Ivy Tech Comm College of Indiana – Evansville
Ivy Tech Comm College of Indiana – Ft. Wayne
Ivy Tech Comm College of Indiana – Indianapolis
Ivy Tech Comm College of Indiana – Kokomo
Ivy Tech Comm College of Indiana – Lafayette
Ivy Tech Comm College of Indiana – Madison
Ivy Tech Comm College of Indiana – Northcentral South Bend
Ivy Tech Comm College of Indiana – Northwest Gary
Ivy Tech Comm College of Indiana – Richmond/Connersville
Ivy Tech Comm College of Indiana – Sellersburg
Ivy Tech Comm College of Indiana – System
ATTACHMENT E: DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to a Request for Proposal #
includes
proprietary and confidential information which qualifies as a trade secret, or is otherwise material that can be
kept confidential under the CICPC Member’s Open Records Law. As such, we ask that certain pages, as
indicated below, of this bid/proposal response be treated as confidential material and not be released without
our written approval.
Prices always become public information when bids/proposals are opened, and therefore
cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. "Trade secret" means information,
including a formula, pattern, compilation, program, device, method, technique or process to which all of the
following apply:
1. The information derives independent economic value, actual or potential, from not being generally known
to, and
not being readily ascertainable by proper means by, other persons who can obtain economic
value from its
disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the
circumstances.
We request that the following pages not be released:
Section
Page #
Topic
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
______________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE
UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO
DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE CICPC HARMLESS FOR ANY
COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal
response will be open to examination and copying. The CICPC considers other markings of confidential in the bid/proposal
document to be insufficient. The undersigned agrees to hold the CICPC harmless for any damages arising out of the
release of any materials unless they are specifically identified above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Type or Print
Date
___________________________________________
Attachment F: SAMPLE LETTER OF INTENT
CICPC
Committee on Institutional Cooperation
Purchasing Consortium
Letter of Intent
Master Agreement Number [insert new #]
By executing this Letter of Intent , the [insert name of member institution] (hereinafter “Member”) listed below hereby agrees
to abide by all of the requirements, duties and obligations set forth in the Agreement between XXXXXX (“Supplier”) and
CICPC, Master Agreement Number XXXXXXX, effective as of _________ (the “Agreement”). Member is qualified by virtue
of being listed on Attachment XXXX of the Agreement as either a Member Institution, or Affiliate Institution. Supplier and
Member agree that all transactions conducted between the parties will be pursuant to the terms of the Agreement.
The Purpose of this Letter of Intent is to identify the applicability of the Agreement, and to further define any unique
logistical arrangements, or additional terms and conditions agreed upon by both parties.
1.
By signing below, Member agrees that in issuing purchase orders under the Agreement, all transactions under the
Agreement will be governed by the terms of the Agreement and not by any terms of any purchase order or invoice
between Member and Supplier.
2.
Member’s primary contact will be as follows:
a. Name:
b. Title:
c. Address:
d. Telephone:
e. Email:
3.
Member and Supplier agree to the following terms and conditions that are additionally required by law for Member
to legally contract for the goods and services provided in the Agreement:
Affirmative Action: Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission
of a written affirmative action plan by DOT. An exemption occurs from this requirement if DOT has a workforce of
less than twenty-five (25) employees. Within fifteen (15) working days after the contract is awarded, DOT must
submit the plan to the Member for approval. Instructions on preparing the plan and technical assistance regarding
this clause are available from the Member.
[Insert name of member institution]System: This letter of Intent also applies to the following campuses adopting
use of the Agreement:
[List other campuses]
4.
5.
Member and Supplier agree to the following unique operating arrangements necessary to service the Member
account(s):
a. Ordering and Invoicing Procedures
b. XXXXX
c. XXXXX
This Letter of Intent sets forth the entire agreement between the parties as to the subject matter set forth herein.
Intending to be legally bound, the parties have executed this Agreement to be effective as of the date set forth above.
Accepted:
Member Name: [insert name of member institution] ________________________________
Date: ___/___/___
Accepted:
Supplier
By: ________________________________
Date: ___/___/___