REQUEST FOR PROPOSAL (RFP)
University of Wisconsin System
Educational Web Conferencing for UW Learning Management System
Request for Proposal (RFP)
RG-11-2500
Issued:
October 21, 2010
Proposals must be submitted
No later than 2:00 p.m. CDT
Thursday, December 2, 2010
For further information regarding this RFP, contact:
Ruth Ginzberg
Office of Procurement
UW System Administration
780 Regent Street
Madison, WI 53715
Email: rginzberg@uwsa.edu
TABLE OF CONTENTS
1.0 GENERAL INFORMATION ............................................................................................................................................. 3
2.0 PREPARING AND SUBMITTING A PROPOSAL .......................................................................................................... 6
3.0 PROPOSAL SELECTION AND AWARD PROCESS ..................................................................................................... 8
4.0 GENERAL PROPOSAL REQUIREMENTS ................................................................................................................... 10
5.0 FUNCTIONAL REQUIREMENTS ................................................................................................................................. 12
6.0 ADMINISTRATIVE REQUIREMENTS......................................................................................................................... 15
7.0 TECHNICAL REQUIREMENTS .................................................................................................................................... 18
8.0 INTEGRATION REQUIREMENTS................................................................................................................................ 21
9.0 COST PROPOSAL ........................................................................................................................................................... 22
10.0 SPECIAL CONTRACT TERMS AND CONDITIONS ................................................................................................... 22
11.0 STANDARD TERMS AND CONDITIONS ................................................................................................................... 24
12.0 REQUIRED FORMS ........................................................................................................................................................ 29
Appendix A ............................................................................................................................................................................... 35
Appendix B ............................................................................................................................................................................... 35
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1.0
GENERAL INFORMATION
1.1
Introduction and background
The University of Wisconsin System (UWS), one of the largest systems of public higher education
in the country, is requesting proposals for a synchronous web conferencing tool for use with its
system-wide learning management system.
UWS oversees Wisconsin’s public universities, including two (2) doctoral universities, eleven (11)
comprehensive universities, thirteen (13) freshman-sophomore campuses, and a statewide
University Extension. These campuses are located throughout the State. UWS serves
approximately 175,000 enrolled students and 30,500 FTE faculty and staff. See
http://www.wisconsin.edu/ for more information about UW System.)
1.2
UWS Learning Management System (LMS):
Learn@UW/D2L is an online course management service hosted for UW System institutions by
the Learn@UW Utility, located at UW-Madison. The Desire2Learn Learning Management
System (LMS) provides the foundation for Learn@UW/D2L.
This system provides a web-based suite of tools that enable instructors to create course web sites
with contemporary communication, collaboration, content delivery and student assessment
capabilities. It can be used to develop standalone online courses for distance education or to
create resource-rich web sites to supplement campus courses. Learn@UW/D2L courses allow
"anytime, anywhere" access to syllabi, readings, multimedia files, electronic drop-boxes, online
quizzes, communication, grading, student progress reports and more.
Learn@UW/D2L courses sites provide UW System students with a customized and personalized
online learning experience. Students benefit by having access to course materials 24/7, the ability
to upload files to their instructor; the means to communicate via threaded discussions, chat or
pager; and the technology to participate in online quizzes and surveys.
1.3
Scope of this Request for Proposal (RFP):
UWS is seeking a technology solution to provide a state-of-the-art synchronous web
conferencing tool for use with the system-wide LMS (Desire2Learn) to augment the online
communication needs of the educational community (face-to-face, blended, and online modes
of instructional delivery), researchers, and administration.
1.4
Procuring and contracting agency
This RFP is issued by the UWS Office of Procurement, which is the sole point of contact for
UWS during the selection process. The person responsible for managing the procurement process
is the procurement manager, Ruth Ginzberg, IT Procurement Specialist.
The contract, resulting from this RFP, will be administered by the University of Wisconsin
System's Office of Learning and Information Technology. The contract administrator will be
Lorna Wong, Director, Learning Technology Development.
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1.5
Definitions
The following definitions are used throughout the RFP.
Agency means the University of Wisconsin System
Contractor means successful vendor awarded a contract
D2L means Desire2Learn LMS
LMS means Learning Management System
MBE means Minority Business Enterprise
Proposer means a firm submitting a Proposal in response to this Request for Proposal.
RFP means Request for Proposal.
State means State of Wisconsin.
University means UWS
UWS means University of Wisconsin System.
1.6
Clarification and/or revisions to the specifications and requirements
Any questions concerning this RFP must be submitted in writing via electronic mail message on
or before Nov 1, 2010 to:
Ruth Ginzberg
Procurement Specialist Senior
Office of Procurement
University of Wisconsin System
rginzberg@uwsa.edu
Vendors are expected to raise any questions, exceptions, or additions they have concerning
the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant
ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor
should notify immediately the above named individual of such error and request modification or
clarification of the RFP.
In the event that it becomes necessary to provide additional clarifying data or information, or to
revise any part of this RFP, revisions/amendments and/or supplements will be provided to all
recipients of this initial RFP.
Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of
this RFP and any supplements or revisions thereof.
All contact with State employees or University faculty, staff, students, administrators,
employees, Board of Regents, or contractors concerning this RFP is prohibited, except as
authorized in advance by the RFP manager during the period from date of release of the RFP
until the notice of intent to contract is released.
1.7
Reasonable accommodations
UWS will provide reasonable accommodations, including the provision of informational material
in an alternative format, for qualified individuals with disabilities upon request. If you think you
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need accommodations at a proposal opening/vendor conference, contact Ruth Ginzberg at
(608)263-4379 (voice) or via email at rginzberg@uwsa.edu.
1.8
Calendar of events
Listed below are important dates and times of actions related to this Request for Proposal (RFP).
The actions with specific dates must be completed as indicated unless otherwise changed by the
University. In the event that the University finds it necessary to change any of the specific dates
and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP.
There may or may not be a formal notification issued for changes in the estimated dates and
times.
DATE
Oct 21, 2010
Nov 1, 2010
Nov 8, 2010 (est)
December 2, 2010
Jan - Feb, 2011 (est)
End of Feb, 2011 (est)
March-April,2011 (est)
1.9
EVENT
Date of issue of the RFP
Last day for submitting written inquiries
Supplements or Revisions posted to VendorNet
Proposals Due no Later than 2:00 p.m. CST
Vendor Interviews, Demonstrations & Product Testing
Notification of intent to award
Contract start date
Contract term
The contract shall be effective on the contract execution date and shall run for one year from that
date, with an option to renew for four (4) additional one-year periods.
1.10
VendorNet registration
The State of Wisconsin’s purchasing information and vendor notification service is available to
all businesses and organizations that want to sell to the state. Anyone may access VendorNet on
the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and
policies, goods and services that the state buys, and tips on selling to the state. Vendors may use
the same Web site address for inclusion on the bidders list for goods and services that the
organization wants to sell to the state. A subscription with notification guarantees the
organization will receive an e-mail message each time a state agency, including any campus of
the University of Wisconsin System, posts a request for bid or a request for proposal in their
designated commodity/service area(s) with an estimated value over $25,000. Organizations
without Internet access receive paper copies in the mail. Increasingly, state agencies also are
using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive email notices of these simplified bid opportunities.
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1.11
Parking in Madison, WI during Vendor Visits
Parking in Madison, WI can be very limited. UWS cannot reimburse vendors for parking fees or
violations. Unauthorized vehicles parking in University lots or loading docks without permits
may be ticketed and/or towed. UWS is not able to have tickets or towing fees reversed.
1.12
Smoke-Free Environment
All University of Wisconsin buildings are smoke-free buildings. Smoking is not permitted
in any University building at any time.
1.13
Promotional Materials
Vendor agrees to not use promotional or marketing materials, which state expressly or by fair
implication that the University endorses either the Vendor or any sponsor of such material.
2.0
PREPARING AND SUBMITTING A PROPOSAL
2.1
General instructions
The evaluation and selection of a contractor and the contract will be based on the information
submitted in the vendor's proposal plus references and any required on-site visits, usability testing
or oral interviews. Failure to respond to each of the requirements in the RFP may be the basis for
rejecting a response.
Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and
effective proposal, are not necessary or desired.
2.2
Incurring costs
UWS is not liable for any cost incurred by proposers in replying to this RFP including costs
associated with traveling for on-site oral presentations or interviews.
2.3
Submitting the proposal
Proposers must submit an original and eight (8) copies of all materials required for acceptance of
their proposal by December 2, 2010 2:00 PM CST. There will be no exceptions. One (1) copy
must also be submitted in PDF format on CD-Rom or Flash Drive.
Ruth Ginzberg
Procurement Specialist - Senior
University of Wisconsin System
Office of Procurement
780 Regent Street, Suite 145
Madison, WI 53715
Proposals must be received in the above office by the specified time stated above. All proposals
must be time-stamped as accepted by the Mail Room by the stated time. Proposals not so
stamped will not be accepted.
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Proposers are advised NOT to wait until the last moment to deliver their Proposals.
 Due to a building renovation, building access will be limited and Procurement
personnel will not be available to receive your proposal in person.
 Vendors should NOT hand-deliver proposals.
 Please plan accordingly.
To ensure confidentiality of the document, all proposals must be packaged, sealed, and must
show the following information on the outside of the package:
—Proposer's name and address
—Request for proposal title
—Request for proposal number
—Proposal due date
An original plus three (3) copies of the Cost Proposal must be sealed and submitted as a separate
part of the proposal. The outside of the envelope must be clearly labeled with the words “Cost
Proposal, RFP (Name of RFP)” and name of the vendor and due date. The cost proposal is due to
the addressee on the due date and time noted above.
2.4
Proposal organization and format
Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals
should be organized and presented in the order and by the number assigned in the RFP. Proposals
must be organized with the following headings and subheadings. Each heading and subheading
should be separated by tabs or otherwise clearly marked.





Section 4.1 Mandatory Requirements: All items, numbered as 4.1.1 through 4.1.4, must be
responded to with either "Meets this requirement" or "Does not meet this requirement".
Proposals will be reviewed to determine whether mandatory requirements have been
met as described in section 3.1 prior to proceeding to the next step of the evaluation
process.
Section 4.2 Company Overview – please submit all information requested including Section
4.3 Proposer’s References: Please submit information for section 4.2.4 on Form DOA-3478
and attach supplemental information if necessary.
Sections 5.0 – 8.0 Functional, Technical, Administrative and Integration Requirements (all
answered in narrative form - please restate the question and provide the answer in the order
listed)
Section 9.0 Cost Proposal: The vendor must submit its Cost Proposal separately, on the
forms provided in Appendices A, B, and/or C according to the instructions provided. No
mention of the cost proposal may be made in the response to the Functional, Technical,
Administrative or Integration Requirements.
Section 12.0, Required Forms as follows:
o Designation of Confidential and Proprietary Information (DOA-3027)
o Vendor Information (DOA-3477)
o Vendor Reference (DOA-3478)
o Affidavit
o Wisconsin Cooperative Purchasing Form (DOA-3333)
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Failure to provide any requested information in the prescribed format may result in
disqualification of the proposal.
2.5
Multiple proposals
Multiple proposals from a vendor will be permissible; however, each proposal must conform fully
on its own to the requirements for proposal submission. Each such proposal must be submitted
separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response.
Alternate acquisition plans (varying Cost Proposals) do not constitute multiple proposals.
2.6
Oral presentations, site visits and usability testing
Top scoring vendors based on an evaluation of the written proposal may be required to participate
in interviews and/or site visits to support and clarify their proposals, if requested by UWS. UWS
will make every reasonable attempt to schedule each presentation at a time and location that is
agreeable to the proposer. Failure of a proposer to interview or permit a site visit on the date
scheduled may result in rejection of the vendor's proposal. Finalists will be required to give
UWS usability testers logins and passwords to a working demonstration system for
evaluation purposes.
2.7
Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers
may withdraw a proposal in writing at any time up to the proposal closing date and time if such
request is received by the RFP project manager. To accomplish this, the written request must be
signed by an authorized representative of the proposer and submitted to the RFP project manager.
If a previously submitted proposal is withdrawn before the proposal due date and time, the
proposer may submit another proposal at any time up to the proposal closing date and time.
3.0
PROPOSAL SELECTION AND AWARD PROCESS
3.1
Preliminary evaluation
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure
to meet mandatory requirements will result in rejection of the proposal. In the event that no
vendors meet one or more of the mandatory requirements, UWS reserves the right to continue the
evaluation of the proposals and to select the proposal that most closely meets the requirements
specified in this RFP.
3.2
Proposal scoring
Various costing methodologies and models are available to analyze the cost information to
determine the lowest cost to UWS. UWS personnel will select one method for scoring costs and
will use it consistently throughout its analysis of all the cost proposals. UWS will determine in
its sole discretion the cost proposal scoring methodology.
Accepted proposals will be reviewed by an evaluation committee and scored against the stated
criteria. A proposer may not contact any member of an evaluation committee except at UWS’s
direction. The committee may review references, request interviews, and/or conduct on-site visits
and use the results in scoring the proposals. Proposals from certified Minority Business
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Enterprises may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent
(5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring
will be tabulated for each of the proposals evaluated separately based on the numerical scores
received.
3.3
Evaluation criteria
The proposals will be scored individually using the following criteria:
Description
Percent
General
Cost
Functional Requirement
Administrative Requirement
Technical Requirement
Integration with Other Enterprise Systems
3.4
5%
20%
35%
15%
20%
5%
Right to reject proposals and negotiate contract terms
UWS reserves the right to reject any and all proposals. UWS may negotiate the terms of the
contract, including the award amount, with any proposer reasonably likely to be awarded the
contract upon successful completion of contract negotiations.
3.5
Award and final offers
UWS will compile the final scores for each proposal. The award will be granted in one of two
ways. The award may be granted to the highest scoring responsive and responsible proposer.
Alternatively, the highest scoring proposer or proposers may be requested to submit best and final
offers. If best and final offers are requested by UWS and submitted by the vendor, they will be
evaluated against the stated criteria, scored and ranked by the evaluation committee. The award
then will be granted to the highest scoring proposer. However, a proposer should not expect that
UWS will request a best and final offer.
3.6
Notification of intent to award
All vendors who respond to this RFP will be notified in writing of UWS's intent to award the
contract as a result of this RFP.
After notification of the intent to award is made, and under the supervision of agency staff, copies
of proposals will be available for public inspection upon reasonable notice from 8:00 a.m. to 4:30
p.m. at Suite 145, 780 Regent Street, Madison Wisconsin. Vendors should schedule reviews with
Lori Weaver at lweaver@uwsa.edu.
3.7
Appeals process
Notices of intent to protest and protests must be made in writing to head of the procuring agency.
Protestors should make their protests as specific as possible and should identify statutes and
Wisconsin Administrative Code provisions that are alleged to have been violated.
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Any written notice of intent to protest the intent to award a contract must be filed with:
Ruth Anderson
Assistant Vice President
Administrative Services
Room 145
780 Regent Street
Madison, Wisconsin 53715
and received in her office no later than five (5) working days after the notices of intent to award
are issued.
Any written protest must be received within ten (10) working days after the notice of intent to
award is issued.
The decision of the head of the procuring agency may be appealed to the Secretary of the
Department of Administration within five (5) working days of issuance, with a copy of such
appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin statute
or a section of the Wisconsin Administrative Code.
4.0 GENERAL PROPOSAL REQUIREMENTS
4.1.
Mandatory requirements
The following requirements in section 4.1 are mandatory and the proposer must satisfy them. See
section 3.1 for clarification if necessary.
4.1.1.
Integration with Desire2Learn Learning Management System
All 26 institutions of the University of Wisconsin System use Desire2Learn (D2L) as a
standard Learning Management System (LMS). Synchronous communication is a key
component in online pedagogy and a web conferencing system will complement the LMS
environment. The solution must demonstrate that it is able to integrate with the D2L
LMS, i.e., provides users with access via single sign-on and manage important functions,
e.g., session coordination and participant management.
4.1.2.
