REQUEST FOR PROPOSAL RFP# AX STUDENT HOUSING MANAGEMENT SYSTEM. ISSUE DATE: May 2, 2016 DUE DATE: June 6, :00 PM CST

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REQUEST FOR PROPOSAL

RFP# AX-16-011

STUDENT HOUSING MANAGEMENT SYSTEM

ISSUE DATE: May 2, 2016

DUE DATE: June 6, 2016 3:00 PM CST

Submittal due date and time:

Five (5) hard copies, and one digital copy (see Section 2.3) must be submitted and received by 3:00 pm

CST on June 6, 2016.

University of Arkansas - Fort Smith

Procurement Services

5210 Grand Avenue

PO Box 3649

Fort Smith, AR 72913

ATTN: Rhonda Caton

TEL: (479)788-7073

LATE SUBMITTALS WILL NOT BE ACCEPTED. PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED. THE ENVELOPE MUST BE SEALED AND PROPERLY MARKED WITH THE RFP NUMBER, DATE AND HOUR OF PROPOSAL OPENING,

PROPOSER’S NAME, AND RETURN ADDRESS.

IN THE EVENT THAT UAFS IS CLOSED FOR INCLEMENT WEATHER, THE BID OPENING SHALL BE POSTPONED UNTIL 3:00 PM THE NEXT FULLY OPEN AND OPERATIONAL WORK DAY.

A copy of this bid document is available in PDF format at:

http://uafs.edu/procurement/current-bid-opportunities

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INTRODUCTION & GENERAL INFORMATION

SECTION 1

1.1 INTRODUCTION

The Board of Trustees of the University of Arkansas, acting for and on behalf of the University of Arkansas - Fort Smith (“the University” or “UAFS”), seeks proposals from qualified and reputable vendors to establish a term contact for a Student Housing Management System.

UAFS Housing is seeking to award a contract to the vendor that can provide the best solution for management of the University’s residential operations and provide the best overall value to the University. This value will be determined by UAFS based on the overall competence, compliance, format and each RFP response, and in-person presentation, as necessary.

1.2 DEFINITION OF TERMS

The University has made every effort to use industry-accepted terminology in this RFP and will attempt to further clarify any point or item in question. The words “bidder”, “vendor”, “proposer”, and “offeror” are used synonymously within this document.

1.3 TERMS AND CONDITIONS

UAFS Standard Terms and Conditions (page 38) shall govern any contract issued as a result of the RFP. Additional or attached terms and conditions, which are determined to be unacceptable to the University, may result in the disqualification of your proposal.

1.4 PROPOSAL GUARANTEE

Respondents to this RFP agree and understand that, if awarded a contract as a result of this RFP, approval of the resulting contract or any amendments to the contract may be subject to review and/or approval by the Arkansas General Assembly and/or any committee or sub-committee of the Arkansas General Assembly in its or their sole discretion. Respondents further agree that in the event such legislative review or approval is not granted or is otherwise withheld, any award under this RFP shall terminate automatically with no penalty to University of Arkansas Fort Smith.

Respondents further agree that all pricing set forth in any response to this RFP shall be unconditionally guaranteed for a minimum of six months from the published due date for responses to this RFP.

1.5 CAUTIONS TO PROPOSERS

State law requires that the proposal be submitted no later than the date and time specified in this RFP. Those mailing proposals should allow a sufficient mail delivery period to ensure timely receipt of their proposals to the issuing office. Any proposal received after the scheduled opening date and time will be immediately disqualified.

Proposal must be made in the official name of the firm or individual under which business is conducted (showing the official business address) and must be signed by a person duly authorized to legally bind the person, partnership, company or corporation submitting the proposal.

1.6 ORAL PRESENTATION / DEMONSTRATIONS

In the event the University deems it necessary to request oral presentations or additional demonstrations to further explain various portions of the proposal, the proposer shall comply at its own expense.

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1.7 FINANCIAL PROPOSAL

Provide one hard copy in a separate sealed envelope. Use the Official Bid Price Sheet (see page 48). Provide a complete breakdown of the deliverables and services to be provided along with a complete breakdown of what the costs will be. Estimated proposal prices are not acceptable. Proposal prices will be considered to be Vendor’s best and final offer, unless otherwise stated in the RFP. The Vendor’s response will be incorporated as part of the final contract.

1.8 REJECTION OF PROPOSALS

The right is reserved, unless otherwise stated, to accept or reject all or any proposal, or any part thereof, either separately or as a whole, or to waive any informality in a proposal and to split or make the award in any manner determined by the UAFS to be most advantageous to the University.

1.9 OTHER

• All price and notations must be typewritten or written in ink. No erasures permitted. Mistakes may be crossed out and corrections made adjacent, and must be initialed in ink by person signing proposal. • Propose on each item separately. Prices should be stated in units specified herein. If you decide to submit

more than one proposal, photocopy our documents.

• A responsible officer or employee must sign with the vendor's name and all proposals. Obligations assumed by such signature must be fulfilled.

• Unless otherwise definitely specified, the prices proposed herein do not include Arkansas Sales Tax. UAFS is a state entity and does pay sales tax, but is exempt from Federal excise tax.

• No charge for packing, drayage, or for any other purpose will be allowed over and above the prices proposed on this sheet.

• UAFS recognizes that price is only one of several criteria to be used in judging a product or service, and UAFS is not legally bound to accept the lowest proposal.

• Samples of items, when required, must be furnished free of expense to UAFS; and if not destroyed by tests, may upon request be returned at the vendor's expense.

• In case of default by the vendor, UAFS may procure the articles or service from other sources and may deduct from unpaid balance due the vendor, or may bill for excess costs so paid, and the prices paid by UAFS shall be considered the prevailing market prices paid at the time such purchase is made.

• The vendor will not be held liable for failure or delay in fulfillment if hindered or prevented by fire, strikes, or Acts of God. Bidder shall be excused from performance hereunder during the time and to the extent that he/she is prevented from obtaining, delivery in, or performing in the customary manner, by act of God, fire, war, strike, loss or shortage of transportation facilities, lockout or commandeering of raw materials,

products plants or facilities by the government. Bidder shall provide the UAFS satisfactory evidence that nonperformance is due to other than fault of negligence on bidder's part.

• Any evidence of agreement or collusion among bidders and prospective bidders acting to illegally restrain freedom of competition by agreement to propose a fixed price, or otherwise, well render the proposal of such bidders void.

• Advance disclosures of any information to any particular bidder which gives that particular bidder any advantage over any other interested bidder, in advance of the opening proposal, whether in response to advertising or an informal request for proposal, made or permitted by a member of UAFS or an employee or representative thereof, will operate to void all proposal of that particular proposal solicitation or request.

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• Proposals may be disqualified and rejection of proposal may be recommended to UAFS for any of, but not limited to, the following causes:

(1) Failure to use the proposal form furnished by UAFS.

