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ALABAMA A&M UNIVERSITY
REQUEST FOR PROPOSAL #P0014
CABLE TV SERVICE
RFP Issued: September 26, 2012
Pre-Proposal Conference October 08, 2012
Deadline for Submitting Questions October 15, 2012
Deadline for Submitting Proposals October 26, 2012
Notification of Three (3) Short-Listed Firms November 09, 2012
Interview/Selection November 22, 2012
Contact: Mrs. Elizabeth Sloan-Ragland
Director of Telecommunication Center/WJAB
or
Michael Morns, Chief Engineer
P: (256) 372-8790
F: (256) 372-5904
By: Delores Hudson____
Purchasing Director
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TABLE OF CONTENTS
Notice for Proposers ….................................................................................................................. 4
A. Mandatory Pre-Proposal Meeting …............................................................................. 4
B. Attendance …................................................................................................................. 4
C. Questions, Inquiries, or Requests For Clarification …................................................. 4
1.0 Introduction ….......................................................................................................................... 5
1.1 Purpose …..................................................................................................................... 5
1.2 Background ….............................................................................................................. 5
2.0 Schedule …............................................................................................................................... 6
3.0 Project Description and Scope …............................................................................................. 6
4.0 Vendor Requirements ….......................................................................................................... 7
5.0 Required System Specification …............................................................................................ 8
6.0 Evaluation Criteria and Contract Award …............................................................................ 9
6.1 Evaluation Criteria ………………………………………………………………. 9
6.2. Contract Award ……………………………………………………………...…. 10
7.0 Submittal Requirements …..................................................................................................... 11
Title Page ……………………………………………………………………...……….. 13
Proposal Submittal Form ………………………………………………………….…… 13
Transmittal Letter ……………………………………………………………….………13
Table of Contents …………………………………………………………….………... 13
Tab 1 Executive Summary ……………………………………………………. 13
Tab 2 Corporate Background and Experience ………………….……………...14
Tab 3 Project Organization …………………………………………………… 14
Tab 4 Technical Approach ……………………………………………………. 14
Tab 5 Cost Proposal ………………………………………………….……….. 14
Tab 6 Financial Report ………………………………………………...……… 14
Tab 7 Vendor’s Standard Form of Agreement ………………………….……. 14
Tab 8 Additional Services …………………………………………………….. 15
Tab 9 Exceptions ……………………………………………………………… 15
Tab 10 Required Forms and Documentations …………………………….…… 15
8.0 General Information on Submitting Proposals ….................................................................. 16
9.0 Contract Terms and Conditions ……..................................................................................... 18
Attachment A: Required Forms ………………………………………………………………... 23
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Attachment B:
University’s Mission, Values, and Expectations Statements …………………39
Attachment C:
Campus Map …………………………………………………………………. 40
.
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NOTICE FOR PROPOSERS
A. MANDATORY PRE-PROPOSAL MEETING
A mandatory pre-proposal campus visit and tour at the Telecommunication Center
Conference Room on October 8, 2012, from 10:30 a.m. until 12: noon. After the campus
tour, a question and answer session will be held in the Telecommunication Center
Conference Room 209. Please notify Mrs. Elizabeth Sloan-Ragland or Mr. Michael
Morns @ (256) 372-8790 no later than October 4, 2012 with the names of the individuals
who will be attending the on-site visit.
B. ATTENDANCE
1. This site visit is required to acquaint the vendors with University’s campus layout
and existing cable TV system. All vendors desiring to submit proposals in
response to this Request for Proposal (RFP) are required to attend this site visit.
Proposals will only be accepted from those proposers who are represented at the
meeting. Attendance will be evidence by the representative’s signature on the
attendance roster.
2. No one will be admitted fifteen (15) minutes after the specified time of the pre-
proposal meeting.
C. QUESTIONS, INQUIRES, OR REQUESTS FOR CLARIFICATION
1. Any explanation desired by any proposer regarding the meaning or interpretation
of this RFP, Scope of work and/or technical specifications and other solicitation
documents must be submitted to Mrs. Elizabeth Sloan-Ragland, in Microsoft
Word format via e-mail, no later than the date and time specified on page 1 of
this RFP.
2. Questions and answers will be e-mailed to all prospective proposers who attended
the mandatory pre-proposal meeting. Oral responses provided by the University
at the pre-proposal meeting shall not be considered official.
3. It shall be the obligation of the proposer to exercise due diligence to discover and
bring to the attention of the University, at the earliest possible time any
ambiguities, discrepancies, inconsistencies, or conflicts in or between any of the
technical, pricing, or contractual provisions in this RFP.
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1.0 INTRODUCTION
1.1 PURPOSE
Alabama A&M University is soliciting proposals from qualified companies to
provide quality cable television services up to potential 1661 outlets, in the
manner described herein, programming will be distributed to Dormitories
(residence halls), Office Area, Conference Rooms, Football Stadium, Health
Science Center, Student Center, Library, and other related areas owned and
operated by Alabama A&M University.
