Purpose:
Columbus State University (CSU) is seeking bids for a vendor to provide a web-based mobile
application. This documentation serves to provide terms and conditions to furnish the mobile
application and to service all hardware and/or software that are used to manufacture and
operate the mobile application.
This bid will establish a contract for an initial one (1) year term with up to four (4) consecutive
years of renewal that must be mutually agreed upon by both parties.
Please review all requirements throughout this bid document. All specifications and
conditions contained herein are to be considered mandatory unless otherwise stated.
Modeling Sample



To be considered for this bid, vendors must provide a narrative of project approach, to
include technology to be used (software and hardware) for development and testing.
To be considered for this bid, vendors must provide an attachment describing continued
support and maintenance that shall be rendered during the awarded contract period.
Failure to provide modeling samples, to CSU, will be considered valid justification for
rejection of bid.
Items/Services to be Furnished:
1. Description of Mobile Application:
 All development must be done in HTML 5 and be device agnostic.
 All applications must be supported on Andriod, iOS, and Windows; subsequently, they
must be considered for use on both with desktop and mobile electronics.
 Application must have document scanning ability, in example, a student must have the
ability to scan admission, registration, or financial aid forms from their smartphones or
tablets.
 Application must provide all users with the ability to output any documents into the PDF
format.
 Documents that have been scanned with the provided application must be flexible in
their ability to be transmitted (email, network storage, etc…)
 Mobile application must be developed with a web service to provide online live chat
with help desk, faculty, recruitment, and library staff; moreover, this chat will originate
from smartphones and/or tablets.
2. Mandatory Capabilities of Mobile Application:
 Application must provide electronic notifications and announcements of events for
Alumni.
 Application must be developed that has an augmented reality of campus that would
provide a variety of content, including text information, videos, and sound.
 Application must support ticket purchases for campus events.
 Application must support credit/debit card and ACH payment options.
 Application must be able to collect donations through the submittal of a payment
process gateway with final submission into Blackbaud Fundraising & Donor
Management platform.
3. Description of Mobile Application for Disability Services:
 Awarded vendor must develop an application for the Office of Disability Services (ODS)
that will provide disabled students with the following capabilities.
a. Request textbooks in an alternate format.
b. Contact the ODS by phone or email.
c. See or hear important CSU dates and/or events.
d. Help individuals easily access the student’s CougarNet online account.
e. Record classes or any voice notes.
f. Access campus maps.
g. Create and maintain important checklists, notes, and reminders
h. Receive push notifications from ODS.
i. Watch and hear accessibility media (video and audio).
User Training



Vendor must provide at least three (3) days of on-site training, on the delivered mobile
application, after the application is live.
Vendor must provide an attachment with their bid describing the training, in detail, that
will be provided to CSU.
The training dates and times will be at the discretion of CSU.
Property Rights and Product Development

CSU will retain ownership of all deliverable items that the selected vendor produces
under contract, including any software modifications, and documentation, with all
rights, title, and interest in all intellectual property that come into existence through the
vendor’s custom work being assigned to CSU.




Vendor must provide all source code and code documentation at the conclusion of any
projects that results from an awarded contract with all ownership assigned to CSU
Vendor shall agree to engage with CSU on the development of any future mobile
applications that will enhance the established mobile application.
Neither Vendor nor its contractors, if any, shall make any materials available to any
individual or organization without the prior written approval of CSU University
Information and Technology Services (UITS).
Vendor must waive any author rights and similar retained interests in custom-developed
material.
Determination of Responsibility

Vendor must provide the names and contact information of three (3) clients that
represent a comparable scope to that of CSU. Bids that do not include this information
may be considered non-responsive.
Warranty Services




Vendor’s delivered product must be warranted to be free from bugs and defects for a
period of one (1) year after acceptance and go live of the application.
Vendor must provide a response to CSU for any mobile application issue within 24 hours
after notification by CSU.
Description of Warranty must be included with submission of Bid.
Vendor must provide an attachment describing the continuing support and
maintenance that can be provided for the model.
TERMINATION/DEFAULT CLAUSE:



If Vendor fails to timely provide and/or satisfactorily perform any task, deliverable,
service, or other work required under the Purchase Order or fails to demonstrate a high
probability of timely fulfillment of performance requirements, or of any obligations of
the Purchase Order and in either case, fails to demonstrate convincing progress toward
a cure within ten (10) working days (or such longer period as CSU may authorize in
writing) after receipt of written notice from CSU specifying such failure, CSU shall
reserve the right to terminate the Purchase Order.
CSU may terminate this agreement effective thirty (30) days after providing written
notice to the other party that such party has breached any material/service provisions
of this agreement. Such notice shall set forth the basis of the termination.
In the event that the awarded Vendor shall be in breach or default on any requirement
or specification from this bid, CSU may procure the items and/or services from other
sources.

In the event that CSU terminates the Purchase Order, CSU may procure, upon such
terms and in such manner as CSU may deem appropriate, goods and/or services similar
to those so terminated. The Vendor may be held liable to CSU for any and all excess
costs incurred by CSU, as determined by CSU, for such similar goods and services.
Invoices and Payment:









Invoices must show the description of products to include the number of each product
or line item fulfilled.
All invoices must reference the Purchase Order Number as established by CSU.
Under no circumstance, will interest of any kind be required as payment to the
Vendor.
CSU will pay no taxes on any rental charges.
CSU will pay original invoices that clearly itemize the goods and/or services provided
as the quantity, part number, description, price, and labor and if previously agreed to
delivery, and set-up costs, if applicable and if previously agreed to.
All charges, e.g., packing and installation, must be included in the bid. No charges will
be allowed unless specified in the bid and agreed upon by CSU.
Any discrepancies noted by CSU must be corrected by the Vendor within 48 hours.
CSU will only make payments on authorized purchase transactions.
All invoices must be sent to the below address:
Columbus State University
Attn: Accounts Payable
4225 University Ave.
Columbus, GA 31907
Columbus State University Shall Reserve the Right to:







Accept the quotation(s) that it judges are in the best interests for the University, staff,
and students.
Award contract(s) by whole, line item, or groups.
Reject any or all responses.
Establish at its opinion, through inspection, if vendor’s proposed application model is
comparable or equal to specifications.
When considering the safety of our faculty, staff, students, and visitors price alone will
not be the determining factor of this bid.
Refuse payment for discrepancies not corrected by the Vendor.
Prior to bid award, CSU reserves the right to request clarification of any specification or
document that was or was not submitted.
Quantities of Product and/or Services Requested:





Vendor must quote each requested item as a separate line items on the Vendor Cost
Proposal Page
All quantities requested by CSU are for information, tabulation, and estimate purposes
only.
The quantities requested by CSU may not indicate the actual quantity which can be
ordered.
No warranty or guarantee is expressed or implied on the amount of products and/or
services that CSU will require through this bid.
Quantities requested shall not relieve the Vendor of its obligation to fill all orders placed
by CSU up to the requested amount by CSU within the Contract Time Frame.
CSU is not necessarily bound to accept the lowest bid if that bid is conflicting to the best
interest of the University. In making an award, immaterial factors such as the service
capability, integrity, facilities, equipment, reputation and past performance of the firm
submitting the bid may be weighed. When other factors are clearly stated in the bid
document, they will also be used in determining an award. Any alleged oral agreement
made by a bidder or contractor, with any University department or employee will be
disregarded. CSU rights and remedies shall not be considered exclusive but in addition to
any other rights and remedies as established by State of Georgia and contract law.
VENDOR (S) COST PROPOSAL
1
Descriptions
Mobile Application Framework
2
3
On-site Training Per Day (minimum three days)
Maintenance and Support Per Hour
Total
Note:
Pricing must be shown on the eQuote and the Vendor’s Cost Proposal must be completed and
attached to the eQuote.
The below documents should be completed and attached to the eQuote:







Vendor Data Sheet
Mandatory Question/Answer Sheet
Signed Contract
Specifications for items offered
Tax Compliance
Small or Minority Business Form
Certificate of Liability Insurance