(2) Lack of signature by an authorized representative on the proposal form. (3) Failure to properly complete the proposal.

(4) Evidence of collusion among bidders. (5) Unauthorized alteration of proposal form.

(6) Rejection of Arkansas state requirements and/or contract requirements.

• Verify your proposal before submission, as they cannot be withdrawn or corrected after being opened. In the event of an extension error, the unit price shall prevail.

• Your signature certifies that no UAFS employee, whose position in the UAFS service enables them to influence any award of your offer or any competing offer, shall have any direct or indirect financial interest in any transaction resulting from this request for proposal.

• The bidder further agrees that price escalations beyond the price protection shall be borne by the vendor at manufacturer's invoice cost.

• A written Purchase Order mailed, or otherwise furnished to the successful bidder within the time for acceptance specified, shall result in a binding contract without further action either part. This contract shall be interpreted, construed and given effect in all respects according to the laws of the State of Arkansas.

1.10 TERM OF THE RESULTING CONTRACT

The term of any contract resulting from this RFP (“Term”) will be for a period of one (1) year. The University reserves the option to renew the contract on a yearly basis, each renewal a Term, not to exceed an aggregate total of six (6) renewals or seven (7) years if mutually agreed upon in writing by the Contractor and the University. The University of Arkansas - Fort Smith may terminate the Agreement without cause, at any time during the Term (including any renewal periods); by giving the other party sixty (30) days advance written notice of termination. Additionally, in the event of non-appropriation of funds necessary to fulfill the terms and conditions of the Agreement during any biennium period of the Term (including any renewal periods), the parties agree that the Agreement shall automatically terminate without notice.

1.11 PROPOSAL GUARANTEE

All proposals shall be guaranteed and binding for a period of not less than ninety (90) days past the proposal opening date.

1.12 COMMITMENT

The University of Arkansas - Fort Smith makes no commitment to purchase any minimum or maximum quantity or dollar volume of services from the selected Supplier. No department, college, or office at the University has the authority to solicit or receive official proposals other than the Procurement Office. All solicitation is performed under the direct supervision of the Procurement Office and in complete accordance with University policies and procedures and State of Arkansas laws.

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SUBMITTAL INSTRUCTIONS

SECTION 2

2.1 SUBMITTAL INSTRUCTIONS AND UAFS CONTACT INFORMATION

Five (5) hard copies, and one digital copy (see Section 2.3) must be submitted and received no later than 3:00 pm on June 6, 2016. At this time respondents to this RFP will be publicly identified, and review and evaluation of proposals will commence. The opening location will be the Business Office Conference Center at 5317B Grand Avenue, Fort Smith, AR. Hand delivered, and sealed proposals will be accepted until this date and time at the bid opening location. Proposals should be addressed to: Rhonda Caton

Director of Procurement Services University of Arkansas – Fort Smith By mail: PO Box 3649

Fort Smith, AR 72913-3649 By courier: 5210 Grand Avenue

Plant Op, Room 139 Fort Smith, AR 72904

Late responses, responses en route, or those left at locations other than the Office of Procurement by special carrier will not be considered if they are not in the Office of Procurement by or before the time indicated on the front of this RFP document as Proposal Opening Date and Time.

Telephone and/or FAX responses to this RFP will not be accepted.

Proposal openings will be conducted open to the public. However, openings will serve only to open, read and record the receipt of each proposal. No discussion will be entered into with any vendor as to quality or provisions.

The University specifically requests that proposers restrict all contact and questions regarding this RFP to the above named individual.

2.2 INQUIRIES, CLARIFICATIONS, AND INTERPRETATIONS

Responses to inquiries which directly affect an interpretation, clarification, or change to this RFP will be issued by addendum and emailed or faxed to all parties recorded by the University as having received a copy of the RFP. All such addenda issued by the University prior to the time that proposals are received shall be considered part of the RFP, and the proposer shall consider and acknowledge receipt of such in their response. Only replies from the UAFS Office of Procurement to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect. Any addenda issued during the proposal period will be incorporated into the resulting contract.

All questions concerning this RFP should be in written form, reference proposal number RFP #AX-16-006 in the subject line, and directed to the UAFS Director of Procurement Services:

Rhonda Caton, Director of Procurement Services Email: [email protected]

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Proposers are advised to read all information provided, supply all information requested, and note any variance to these specifications in written form with the submission of their response.

2.2a. ADDENDA ACKNOWLEDGMENT FORM

Answers to vendors’ questions will be issued by addenda and posted on the UAFS website no later than xxxxxxx xx, 2016. Respondents must acknowledge receipt of all addendum as part of their proposal response package (see page 49).

2.3 PROPRIETARY INFORMATION / OPEN RECORDS

Proprietary information submitted in response to this RFP will be processed in accordance with applicable State of Arkansas procurement procedures. Documents pertaining to the RFP become the property of the State and shall be open to public inspection subsequent to proposal opening. It is the responsibility of the respondent to identify all proprietary information. The vendor should submit one complete digital copy of the proposal from which any proprietary information has been removed, i.e., a redacted copy (marked “REDACTED COPY”). The redacted copy should reflect the same pagination as the original, show the empty space from which information was redacted, and should be submitted on a CD or flash drive, preferably in a PDF format. Except for the redacted information, the redacted copy must be identical to the original hard copy. The respondent is responsible for ensuring the redacted copy on CD/flash drive is protected against restoration of redacted data. The redacted copy will be open to public inspection under the Freedom of Information Act (FOIA) without further notice to the respondent. If a redacted copy is not received the entire proposal will be open to public inspection with the exception of financial data. If the State of Arkansas deems redacted information to be subject to the FOIA the vendor will be contacted prior to sending out the information.

2.4 PROPOSAL CONTENTS

In order to simplify the University’s task of evaluating all of the proposals, we ask that the Proposal be tabbed and labeled to facilitate ease of verifying mandatory requirements. The Proposal should follow the flow of this RFP as closely as possible.

2.5 REJECTION OF PROPOSALS

The right is reserved, unless otherwise stated, to accept or reject all or any proposal, or any part thereof, either separately or as a whole, or to waive any informality in a proposal and to split or make the award in any manner determined by the UAFS to be most advantageous to the University. The University reserves the right to reject any bid if the evidence submitted by, or investigations of, such proposer fails to satisfy the University that such proposer is properly qualified to carry out the obligations of the Agreement. Submission of a proposal shall be conclusive evidence that the proposer has investigated and is satisfied as to the regulatory, technical, and physical conditions to be encountered in providing complete service to the University.

2.6 RESERVATION

UAFS reserves the right to waive any technicalities or requirements of this RFP if it is determined to be in the best interest of the University.

2.7 COST FOR PROPOSAL PREPARATION

This invitation does not commit UAFS to pay any costs incurred in the preparation of proposals.