For the purpose of this Request for Proposal (RFP); the term “Quality Cable
Television Service” mean cable service consistent with industry standards
including signal strength, reception quality, and community of service which
meets or exceed signal levels of OBD to 10DB, with maximum difference
between adjacent video carriers 3DB, and a maximum difference between any
carriers 12DB, with optimum level, customs and practices.
Any data supplied with the RFP or any meeting providing information regarding
the number of participants of the cable system, the number of residents, and
similar such information is expressly herby noted to be an estimate figure as of a
certain date for the general guidance of vendor and is not intended to be specific
and accurate as to detail. It is the vendor’s responsibility to ascertain the physical
and technical properties of this activity.
1.2 BACKGROUND
Organized in 1875, Alabama Agricultural and Mechanical University is a
dynamic and progressive land-grant institution with a strong commitment to
academic excellence. The picturesque campus is situated on what many alumni
and friends fondly refer to as “the Hill,” only a few miles from downtown
Huntsville. It offers numerous degree programs, including four Ph.D. degrees in
Food Science, Physics, Plant Soil Science, and Reading/Literacy. Each year, the
campus welcomes a Noble Laureate to serve as guest lecturer to students, faculty
and the community.
AAMU provides baccalaureate and graduate studies that are compatible with the
times to all qualified and capable individuals who are interested in further
developing their technical, professional, and scholastic skills and competencies.
It operates in the three-foil function of teaching, research, and public service,
including extension.
Among an extensive list of distinguished alumni are: John Stallworth, former
Pittsburgh Steeler and Pro Football Hall of Famer; William E. Cox, President,
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Cox Matthews & Associates (Publisher of Diverse Issues in Higher Education). Ruben
Studdard, former “American Idol:, and many others.
2.0 SCHEDULE
The schedule for the development of Digital Cable TV plan must be coordinated with
A&M’s academic calendar, and major events such as commencement which may impact
availability of key staff. The schedule for Digital Cable TV Plan process also must be
coordinated with the ongoing development of A&M’s strategic vision led by President
Hugine and A&M’s Board of Trustees. Consistent with these parameters, the following
initial milestone dates have been targeted for the Campus Digital Cable TV Plan.
RFP Release Date----------------------------------------------------------September 26, 2012
Pre-Proposal Conference-----------------------------------------------------October 08, 2012
Deadline for Submitting Questions-----------------------------------------October 15, 2012
Deadline for Submitting Proposals------------------------------------------October 26, 2012
Notification of Three (3) Short-Listed Firms---------------------------November 08, 2012
Interview/Selection---------------------------------------------------------November 22, 2012
3.0 PROJECT DESCRIPTION AND SCOPE
3.1 The purpose of this Request for Proposal (RFP) is to consolidate satellite pro-
gramming through one (1) vendor to allow for the coordinated expansion of
programming of the Telecommunications Center. Programming will be dis-
tributed to dormitories (residence halls), office area, conference rooms, the
football stadium, the health science center, the student center, the library, and
other related areas owned and operated by Alabama A&M University.
3.2 The successful Vendor will supply programming on a demand basis on a per
month basis. Areas not receiving satellite programming during specific portions
of the year (an example would be a specified residence hall that is not occupied
during the summer months will not be charged for this time period).
3.3 It will be the responsibility of the successful vendor to supply programming on
a “tiered basis” as defined by the programming choices indicated in this proposal
document. It is the intent of Alabama A&M University to provide programming
on 3-T channels to be used for Alabama A&M University (Closed circuit Campus
TV) and 1 channel to provide for community programming to keep the
community connected to the University.
3.4 Vendor will completely install, operate, and maintain a state-of-the art cable
television system for Alabama A&M University. Vendor may also provide a
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digital satellite systems for head-end programming reception and will provide
the off-air reception system if necessary to receive local broadcasting stations.
The University will be able to customize the channel programming by selecting
a preferred channel line-up from a wide selection of programming as well as
incorporating independent programming. The University will be able to change,
alter, or modify the programming at any time during the term of the agreement
with the successful vendor.
3.5 Vendor must provide a time line for system design and configuration, equipment
delivery, cable installation, testing, and energizing. The installation process shall
not begin any earlier than December 10, 2012 and must be completed with the
system being energized prior to January 31, 2013. The vendor shall incur
penalties for work that is not completed on schedule.
3.6 The proposed system will be a state-of-the-art satellite based system that offers up
to the maximum channels of programming and will consist of a fully digital elec-
tronic head-end consisting of all required components for the reception, process-
ing, and distribution of high quality video signals, utilizing existing inside and
outside cable plant, or vendor will install cable if necessary.