Experience
At least three (3) years’ current experience or documented research and development in
providing web conferencing solutions to higher education or similar environments is
required.
4.1.3.
Financial Stability
The proposer must be financially stable as determined by UWS. The information below
comprising the financial capacity report will be used to determine the financial stability
and capability of the prospective vendor. UWS reserves the right to request further
information from proposers to make such determination.

Sources of financing (shareholders, venture capital, etc.)
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


4.1.4.
Bank references and name of auditing firm
Last two annual reports and all quarterly reports since the last annual report
Identification of the Parent Corporation and any subsidiaries
Services Must be Performed in the United States
The State of Wisconsin requires that purchased services be performed in the United
States. (2009 WISCONSIN ACT 136) You must be able to certify that any services you
will provide to the UW System under this contract will be performed in the United
States.
The inability to perform services in the United States shall be grounds for
disqualifying your proposal from further consideration.
4.2.
Company Overview
4.2.1.
Characteristics
Identify and describe the following characteristics of proposer’s firm.








4.2.2.
Legal form of business organization
State of incorporation including all parent and subsidiaries relationships
Company history
Dun and Bradstreet identification number
Type of business or markets the organization is focused on
Company product portfolio
Number of employees
Organization chart of the firm
Experience
Describe how long proposer’s firm has provided web conferencing solutions to higher
education or similar environments. Describe any research and development your firm
has conducted in this area over the past three (3) years.
4.2.3.
Subcontractors
Explain if proposer’s service providers are employees of the firm or are hired as
subcontractors. If any subcontractors are included in proposer’s response to the UWS
RFP, the proposer must clearly explain their participation. (UWS will hold the contractor
responsible for subcontractor’s performance and work quality should any subcontractors
be used on the UWS contract.)
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4.2.4.
Other information
Provide any other significant information about the firm that is relevant to demonstrating
its experience and why the firm is qualified to meet UWS’s needs relative to other
competition in the marketplace.
4.3
References
Submit Form DOA-3478 with no fewer than three (3) references from higher education
institutions of comparable size and complexity of UWS, to which the proposer has provided
services similar in scope within the past three (3) years. Each reference is to include a contact
person capable of answering technical questions and providing other relevant information.
References may be contacted to confirm the Proposer’s abilities and qualifications as stated in
Proposer’s response. The University may deem the Proposer’s response unacceptable if a
reference cannot be contacted after reasonable attempts. Please be certain to provide current
contact information for your references.
4.4
Clients
Include list of all clients that have contracted with the firm for services similar in scope to the
UWS project in the last three (3) years. Denote the current customers and those who are no
longer customers.
5.0 FUNCTIONAL REQUIREMENTS
Proposer is to answer in narrative form. Please restate the question and provide the answer in the order
listed.
5.1. Accessibility compliance
UW System requires ADA compliance for enterprise systems used for instructional purposes. The
solution must be easily adaptable by users with visual or auditory disabilities and those who employ
assistive technology, such as screen readers, to participate in the web conference experience that is
comparable to the experience of users who are not individuals with disabilities.
5.1.1 Describe how the solution is designed to address accessibility requirements of various disability
groups and include a statement of the current level of compliance with the Federal Rehabilitation Act,
Section 508.
5.1.2 Describe the vision to address universal design, including user access to the solution using
various mobile devices.
5.1.3 Finalists will be required to demonstrate ADA compliant features.
5.2. Ease of use
5.2.1. Describe how the interface and design elements provide a simple and easy to use experience for the
user. Please provide screen shots of major user interaces.
5.2.2. Describe the results of user testing.
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5.2.3. Do all users, regardless of role, use the same interface?
5.3. Tools
Describe feature functionality from the user perspective, specifically addressing the questions in each of
the following sections. Address the absence of features and potential limitations.
5.3.1. Chat
5.3.1.1. Describe in detail how the text chat function works in a session.
5.3.1.2. How do users chat with individuals and groups and how do session moderators monitor
the discussion?
5.3.1.3. Can users click on hyperlinks (e.g. URL) to open a page?
5.3.1.4. What control do users have to customize the chat interface during a session, e.g., chat
window area, font and size, view chat history?
5.3.1.5. How do users archive and export a chat history?
5.3.1.6. Describe any additional chat features the solution offers.
5.3.2. Audio Communication
5.3.2.1. Consistent and reliable audio quality is very important for our needs. Describe in detail
the process and options for audio communication offered by the solution, including voice
over IP (VoIP), and integration with other teleconference services.
5.3.2.2. Describe the user’s experience with pre-session set-up, requirements for plug-ins,
limitations on the number of simultaneous audio connections, restriction of access by
user role(s), and control of the audio during a session.
5.3.2.3. Describe any additional audio communication features the solution offers.
5.3.3. Video Communication
5.3.3.1. Describe in detail the capability to support video communication from various input
sources (including webcam) offered by the solution, the quality of video offered, and any
limitations we may encounter, e.g., number of simultaneous connections, archiving,
display size, video resolution, etc.
5.3.3.2. Describe the user’s experience with; pre-session set-up, requirements for plug-ins,
limitations on the number of simultaneous video connections, restricting sharing of video
by user role(s), and control over video display screen during a session.
5.3.3.3. Describe any additional video communication features your solution offers.
5.3.4. Content Presentation
5.3.4.1. Describe the process and options to manage presentation content for a session,
specifically addressing the following:
5.3.4.1.1. File types supported – be specific about multimedia files
5.3.4.1.2. Ability to pre-load content prior to, and during, a session
5.3.4.1.3. User control over uploaded content for re-use or deletion, as desired
5.3.4.2. Describe additional features and end user control functions that facilitate the presentation
of content in a session.
5.3.5. Application and Remote Desktop Sharing
5.3.5.1. Describe in detail the capability and process of the Application Sharing function offered
by the solution, including technical requirements of the desktop computer, transfer of
control by user roles, etc.
5.3.5.2. Describe the user’s experience with pre-session set-up, requirements for plug-ins, and
user control features during a session.
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5.3.5.3. Describe the capability and the process for active user’s participation in the application
being shared, including remote desktop control functions among users on each other’s
local desktops.
5.3.5.4. Specify any technical limitation on the type of applications that cannot be shared
effectively such as high-resolution display for full-motion video, CPU intensive graphics
rendering application, etc.
5.3.5.5. Describe any additional application and remote desktop sharing features the solution
offers.
5.3.6. Whiteboard
5.3.6.1. Describe the interactive whiteboard function offered by the solution, including details on
the complete tool set for illustration, object-oriented capabilities, active hyperlink
capabilities, multiple screens within a session, etc.
5.3.6.2. Describe how the whiteboard interacts with presentation content and application sharing
during a session, such as an overlay over these functions.
5.3.6.3. Describe the user’s experience with pre-session set-up, requirements for plug-ins, user
control features, permissions assigned to user roles, and the number of simultaneous users
allowed.
5.3.6.4. Describe how content generated on the whiteboard can be extracted or exported from a
session, including the output file types supported.
5.3.6.5. Describe any additional user productivity or management features for the whiteboard.
5.3.7. Participant List
5.3.7.1. An attendee list or participant list is an important element during a session. Describe how
the solution offers visual cues to the presence and status of attendees during the session,
and the activities they are engaged in at any time.
5.3.7.2. Describe the visual tools available for attendees to express their status of participation or
to receive attention during the session, and how access of these tools is controlled.
5.3.7.3. Describe whether and how the participant list can be hidden during the session or in a
recorded session, as needed.
5.3.7.4. Describe any additional participant list features the solution offers.
5.3.8. Polling
5.3.8.1. Describe in detail the interactive polling function offered by the solution, including the
process to set up a poll, the type of questions available, the output display formats,
control over the poll result display, and other associated features.
5.3.8.2. Describe how the polls are recorded and managed by the presenter including; preloading, re-use for multiple sessions, export poll results in editable file formats, or to a
LMS grade book.
5.3.8.3. Describe any additional polling features the solution offers.
5.3.9. Breakout Rooms
5.3.9.1. Small group discussion is an important feature during a session. Describe the process and
options for setting up breakout rooms offered by your solution and any limitation such as
the number of breakout rooms or participants per room, etc.