2.8 RFP CANCELLATION

The University reserves the right to cancel this Request for Proposal at any time, without penalty.

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STATE MANDATORY REQUIREMENTS

SECTION 3

Vendors must note in their response if they take exception to any State or Contract requirements outlined in this RFP.

3.1 MINORITY BUSINESS POLICY

IT IS THE POLICY OF UAFS AND THE STATE OF ARKANSAS THAT MINORITY BUSINESS ENTERPRISES SHALL HAVE THE MAXIMUM OPPORTUNITY TO PARTICIPATE IN THE STATE PURCHASING PROCESS. THEREFORE, THE STATE OF ARKANSAS ENCOURAGES ALL MINORITY BUSINESSES TO COMPETE FOR, WIN, AND RECEIVE CONTRACTS FORGOODS, SERVICES, AND CONSTRUCTION. ALSO, THE STATE ENCOURAGES ALL COMPANIES TO SUB-CONTRACT PORTIONS OF ANY STATE CONTRACT TO MINORITY BUSINESS ENTERPRISES.

MINORITY PURCHASING REPORTING. The Minority Business Economic Development Act (A.C.A. §15-4-301

through 15-4-314) at §15-4-303(2) defines a "Minority" as "a black citizen or black lawful permanent resident of the State of Arkansas, black African American, Hispanic American, American Indian, or Asian and Pacific Islander, or a service-disabled veteran as designated by the United States Department of Veteran Affairs." For purchasing records and informational purposes only, pursuant to §15-4-312 (State Agency Reports) please designate below if you, as an individual, or as a company 51% (minority owned) qualify as being a minority business.

□

YES

□

NO

3.2 NON-DISCRIMINATION

UAFS does not discriminate against any employee, applicant for employment, or any person participating in any aspect of any project on the basis of race, creed, color, national origin, religion, sex, age, or physical or mental disability.

3.3 CERTIFICATION OF ILLEGAL IMMIGRANTS

Pursuant to Act 157 of 2007, all bidders must certify prior to award of the contract that they do not employ or contract with any illegal immigrants(s) in its contract with the state. Bidders shall certify online at the Vendor Illegal Immigrant Contracting Disclosure Reporting Screen:

https://www.ark.org/dfa/immigrant/index.php/user/login

The Act is printed in full on the website and contains all information regarding any penalties and the procedures for certification by subcontractors.

3.4 DISCLOSURE OF CONTRACTS OVER $25,000 – GOVERNOR’S EXECUTIVE ORDER 98-04

Pursuant to Executive Order 98-04 which establishes mandatory guidelines and procedures to be followed in the areas of employment, grants, contracts and purchasing to prevent waste, abuse or the appearance of impropriety and to create a clearinghouse for grants and contracts for state government, we must require as a condition of this invitation for bid, that you disclose any relationship with the State of Arkansas. As an individual, you must disclose whether you are a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence. If you are a non-individual entity, you must disclose (i) any position of control, or (ii) any ownership interest of 10% or greater, that is held by a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence.

3.5 EQUAL EMPLOYMENT OPPORTUNITY POLICY

In compliance with Act 2157 of 2005, UA Fort Smith requires that prior to accepting a bid proposal, RFQ, or entering into negotiations for a professional consultant services contract, any entity or person interested in contracting with 10

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the University must submit a copy of their most current equal opportunity policy. UA Fort Smith will maintain a file of all vendor EO policies submitted in response to solicitations for our campus. The submission is a one-time requirement but bidders are responsible for providing updates or changes to their respective policies. Bidders that do not have an established EO policy will not be prohibited from receiving a contract award, but are required to submit a written statement to that effect.

This act may be viewed athttp://www.arkleg.state.ar.us/assembly/2005/R/Acts/Act2157.pdf

3.6 ARKANSAS ACCESS TECHNOLOGY CLAUSE

The vendor expressly acknowledges that state funds may not be expended in connection with the purchase of information technology unless that system meets certain statutory requirements, in accordance with State of Arkansas technology policy standards and Act 1227 of 1999, relating to accessibility by persons with visual impairments.

Accordingly, the Vendor represents and warrants to UA Fort Smith, that the technology provided to the University for purchase is capable, either by virtue of features included within the technology or because it is readily adaptable by use with other technology, of: 1) providing equivalent access for effective use by both visual and non-visual means; 2) presenting information, including prompts used for interactive communications, in formats intended for non-visual use; and 3) after being made accessible, it can be integrated into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired. For purposes of this paragraph, the phrase “equivalent access” means a substantially similar ability to communicate with or make use of the technology. This access may be made either directly by features incorporated within the technology or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state or federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands and other means of navigating graphical displays, and customizable display appearance. If requested, the Vendor must provide a detailed plan for making this purchase accessible and/or a validation of concept demonstration.

All State of Arkansas electronic and information technology purchases must be accessible as specified by standards listed in Arkansas Act 308. A copy of the act is available here:

ftp://www.arkleg.state.ar.us/acts/2013/Public/ACT308.pdf.

If the information technology product or system being offered by the Vendor does not completely meet these standards, the Vendor must provide an explanation within the VPAT detailing the deviation from these standards. A blank copy of the Voluntary Product Accessibility Template (VPAT) form is available here:

http://www.uafs.edu/sites/default/files/Departments/vpat-fill-in_blank.pdf.

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CONTRACT REQUIREMENTS

SECTION 4

Proposers must note in their response if they take exception to any State or Contract requirements outlined in this RFP.

4.1 CONTRACT PERIOD

The required services described herein are to commence with a mutually agreed upon start date. The term of any contract resulting from this RFP (“Term”) will be for a period of one (1) year. The University reserves the option to renew the contract on a yearly basis, each renewal a Term, not to exceed an aggregate total of six (6) renewals or seven (7) years if mutually agreed upon in writing by the Contractor and the University. The University of Arkansas - Fort Smith may terminate the Agreement without cause, at any time during the Term (including any renewal periods); by giving the other party sixty (30) days advance written notice of termination. Additionally, in the event of non-appropriation of funds necessary to fulfill the terms and conditions of the Agreement during any biennium period of the Term (including any renewal periods), the parties agree that the Agreement shall automatically terminate without notice.

4.2 CONTRACT TERMINATION AND ASSIGNMENT

UAFS shall have the right to terminate the resulting contract for any reason during its term, upon giving a minimum of sixty (30) days’ notice to the other party.

The resulting contract will not be assignable without prior written consent of both parties. Any attempted assignment without such consent shall be grounds for immediate termination of the contract.

4.3 CONTRACT EXECUTION DEADLINES

Due to recent Arkansas mandates which require legislative review and approval of certain contracts, the University cannot agree that any contract is void if not fully executed by a vendor-established deadline. The University will ensure that all reasonable efforts are made to process the award as quickly as possible.