3.7 The channel line-up will consist of at least the maximum Expanded Basic Chan-
nels, which will include entertainment, and educational channels, 3 interactive
channels. Vendor must include in the proposal a copy of their Expanded Basic
channel line-up.
3.8 Alabama A&M University will supply cable drop numbers (with building
locations) on a semester basis. This information will be submitted the first of
each semester. Alabama A&M University’s Telecommunications Center will
maintain all distribution equipment and will be responsible for coordinating the
installation of additional outlets (drops) with the successful vendor as defined by
the details in this proposal document. The RF outlets utilized as part of the head-
end monitoring and control system shall not be counted in determining the
number of cable drops. This area will be located in the Telecommunications
Center - R. D. Morrison Fine Arts Center, Normal, Alabama Campus.
4.0 VENDOR REQUIREMENTS
4.1 Vendor will retain ownership of all electronic and reception equipment.
4.2 Vendor will provide a comprehensive technical and maintenance service.
4.3 Vendor will provide resolution structure to quickly resolve any questions of
responsibility of rights.
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4.4 All associated cost including permits, licenses, materials, and labor required to
design and build the cable system will be the responsibility of the vendor as well
as all cable and system maintenance cost during the term of the contract.
4.5 The vendor must furnish certification of authority to conduct business in the state
of Alabama as a condition of contract award.
4.6 Vendor will maintain 24 hour, 7 day week, and active customer service phone
lines. The service number is to be answered by customer service representative
from 8 a.m. to 5 p.m. Monday through Friday. For service calls made after hours,
weekends, and Holidays, this line is to be covered at minimum by an answering
service which is instructed to relay any emergency service request 24 hour “on-
call” technician.
4.7 The company must provide an annual walk through and maintenance of the plant
during the period of May 15 through June 15.
5.0 REQUIRED SYSTEM SPECIFICATION
5.1 Vendor design and construction will meet all FCC technical standards
5.2 All construction of “Plant and Distribution” trunk amplifiers, line extender, and
couplers, will consist of a minimum, 850 MHzPIII with 850 jacketed/flooded
trunk cable and 500 jacketed/ flooded feeder cable.
5.3 The head-end receiving equipment will consist of state-of-the-art electronic
components (digital satellite receivers, 60-DB modulators, and off-air processors,
Scientific Atlanta, Blonder Tongue, or equivalents.
5.4 3-T channels for use by Alabama A&M University
5.5 An advance cable control system to eliminate the need for converter boxes with
cable ready television.
5.6 Reception equipment must be digital satellite system.
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6.0 EVALUATION CRITERIA and CONTRACT AWARD
6.1 Evaluation Criteria
Proposals will be evaluated according to completeness, content, experience with
similar projects, ability of the vendor and its staff, and cost. Award shall be
made to the responsible vendor whose proposal is determine to be the most
advantageous to the University taking into consideration the evaluation factors
set forth in the solicitation. Price, although a consideration, will not be the sole
determining factor. The University will review all accepted proposal with par-
ticular emphasis on the following criteria which is not listed in a particular
order:
A. Ability to render satisfactory service, in the instance, particularly projected
finalization time of system project from award to completion.
B. Vendor’s previous record of performance and service (via references
provided with proposal), including available local support and response
time, variety and depth of service available, and experience in the
industry.
C. Service aspect of proposal.
D. Dedicated customer support.
E. Base “RFP” price to the University.
F. Warranty of the completed system, including, but not limited: quality and
readability of vendor’s system performance, speed, user-friendliness, and
back-up systems.
G. Conformance to required contract provisions, including, but not limited to:
quality and reliability of Vendor’s system performance, speed, user-
friendliness, and back-up systems.
H. Availability of representative to the University for discussion and
consultation.
I. Company size, proof of financial stability, industry stability, and
understanding and commitment to the issues and needs of Alabama A&M
University, specifically the residential marketplace.
J. Service philosophy, particularly corporation with University
representatives.
K. System architecture, design, etc. including; features offered and flexibility;
utilization of industry standards; the ability of the proposed system to
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easily expand; compatibility/ease of integration from system from current
system and equipment.
L. Other considerations or enhancements offered by the vendor.
The University will receive proposals from firms having specific experience,
resources, and qualifications in the Proposed Scope of Work. Proposals for
consideration for this project must contain evidence of the firm’s experience
and abilities in the specified area and other disciplines directly related to the
proposed service. Other information required by the University to be submitted in
the response to this RFP is Included elsewhere in this solicitation.
A selection committee will review and evaluate all proposals submitted by the
date and time and may conduct oral presentations or a combination of both. The
selection committee will have only the responses to this solicitation to review for
selection of finalists and therefore, it is important that proposals emphasize
specific information pertinent to the service to be provided. Evaluation of the
responses will be based on the following criteria:
30 points Completeness, originality, and creativity of the proposed approach
to the scope of service.