5.3.9.2. Describe the tools and functions available (especially those mentioned in this RFP) inside
a breakout room, compared to the originating session. What tools are not available in a
breakout room?
5.3.9.3. Describe how breakout rooms are managed. Can rooms be set up prior to a session,
during a session, and retained for later use? Can users be preloaded? Which user role has
ultimate control over the breakout rooms and how?
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5.3.9.4. Describe any additional breakout room features the solution offers.
5.3.10. Recording and Archiving
5.3.10.1. Describe the recording or archiving capabilities for a session, including recording
options – audio, text chat, whiteboard, application sharing, multimedia, etc. Can these
options be selected separately and can part of a session be selectively recorded?
5.3.10.2. Describe how the recordings are distributed to session participants, including the native
output format, capability and associated tools offered for post-processing to other
output formats for distribution.
5.3.10.3. Describe how recordings can be managed by presenters of a session and selective
distribution to individuals not in the original session.
5.3.10.4. Describe any additional recording and archiving features the solution offers.
5.3.11. Web Tour
5.3.11.1. Describe the capability to share websites (web tour) in addition to the Application
Sharing function (above). Include the permissions associated with user roles to share
URLs, the capabilities for users to navigate independently as well as presenter control
over this activity.
5.3.12. File Sharing
5.3.12.1. Describe in detail the file sharing capability between end users during a session,
including the file types that your solution supports and the uploading and downloading
process.
6.0
ADMINISTRATIVE REQUIREMENTS
6.1. Reporting
6.1.1. Describe the reporting features the vendor provides to analyze system usage from a user,
administrator, an institutional or system-wide perspective.
6.1.2.
Provide a complete list of all of the standard reports.
6.1.3.
Describe the electronic formats in which the reports can be delivered.
6.1.4.
Describe if/how reports can be accessed on-line, including customized reports from live data.
6.1.5.
Describe how security and authorization applies to reporting.
6.2. User Management
6.2.1. Describe the different roles and permissions available for participants in a session.
6.2.2.
Describe in details how users are enrolled into the solution with different roles (students,
instructors, admin, and others).
6.2.3.
User enrollment into the solution through integration with LMS (D2L) is required. Describe in
detail the process to set up such integration and the user interfaces for management of enrollment
and permissions, invitation to join sessions, access to recorded sessions, etc.
6.2.4.
Describe the process for enrolling or deleting users manually or through a batch process
independent of LMS integration.
15
6.2.5.
Describe how organizers can schedule their own sessions – individual, open, recurring or timerestricted, and group calendar integration functionalities.
6.2.6.
Describe how organizers invite other users to join sessions.
6.2.7.
Describe how users of a session access archived/recorded sessions.
6.2.8.
Can sessions be password protected by organizers?
6.2.9.
Can recorded sessions be stripped of participant lists if needed for public access? Please describe
how that can be accomplished.
6.3. Distributed Administration
6.3.1. Describe the ability of the solution to be managed in a distributed manner (e.g. user enrollment,
custom layout, user statistics) such as by departments or institutions.
6.4. Describe the ability of solution to be customized according to specific requirements of the institution,
such as:
6.4.1. Branding, e.g., adding logos
6.4.2. Set a custom layout of a session as default
6.4.3.
Enable or disable a certain tool
6.4.4.
Set certain configurations as default – e.g., auto-recording, maximum number of participants,
maximum number of audio or video participants
6.5. Roles & Permissions
6.5.1. Describe the various roles and associated permissions for users to participate in a session.
6.5.2.
Describe the flexibility for roles and permissions to be changed within an integrated LMS
environment.
6.5.3.
Describe this type of flexibility for users outside of the integrated LMS environment.
6.5.4.
Describe how permissions roles can be changed while a session is in progress.
6.6. LMS Integration
UWS uses Desire2Learn as a standard Learning Management System. The solution needs to function
seamlessly within the D2L system.
Describe how the solution can be managed within D2L, specifically addressing the following functions.
If the solution does not currently have such functionalities, provide an estimate (quarter and year) when
such integration will be available. Provide a road map of ongoing and future development of integration
with D2L and other LMS products.
6.6.1. Can the user accesses the solution via single sign-on originating from the D2L LMS?
6.6.2. Can the end user retain the default role as assigned at a course level in D2L?
16
6.6.3.
Are designated D2L roles (e.g., instructor) are able to create and manage sessions at a course
level in D2L?
6.6.4. Is the instructor able to enroll students into sessions?
6.6.5.
Can the instructor enroll groups of students into sessions at which the instructor will not be
present?
6.6.6. Does the instructor have full control over the permissions of other participants in sessions?
6.6.7. Can the instructor set default permissions of other participants in sessions?
6.6.8.
Are recorded sessions available inside a course for restricted viewing? Are they easily exported
for use outside of the LMS?
6.6.9.
How are recordings of multiple sessions identified? Is there a way to identify them by date and
time?
6.6.10. Can guest participants be invited into sessions from inside the application? How is this done?
6.6.11. Will participants accessing sessions via the LMS have the same functionalities available as those
who access the session from outside of the LMS?
6.7. Support/Consulting/Training
6.7.1. Describe the types of support available for initial set-up and ongoing operations for technical
staff, including specifics about response time to reported issues.
6.7.2.
Describe the on-going support available to users including hot line or toll free numbers, day and
time availability, and any restrictions.
6.7.3.
Describe how information releases, such as technical updates or informational releases for users
are distributed or made available to both technical staff and users.
6.7.4.
Describe the consulting services offered for typical work.
6.7.5.
Identify the amount of staffing and the funds as a percent of revenue that are devoted to customer
support.
6.7.6.
Describe the training provided with the purchase of the solution, including class descriptions and
training objectives for users (e.g. instructor led, online tutorials, “train-the-trainer”, webinars,
etc.), locations, and frequency of offerings, class sizes, and time limits.
6.7.7.
Identify the standard training and any customized training that is available to reflect individual
institution needs. Consider training requirements for system/software upgrades in the answer.
6.7.8.
Describe the training provided with the purchase of the solution, including class descriptions and
training objectives for Technical staff (e.g. instructor led, online tutorials, webinars, etc.),
locations, and frequency of offerings, class sizes, and time limits.
6.8. Documentation
17
7.0
6.8.1.
Identify user support documentation available on the solution (e.g. online, context sensitive) and
in other formats.
6.8.2.
Describe the documentation for technical and support staff and the format they are available in
and its release schedules.
TECHNICAL REQUIREMENTS
7.1. Application client
7.1.1. Is application functionality fully accessible through a web client?
7.1.2.
Is stand-alone desktop application software required to utilize all features of the solution?
7.1.3.
Is application functionality fully accessible to a person using a mobile device?
7.2. User requirements
7.2.1. Platform support
7.2.1.1. List the type(s) and version(s) of platforms supported (e.g., Windows, Mac, Linux,
other).
7.2.1.2. Is the user interface and functions consistent across all supported desktop platforms?
Describe any discrepancies and indicate solutions or temporary work-around solutions, as
applicable.
7.2.1.3. Does the solution require client software installation? If so, what is installed by the user?
7.2.1.4. Is the solution fully functional when the user is using a non-administrative desktop
account?
7.2.1.5. Describe the timeframe with which the vendor supports new OS versions (e.g., within 30
days of Release to Manufacturing).
7.2.2.
Browser support
7.2.2.1. List the type(s) and version(s) of browser software supported by the solution.
7.2.2.2. Is the user interface and functions consistent across all supported browser software?
Describe any discrepancies and indicate solutions or temporary work-around solutions, as
applicable.
7.2.2.3. Does the solution require browser plug-ins? If so, what is installed by the user?
7.2.2.4. Describe the timeframe with which the vendor supports new browser versions (e.g.,
within 30 days of Release to Manufacturing).
7.2.3. List other requirements to use all functions in the solution (e.g. network ports).
7.3. Bandwidth management and continuity
7.3.1. List the average bandwidth requirement for various session types (desktop sharing, video and
audio chat) per participant.
7.3.2.
Content remains synchronized throughout session.
18
7.3.3.
The solution is configured to provide highest quality and automatically adjusts for users with
lower quality connections.
7.3.4.
The solution automatically reconnects if Internet outage occurs without losing content and
disruption of service.
7.4. Security
Provide a narrative describing the proposed solution’s logical security design and configuration,
including servers and other infrastructure.
7.4.1. Vendor has a documented application security test program.
7.4.2.
Vendor assumes responsibility for securing required third party components.
7.4.3.
Vendor has security vulnerability notification and patch process. Does the organization issue
security alerts for the solution? If so, list the number of alerts given in the past year and show an
example of such an alert.
7.4.4.
Vendor notifies customers within 24 hours of security vulnerability discovery.
7.4.5.
Vendor supports OS, server, application, and third party component patches within 30 days of
patch release.
7.4.6.
Describe the solution’s encryption methods and/or its ability to interface with encryption software
during communication between client stations.
7.4.7.
Does the solution operate using a firewall on the server-side? If so, list the firewall products that
are used and how they fit into the overall architecture.
7.4.8.
Describe how the solution ensures that secure or private information does not remain on the user
workstation after sessions are closed (e.g., caching of data, etc.).
7.4.9.
Describe how the solution ensures that user sessions that are “left logged in” are not used
inappropriately.
7.4.10. Describe what logs the solution maintains on usage (sessions, etc.) and on unauthorized attempts
to access the system, system functionality, and/or specific data.
7.4.11. Does the solution undergo a third party security audit? If so, give the date of the last audit, the
company that performed the audit, and a summary of the audit.
7.4.12. How does the solution provide public access to unauthenticated users?
7.5. Application delivery options
Provide a description of the available hosting options (on-premise, SaaS, and managed services) for the
solution.
7.5.1.
Respondents must include a narrative describing the vendor’s (or managed service) hosting
environment (networking, facilities, security – physical and logical, business continuity) and
provide sample Service Level Agreement for proposed hosting option.
19
7.5.2.
Respondents must specify differences in functionality, extensibility, administrative management,
deployment, and delivery for the hosting options.
7.6. Architecture
Provide a narrative describing the overall architecture of proposed solution, server and client architectural
requirements, scalability and performance assessments, and availability for each of the application
delivery options listed in the previous section.
7.6.1. System Overview
7.6.1.1. Provide diagrams and descriptions of application architecture.
7.6.1.2.
Describe the preferred or reference hosting platform (OS, database, middleware).
7.6.2. Application Architecture
7.6.2.1.
Describe recommended configuration for the solution to support users of the
University of Wisconsin System.
7.6.2.2.
Describe any configured or configurable limitations on maximum users, concurrent
sessions, etc.
7.6.3. Application performance and scalability
7.6.3.1. Provide a narrative describing proposed solution’s architecture in terms of scalability.
The Respondent must clearly indicate how scale of use (concurrent sessions, number of
users) may impact performance and how problems would be corrected. How might the
performance or problem mitigation differ depending on the hosting option employed?
Describe any limitations to scalability that may exist.
7.6.3.2. Provide a narrative describing a definition of acceptable performance, how it is
measured, and how the system infrastructure (software and hardware) can be scaled to
maintain acceptable performance. Include specifics on how the server environment
(web, file, database, other) can be scaled and how load may be distributed to maintain
acceptable performance.
7.6.3.3. Does the application support multiple institutions in a single instance? Please describe.
7.6.3.4. Does the application support multiple institutions in multiple instances? Please
describe.
7.6.4. Application Availability
7.6.4.1. Provide description of expected availability for vendor or ASP hosted options,
including a statement about redundancy.
7.6.4.2. Can the application be maintained without disrupting users? Please describe.
7.6.4.3. Can the application be backed up without disrupting users? Please describe.
7.6.4.4. Can updates be applied without disrupting users? Please describe.
7.6.4.5. Can security patches be applied without disrupting users? Please describe.
20
7.6.4.6. Please describe the procedure for notifying customers of anticipated service
interruptions.
7.7. Application Programming Interface (API) framework and Software Development Kits (SDK) available
for custom integration with existing (and future) software applications
7.7.1. Describe the technologies used to extend the functionality of the proposed solution (including
scripting, APIs, SDKs, or other similar technologies). Provide examples documenting these
extensions.
7.7.2. Describe how the provider ensures that applications written to integrate with the solution, using the
approved integration approaches, remain compatible with new releases.
7.7.3. Describe any user community that develops and shares code that extends the capability of the
solution.
7.8. Technical documentation
7.8.1. Describe the technical documentation that is available for the solution, including that which is
available with new releases.
7.8.2. Provide a list of the printed and electronic formats (i.e. PDF, HTML, Word, online in the
application, etc) in which each documentation set is available.
7.8.3. Provide limitations on the distribution of documentation.
7.8.4. Describe how the organization ensures that the documentation provides clear, accurate, and
detailed error messages.
7.8.5. Describe how UWS can modify the help documentation to meet the needs of each institution.
8.0
INTEGRATION REQUIREMENTS
In this section, proposers are asked to describe the solutions’ integration with other enterprise systems.
Both the approach and the particular products the solution is able to integrate with are of interest. Systems
that are in use at the University of Wisconsin System are listed and these are of particular interest.
8.1. Describe in detail how the solution integrates with the following systems. Specifically identify all
entities, functions, and resources with which the solution integrates and the use of messaging, APIs, EDI,
batch data import/export, etc. Describe the solution’s ability to integrate with multiple systems and
identify how the technology allows this to happen.
Where applicable, please note the standards that are used in the integration.



Student Information System (SIS) and Human Resource System (HRS)
o Oracle PeopleSoft Student Administration and Human Capital Management
o Datatel Student Administration
Learning Management System (LMS)
o Desire2Learn
o Moodle
Directory Services
o LDAP
21





9.0
o Microsoft Active Directory
o SAML
o Kerberos
Authentication Services
o Microsoft NTLM
Calendar Systems
o Microsoft Exchange/Outlook
o Oracle Calendar
Email Systems
o Microsoft Exchange
o Sun iPlanet
o Zimbra
Portal Systems
o uPortal
Other – List any third-party tools that integrate with the solution and describe the
nature of the integration.
COST PROPOSAL
9.1
General instructions on preparing cost proposals
The cost proposal should be submitted in a separate envelope with the written proposal. The
proposal will be scored using a standard quantitative calculation where the most points will be
awarded to the proposal with the lowest cost. Various costing methodologies and models are
available to analyze the cost information submitted to determine the lowest costs to the State.
UWS will select one method and use it consistently throughout its analysis. The cost
methodology will be available at the time that the proposals are due.
9.2
Format for submitting cost proposals
Cost Proposals should be submitted on the form designated Appendix A or on the form
designated Appendix B. Vendors may submit either Appendix A or Appendix B, or both
Appendices A & B as their cost proposal. The University of Wisconsin System Office of
Procurement reserves the right to request any additional information deemed necessary for the
proper evaluation of proposals.
10.0
SPECIAL CONTRACT TERMS AND CONDITIONS
By signing the Request for Proposal Form, Proposer agrees to the following Special Terms and
Conditions of RFP unless exception is taken in writing.
10.1
Termination
22
Either party may terminate for breach with 30 days’ notice to the other party with opportunity to
cure. UWS reserves the right to terminate the contract due to non-appropriation of funds.
10.2
Eligible Purchasers
All UW System campuses will be eligible to use this contract. In addition, contractor may provide
other entities the ability to purchase as further indicated in their Proposal according to the
Cooperative Purchasing Form (DOA-3333).
10.3
Minority Business Program
The State of Wisconsin is committed to the promotion of minority business in the state's
purchasing program and a goal of placing 5% of its total purchasing dollars with certified
minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and
560.036(2), Wisconsin Statutes. The contracting agency is committed to the promotion of
minority business in the state's purchasing program.
The State of Wisconsin policy provides that minority-owned business enterprises (MBE) certified
by the Wisconsin Department of Commerce, Bureau of Minority Business Development should
have the maximum opportunity to participate in the performance of its contracts. The
supplier/contractor is strongly urged to use due diligence to further this policy by awarding
subcontracts to minority-owned business enterprises or by using such enterprises to provide
goods and services incidental to this agreement, with a goal of awarding at least 5% of the
contract price to such enterprises.
The supplier/contractor shall furnish appropriate quarterly information about its effort to achieve
this goal, including the identities of such enterprises certified by the Wisconsin Department of
Commerce and their contract amount.
A listing of certified minority businesses, as well as the services and commodities they provide, is
available from the Department of Administration, Office of the Minority Business Program, (608)
267-7806. The listing is published on the Internet at:
http://www.doa.state.wi.us/dsas/mbe/index.asp.
10.4
Executed contract to constitute entire agreement
In the event of contract award, the contents of this RFP (including all attachments), RFP addenda
and revisions, and the proposal of the successful proposer, and additional terms agreed to, in
writing, by the agency and the contractor shall become part of the contract. Failure of the
successful proposer to accept these as a contractual agreement may result in a cancellation of
award.
The following priority for contract documents will be used if there are conflicts or disputes.
Signed Contract
Official Purchase Orders
Vendor's Proposal in Response to this RFP
UWS Request for Proposal Dated October 21, 2010
Standard Terms and Conditions
Supplemental Terms and Conditions for Services
23
11.0
STANDARD TERMS AND CONDITIONS
UWS reserves the right to incorporate standard State contract provisions into any contract
negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions
(DOA-3054) and Supplemental Terms and Conditions (DOA-3681)). Failure of the successful
proposer to accept these obligations in a contractual agreement may result in cancellation of the
award.
24
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms And Conditions
(Request For Bids / Proposals)
1.0
2.0
SPECIFICATIONS: The specifications in this request are
the minimum acceptable. When specific manufacturer and
model numbers are used, they are to establish a design,
type of construction, quality, functional capability and/or
performance level desired.
When alternates are
bid/proposed, they must be identified by manufacturer, stock
number, and such other information necessary to establish
equivalency. The State of Wisconsin shall be the sole judge
of equivalency. Bidders/proposers are cautioned to avoid
bidding alternates to the specifications which may result in
rejection of their bid/proposal.
QUALITY: Unless otherwise indicated in the request, all
material shall be first quality. Items which are used,
demonstrators, obsolete, seconds, or which have been
discontinued are unacceptable without prior written approval
by the State of Wisconsin.
4.0
QUANTITIES: The quantities shown on this request are
based on estimated needs. The state reserves the right to
increase or decrease quantities to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight
prepaid and included unless otherwise specified.
6.0
UNFAIR SALES ACT: Prices quoted to the State of
Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION: The State of Wisconsin
reserves the right to accept or reject any or all
bids/proposals, to waive any technicality in any bid/proposal
submitted, and to accept any part of a bid/proposal as
deemed to be in the best interests of the State of
Wisconsin.
Bids/proposals MUST be date and time stamped by the
soliciting purchasing office on or before the date and time
that the bid/proposal is due. Bids/proposals date and time
stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt
of a bid/proposal by the purchasing office.
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications
shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence
of such statement, the bid/proposal shall be accepted as in
strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
3.0
7.0
9.0
METHOD OF AWARD: Award shall be made to the lowest
responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing
cards shall be placed directly to the contractor by an
authorized agency.
No other purchase orders are
authorized.
11.0
PAYMENT TERMS AND INVOICING:
The State of
Wisconsin normally will pay properly submitted vendor
invoices within thirty (30) days of receipt providing goods
and/or services have been delivered, installed (if required),
and accepted as specified.
Invoices presented for payment must be submitted in
accordance with instructions contained on the purchase
order including reference to purchase order number and
submittal to the correct address for processing.
PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall
reflect these discounts.
6.1
6.2
6.3
A good faith dispute creates an exception to prompt
payment.
Unit prices shown on the bid/proposal or contract
shall be the price per unit of sale (e.g., gal., cs., doz.,
ea.) as stated on the request or contract. For any
given item, the quantity multiplied by the unit price
shall establish the extended price, the unit price shall
govern in the bid/proposal evaluation and contract
administration.
12.0
TAXES: The State of Wisconsin and its agencies are
exempt from payment of all federal tax and Wisconsin state
and local taxes on its purchases except Wisconsin excise
taxes as described below.
The State of Wisconsin, including all its agencies, is
required to pay the Wisconsin excise or occupation tax on
its purchase of beer, liquor, wine, cigarettes, tobacco
products, motor vehicle fuel and general aviation fuel.
However, it is exempt from payment of Wisconsin sales or
use tax on its purchases. The State of Wisconsin may be
subject to other states' taxes on its purchases in that state
depending on the laws of that state. Contractors performing construction activities are required to pay state use tax
on the cost of materials.
Prices established in continuing agreements and
term contracts may be lowered due to general market
conditions, but prices shall not be subject to increase
for ninety (90) calendar days from the date of award.
Any increase proposed shall be submitted to the
contracting agency thirty (30) calendar days before
the proposed effective date of the price increase, and
shall be limited to fully documented cost increases to
the contractor which are demonstrated to be industry
wide. The conditions under which price increases
may be granted shall be expressed in bid/proposal
documents and contracts or agreements.
13.0
In determination of award, discounts for early
payment will only be considered when all other conditions are equal and when payment terms allow at
least fifteen (15) days, providing the discount terms
are deemed favorable. All payment terms must allow
the option of net thirty (30).
14.0
25
GUARANTEED DELIVERY: Failure of the contractor to
adhere to delivery schedules as specified or to promptly
replace rejected materials shall render the contractor liable
for all costs in excess of the contract price when alternate
procurement is necessary. Excess costs shall include the
administrative costs.
ENTIRE AGREEMENT:
These Standard Terms and
Conditions shall apply to any contract or order awarded as
a result of this request except where special requirements
are stated elsewhere in the request; in such cases, the
special requirements shall apply. Further, the written
DOA-3054
Page 2 of 3
contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other
terms and conditions in any document, acceptance, or
acknowledgment shall be effective or binding unless
expressly agreed to in writing by the contracting authority.
15.0
16.0
17.0
18.0
19.0
regarding this clause are
contracting state agency.
APPLICABLE LAW AND COMPLIANCE: This contract
shall be governed under the laws of the State of Wisconsin.
The contractor shall at all times comply with and observe all
federal and state laws, local laws, ordinances, and
regulations which are in effect during the period of this
contract and which in any manner affect the work or its
conduct. The State of Wisconsin reserves the right to
cancel this contract if the contractor fails to follow the
requirements of s. 77.66, Wis. Stats., and related statutes
regarding certification for collection of sales and use tax.
The State of Wisconsin also reserves the right to cancel
this contract with any federally debarred contractor or a
contractor that is presently identified on the list of parties
excluded from federal procurement and non-procurement
contracts..
ANTITRUST ASSIGNMENT: The contractor and the State
of Wisconsin recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact
usually borne by the State of Wisconsin (purchaser).
Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to
goods, materials or services purchased in connection with
this contract.
ASSIGNMENT: No right or duty in whole or in part of the
contractor under this contract may be assigned or delegated without the prior written consent of the State of
Wisconsin.
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that
when engaged in the production of materials, supplies or
equipment or the performance of contractual services, not
less than seventy-five percent (75%) of the total hours of
direct labor are performed by severely handicapped
individuals.
Contracts estimated to be over twenty-five thousand
dollars ($25,000) require the submission of a written
affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has
a workforce of less than twenty-five (25) employees.
Within fifteen (15) working days after the contract is
awarded, the contractor must submit the plan to the
contracting state agency for approval. Instructions
on preparing the plan and technical assistance
the
19.2
The contractor agrees to post in conspicuous places,
available for employees and applicants for employment, a notice to be provided by the contracting state
agency that sets forth the provisions of the State of
Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause
may result in the contractor's becoming declared an
"ineligible" contractor, termination of the contract, or
withholding of payment.
PATENT INFRINGEMENT: The contractor selling to the
State of Wisconsin the articles described herein guarantees
the articles were manufactured or produced in accordance
with applicable federal labor laws. Further, that the sale or
use of the articles described herein will not infringe any
United States patent. The contractor covenants that it will
at its own expense defend every suit which shall be brought
against the State of Wisconsin (provided that such
contractor is promptly notified of such suit, and all papers
therein are delivered to it) for any alleged infringement of
any patent by reason of the sale or use of such articles, and
agrees that it will pay all costs, damages, and profits recoverable in any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and
supplies provided to the State of Wisconsin must comply
fully with all safety requirements as set forth by the
Wisconsin Administrative Code and all applicable OSHA
Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the
bidder/proposer, equipment purchased as a result of this
request shall be warranted against defects by the
bidder/proposer for one (1) year from date of receipt. The
equipment manufacturer's standard warranty shall apply as
a minimum and must be honored by the contractor.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
24.0
26
from
20.0
NONDISCRIMINATION / AFFIRMATIVE ACTION: In
connection with the performance of work under this
contract, the contractor agrees not to discriminate against
any employee or applicant for employment because of age,
race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s. 51.01(5), Wis.
Stats., sexual orientation as defined in s. 111.32(13m), Wis.
Stats., or national origin. This provision shall include, but
not be limited to, the following: employment, upgrading,
demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the
contractor further agrees to take affirmative action to
ensure equal employment opportunities.
19.1
available
23.1
Maintain worker's compensation insurance as
required by Wisconsin Statutes, for all employees
engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract.
Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property
damage including products liability and completed
operations. Provide motor vehicle insurance for all
owned, non-owned and hired vehicles that are used
in carrying out this contract. Minimum coverage shall
be one million dollars ($1,000,000) per occurrence
combined single limit for automobile liability and
property damage.
23.3
The state reserves the right to require higher or lower
limits where warranted.
CANCELLATION: The State of Wisconsin reserves the
right to cancel any contract in whole or in part without
penalty due to nonappropriation of funds or for failure of the
contractor to comply with terms, conditions, and specifications of this contract.
DOA-3054
Page 3 of 3
25.0
VENDOR TAX DELINQUENCY: Vendors who have a
delinquent Wisconsin tax liability may have their payments
offset by the State of Wisconsin.
26.0
PUBLIC RECORDS ACCESS: It is the intention of the
state to maintain an open and public process in the solicitation, submission, review, and approval of procurement
activities.
copy of a Material Safety Data Sheet for each item with the
shipped container(s) and one (1) copy with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES:
Reference to or use of the State of Wisconsin, any of its
departments, agencies or other subunits, or any state official or employee for commercial promotion is prohibited.
News releases pertaining to this procurement shall not be
made without prior approval of the State of Wisconsin.
Release of broadcast e-mails pertaining to this procurement
shall not be made without prior written authorization of the
contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and
save harmless the State of Wisconsin and all of its officers,
agents and employees from all suits, actions, or claims of
any character brought for or on account of any injuries or
damages received by any persons or property resulting
from the operations of the contractor, or of any of its
contractors, in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any
corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform
to all the requirements of Chapter 180, Wis. Stats., relating
to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business
in interstate commerce or is otherwise exempt from the
requirement of obtaining a certificate of authority. Any
foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial
Institutions, Division of Corporation, P. O. Box 7846,
Madison, WI 53707-7846; telephone (608) 261-7577.
34.0
WORK CENTER PROGRAM:
The successful
bidder/proposer shall agree to implement processes that
allow the State agencies, including the University of
Wisconsin System, to satisfy the State's obligation to
purchase goods and services produced by work centers
certified under the State Use Law, s.16.752, Wis. Stat.
This shall result in requiring the successful bidder/proposer
to include products provided by work centers in its catalog
for State agencies and campuses or to block the sale of
comparable items to State agencies and campuses.
35.0
FORCE MAJEURE: Neither party shall be in default by
reason of any failure in performance of this Agreement in
accordance with reasonable control and without fault or
negligence on their part. Such causes may include, but are
not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes and unusually severe weather,
but in every case the failure to perform such must be
beyond the reasonable control and without the fault or
negligence of the party.
Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection
prior to issuance of the notice of intent to award or the
award of the contract.
27.0
28.0
PROPRIETARY INFORMATION: Any restrictions on the
use of data contained within a request, must be clearly
stated in the bid/proposal itself. Proprietary information
submitted in response to a request will be handled in
accordance with applicable State of Wisconsin procurement
regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when
accepted, it is the vendor's responsibility to defend the
determination in the event of an appeal or litigation.
27.1
Data contained in a bid/proposal, all documentation
provided therein, and innovations developed as a
result of the contracted commodities or services
cannot by copyrighted or patented. All data, documentation, and innovations become the property of
the State of Wisconsin.
27.2
Any material submitted by the vendor in response to
this request that the vendor considers confidential
and proprietary information and which qualifies as a
trade secret, as provided in s. 19.36(5), Wis. Stats.,
or material which can be kept confidential under the
Wisconsin public records law, must be identified on a
Designation of Confidential and Proprietary Information form (DOA-3027).
Bidders/proposers may
request the form if it is not part of the Request for
Bid/Request for Proposal package. Bid/proposal
prices cannot be held confidential.
DISCLOSURE: If a state public official (s. 19.42, Wis.
Stats.), a member of a state public official's immediate
family, or any organization in which a state public official or
a member of the official's immediate family owns or controls
a ten percent (10%) interest, is a party to this agreement,
and if this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month
period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis.
Stats., before signing the contract. Disclosure must be
made to the State of Wisconsin Ethics Board, 44 East
Mifflin Street, Suite 601, Madison, Wisconsin 53703
(Telephone 608-266-8123).
State classified and former employees and certain
University of Wisconsin faculty/staff are subject to separate
disclosure requirements, s. 16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is
required to purchase products incorporating recycled materials whenever technically and economically feasible.
Bidders are encouraged to bid products with recycled
content which meet specifications.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an
order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1)
27
State of Wisconsin
Department of Administration
Division of Agency Services
Bureau of Procurement
DOA-3681 (01/2001)
ss. 16, 19 and 51, Wis. Stats.
Supplemental Standard Terms and Conditions
for Procurements for Services
1.0
2.0
ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of the bid/proposal of the successful contractor will
become contractual obligations if procurement action ensues.
3.2
CERTIFICATION
OF
INDEPENDENT
PRICE
DETERMINATION:
By signing this bid/proposal, the
bidder/proposer certifies, and in the case of a joint
bid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:
2.1
The prices in this bid/proposal have been arrived at
independently, without consultation, communication,
or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any
other bidder/proposer or with any competitor;
2.2
Unless otherwise required by law, the prices which
have been quoted in this bid/proposal have not been
knowingly disclosed by the bidder/proposer and will
not knowingly be disclosed by the bidder/proposer
prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated
procurement, directly or indirectly to any other
bidder/proposer or to any competitor; and
2.3
No attempt has been made or will be made by the
bidder/proposer to induce any other person or firm to
submit or not to submit a bid/proposal for the purpose
of restricting competition.
2.4
Each person signing this bid/proposal certifies that:
He/she is the person in the bidder's/proposer's organization responsible within that organization for the
decision as to the prices being offered herein and that
he/she has not participated, and will not participate, in
any action contrary to 2.1 through 2.3 above; (or)
He/she is not the person in the bidder's/proposer's
organization responsible within that organization for
the decision as to the prices being offered herein, but
that he/she has been authorized in writing to act as
agent for the persons responsible for such decisions
in certifying that such persons have not participated,
and will not participate in any action contrary to 2.1
through 2.3 above, and as their agent does hereby so
certify; and he/she has not participated, and will not
participate, in any action contrary to 2.1 through 2.3
above.
3.0
4.0
DUAL EMPLOYMENT:
Section 16.417, Wis. Stats.,
prohibits an individual who is a State of Wisconsin employee
or who is retained as a contractor full-time by a State of
Wisconsin agency from being retained as a contractor by the
same or another State of Wisconsin agency where the
individual receives more than $12,000 as compensation for
the individual’s services during the same year.
This
prohibition does not apply to individuals who have full-time
appointments for less than twelve (12) months during any
period of time that is not included in the appointment. It does
not include corporations or partnerships.
5.0
EMPLOYMENT: The contractor will not engage the services
of any person or persons now employed by the State of
Wisconsin, including any department, commission or board
thereof, to provide services relating to this agreement without
the written consent of the employing agency of such person
or persons and of the contracting agency.
6.0
CONFLICT OF INTEREST: Private and non-profit corporations are bound by ss. 180.0831, 180.1911(1), and 181.0831
Wis. Stats., regarding conflicts of interests by directors in the
conduct of state contracts.
7.0
RECORDKEEPING AND RECORD RETENTION:
The
contractor shall establish and maintain adequate records of
all expenditures incurred under the contract. All records must
be kept in accordance with generally accepted accounting
procedures. All procedures must be in accordance with
federal, state and local ordinances.
The contracting agency shall have the right to audit, review,
examine, copy, and transcribe any pertinent records or
documents relating to any contract resulting from this
bid/proposal held by the contractor. The contractor will retain
all documents applicable to the contract for a period of not
less than three (3) years after final payment is made.
DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:
3.1
the potential contractor will not be adverse to the
interests of the state.
Contractors shall agree as part of the contract for
services that during performance of the contract, the
contractor will neither provide contractual services nor
enter into any agreement to provide services to a
person or organization that is regulated or funded by
the contracting agency or has interests that are
adverse to the contracting agency. The Department
of Administration may waive this provision, in writing, if
those activities of the contractor will not be adverse to
the interests of the state.
Prior to award of any contract, a potential contractor
shall certify in writing to the procuring agency that no
relationship exists between the potential contractor
and the procuring or contracting agency that interferes
with fair competition or is a conflict of interest, and no
relationship exists between the contractor and another
person or organization that constitutes a conflict of
interest with respect to a state contract.
The
Department of Administration may waive this provision, in writing, if those activities of those activities of
8.0
28
INDEPENDENT CAPACITY OF CONTRACTOR:
The
parties hereto agree that the contractor, its officers, agents,
and employees, in the performance of this agreement shall
act in the capacity of an independent contractor and not as
an officer, employee, or agent of the state. The contractor
agrees to take such steps as may be necessary to ensure
that each subcontractor of the contractor will be deemed to
be an independent contractor and will not be considered or
permitted to be an agent, servant, joint venturer, or partner of
the state.
12.0
REQUIRED FORMS
The following forms must be completed and submitted with the proposal in accordance with the
instructions given in Section 2.4. Blank forms are attached.
Designation of Confidential and Proprietary Information (DOA-3027)
Vendor Information (DOA-3477)
Vendor Reference (DOA-3478)
Affidavit
Cooperative Purchasing Form (DOA-3333)
29
STATE OF WISCONSIN
DOA-3027 N(R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal RG-11-2500 includes proprietary and confidential
information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be
kept confidential under the Wisconsin 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 is defined in s. 134.90(1)(c), Wis.
Stats. as follows: "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 STATE 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 state considers other markings of confidential in the bid/proposal document to be
insufficient. The undersigned agrees to hold the state 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
___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
30
STATE OF WISCONSIN
RG-11-2500
Bid / Proposal #
DOA-3477 (R05/98)
Commodity / Service
VENDOR INFORMATION
1.
BIDDING / PROPOSING COMPANY NAME
FEIN
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
2.
State
Zip + 4
Name the person to contact for questions concerning this bid / proposal.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
3.
State
Zip + 4
Any vendor awarded over $25,000 on this contract must submit affirmative action information to the
department. Please name the Personnel / Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
4.
State
Zip + 4
Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
5.
State
Zip + 4
CEO / President Name
This document can be made available in accessible formats to qualified individuals with disabilities.
31
Bid / Proposal #
STATE OF WISCONSIN
RG-11-2500
DOA-3478 (R12/96)
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the product(s)
and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation
document. If vendor is proposing any arrangement involving a third party, the named references should also be involved
in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
This document can be made available in accessible formats to qualified individuals with disabilities.
32
AFFIDAVIT
University of Wisconsin System
780 Regent Street
Madison, WI 53715
This completed affidavit must be submitted with the bid/proposal.
Proposer Preference: Please indicate below if claiming a proposer preference.
Minority Business Preference (s. 16.75(3m), Wis. Stats.) - Must be certified by the Wisconsin
Department of Commerce. If you have questions concerning the certification process, contact
the Wisconsin Department of Commerce, 8th Floor, 123 W. Washington Ave., P.O. Box
7970, Madison, Wisconsin 53707-7970,
(608) 267-9550.
Work Center Preference (s 16.752, Wis Stats.) - Must be certified by the State of Wisconsin
Use Board. If you have questions concerning the certification process, contact the Wisconsin
State Use Board, 101 East Wilson Street, 6th Floor, PO Box 7867, Madison, Wisconsin
53707-7867 or 608/266-2553.
American-Made Materials: The materials covered in our proposal were manufactured in whole or in substantial part within the
United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
States.
Yes
No
Unknown
Services Performed in the United States (2009 Wis Act 136): All services provided to the University of Wisconsin System
or any of its campuses under this proposal will be performed in the United States.
Yes
No
Non-Collusion: In signing this proposal we also certify that we have not, either directly or indirectly, entered into any
agreement or participated in any collusion or otherwise taken any action in restraint of free trade; 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 opening of proposals to any other proposer or competitor; that
the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions, and specifications required by the State of Wisconsin in this Announcement of
Bid/Proposal and the terms of our bid/proposal.
Authorized Representative
Title
Type or Print
Authorized Representative
Date (mm/dd/ccyy)
Signature
Company Name
Telephone
(
)
This document can be made available in accessible formats to qualified individuals with disabilities.
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.
Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the
service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school
directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the
authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may
participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.
Interested municipalities:

will contact the contractor directly to place orders referencing the state agency contract number; and

are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment
directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin
municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal
delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special
conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
Commodity/Service
City
State
)
ZIP + 4
Request for Bid/Proposal Number
Appendix A
Cost Proposal Form: Comprehensive Vendor Hosted Solution
University of Wisconsin System, Office of Procurement
RFP RG-11-2500
VENDOR RESPONSE AREA:
Cost
Item
Itemized Description
Year #1
Year #2
Year #3
One-time costs (please list and
itemize).
Recurring costs (please list and
itemize, including frequency).
Recommended but not required
add-ons (list and itemize cost)
Storage and Archiving Costs (list
and itemize)
All other services, including
consulting, per hour (list and
itemize cost)
TOTAL ESTIMATED 3-Year COST:
$__________________________
TOTAL ESTIMATED 10-Year COST:
$__________________________
35
Appendix B
Cost Proposal Form: Comprehensive Self Hosted Solution
University of Wisconsin System, Office of Procurement
RFP RG-11-2500
VENDOR RESPONSE AREA:
Cost
Item
Itemized Description
Year #1
Year #2
Year #3
One-time costs (please list and
itemize).
Recurring costs (please list and
itemize).
Recommended but not required
add-ons (list and itemize cost)
All other services, including
consulting and training, per hour
(list and itemize cost)
Required hardware and software
(if not included, list and itemize)
TOTAL ESTIMATED 3-Year COST:
$__________________________
TOTAL ESTIMATED 10-Year COST:
$__________________________
36
Appendix C
Optional Cost Proposal Form: Individual and Bundled Solutions
(example: UW-[campus] Only, 3 Campus Bundle, 7 Campus Bundle, 10 Campus Bundle, etc.)
(include as many copies as desired of Appendix C)
University of Wisconsin System, Office of Procurement
RFP RG-11-2500
VENDOR RESPONSE AREA:
Campus or Bundle __________________________________
Vendor Hosted

Self-Hosted

Other

Cost
Item
Itemized Description
Year #1
Year #2
Year #3
One-time costs (please list and
itemize).
Recurring costs (please list and
itemize).
Recommended but not required
add-ons (list and itemize cost)
All other fees and services,
including consulting and training,
per hour (list and itemize cost)
Required hardware and software
(if not included, list and itemize)
TOTAL ESTIMATED 3-Year COST:
$__________________________
TOTAL ESTIMATED 10-Year COST:
$__________________________
37