4.4 FORMATION OF THE AGREEMENT/CONTRACT

At its option, the University may take either one of the following actions in order to create the agreement between the University and the selected Contractor:

A. Accept a proposal as written by issuing a written notice to the selected Contractor, which refers to the Request for Proposal and accept the proposal submitted in response to it.

B. Enter negotiations with one or more firms in an effort to reach a mutually satisfactory written agreement, which will be executed by both parties and will be based upon this Request for Proposal, the proposal submitted by the firm and negotiations concerning these.

Because the University may use alternative (A) above, each Bidder should include in its proposal all requirements, terms or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

The contents of this RFP will be incorporated into the final contract documents. The following order of precedence shall apply:

1. Agreement 2. Proposal 3. RFP

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4.5 CONTRACT TERMS AND CONDITIONS

This RFP and the Official Signature Document (page 49) shall govern any contract issued as a result of the RFP. Additional or attached terms and conditions, which are determined to be unacceptable to the University, may result in the disqualification of your proposal. Examples include, but are not limited to, indemnification statements, subjugation to the laws of another state, and limitations on remedies. If the proposer submits standard terms and conditions with the proposal, and if any of those terms and conditions are in conflict with the laws of the State of Arkansas, the State laws shall govern.

4.6 APPROVAL BY ARKANSAS GENERAL ASSEMBLY

Respondents to this RFP agree and understand that, if awarded a contract as a result of this RFP, approval of the resulting contract or any amendments to the contract may be subject to review and/or approval by the Arkansas General Assembly and/or any committee or sub-committee of the Arkansas General Assembly in its or their sole discretion. Respondents further agree that in the event such legislative review or approval is not granted or is otherwise withheld, any award under this RFP shall terminate automatically with no penalty to University of Arkansas Fort Smith.

4.7 LIABILITY

Pursuant to Article 12, § 12 of the Arkansas Constitution, the University may not enter into a covenant or agreement to hold a party harmless or to indemnify a party from prospective damages. The parties are responsible for their own negligent conduct and that of their respective officers, employees, agents and designated representatives acting within the official scope of their position.

4.8 GOVERNING LAW AND VENUE

The laws of the State of Arkansas shall govern in connection with the formation, performance and the legal enforcement of any resulting contract. The place of execution and venue governing the resulting agreement is Pulaski County, Arkansas. All matters relating to the validity, construction, interpretation and enforcement of the agreement shall be determined in Pulaski County, Arkansas.

4.9 SOVEREIGN IMMUNITY

The University is an instrumentality of the State of Arkansas and is entitled to sovereign immunity. The parties agree that all claims, demands or actions for loss, expense, damage, liability or other relief, either at law or in equity, for actual or alleged personal injuries or property damage arising out of or related to the agreement by the University or its officers, employees, agents or designated representatives acting within the official scope of their position, must be brought before the Claims Commission of the State of Arkansas. With respect to such claims, demands, or actions, the University agrees that: (a) it will cooperate with the vendor in the defense of any claim, demand or action brought against the Vendor seeking the foregoing loss, expense, damage, liability or other relief; (b) it will in good faith cooperate with the vendor should the Vendor present any claim, demand or action of the foregoing nature against the University to the Claims Commission of the State of Arkansas; (c) it will not take any action to frustrate or delay the prompt hearing on claims of the foregoing nature by the said Claims Commission and will make reasonable efforts to expedite said hearing. The obligations of the paragraph shall survive the expiration or termination of the agreement. Nothing in the agreement between the Vendor and the University shall be construed as a waiver of the University’s sovereign immunity or the University’s right to assert in good faith all claims and defenses available to it in any proceeding.

4.10 ATTORNEY’S FEES

Neither party shall be liable to the other for any payment of attorney’s fees or costs on any claim, demand or action related to or regarding the validity, construction, interpretation, breach or enforcement of the agreement.

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4.11 NOTICE

Notice to the University required or permitted by the agreement shall be effective upon receipt. In addition to any notice provisions specified in the agreement, all notices, requests and other communications required or permitted to be sent under the agreement, including any notice of demand, claim or breach against the University, shall be in writing and shall be delivered personally; or by facsimile (provided such delivery is confirmed); by overnight courier service; or by United States certified mail, postage paid, return receipt requested, to the following address set forth below:

University of Arkansas System Attn: Office of General Counsel 2404 North University Avenue Little Rock, AR 72207-3608 Fax: 501-686-2517

4.12 LAWS, LICENSES & TAXES

Without additional expense to the University, the Contractor shall be liable for and pay all applicable federal, state, and local taxes and shall comply with all local laws, ordinances and regulations and shall obtain and pay for any permits and licenses, unless otherwise specified.

4.13 PERFORMANCE BASED STANDARDS

Recently passed state legislation, Arkansas Public Law 557 of 2015 effective 8/1/15, requires the development and use of performance-based standards, including benchmark objectives, during the term of a service-related contract. Any resulting contract shall contain Performance Standards which identify expected deliverables, performance measures or outcomes; and payment shall be contingent on the extent to which the performance standards were met. See Section 5.

4.14 FORCE MAJEURE

Both parties shall agree that, by reason of strike or other labor disputes, civil disorders, inclement weather, Acts of God, or other unavoidable cause, either party is unable to entirely perform its obligations, such nonperformance shall not be considered a breach of agreement.

4.15 LIABILITY

Pursuant to Article 12, § 12 of the Arkansas Constitution, the University may not enter into a covenant or agreement to hold a party harmless or to indemnify a party from prospective damages. The parties are responsible for their own negligent conduct and that of their respective officers, employees, agents and designated representatives acting within the official scope of their position.

4.16 GOVERNING LAW AND VENUE

The laws of the State of Arkansas shall govern in connection with the formation, performance and the legal enforcement of any resulting contract. The place of execution and venue governing the resulting agreement is Pulaski County, Arkansas. All matters relating to the validity, construction, interpretation and enforcement of the agreement shall be determined in Pulaski County, Arkansas.

4.17 PARKING

Parking on the University property by the Contractor’s employees shall be governed by the same regulations and fees as applied to University employees. The Contractor will also be responsible for the payment of any and all unpaid fines levied for parking violations of Contractor’s employees.

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Contractor employees will be required to procure a faculty/staff parking permit for vehicles to be used on the UA Fort Smith campus if/when implemented by the University.

4.18 INDEPENDENT CONTRACTOR AND PRICE DETERMINATION

The Contractor is an independent contractor and shall not be deemed for any purpose to be an employee or agent of the University.

The Contractor certifies by entering into and signing a contract with the University that neither it nor its principals is presently debarred, declared ineligible, or voluntarily excluded from participation in this transaction by any State department or agency.

A proposal will not be considered for award if it was not arrived at independently without collusion, consultation, communication or agreement as to any matter relating to pricing with any other offeror or with a competitor. In addition, the proposer is prohibited from submitting multiple proposals in a different form; i.e., as prime proposer and as a subcontractor to another prime proposer.