25 points Similar experience and qualifications of personnel to perform the
services.
20 points Firm qualification and previous record of performance and service
(via references provided with Proposal), including available local
support and response time, variety and depth of service available,
and experience in industry.
25 points Cost Proposal
___________________________________________________________
100 points
6.2 CONTRACT AWARD
1. The University anticipates awarding one (1) contract. Award of a contract
to one vendor does not mean that the other proposal lacked merit, but that,
all factors considered, the selection proposal was deemed to provide the
best value to Alabama A&M University. Vendor must be aware that this is
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a request for offers not a request to contract, and Alabama A&M reserves
the right to reject any and all proposals when such rejection is deemed to
be in the best interest.
2. Proposals will be rank ordered. Selection shall be made of one (1)
Proposer deemed to be the best for the project on the basis of the
evaluation factors.
3. A selection panel will review the proposals using written score sheets. As
the panel may require a personal interview with up to three (3) of the
highest ranked proposers, the date and time specified on page 1 of this
RFP shall be reserved for proposal interviews.
4. The interview will provide an opportunity for the Proposer to clarify their
proposal in response to questions from the selection committee. This is a
fact finding and explanation session only and does not include negotiation.
5. As the interviews are optional for the University, Proposers should treat
their proposal as a final product.
6. Negotiations shall commence with the selected Proposer in order to
achieve a binding price and agreement on contract terms. If negotiations
with the top-ranked Proposer are not successful, discussions will
commence with the next highest ranked Proposer, and negotiations will
continue in this manner until an agreement is reached.
7. The award document will be a contract incorporating by reference the
Request for Proposals, Terms and Conditions, Contract Provisions, Scope
of Work and/or Technical Specifications, and the Contractor’s proposal as
negotiated.
8. Until the final award by Alabama A&M University, said University
reserves the right to reject any and/or all RFPs, to waive technicalities, to
re-advertise, or to proceed otherwise when the best interest of said
University will be realized hereby.
7.0 SUBMITTAL REQUIREMENTS
Proposals shall be delivered in sealed envelopes or boxes and must be received no later
than 2:00 p.m. on October 26, 2012. Packages must be addressed to:
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Delores Hudson
Purchasing Department
Alabama A&M University
305 Patton Hall
4900 Meridian Street
Normal, Alabama 35762
Proposers are required to submit one (1) original (marked “original”) and five (5) copies
(marked “copy”) of the complete proposal. Proposals must be typed and submitted on
8½” x 11” paper. Elaborate brochures and promotional material is not desired.
Proposers may submit only one proposal in response to this RFP. Proposers are fully
responsible for timely delivery of proposals. Any proposal received after the stated
closing time will be returned unopened. If proposals are sent by mail to the Purchasing
Department, the proposer shall be responsible for actual delivery of the proposal to the
Purchasing Department before the advertised date and hour for the opening. Proposals,
which are delayed, will not be considered and will be returned unopened. Electronic,
facsimile, or verbal proposals shall not be accepted. Proposals shall be kept unopened
until after the closing date and time.
To facilitate comparison and evaluation, Proposers must follow the format outlined
in this section. Failure of Proposer to follow the required format may, at the sole
discretion of the University, result in the rejection of the submittal. Proposals shall
contain concise written material and illustrations that enable a clear understanding and
evaluation of the capabilities of the Proposer. Legibility, clarity, and completeness are
essential. The University, at its sole discretion, may reject any proposal which is unclear
in any way.
Proposals must be organized in the following manner – use tabs for items indicated
below:
Title Page
Proposal Submittal Form
Transmittal Letter
Table of contents
Tab 1.0 Executive Summary
Tab 2.0 Corporate Background and Experience
Tab 3.0 Project Staffing and Organization
Tab 4.0 Technical Approach
Tab 5.0 Cost Proposal
Tab 6.0 Financial Report
Tab 7.0 Vendor’s Standard Form of Agreement, if applicable
Tab 8.0 Additional Services
Tab 9.0 Exceptions
Tab 10 Required forms and Documentation
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Title Page
The Title Page should contain the name and identification number of this
proposal, and identify the name, the title, company, mailing address, telephone
and facsimile number of the contact person who is authorized to commit the
Proposer to contractual arrangements with the University. This person will be
considered by the University as the Proposer’s contact point for all
communication regarding this procurement.
Proposal Submittal Form
The submittal form is included in the Attachment A of the RFP. It must be
completed, signed, and incorporated into the submitted Proposal. Failure to do so
may result in disqualification.
Transmittal Letter
The transmittal letter shall constitute a firm offer to the University and be utilized
to introduce the proposers. Transmittal letters should contain the following
information:
Designation of the business entity that will contract with the University.
A brief identification of the roles of all Proposers team members.
Identification of the principal contact person for the Proposer and an
alternate contact person together with addresses, telephone and facsimile
numbers, and e-mail address.
A clear statement indicating that the attached Proposal constitutes a firm
and binding Bid by the Proposer to the University.
A clear statement indicating that all information in support of the Proposal
is accurate, truthful, and factual.
Table of Contents
Proposals should contain a detailed table of contents listing major sections and
subsections which correspond to the requirements of the Proposal.
Tab 1.0 Executive Summary: An executive summary will briefly describe
the vendor’s approach and clearly indicate any options,
alternatives, or enhancements being proposed. It should also
14
indicate any major requirements that cannot be met by the vendor.
Alabama A&M University will assume full compliance with all
specifications herein if no exception is taken. Any award made by
the University hereunder shall bind the vendor to the terms,
conditions, and specifications set forth in this Request for
Proposal. Vendors whose proposals do not conform to said
terms, conditions, and specifications should so note in their
response to this section. No exceptions will be considered to have
been taken by a vendor unless it is properly set out as provided
above.
Tab 2.0 Corporate Background and Experience: This section shall
include background information on the organization and should
give details of experience with similar projects. A list of three
references (including contact persons and telephone numbers) for
whom similar work has been performed shall be included.
Tab 3.0 Project Organization: This section must include the proposed
staffing, deployment, and organization of personnel to be assigned
to this project. The vendor shall provide information as to the
qualifications and experience of all executives, managerial, legal,
and professional personnel to be assigned to this project, including
resumes, citing experience with similar projects, and the
responsibilities to be assigned to each person.
Tab 4.0 Technical Approach: This section shall include, in narrative,
outline, and/or graph form the vendor’s approach to accomplishing
the tasks outlined in the Project Description and Scope, Section 3.0
of this RFP. The vendor must demonstrate their ability to meet all
specifications as outlined in the Project Description and Scope,
Section 3.0, Vendor Requirements, Section 4.0, and, Required
System Specifications, section 5.0. A description of each task and
the schedule for accomplishing each shall be included.
Tab 5.0 Cost Proposal: The Cost Proposal must be submitted on the
“COST PROPOSAL SHEET” with all required information
provided.
Tab 6.0 Financial Reports: Furnish a current audited financial report for
the company’s most recent fiscal year.
Tab 7.0 Vendor’s Standard Form of Agreement: If the University will be
required to sign the vendor’s standard form of agreement, it
MUST be submitted with your proposal for review by the
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University Legal Counsel. Proposals that are contingent upon the
University’s acceptance of the vendor’s terms and conditions may
be at a competitive disadvantage in the evaluation process. Further,
if the University cannot accept the vendor’s terms and conditions,
the University may reject such proposals as non-responsive. If
vendor’s terms are revised by the successful vendor after the
University has awarded any resulting contract, and the University
cannot accept the terms as altered, the University reserves the right
to revoke and cancel the contract by written notice to the
successful vendor within sixty (60) days of becoming aware of
such revisions.
Tab 8.0 Additional Services: Describe any other services or options,
beyond those identified in this RFP the proposer would
recommend with the associated proposed fee, including expenses.
Tab 9.0 Exceptions: Any exception taken to ANY portion of this Request
for Proposals must be so stated on the proposal response sheets or
Alabama A&M University will assume compliance with all
requirements as stated. The successful vendor will be responsible
and accountable for providing those items as specified in their
proposal.
Tab 10 Required Forms and Documentation: All forms must be signed
by an authorized signer who is legally able to bind the Proposer.
Proposal submittal Form
Company Information Questionnaire
Certification of Primary participants regarding
Debarment, Suspension, and Other Ineligibility and
Voluntary Exclusions
Certification of Restrictions on Lobbying
Certification of Insurance Coverage
Non-Collusion Affidavit
Exceptions to the Scope of Work
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References
Terminated Contracts
Subcontractors
Proof of E-Verify Enrollment
Disclosure Statement
Cost Proposal Sheet
8.0 GENERAL INFORMATION ON SUBMITTING PROPOSALS
8.1 This request for proposal creates no obligation on the part of AAMU to award a
contract or to compensate bidders for proposal presentation expenses. The
University will not be responsible for any cost incurred by any vendor in
preparing and submitting a proposal. The University may cancel this Request for
Proposal (RFP) in whole or part at any time.
8.2 Alabama A&M University reserves the right to award a contract based upon the
offers received without further negotiation.
8.3 Before the award of the contract, the University will require an offer or to submit
evidence related to the financial, technical, and other qualifications and abilities
of the bidder.
8.4 If it becomes necessary to revise any part of this RFP, addenda will be provided to
all vendors who received the initial RFP. An acknowledgment of the receipt of
all amendments, addenda, and changes issued shall be required from all vendors
receiving the RFP. All addenda and amendments issued by the University will
become part of the specifications.