All pricing will remain firm for each contract period. The Contractor must include a certified statement in the proposal certifying that the pricing was arrived at without any conflict of interest, as described above. Should conflict of interest be detected at any time during the contract, the contract shall be deemed null and void and the Contractor shall assume all costs of this project until such time that a new Contractor is selected.

4.19 CONTRACT PAYMENT / INVOICES

All invoices shall be forwarded to the UAFS Accounts Payable Office and must show an itemized list of charges by type of service. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance by UAFS. The University may not be invoiced in advance of delivery and acceptance of any equipment or service.

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PERFORMANCE BASED STANDARDS

SECTION 5

Arkansas Code 19-11-267 requires the use of performance based standards on any resultant contract between the successful vendor and the university. Arkansas State laws regarding Performance Standards in the procurement of services must have the cooperation of the vendor in establishing this provision as part of their purchasing

agreement.

Installation of Software Contract

Service Criteria Standards Remedies Initial installation of software Work products are professional,

comprehensive and consistent with the contracted skill level

Payment may be withheld in part or in whole until acceptable work products are produced

Testing, trouble shooting Provide professional and consistent

skill level Payment may be withheld in part or in whole until acceptable resolution is produced

Timely delivery & completion of

system install Milestone deadlines are met Vendor must provide an acceptable remediation plan

Annual Maintenance/Subscription Service Service Criteria Standards Remedies Website availability 99% uptime rating monthly except

routine maintenance downtime If more than 1% downtime: 20% credit of subscription service for the month in which access fell below 1%.

Response time 1 to 5 seconds If more than 5 seconds: 5% credit of subscription service for the month in which response time exceeds 5 seconds. Help Desk Availability Emails responded to within 24 hours. For each percent below 100%, a 5%

credit of subscription service for the month in which response time exceeds 24 hours.

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DESCRIPTION AND OVERVIEW OF RFP

SECTION 6

6.1 OVERVIEW

UAFS Housing is seeking to award a Student Housing Management System contract to the vendor that can provide the best solution for management of the University’s residential operations while providing the best overall value to the University. This value will be determined by UAFS based on the overall competence, compliance, format and each RFP response, and in-person presentation, as necessary.

The University of Arkansas – Fort Smith was established in 1928 as a junior college extension of the public school system. Most of its history is that of a two-year institution that has operated under several names including Fort Smith Junior College, Westark Junior College, Westark Community College, and Westark College. On December 15, 2000, the respective governing boards of Westark College and the University of Arkansas System entered into an agreement to merge Westark with the System as a four-year, baccalaureate institution operating as the University of Arkansas – Fort Smith. This took place on January 1, 2002 and since that date, the institution has steadily and sometimes dramatically grown in enrollment, complexity, resources, economic impact, geographic reach, and in the number of baccalaureate degree programs offered and will soon offer its first graduate level degree, a masters in health care administration. Today, UAFS is the third largest of the five universities in the University of Arkansas System and the sixth largest of the state’s four-year institutions.

The University has a total enrollment of approximately 6,700 students. UAFS supports 600 full-time staff and faculty, 225 part-time employees, and 175 adjunct faculty.

The housing “system” is comprised of a suite-style residence hall and an eight building apartment complex. The system employs a complex multi-tier rate strategy. The University also offers a comprehensive multi-tiered meal plan option as well.

The University is examining several alternatives for providing this service and may decide, after reviewing proposals submitted, not to enter into any agreement.

A vendor presentation day may be held following the bid due date. Projected timeframe for when presentations could occur is specified in the “Projected Timetable of Activities” section of this RFP. Please keep these dates open to schedule a presentation if you are selected to present.

6.2 GOALS & SCOPE OF WORK

UAFS Housing expects to achieve the following goals through the vendor selected: 1. To simplify processes for both customers and UAFS employees.

2. To obtain web-based, in-depth, accurate, and timely student housing management software.

3. To include, at minimum, functionality for applications, contracting, room assignment and management, billing, and customer/printer reporting and communication for the Housing and Dining function.

4. The University prefers a program that interfaces with Ellucian Banner, External Credit Card Payment Processing System (CORE or TouchNet) and Blackboard Transact.

5. Accountability and desire to work together to form a mutually beneficial long-term partnership. 6. Proactive in communicating and following up on issues and working to find areas of improvement. 7. Achieve cost containment by carrying out a risk based approach that finds the proper balance in service

and cost.

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SECTION 7 REQUIRES A RESPONSE FROM THE PROPOSER. FAILURE TO

RESPOND TO A QUESTION MAY RESULT IN DISQUALIFICATION.

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SERVICE FUNCTIONS

SECTION 7

7.1.1 APPLICATIONS

7.1.1.1 Describe in detail how students may apply and/or modify an application online and what University resources are needed.

7.1.1.2 Describe in detail how guest applications are handled.

7.1.1.3 Describe how your application is customizable to match the look and feel of the institution website. 7.1.1.4 What information is retained on the student application?

7.1.1.5 How is the student's eligibility for housing determined? 7.1.1.6 Describe the workflow for processing student applications.

7.1.1.7 Does the system include a method for managing sex offender checks? 7.1.1.8 Describe the process to determine duplicate record detection.

7.1.1.9 Describe your system's ability to interface with both External Credit Card Payment Processing Systems (CORE or TouchNet), Banner, and Blackboard Transact. 7.1.1.10 Describe your system’s ability to record medical emergency information.

7.1.1.11 Describe how information in your system is displayed to students (examples such as assignments, building, hall director, roommates, etc.) Please give a visual example of this information as it is displayed to students.

7.1.1.12 Describe the ability of the system to flexibly require applications at designated times and only require contracts in other times.

7.1.2 CONTRACTING- HOUSING & DINING

7.1.2.1 Describe the process for a student completing a contract in the system. 7.1.2.2 Does the system accommodate industry standard electronic signatures?

7.1.2.3 Describe how a student may contract for multiple terms (e.g. student who is currently contracted for spring wants to contract for summer or fall).

7.1.2.4 Describe the confirmation process when a contract has been completed. 7.1.2.5 How does your system handle parent signatures for minors?

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7.1.2.6 How does an override process/qualifications work for students with exemptions (such as students with financial aid difficulties or scholarships that cover application fees to the University)?

7.1.2.7 Describe in detail your process for handling on- and off-campus meal plans.

7.1.2.8 Describe how your system could handle multiple meal plans within the same term with potential for multiple contracts during the same term.

7.1.2.9 Explain how dining information can be loaded from the original housing application and allow for changes in meal plan(s).

7.1.2.10 Describe the ability of your product to provide a link to payment gateways and hosted payment interfaces for students to make payments.