8.5 the proposal should be prepared simply and economically providing a straight
forward, concise description of the vendors offers to meet the requirements of the
RFP.
8.6 Vendors who submit proposals will, at the option of AAMU, are required to make
individual presentations to representatives of the University.
17
8.7 All vendors must agree to meet all the provisions of the Request for Proposal and
the University may, at its sole discretion, reject any offer which contains any
exception thereto.
8.8 Bid Bond and Guarantees: A Performance Bond will be required with the
Cable-TV Proposal.
8.9 Competitive Offer: The signer of any proposal submitted in response to this
RFP certifies that this proposal has not been at collusively or otherwise in
violation of either Federal or Alabama antitrust laws.
8.10 Oral Explanation: The University shall not be bound by oral explanations or
instructions given at any time during competitive process or after award.
8.11 Reference to Other Data: Only information which is received in response to
this RFP will be evaluated; reference to information previously submitted shall
not be evaluated.
8.12 Cost for Proposal Preparation: Any costs incurred by vendor in preparing or
submitting proposals are the vendors’ sole responsibility; Alabama A&M
University will not reimburse any vendor for any costs incurred prior to award.
8.13 Time for Acceptance: Each proposal shall state that it is a firm offer which may
be accepted within a period of 120 days. Although the contract is expected to be
awarded prior to that time, the 120 day period is requested to allow for unforeseen
delays.
8.14 Titles: Titles and headings in this RFP and any subsequent contract are for
convenience only and shall have no binding force or effect.
8.15 Right To Submitted Material: All responses, inquires or correspondence
relating to or in reference to the RFP, and all other reports, charts, displays,
schedules, exhibits, and other documentation submitted by the vendor shall
become property of the University when received.
8.16 Vendor’s Representative: each vendor shall submit with its proposal the name,
address, and telephone number of the person(s) with authority to bind the firm and
answer questions or provide clarification concerning the firm’s proposal.
8.17 Subcontracting: Vendor may propose to subcontract portions of the work
provided that their proposals clearly indicate what work they plan to subcontract
18
and to whom and that all information required about the prime contractor is also
included for each proposed subcontractor.
8.18 Award for All or Part: Unless otherwise specified, if it is in the best interest of
the University to do so, award all or part of the proposal to any Contractor whose
proposal is the most responsible and responsive and whose proposal best meets
the requirements and criteria set forth in the solicitation.
8.19 Protest of Award: Any protest by any Offeror must be timely and in
conformance with applicable procurement regulations. The fifteen (15) day
protest period for responsive Offerors shall begin on the day following the
University’s written notification to all responding Offerors. Protest must be
written and include the name and address of the protestor and the number
assigned to this RFP by the University. It also must contain a statement of
grounds for protest including appropriate supporting exhibits. The timely protest
must be delivered to:
Delores Hudson
Purchasing Department
Alabama A&M University
305 Patton Hall
4900 Meridian Street,
Normal, AL 35762
9.0 CONTRACT TERMS AND CONDITIONS
9.1 The contract for Cable Services shall continue for five (5) years, commencing no
later than December 15, 2012 through December 15, 2017. Alabama A&M Uni-
versity shall have the option to extend the contract for two (2) additional one
year terms exercisable by the University. In the event the University elects to
exercise any one or more of the said one-year options, the contractor shall be
notified in writing at least ninety (90) days prior to the commencement of the
additional one-year term involved subject to State Statues.
9.2 Renewal: This contract may be renewed upon mutual written consent, submitted
to the Vice President of Marketing and Communications and Vice President of
Student Affairs ninety (90) days prior to the date expiration. Such renewal shall
be in accordance with the terms and conditions of the original contract and shall
be limited to five (5) successive one (1) year periods.
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9.3 Governing Law: This contract is made under and shall be governed and
construed in accordance with the laws of the State of Alabama.
9.4 Independent Vendor: Vendor shall be considered to be an independent vendor
and as such shall be wholly responsible for the work to be performed and for the
supervision of its employees. Vendor represents that it has, or will secure at its
own expense, all personnel required in preforming the service under this
agreement. Such employee shall not be employees of, or have any individual
contractual relationship with Alabama A&M University.
9.5 Key Personnel: Vendor shall not substitute key personnel assigned to the
performance of this contract without prior written approval by the University’s
Contract Administrator. The individuals designated as key personnel for purpose
of this contract are those specified in the Vendors proposal.
9.6 Performance and Default: If, through any cause, the vendor shall fail to fulfill
in timely and proper manner the obligations under this agreement, the University
shall have the right to terminate this contract by giving written notice to the
vendor and specifying the effective date thereof. In that event, all finished or
unfinished deliverable items under this contract prepared by the vendor shall, at
the option of the University, become its property, and the vendor shall be entitled
to receive just and equitable compensation for any satisfactory work completed on
such material. Notwithstanding, the vendor shall not be relieved of liability to
Alabama A&M University for damages sustained by the University by virtue of
any breach of this agreement, and the Agency may withhold any payment due the
vendor for the purpose of setoff until such time as the exact amount of damages
due to the University from such breach can be determined.
In case of default by the vendor, Alabama A&M University may procure the
services from other sources and hold the vendor responsible for any excess cost
occasioned thereby. The University reserves the right to require performance
bond or other acceptable alternative guarantees from successful vendor without
expense to the University. Upon the entering of judgment of bankruptcy of
insolvency by or against the vendor, the University may terminate this contract
for cause.
Neither party shall be deemed to be in default of its obligations hereunder if and
so long as it is prevented from preforming such obligations by any act of war,
hostile foreign action, nuclear explosion, riot, strike, civil insurrection,
earthquake, hurricane, tornado, or other catastrophic natural event or act of God.
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9.7 Termination: If either party shall be in material breach of a provision of this
Agreement and such breach shall not be cured within sixty (60) days after receipt
of written notice thereof, then, in addition to all other remedies available to it, the
non-breaching party may elect to terminate this Agreement. Notwithstanding the
foregoing, neither party shall be consider to have breached a provision hereof if
performance is prevented or delayed by Act of God or other circumstance beyond
a party’s reasonable control.
9.8 Contract Rights Upon Termination: in the event of a termination of this
Agreement by Owner as provided in Section 9 above or Section 9 below, in
addition to any requirements imposed by applicable law or FCC regulation,
Operator shall have at least ninety (90) days from the date of termination to
remove and/or sell and transfer all or part of the system. Both during and after the
term of this Agreement, the System, defined as all equipment installed at the
Property by Operator or its agents, including without limitations inside and home
run wiring, shall be and remain the sole property Operator. The System, including
without limitation, all wiring shall not become or be considered a fixture of the
Property upon which, or in which, it is located. In no event shall the System be
considered abandon unless Operator provides written notice of intent to abandon
the System to Owner.
9.9 Additional Termination Rights: Operator may terminate this at any time by
notice to Owner without further liability. If any of Operator’s permits or other
approvals required from any governmental authority or any license required from
any third party to operate its System is canceled, expired, or if owner fails to have
authority to enter in this Agreement. Upon such termination, Owner shall be paid
any amount owed by Operator as of the date of termination; however, Operator
will be relieved of all other obligations under this Agreement.
9.10 Failure of Appropriations: The Owner believes that funds can be obtained
sufficient to pay all monies due during the Agreement Term and hereby covenants
that it will use its best efforts to pay such monies. It is the Owner's intent to pay
monies due for the full Agreement Term if funds are legally available therefor. If
no funds or insufficient funds are appropriated and budgeted in any fiscal period
for monies due under this Agreement, then the Owner will immediately notify the
Operator or its assigns of such occurrence and this Agreement shall terminate on
the last day of the fiscal period for which appropriations were received without
penalty or expense to the Owner of any kind whatsoever, except as to the portions
of monies herein agreed upon for which funds shall have been appropriated and
budgeted.
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9.11 Availability Of Funds: Any and all payments to the Vendor are dependent upon
and subject to the availability of funds to Alabama A&M University for the
purpose set forth in this agreement.
9.12 Care Of Property: The Vendor agrees that it shall be responsible for the proper
custody and care of any property furnished it for use in connection with the
performance of this contract or purchased by it for this contract and will
reimburse Alabama A&M University for loss of damage of such property.
9.13 Assignment: No assignment of the Vendor's obligations or the Vendor’s right to
receive payment hereunder shall be permitted. However, upon written
request approved by the issuing purchasing authority, the University may:
a. Forward the contractor's payment check(s) directly to any person
or entity designated by the Vendor, or
b. Include any person or entity designated by the Vendor as a joint
payee on the Vendor's payment check(s).
In no event shall such approval and action obligate the University to
anyone other than the Vendor and the Vendor shall remain responsible for
fulfillment of all contract obligations.
9.14 Compliance with Laws: The Vendor shall comply with all laws, ordinances,
codes, rules, regulations, and licensing requirements that are applicable to the
conduct of its business, including those of federal, state, and local agencies having
jurisdiction and/or authority.
9.15 Nondiscrimination: Operator agrees that it shall not, with respect to any activity
carried out on the premises of the University or relating in any way to this
Agreement, discriminate unlawfully against any person on the basis of race, color,
national origin, religion, sex, age, disability, or handicap. The equal opportunity
clauses required under Executive Order 11246 and regulations issued thereunder
are made a part of this Agreement by reference.