7.1.2.11 Describe the ability of the system to provide qualifications for assignment contracts (ex. freshmen should not be able to complete an apartment contract or meal plan contract that is created specifically for Greek students).

7.1.2.12 Describe how your system meets requirements of Federal/State laws. 7.1.3 ROOMMATE MATCHING

7.1.3.1 Describe in detail your roommate matching process. What limits are there on roommate groups (e.g. system permit limits on number or roommate groups that may be formed)? Describe software limitations on non-qualified roommates from forming a group (i.e. gender, LLC (Living Learning Community) grade point averages, athletes, non-allowance of students in multiple roommate groupings). 7.1.3.2 Describe what questions may be used in roommate matching and how much is customization that must be created by the institution.

7.1.3.3 Describe how roommates are notified when they are "paired" together.

7.1.3.4 Describe if your software uses any external resources for roommate matching such as Facebook, LinkedIn, etc. and the process involved.

7.1.4 STUDENT PORTAL FOR ROOM ASSIGNMENTS

7.1.4.1 Does the system allow self-selection for 1) new students, 2) returning students and 3) guests (e.g. visiting faculty or interns).

7.1.4.2 How are special needs such as ADA handled?

7.1.4.3 Describe all steps of how a request for room change is handled in the system and how a request may be processed or initiated by the student.

7.1.4.4 How does the system accommodate roommate requests through self-selection?

7.1.4.5 Describe how occupied and unoccupied rooms may be viewed in the system. Show example. 7.1.4.6 Is the history of student's past room assignments viewable?

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7.1.4.7 Describe the ability/tools to use check-in/out of residents during the move-in/out processes. 7.1.4.8 Describe your systems ability to offer students the opportunity to pre-select a check in/out date/time.

7.1.4.9 Describe in detail all available web/mobile applications of your software management system accessible to students.

7.1.4.10 Describe your system’s ability for students to register on lists such as parking lists, living areas such as LLCs and how it limits or makes these lists exclusionary.

7.1.4.11 Describe the system's ability in allowing students to complete customized forms.

7.1.4.12 Describe the ability of your system to make room assignment changes after the initial assignment has been chosen.

7.1.4.13 Does the self-selection process permit room assignment changes within the contract period such as can it be a replacement for a traditional waiting list? Describe the work flow/approval for these types of changes.

7.1.4.14 Describe the ability of your self-assignment software to limit view of available/beds/rooms by qualifications.

7.1.4.15 Describe the ability of the system to limit what rooms are available to the self-selection process. 7.1.4.16 For a given qualified space, how can overrides be permitted (by staff), thus allowing the students to self-select a room?

7.1.4.17 Describe the ability of your self-selection software to limit by count and/or percentage the number of students living an area (floor, floor section, multiple floors or multiple buildings).

7.1.4.18 Does the system have a way to block a student or a group of students from using self-selection (e.g. athletes do not self-assign or an LLC where the program does selection)?

7.1.5 ROOM ASSIGNMENTS & MANAGEMENT FOR STAFF 7.1.5.1 How are special needs such as ADA handled?

7.1.5.2 Describe in great detail how a request for room change is handled in the system and how a request may be processed. For example, how does a student view an available room and make this request to staff and what is the work flow for the staff member?

7.1.5.3 For administrative assignments, how does the system respect created roommate groups? For example, when staff member searches for available spaces, are appropriate responses returned based upon group, not just the student?

7.1.5.4 Describe the re-allocation of students to their "current" room for a future semester and how the system ensures that qualifications of room type are met.

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7.1.5.5 Describe the administrative ability to check-in/out of residents during the move in/out processes and describe administrative work flow.

7.1.5.6 Describe in detail how room types are configured and how many "clicks" are needed to complete the process. Describe under what situations a new room configuration is needed. Describe the system ability for bulk configuration.

7.1.5.7 Describe the booking history of a room and how many screens are involved in viewing this information. 7.1.5.8 Describe in detail your lottery management system/ability for staff to "gate" students into groups and all process involved in set-up by staff and usage by students (e.g. athletes, honors, Living Learning Community groups).

7.1.5.9 Describe in detail all available features of your web student portal.

7.1.5.10 Describe the ability of your system to consolidate students into the least number of rooms possible. For example, if 20 students sign up are they able to select 20 rooms or are they consolidated to 10 rooms? 7.1.5.11 Describe how staff have the ability to view in "real time" student's process in self-selection.

7.1.5.12 Describe the ability of your system to allow delegation of bed assignments to outside program administrators.

7.1.5.13 Describe the ability of your system to limit athlete assignments based on NCAA regulations.

7.1.5.14 Describe the ability of your system to filter viewable records based upon individual user (i.e. one staff person is assigned fall applications and another is assigned spring).

7.1.6 BILLING

7.1.6.1 Describe how custom defined fees and rates are configured.

7.1.6.2 Can leases be pro-rated based on changes to assignments? How does this process work?

7.1.6.3 Can administration fees be charged for additional requested room changes or meal plan changes? 7.1.6.4 Describe your fee assess processes. Please use examples such as term, individual, building, etc. Is this process automated or a batch run process?

7.1.7 REPORTING AND COMMUNICATIONS

7.1.7.1 Describe what packaged reporting is available. 7.1.7.2 Are ad hoc queries supported? Describe the process.

7.1.7.3 How many years' data can be maintained? How is data stored in your preferred setting? Describe the ability of the system to purge aged records.

7.1.7.4 Can the solution provide other UAFS departments view-only access to specific housing data?

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7.1.7.5 Can the solution provide automated e-alerts to students and staff when changes occur in assignments or applications?

7.1.7.6 What types of other communications to students and staff are provided?

7.1.7.7 Does the system provide the capability of logging interactions with a student, including the record of conversations between staff and student?

7.1.7.8 Describe how your system can attach supporting documents (e-mail, files, including digital information/pictures, other paper forms) to a customer and/or room record and what are the options to label certain messages?

7.1.7.9 Describe the ability of your system to show a complete history of customer contact.

7.1.7.10 Describe how your system handles room condition reports, ability to share and approve these reports by students and create notifications of damages/maintenance requests based upon these reports.

7.1.7.11 Describe other system management, activity, or status reports available. Describe the typical element reported.

7.1.7.12 Describe the mail/merge and/or email functionality processes used to send correspondence either in bulk or to an individual user.

7.1.7.13 Describe the system's trend reporting capabilities.

7.1.7.14 Do you allow third party reporting capabilities such as Evisions, Argos, Crystal Reports, Web Based Reports, etc?

7.1.7.15 Describe the capability of your system to deliver scheduled reports. 7.1.8 MOBILITY APPLICATIONS

7.1.8.1 Describe all available "apps" your system offers and all types of devices these applications are compatible with.

7.1.8.2 Describe your system’s ability to text message with students including opt in/out options. 7.1.8.3 Describe any ability your system has to provide package notification/receiving options. 7.1.8.4 Describe all equipment needed to run "mobile" packages.

7.1.8.5 Within the context of student interaction, do you have an acceptable mobile rendering? If so, please describe that technology. Does it require a local app? Does it use a browser?

7.2 TECHNOLOGY & SECURITY & INTEGRATION

7.2.1AUTHENTICATION

7.2.1.1 Describe the ability of your system to integrate with on-campus Active Directory or Open LDAP for authentication.

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7.2.1.2 Describe the ability of your system to respect Active Directory groups within your application for permissions.

7.2.1.3 Describe the ability of your system to support locally authenticated users. As part of the description, include information regarding the encryption of passwords in transit and at rest.

7.2.1.4 Describe the ability of your system to support enforcement of changing passwords every 90 days. 7.2.1.5 Describe the ability of your system to support password complexity, including minimum length and mix of character types. Specify limitations, if any, to the number of users who can access the system.

7.2.1.6 Describe the administrative roles supported and how access is managed for each role – for example, housing administrator, housing staff, student, conference, attendee, parent, etc.

7.2.1.7 Describe encryption used in your system while data is in transit and in rest. 7.2.2 INSTALLATION/MAINTENANCE

The University currently has approximately 35 staff users with access to various parts of the system. About five of these would be “power users” with heavy daily use. Exact count of users may vary depending on features available in system.

7.2.2.1Will the system be hosted by the vendor? If so, describe your disaster recovery procedures.

7.2.2.2 If the system is locally installed, provide the system requirements and the impact of the number of staff users and student users on sizing of this system.

7.2.2.3Describe the scalability of your system (e.g. add additional server nodes versus replacing with more powerful servers).

7.2.2.4Provide a typical project implementation plan for an installation of our size including milestones and schedule.

7.2.2.5 What is your company policy regarding providing timely application updates in response to critical updates by vendors of required software?

7.2.2.6How often do you typically release application upgrades? Are those included in the cost of the contract? 7.2.2.7Are application updates installed by your support team or by local technical staff?

7.2.2.8What typical downtime is required for routine application upgrades?

7.2.2.9Describe your Quality Assurance program for testing your software upgrades.

7.2.2.10 The University requires a test and production environment. Do you have any limitations for the test environment?

7.2.2.11 What is your process to provide annual maintenance? What is included in annual maintenance? Do you offer multi-year discounts?

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7.2.3 APPLICATION DEVELOPMENT

7.2.3.1 Does your system provide an API such that local application developers can interface with your product programmatically? If so, for what languages is this API provided? If the API is language agnostic (i.e.

SOAP/XML), please describe.

7.2.3.2 Do you support the insertion of database triggers to provide for custom integration? 7.2.3.3 Do you provide a database diagram and description of tables/fields for your database?

7.2.3.4 Do you follow database normalization standards in database design? If so, what normal form is your database?

7.2.4 INTERFACES

UAFS uses Banner, (CORE or TouchNet), External Credit Card Payment Processing System and Blackboard Transact Server.

7.2.4.1 Does the system integrate with Banner? If so, how many integrations have you accomplished? 7.2.4.2 How is data transfer handled (real-time, batch burst, file transfer)?

7.2.4.3 Do you have references for existing Banner clients that can be contacted? See Section 10.

7.2.4.4 Describe the interface capabilities provided by your product (i.e. shared database tables, file based import/export, etc.)

7.2.4.5 Describe the technology/methods you employ to integrate/interface with Banner. 7.2.4.6 Are you an Oracle partner? What level?

7.2.4.7 Do you rely on extracted data to populate your information system? Provide detailed data mappings, including data type and format? Describe the import/export mechanism in detail, including the frequency of import/export.

7.2.4.8 Describe in detail the method used to provide charge and charge reversal data to Banner Student. 7.2.4.9 Can you post charges and charge reversals in real time?

7.2.4.10 Describe the ability for local technical staff to create new interfaces.

7.2.4.11 Describe the ability to interface with Blackboard Transact Windows 3.12 for one or more board, block and declining balance plans? Does this require a TIA? If so, is this included in the cost of the contract?

7.2.4.12 Describe how this interface functions with regards to traditional meal plans (i.e. xx number of meals per week), block-based meal plans (i.e. xx number of block swipes are loaded with contract) and declining balance meal plans (i.e. xx dollars loaded with contract). Describe how adds/changes/deletes of meal plans are correctly handled.

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7.2.4.13 For the meal plan interface, describe how it supports students who cancel a meal plan after partially consuming some of its benefits (i.e. student purchases an 80-block plan, then consumes two (2) block swipes, then tries to cancel the meal plan).

7.2.4.14 Describe the ability of your system to import demographic data (i.e. students, addresses, FERPA restrictions, GPA flags, Housing flags, etc.). How does the system prevent inappropriate disclosure of FERPA restricted information?

7.2.4.15 Describe the ability of your system to export demographic data (i.e. student on-campus addresses). 7.2.4.16 Does the system allow import from Banner or Excel? If so, which system(s) and please describe the process.

7.2.4.17 Describe how input data is inspected and validated prior to use. Is input validation applied at all interfaces including web, mobile, API/Protocol interfaces.

7.2.5 ACCOUNT MANAGEMENT AND SUPPORT

7.2.5.1 Provide detailed description of the processes, personnel, systems, and hardware/software utilized to ensure adherence to industry best practices.

7.2.5.2 Describe the support agreement options available for your product (i.e. hours of support, what is included/excluded, etc.).

7.2.5.3 Describe the process for users to receive support (i.e. email, phone, etc.).

7.2.5.4 Describe your triage process for support issues and how different priority issues are routed AND communicated to the customer.

7.2.5.5 What is the average initial response time for submitted problem reports?

7.2.5.6 Describe how support staff provides remote support (e.g. WebEx) and any local requirements for providing support (i.e. required software, firewall requirements, etc.).

7.2.5.7 Does vendor have an account that permits access to the system when not in an active support call? 7.2.5.8 Will a dedicated account manager be assigned to the University?

7.2.5.9 Describe the process for community features to be added to the system.

7.2.5.10 In support triage, detail how you define a critical response need versus minor emergencies? 7.2.5.11 Describe in detail your emergency response.

7.2.5.12 Describe the user community (i.e. user groups) and facilities provided by the vendor for community interaction (i.e. discussion boards, listserv, knowledge base, etc.).

7.2.5.13 Describe training opportunities available as part of support contract (i.e. training videos, vendor visits, user conference attendance, and web meetings).

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7.2.5.14 Billing Flexibility and Capabilities: Describe your billing system and capabilities. Will the University be billed weekly, monthly or yearly? Please provide a sample of your billing statement.

7.2.6 AUDIT

7.2.6.1 Describe the level of database auditing provided by your system. 7.2.6.2 What actions in the system are auditable?

7.2.6.3 How are audit events and other activity recorded?

7.2.6.4 Can these logs be exported to centralized log event collection environments?

7.2.6.5 Does your product support installations and use of event log collections agents at the operating system level?

7.2.7 COST

7.2.7.1 Provide base cost

7.2.7.2 Provide cost for annual maintenance

7.2.7.3 Provide package pricing and volume discounts

7.2.7.4 If cost of integration is not included in base price, please provide the cost. 7.2.7.5 Describe any additional package pricing options that have not been listed above.

7.2.7.6 Under what circumstances, if any, would additional charges be incurred? Explain in detail. 7.2.8 GUARANTEES

7.2.8.1 Describe any service guarantees, if any.

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ANTICIPATED RFP TIMETABLE

SECTION 8

TASK DATE

Release of Request for Proposal May 2, 2016 Deadline for Written Questions by Vendors May 13, 2016 Deadline for Written Responses to Vendors May 20, 2016 Proposals Due from Vendors June 6, 2016

Pre-Award Presentations (anticipated) TBD (Week of June 20, 2016) Notice of Intent to Award July 11, 2016**

There will be no penalty to UAFS should the time periods listed after the Proposal Opening Date vary. However, diligence will be given to comply with the schedule as listed.

**Subject to approval.

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SELECTION CRITERIA

SECTION 9

9.1 EVALUATION AND SELECTION PROCESS

An evaluation committee will evaluate the proposals received as a result of this RFP. All submittals are to be complete; partial submittals will not be accepted. A complete submittal is defined as one which is responsive to all the components in each section specified in the RFP. The University is under no obligation to contact applicants for clarification but reserves the right to do so.

It is the intent of the University to award an Agreement to the respondent deemed to be the most qualified and responsible firm(s), who submits the best overall proposal based on an evaluation of all responses. Selection shall be based on UAFS assessment of the vendor’s ability to provide adequate service, as determined by the evaluation committee elected to evaluate proposals.

The University of Arkansas – Fort Smith reserves the right to reject any or all Proposals or any part thereof, to waive informalities, and to accept the Proposal or Proposals deemed most favorable to the University. Where contract negotiations with a respondent do not proceed to an executed contract within a time deemed reasonable by UAFS (for whatever reasons), UAFS may reconsider the proposals of other respondents and, if appropriate, enter into contract negotiations with one or more of the other respondents. Each response will receive a complete evaluation and will be assigned a score of up to 100 points possible based on the following items:

A. FUNCTIONALITY, SERVICE AND SUPPORT (40 Points)

Vendor with the highest rating shall receive forty (40) points. Points shall be assigned based on factors within this category, to include but are not limited to:

• Quality and approach of functional modules

• Web-based features, system reliability and availability • Account management and customer service capabilities • Reports and metrics

B. SECURITY, COMPLIANCE AND INTEGRATION (20 Points)

Vendor with highest rating shall receive twenty (20) points. Points shall be assigned based on factors within this category, to include but are not limited to:

• Adherences to Industry Best Practices • System security

• System integration capabilities

C. VENDOR IMPLEMENTATION AND MAINTENANCE (10 Points)

Vendor with highest rating shall receive ten (10) points. Points shall be assigned based on factors within this category, to include but are not limited to:

• Vendor implementation plan and schedule • Training

• Vendor support during implementation • Vendor maintenance

D. VENDOR HISTORY AND PAST PERFORMANCE (10 Points)

Vendor with highest rating shall receive ten (10) points. Points shall be assigned based on factors within this category, to include but are not limited to:

• Company Overview • References

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E. COST (20 Points)

Points shall be assigned for the cost of the specific components and services, which comprise the overall system, including annual maintenance cost, as follows:

• Cost points will be assigned on the specific component basis as reflected on the Official Price Sheet, for comparison and evaluation purposes.

• The bid with the lowest estimated cost of the overall system will receive the maximum points possible for this section.

• Remaining bids will receive points in accordance with the following formula: (a/b)(c) = d

a = lowest cost bid in dollars

b = second (third, fourth, etc.) lowest cost bid c = maximum points for Cost category (20) d = number of points allocated to bid

Failure of the Respondent to provide in his/her proposal any information requested in this RFP may result in disqualification of his/her proposal and shall be the responsibility of the respondent.

AWARD

This contract shall be awarded to the bidder who has met all the requirements of this RFP and has the highest score on the evaluation as determined by the evaluation committee.

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BIDDER INFORMATION / REFERENCE

SECTION 10

Bidder must provide the following information as part of this proposal: 1. Respondent Representative

Contact Name Telephone Email Address Address

2. References of your current customer(s) as specified in Section 4 of this RFP document: a. Company/Organization Name: Contact Name Telephone Email Address Address b. Company/Organization Name: Contact Name Telephone Email Address Address c. Company/Organization Name: Contact Name Telephone Email Address Address 31

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OFFICIAL PRICE SHEET

SECTION 11

If pricing is dependent on any assumptions that are not specifically stated on this Official Price Sheet, please list those assumptions accordingly on a separate spreadsheet and show detailed pricing. Any additional pricing lists should remain attached to the Official Price Sheet for purposes of accurate evaluation. Reference Section 3-Costs for further detail. All pricing set forth in any response to this RFP shall be unconditionally guaranteed for a minimum of six months from the published due date for responses to this RFP. See Section 1.4.

The University will not be obligated to pay any costs not identified accordingly. The respondent must certify that any costs not identified by the respondent, but subsequently incurred in order to achieve successful operation of the service, will be borne by the respondent. Failure to do so may result in rejection of the bid.

ITEM QTY DESCRIPTION PRICE EACH TOTAL

1 Hardware $ $

2 Software $ $

3 Training & Support $ $

4 Annual Maintenance $ $ 5 Implementation $ $ 6 Other $ $ Grand Total

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OFFICIAL SIGNATURE & ACKNOWLEDGEMENT DOCUMENT AX-16-011

SECTION 12

THIS PAGE MUST BE COMPLETED AND SUBMITTED WITH YOUR PROPOSAL RESPONSE

I, the undersigned duly authorized representative of the proposer, understand that the proposal must be signed by the proposer or an authorized representative of the proposer. Further, I acknowledge that I have read and understand all the proposal instructions, specifications, terms and conditions, and agree, on behalf of myself and the proposer to be bound by them.

Receipts of the following Addenda are hereby acknowledged: (List all / any Addenda) ADDENDUM NO._________________________ ADDENDUM NO._________________________ ADDENDUM NO._________________________ ____________________________________ Signature ____________________________________ Name & Title (Typed or Printed)

____________________________________ Company Name

_____________________________________ Address and Telephone

_____________________________________ Employer Identification Number

REQUEST FOR PROPOSAL RFP# AX STUDENT HOUSING MANAGEMENT SYSTEM. ISSUE DATE: May 2, 2016 DUE DATE: June 6, :00 PM CST