9.16 Insurance: Vendor shall obtain, pay for, and keep in force for the duration of the
contract the following minimum insurance and shall furnish to Alabama A&M
University certificates evidencing that such insurance is in effect naming the
University as an additional insured and providing that the carrier shall give the
Vendor and the University at least 10 days written notice of any material change
in or cancellation of such insurance. All insurance coverage shall be obtained
from a company duly licensed to do business in the State of Alabama and
countersigned by a licensed resident agent. The University is exempt from paying,
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and is in no way liable for paying, any sums of money which may represent a
deductible in any Vendors insurance policy. The payment of such deductible is
the sole responsibility of the Vendor obtaining the insurance.
a. Workers' Compensation Insurance, required by the laws of
Alabama, covering all of the Vendor's employees engaged in any
work hereunder and, in case any work is sublet, the vendor shall
require the insurance for all of the subcontractor's employees
unless such employees are covered by the protection afforded by
the Vendor's insurance.
b. Bodily Injury Liability
-Each Person: $250,000. Each Occurrence: $500,000.
c. Property Damage
-Each occurrence: $500,000.
d. Auto Public Liability Insurance
-Bodily Injury: $1,000,000
e. Umbrella or Excess Liability: $2,000,000
9.17 Advertising: The Vendor shall not use the award of a contract as part of any
news release or commercial advertising.
9.18 Entire Agreement: This proposal and any documents incorporated specifically
by reference represent the entire agreement between the parties and supersede all
prior oral or written statements or agreements. This Request for Proposals, any
addenda thereto, and the vendor's proposal are incorporated herein by reference as
though set forth verbatim.
All promises, requirements, terms, conditions, provisions, representations,
guarantees, and warranties contained herein shall survive the contract expiration
or termination date unless specifically provided otherwise herein, or unless
superseded by applicable Federal or State statutes of limitation.
9.19 Amendments: This proposal may be amended only by written amendments duly
executed by Alabama A&M University and the Vendor.
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Attachment A: Required Forms
Proposal Submittal Form
Company Information Questionnaire
Certification of Primary Participants Regarding Debarment, Suspension, and Other
Ineligibility and Voluntary Exclusions
Certification of Restrictions on Lobbying
Certification of Insurance Coverage
Non-Collusion Affidavit
Exceptions to the Scope of Work
References
Terminated Contracts
Subcontractors
Copy of E-Verify enrollment certificate showing number, immigration certification, etc.
Disclosure Statement
Cost Proposal
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Quote price on ………………. Outlets
Per Outlet
……. Outlets $.............. Per Month
Total Bill $.............. Per Month
EXECUTION OF PROPOSAL
By submitting this proposal, the potential Vendor certifies the following:
1. This proposal is signed by an authorized representative of the firm
2. The cost and availability of all equipment, materials, and supplies associated
with performing the services described herein have been determined and
included in the proposal cost.
3. All labor costs, direct and indirect, have been determined and included in the
proposed cost.
4. The potential vendor has read and understands the condition set forth in this
RFP, and agrees to them with no exceptions.
Therefore in compliance with this Request for Proposals, and subject to all conditions herein, the
undersigned offers and agrees, if this proposal is accepted within 120 days from the date of the
opening, to furnish the subject services.
VENDOR: …………………………………………………………………………………………
ADDRESS: ………………………………………………………………………………………..
CITY, STATE, ZIP: …………………………………………………………………………….
TELEPHONE NUMBER: ……………………………………………………………………….
FEDERAL EMPLOYER IDENTIFICATION NUMBER: ……………………………………
BY: ……………………………………………. TITLE: ……………………………………….
(Signature)
………………………………………………… ………………………………………………
(Typed or Printed Name) (Date)
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ATTACHMENT B:
UNIVERSITY MISSION, VALUES, AND EXPECTATIONS STATEMENT
Alabama Agricultural and Mechanical University reflects the uniqueness of the traditional land-
grant institution, which combines professional, vocational and liberal arts pursuits. The
University provides baccalaureate and graduate studies that are compatible with the times to all
qualified, capable individuals who are interested in further developing their technical,
professional, and scholastic skills and competencies. It operates in the three-fold function of
teaching, research, and public service, including cooperative extension. A center of substance
and excellence, Alabama A&M University provides a setting for the emergence of scholars,
leaders, critical thinkers, and other contributors to society.
Specifically, the University is committed to:
Excellence in education and a scholarly environment in which inquiring and discriminating
minds may be nourished.
The education of students for effective participation in local, state, regional, national, and
international societies.
The search for new knowledge through research and its applications.
The provision of a comprehensive outreach program designed to meet the changing needs of the
larger community.
Programs necessary to adequately address the major needs and problems of capable students
who have experienced limited access to education.
Alabama A&M University, in cooperation with businesses, industrial and governmental
agencies, and other institutions, provides a laboratory where theory is put into practice in a
productive environment.
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ATTACHMENT C:
