Office of the Secretary

Request for Proposals

Off-Site Record Storage and Shredding Services

Request for Proposal Issue Date

Date: Monday, February 2, 2009

Proposal Submittal Due Date

Date: Friday, March 13, 2009 Time: 1:00 PM CST

DePaul University Contact: Erin Vandenberg Director of Records Management 312-362-7941 evanden3@depaul.edu

I. Table of Contents Section Heading Page

I Table of Contents 2

II Summary 2

III General Information 3

IV Current Situation 5

V Proposal Process and Content Requirements 6

VI Evaluation of Proposals and Negotiations 12

VII Terms and Conditions 13

IX Appendices 17

A. Non-Collusive Certificate B. Campus Locations C. Student & Alumni Profiles D. Comprehensive Listing of Partnership Opportunities E. Description of Athletic Parnership Elements F. Additional Selected Partnership Elements G. Pricing Specifications

II. Summary DePaul University (the “University”) is requesting proposals from qualified Companies (“Companies”) to provide secure off-site storage of paper and microfilm records and large/small volume shredding services. Off-site storage of additional media types may be required in the future. All records stored off-site must be retrievable and deliverable in a timely manner. In addition, online access to the storage inventory lists as well as the ability to monitor the volume of shredding is required. Companies must also provide University-determined retention scheduling functionality as part of their online system. Finally, Companies must have the functionality to bill and invoice independent departments within the University. The intent of this Request for Proposal (RFP) and the ensuing process is to identify the Company that can offer the highest quality of service and support to the University. The process is also intended to provide companies with the information, requirements, and

Page 2 of 25

specifications necessary for the preparation of a professional and comprehensive proposal. This RFP process may result in the selection of one or more companies. Also, document storage and shredding services may be broken apart and offered to separate vendors. Selection of the successful Company will be based upon a variety of factors such as, but not limited to:

• Ability to best meet the university’s current and future needs for off-site storage • Ability to best meet the university’s current and future needs for shredding • Reliability, timeliness and quality of customer service • Company’s compliance with state, federal, and ISO records management

standards and best practices • Lowest pricing and/or best mix of price and financial incentives • Quality of references • Company’s financial strength and stability • Dedication to DePaul’s educational mission

Proposals must be received by the University by Friday, March 13, 1:00 PM CST at:

Mail to: Deliver to: DePaul University DePaul University Attn: Procurement Services Attn: Procurement Services, 19th Floor c/o: Abraham Reising c/o: Abraham Reising 1 E. Jackson Blvd. 55 East Jackson Blvd. Chicago, IL 60604-2287 Chicago, IL 60604 Email to: areising@depaul.edu

III. General Information University Background Founded in 1898, DePaul University is a private institution of higher education located in the heart of the City of Chicago as well as on four other campuses in Illinois. The university derives its title and fundamental mission from Saint Vincent de Paul, the founder of the Congregation of the Mission, a religious community whose members, Vincentians, established and continues to sponsor DePaul. DePaul is the largest Catholic university in the nation and the 10th largest private university in the United States. DePaul University thrives on being innovative, diverse, connected to the community, pragmatic, a risk taker and a representation of good values. Our Students Our total enrollment in fall 2008 was 24,352 - an all-time record - including 15,782 undergraduates, 7,526 graduate students and 1,044 law students.

Page 3 of 25

We are proud of our diverse student body. Our students come from all 50 states and from nearly 100 countries throughout the world, bringing with them a broad range of geographic, ethnic, cultural, religious and economic backgrounds. DePaul was founded upon the principle of providing access to education. In fact, nearly 30 percent of our incoming freshmen are from the first generation in their family to attend college. Our Faculty DePaul faculty create a highly charged academic environment where the clear focus is on creating, growing, and offering only high-caliber, student centered programs. About 88 percent of faculty members hold a Ph.D. or the highest degree in their fields, and many of them are recognized authorities in various disciplines. They are teachers first – but also authors, researchers, consultants and mentors. Their expertise and credentials reflect DePaul’s commitment to quality teaching. Our Alumni DePaul's alumni network numbers over 130,000 worldwide and our alumni live in 55 countries. More than 86,000 live and work in the metropolitan Chicago area — opening the door to an unparalleled network of potential mentors, colleagues and employers.

Prominent alumni can be found in every industry: • Notable DePaul alumni working in government include: Chicago mayors

Richard M. Daley and the late Richard J. Daley; Chicago Library Commissioner Mary Dempsey and former Cook County Board President John Stroger.

• Business leaders with DePaul degrees include: former Kellogg Co. CEO James Jenness; ComEd CEO Frank Clark; Smurfit-Stone Container Corp. CEO Patrick J. Moore; Driehaus Capital Management CEO Richard Driehaus; and Navistar International Corp. Chief Executive Daniel Ustian.

• DePaul alumni in the arts include: actor John C. Reilly (THE '87); Pulitzer Prize-winning composer George Perle (MUS '38); Chicago Symphony Orchestra concertmaster Samuel Magad (MUS '55); Chicago Children's Choir Artistic Director Josephine Lee (MUS); and actress Gillian Anderson (THE '90).

• More than 250 judges throughout the Chicago metropolitan area are graduates of DePaul's College of Law.

Top corporate employers for DePaul graduates include: J.P. Morgan Chase, Northern Trust, Harris Trust & Savings Bank, Motorola, Deloitte, AT&T, BP, Accenture, Abbott Laboratories, SBC, CNA Insurance and Allstate Insurance.

Page 4 of 25

Strategic Priorities

Many Dreams. One Mission.

The Campaign for DePaul University

"An extraordinary education available normally to those with great means should be available to all those with dreams."—Fr. Dennis Holtschneider, President

Since 1898 DePaul University has nurtured and given form to the dreams and aspirations of Chicagoans and, increasingly, to students from around the world. The “Dreams and Mission” Campaign is the first comprehensive capital campaign in the history of DePaul University.

Guided by priorities identified through the university-wide Vision 2012 strategic planning process, the Campaign will raise $250 million in philanthropic support to help propel DePaul to the next level of educational excellence, innovation, and reputation, while strengthening its ability to deliver on its promise of diversity and broad opportunity for students traditionally underserved by private universities.

Principal objectives of the campaign will be the construction of new, world-class academic facilities and performance venues for the Performing Arts. DePaul’s Theatre School and School of Music will solidify and extend their international reputation for the training of performing artists and professionals through the addition of educational and performance spaces commensurate with the excellence of their programs.

More than one-third of the campaign goal will add resources for financial aid across the institution, so that DePaul’s great tradition of serving students regardless of their economic position remains strong even as other sources of funding for education grow increasingly uncertain.

Support for faculty, academic centers of excellence and athletics will be raised as well, to assure that a DePaul education continues to live up to the highest standards of excellence. IV. Current Situation DePaul University currently uses a single contracted vendor for all off-site storage and shredding needs. A majority of the off-site storage comes from four departments. There are approximately 1,708 cubic feet of paper and microfilm records currently in storage. The university also has 23 executive style shredding bins placed in 13 individual departments. These shredding bins are emptied on a schedule determined by each department. Several other departments request shredding bins delivered on an on-call or as-needed basis throughout the year. During fiscal year 2008 (FY08) the University spent $47,109.39 on contracted storage and shredding vendor services. This amount was up was up from $6,918.17 in FY07 and $14,677.85 in FY06. The university predicts the use of off-site storage and shredding

Page 5 of 25

services will grow with the recent implementation of a university-wide records management program. A records retention schedule, policy and guidelines, regarding the retention and disposal of university records, were put into place in July 2008. University departments are currently being trained how to properly handle their paper records. As a result of this training, more departments are showing a need for both storage and shredding services. As previously discussed each individual department is responsible for paying costs associated with storage of their files and costs associated with the placement and emptying of any shredding bins in their office. As a result of this decentralization there have been past issues regarding billing and invoicing. Aggregated bills or bills without a department have been incorrectly sent to the university’s Procurement Department. While the Procurement department is responsible for the vendor contract and monitoring overall spend, it is not in responsible for the payment of these bills and has no ability to determine the responsible department. Other past issues involved difficulty coordinating one-time shredding bins for office clean-up projects, improper handling of individual records and a lack of communication/reporting involving university-wide storage inventories and shredding volumes. With the advent of the new records management program, the university plans to allow each department to continue handling their own off-site storage and vendor-provided shredding bin requests but wants to give the Director of Records Management the ability to closely monitor and assist all departments. V. Proposal Process and Content Requirements Proposals will consist of several sections of relevant information. An original and 5 (five) copies of the complete proposal are required. The original must be clearly marked and contain original signatures and must be easily reproducible on a standard copying machine. Failure to clearly mark the original and provide original signatures may result in a proposal being found non-responsive and given no consideration. All respondents are encouraged to be creative and innovative to responding to this RFP. Please discuss any creative products, services, pricing, and sponsorship programs you can provide. Describe alternate approaches to the requested services where feasible or additional services offered or recommended, which may not be specifically requested but of benefit to the University. The University reserves the right to consider other ideas and solutions, or only a restricted subset of this document. Proposal Terms: The proposals submitted must remain in effect for a minimum period of ninety (90) days after the closing date to allow time for evaluation, approval and award of the contract. All information provided will be kept confidential. Please review the attached Terms and Conditions referenced below in Section VII.

Page 6 of 25

Proposal Format: A proposing Company must follow the instructions for preparing the proposal in the prescribed format. For the original proposal and the 5 (five) copies, section tabs must be produced using 8.5” x 11” paper, with the responses following the same order of the RFP. Each question in the RFP should be repeated with the Company response following. In addition to point-by-point responses, you may include descriptive literature if you make reference to specific contents. In reviewing the proposals, university personnel will not search through general literature. Content: A Provider’s proposal must fully address the following content:

Section 1 - Cover Letter: (One page preferred.) The letter should designate the proposing Company, the name and address of the representative through whom any negotiations would be conducted, and be signed and dated by an authorized representative of the Provider. No pricing information should be included in this section. Section 2 – Table of Contents: (One page preferred.) The table of contents should follow the RFP format. Section 3 – Company Profile: (Three page maximum preferred.) Please respond to the following sections:

• Overview - General overview of the organization, customer service

philosophy, and identification of the primary office that the University will be assigned.

• Experience - Describe your company’s direct experience in servicing not-for-profit educational sector clients.

• Relationship Management - Identify the size and scope of your not-for-profit / higher education unit, offices responsible for the University’s accounts, what each person’s role and responsibilities will be, and the relevant credentials and experience of each person on the relationship management team. Please be specific with regards to account relationship elements such as expected account review frequency and sales/volume reports to be provided to the University.

Section 4 – References: (One page preferred.) Please provide three (3) references that are of similar size and scope of service utilization as the University, preferably other Catholic, private, or large universities. Provide one (1) reference of a former client that is no longer utilizing your services. Include the following information for each reference:

Page 7 of 25

• Contact Name & Title • Name of Customer • Address • Telephone Number • Fax Number • Number of Years as Customer • Services Utilized

Section 5 - Storage and/or Shredding Site Specifications: Please list and describe all attributes of your facility or facilities including:

Shredding and Storage Vendors: a. Address (for all relevant facilities) b. Whether facilities are owned or leased c. Age of facilities Storage Vendors Only: d. Whether or not the facility has a vault and, if so, all vault specifications e. What types of HVAC systems are used? f. Whether or not the facility has areas for on-site file viewing g. Whether the facility has private-viewing areas for file review h. Who occupies any adjacent or surrounding buildings? i. Security and monitoring measures including types of alarms (motion

sensor, water, temperature, etc), building access, fire suppression systems, and any other information regarding maintaining the safety and security of the building

j. Have there been any emergencies at your facility (fire, water, etc.) in the past 10 years, how did you respond, and how were any lost records handled?

Section 6 – Technology and Online Database Features: Please provide detailed information regarding the technology your company uses to track, maintain and access stored records as well as information on any client-accessible databases including: Storage Vendors Only:

a. Whether or not a client-accessible web-based database is available and, if yes, provide a demo or screenshots of the database and its functionality

b. Provide any fees or charges for use of the web-based database system. What is included and are there different levels of access? If multiple levels, please detail and provide pricing.

c. Provide a list of all reports offered; include details of customizable reporting if available. List all costs and fees associated with reporting.

d. Whether or not your storage facility uses a barcode system that assigns unique numbers

e. How is your inventory data backed-up and stored?

Page 8 of 25

f. Whether or not the client is able to print/download/save inventory forms and reports via a web-based program or if inventories and reports can be provided by the company upon request. Provide any applicable costs and/or fees.

g. Whether or not your software is able to accommodate retention scheduling, using retention periods as defined by the client

h. Details on the security for any online client access i. Details on user training for online database provided by company, both

initial and ongoing

Section 7 – Transportation and Record Pick-Up/Delivery: Describe your company’s transportation policies as well as your pick-up and delivery procedures for records and shredding bins including:

Shredding and Storage Vendors: a. How are requests for services are accepted (telephone, fax, email, online)? b. What are the different business hours of your organization (normal

business, on-call, emergency, holiday, etc)? c. List all turnaround times offered (next day, same day, rush, etc). d. Do drivers wear uniforms and/or ID badges? e. Describe any background checks preformed on drivers? f. Detail your current vehicle fleet that will service the account g. Are vehicles equipped with 2-way communication and/or GPS tracking? h. Describe any other vehicle security in place i. Is a third-party transportation service ever used? j. Discuss any fuel surcharge fees that are assessed, and how those fees are

calculated Storage Vendors Only: k. Are there multiple ways that records can be retrieved by the client (online,

fax, email)? l. Can pick-ups and deliveries be made at the same time? m. Can pick-ups and deliveries be made at multiple locations on the same

day? n. Are items tracked and retrievable while held in the processing area prior to

placement in the facility? o. How files are logged and accounted for during pick-up and transportation

Section 8 – Destruction and Shredding: Please provide information regarding shredding and destruction of records stored at your facility and information regarding pick-up of records from clients solely for shredding purposes including:

Shredding and Storage Vendors: a. What types of items can be shredded/destroyed by your facility (paper,

book, binder, video tape, CD/DVD, hard drive, microfilm, etc)? b. If shredding/destruction is ever done by a third-party vendor

Page 9 of 25

c. Whether documents are dual or cross-cut shredded d. How non-paper records are destroyed e. Are pick-ups or rotations of destruction bins charged on a monthly or a

per-time basis? f. How can clients request destruction bins? g. What does the cost of a shredding bin include (emptying/rotating,

shredding of material inside bin, etc)? h. What is the turn-around time on requesting, delivering and picking up

additional shredding containers for one-time use? i. Description of any prep work client must do before placing records into

destruction bins (removal staples, take off binding, etc). j. Can your company keep track of how much a client has shredded (weight,

cubic ft., etc)? k. Are overall shredding reports available at any time via request or via the

online database? Are reports available on a department by department basis?

l. The process by which your company assists with any large-scale office clean-up and record destruction events

m. What happens with the items once they have been shredded/destroyed? n. Any Green Initiatives taken by your company including tracking recycling

of records, certifications, etc Storage Vendors Only: o. How long after pulling a stored item for destruction is the inventory

information removed from the database? p. How are clients notified that the retention period for their stored items has

been reached? Section 9 - General Account Management: Describe and detail how your company handles each of its client accounts including:

Shredding and Storage Vendors: a. How many account managers will be assigned to the university? b. How many clients are assigned to each account manager? c. How often do account managers communicate with client contacts? d. Provide a list of all contacts who will deal with the account (sales, support,

executive, etc.) e. Any ability to assign a limited number of contact points/users within the

university? f. The ability and process to add/remove approved users and what various

levels of access are offered g. Process by which individual departments can request services for the first

time h. Please include an organization chart for your company

Page 10 of 25

Section 10 - Pricing – Please answer the following questions and fill out the form in Appendix G. In addition, please attach your most current price list.

Shredding and Storage Vendors: a. For what period of time are all service fees fixed? b. For what period of time are transportation fees fixed? c. Do you charge any surcharge fees (fuel, etc)? d. For what period of time are any other service fees fixed? e. Are any costs increases automatic? f. How many months in advance of a price increase do you notify your

client? How is client notified? g. What if client disagrees with a price change?

Storage Vendors Only: h. What services do you offer client for transfer of stored files from current

vendor? Are any discounts or credits applied to assist with permanent removal fees from current vendor?

Section 11 – General Business – Please answer the following questions regarding your company:

Shredding and Storage Vendors: a. Provide the most recent annual report for your organization. If this

information is available online, also include a link to the relevant reports. b. Given the recent economic concerns, does your organization foresee any

difficulties in the future related to core operations, future growth, etc? c. List your organizations primary competitors as well as the competitive

advantages you hold over them.

Section 12 – Invoicing and Billing – Describe and detail the following aspects in regard to your company’s procedures:

Shredding and Storage Vendors: a. Billing frequency b. Payment methods (checks, credit card, etc) c. Ways to pay (online, mail, etc) d. Payment terms e. Ability to bill multiple separate departments for payment while sending a

master bill for informative purposes to another department f. Any additional costs for separate department billing (administrative fees,

etc) g. Information included on invoices (please attach a sample invoice) h. Minimum agreement/contract term i. Is contract renewal automatic? j. Can the client terminate the contract at any time?

Page 11 of 25

Section 13 – Financial Incentives While not required, any financial considerations and support for university initiatives may enhance your overall response and will be included in the University’s evaluation.

a. Describe any financial support your organization would be willing to offer

towards the University’s Performing Arts campaign. Describe any specific elements (e.g. naming rights, endowed faculty positions, etc) you would desire as a part of this relationship.

b. Please describe any finances available for additional marketing support for your organization. Include areas you would to include with those funds (e.g. student programs, print options, etc). See Appendices E & F for details.

c. Describe any other financial support your organization would provide to the University.

d. Describe any current financial relationships your organization has with the university and how these would be impacted by this RFP selection.

Section 14 – Additional Comments: If you would like to include additional comments that you feel would be beneficial, provide these on one page titled “Additional Comments.”

VI. Evaluation of Proposals and Negotiations All proposals submitted will be reviewed by an evaluation panel consisting of DePaul University employees. At the completion of the proposal review, the panel may elect to invite the top scoring Companies to make presentations to the evaluation panel in University offices at DePaul, at no cost to the University. Based on the presentations and offers, the panel will select the proposal which best fulfills the University’s requirements. The University will negotiate with the winning Provider to determine final pricing and contract form. There will be no public opening and reading of bids. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process. Proposals will be evaluated on the basis of:

• Ability to best meet the university’s current and future needs for off-site storage • Ability to best meet the university’s current and future needs for shredding • Reliability, timeliness and quality of customer service • Company’s compliance with state, federal, and ISO records management

standards and best practices • Lowest pricing and/or best mix of price and financial incentives • Quality of references • Company’s financial strength and stability • Dedication to DePaul’s educational mission

Page 12 of 25

Following is the detailed schedule of events for this RFP. The University reserves the right to modify the below schedule. Activity Date(s) Request for Proposal issued

Question and answer period1

Proposals due

Evaluation and Vendor Meetings

Contract Negotiations and Award

Contract Commencement

February 2, 2009

February 2 – 27, 2009

March 13, 2009

March/April, 2009

April/May, 2009

May/June, 2009

1 All questions asked by Companies (as well as answers) will be shared with other Bidders. VII. Terms and Conditions The following terms and conditions govern the submission and evaluation of proposals and the award of a contract. Companies are requested to carefully review the terms and conditions of this RFP, as in some form they will likely become part of any subsequent agreement and award. The terms and conditions herein are not exclusive, and the terms and conditions of any final contract that may result will likely include but are not limited to the terms and conditions of this RFP.

1. Proposal Inquiry: All questions and inquiries regarding this document should be submitted via email to the University contact listed on the first page of this document. Questions regarding this RFP must be submitted within the proposal timeframe in Section VI. Questions asked after the deadline shown in the schedule in Section VI will not be answered.

Companies may not communicate with University staff regarding this RFP other than the University contact. Doing so may result in immediate rejection of that Company from the process.

2. Proposal Submission: Proposals must be sent in the format outlined in Section

V. The responses must be received by the due date/time stated in Section VI. Fax or Telephone Proposals will not be accepted. Proposals submitted must be sent to the address listed in section II.

Page 13 of 25

3. Proposal Review/Rejection: The University reserves the right to reject any or all proposals received; to request clarification of any proposal; to waive informalities or irregularities; and to award a contract not based solely on the lowest cost but based on an offer which, in the sole opinion of the University, best fulfills or exceeds the requirements of this RFP and is deemed in the best interest of the University. Firms whose proposals are not accepted shall be notified after a binding contractual agreement between the University and the selected bidder exists or after the University has rejected all proposals.

4. Effective Period of Proposals: The proposal submitted constitutes an offer by

the Company and must remain open and irrevocable for a minimum period of ninety (90) days after the closing date to allow time for evaluation, approval and award of the contract.

5. Withdrawal/Modification of Proposals: A proposal shall not be modified,

withdrawn or canceled by the bidder for a period of ninety (90) days following the date and time assigned for the receipt of proposals. Prior to the time and date assigned for receipt, proposals submitted early shall be modified or withdrawn only by written notice to the University.

6. Contract Termination for Cause: The University may terminate any resulting

contract for cause if the contractor fails to cure any default within thirty (30) days after having received written notice of said default from the University.

7. Contract Assignment or Subcontract: The resulting contract shall not be

assigned, transferred, delegated, or sublet in whole or in part without the prior written approval of the University.

8. License: The resulting contract will not grant the contractor a license or other

right to duplicate or use any mark, image or intellectual property of the University in any manner other than as may be expressly approved in writing in connection with the performance of the contract.

9. Compliance with Laws and Regulations: The contractor shall keep fully

informed of and shall faithfully observe all laws, national and state, and all ordinances and regulations affecting responsibility to the University, or affecting the rights of contractor’s employees, and the contractor shall defend and indemnify the University, its officers, and agents against any claims of liability arising from or based on any violation thereof.

10. OSHA Compliance: All items to be furnished hereunder shall meet all

applicable State and Federal requirements of the Occupational Safety and Health Act. All alleged violations and deviations from said state and federal regulations or standards of the items or services to be furnished hereunder, must be set forth on the proposed requirements and criteria in the proposal response. Or, if at any later date the items or services contained herein shall not meet all

Page 14 of 25

11. Indemnity Agreement: To the fullest extent permitted by law, Company shall,

during and after the term of any resulting Agreement, indemnify, defend, and hold harmless DePaul and its trustees, directors, officers, faculty, employees, affiliates, and agents, past or present, against all losses, claims, demands, actions, causes of action, suits, liabilities, damages, expenses, fees and costs (including but not limited to reasonable fees and costs for attorneys, witnesses, professionals, alternative dispute resolution and courts) arising out of or relating to any actual or alleged: (i) personal injury or property damage arising out of or related to the performance of any resulting Agreement; (ii) misrepresentation, breach of warranty, or breach of covenant or other promise by Company of any representation, warranty, covenant or other promise in any resulting Agreement; and (iii) infringement by Company of any third party’s patent, trademark or copyright, or misappropriation of any third party’s trade secret. Company shall choose and employ counsel reasonably acceptable to DePaul, and DePaul shall have the right to participate in the defense of any action or legal representation to which this indemnification provision applies. Company shall not compromise or settle any claim covered by the indemnification provision without DePaul’s consent.

12. Insurance Requirement: Companies shall procure and maintain, for the

duration of the Agreement, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Products and Services provided by Companies.

Acceptability of Insurers. All insurance described below shall be placed with insurance companies licensed to do business in the State of Illinois, and with a minimum rating of A- VII from the AM Best Company. DePaul University reserves the right to reject insurance written by an insurer it deems unacceptable.

Evidence of Coverage. Prior to the Commencement Date, Companies shall furnish DePaul University with a certificate(s) of insurance showing compliance with the insurance requirements described herein. All certificates shall provide for 30 days’ written notice to DePaul University prior to cancellation or material change of any insurance referred to therein. Failure of DePaul University to demand such certificate(s) or other evidence of compliance with these insurance requirements or failure of DePaul University to identify a deficiency from evidence that is provided shall not be construed as a waiver of Companies obligation to maintain such insurance. Failure to maintain the required insurance may result in termination of this Agreement at DePaul University’s option.

Page 15 of 25

No Representation of Coverage Adequacy. By requiring insurance herein, DePaul University does not represent that coverage and limits will necessarily be adequate to protect Companies and such coverage and limits shall not be deemed as a limitation on Companies liability under the indemnities granted to DePaul University in this Agreement.

Waiver of Subrogation. Companies waives all rights against DePaul University and its officers, directors, trustees, employees, and agents for recovery of damages to the extent these damages are covered by the insurance maintained pursuant to this provision.

Specific Coverage Requirements. Companies shall obtain insurance of the types and in the amounts described below.

Commercial General and Umbrella Liability Insurance. Companies shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $3,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to each Project. CGL insurance shall cover liability arising from bodily injury/property damage, personal/advertising injury, contractual liability, completed operations liability and product liability. There shall be no exclusion or modification of the CGL limiting the scope of coverage for liability arising from pollution, explosion, collapse, underground property damage, employment-related practices, or damage to the work. DePaul University, its officers, directors, trustees, employees, and agents shall be included as an additional insured under the CGL. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to DePaul University.

Automobile and Umbrella Liability Insurance. Companies shall maintain automobile liability and, if necessary, commercial umbrella insurance with a limit of not less than $1,000,000 each accident.

Workers Compensation and Employers Liability Insurance. Companies shall maintain workers compensation and employers liability insurance. The commercial umbrella and/or employers liability limit shall not be less than $1,000,000 each accident for bodily injury by accident or $1,000,000 each employee for bodily injury by disease.

13. Equal Employment Opportunity Requirements: The contractor shall not

discriminate against any employee or applicant for employment because of race, color, ethnicity, religion, sex, sexual orientation, national origin, age, marital status, physical or mental disability, parental status, housing status, source of income or military status, or any other group protected by law, including federal, state, and local equal employment opportunity laws.

Page 16 of 25

14. Requested Information: The University will not pay for any information requested herein, nor is it liable for any costs incurred by the participant in responding to this request. All proposals submitted become the property of the University; they will not be returned.

15. Binding Information: None of the information released either verbally or in

writing shall be deemed binding to the University in any manner.

16. Participant Terms: The University will not enter into any agreement or execute any contract or affix signature to any document from a participant whose terms, written or verbal, require the University to waive all conditions or requirements negotiated, provided for in this document, our purchase order, or by mutual consent. Any document containing a clause or clauses that serve to supersede all other documents attached to this transaction may be rejected.

17. Contracting: Your response to this RFP constitutes an offer to do business

with DePaul University under (at a minimum) the terms, conditions and pricing collectively gathered by this process. In the event a contract is awarded, the University, at its option, may incorporate all or parts of your response in that contract. Any or all answers and information contained within your proposal shall become part of the final agreement between you and the University.

18. Signatures: All proposals or offers must be signed by a duly appointed officer

or agent of your company.

19. Additional Provisions: Notwithstanding any other provision of this Request for Proposal, the University expressly reserves the right to:

a. Conduct discussions with any or all participants for the purpose of

clarification of proposals; b. Waive, or decline to waive, any insignificant defect or informality in any

proposal or proposal procedures; c. Accept, reject, or negotiate the terms of any proposal, or any parts thereof, for

the purpose of obtaining the best and final offer; d. Reissue a Request for Proposal; e. Cancel this Request for Proposal; f. Select the finalist(s) based on the University's analysis and evaluation of

proposals submitted. The University reserves the right to request presentations of proposals if the University feels further information is appropriate to the decision-making process;

g. Negotiate with any or all of the participant’s representatives for the purpose of obtaining best and final offers. However, proposals will be evaluated on the assumption that the proposed costs/revenues are your most favorable.

VIII. Appendices

A. Anti-Collusion Document

Page 17 of 25

B. Additional Selected Partnership Elements C. Campus Locations D. Alumni and Student Profiles E. Comprehensive Listing of Partnership Opportunities F. Athletic Partnership Elements G. Pricing Specifications

Page 18 of 25

Appendix A Non-Collusive Certificate

By submission of this document, each person signing certifies, and in the case of a joint submittal, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief: 1. The content of this request has been arrived at independently without collusion, consultation, communications, or agreement for the purpose of restricting competition as to any matter relating to service or cost with any other companies(s) or with any competitor; 2. No attempt has been made or will be made by Companies to include any other person, partnership or corporation to submit or not to submit a response for the purpose of restricting competition and; 3. No employee, agent or consultant of DePaul University has received or will receive any payment or any other form of compensation from Companies as a result of award of an agreement or promise of award to Companies. Authorized Name: __________________________________ Authorized Signature: __________________________________ Title: __________________________________ Company: __________________________________ Date: __________________________________

Page 19 of 25

Appendix B Campus Locations

Lincoln Park Campus 2250 North Sheffield Avenue Chicago, IL 60614 Loop Campus 1 East Jackson Boulevard Chicago, IL 60604 Naperville Campus 150 Warrenville Road Naperville, IL 60563 O’Hare Campus 3166 South River Road, 2nd Floor Des Plaines, IL 60018 Oak Forest Campus 16333 South Kilbourn Avenue Oak Forest, IL 60452-4614 Rolling Meadows Campus The Meadows Corporate Center East Tower 2550 West Golf Road, Suite 255 Rolling Meadows, IL 60008

Page 20 of 25

Appendix C Student & Alumni Profile

DePaul Student Profile DePaul’s total enrollment in fall 2008 is 24,352 - an all-time record - including 15,782 undergraduates, 7,526 graduate students and 1,044 law students.

The five most popular undergraduate majors are: communications, psychology, accounting, finance and political science while the five most popular graduate majors are: computer science, elementary education, information systems, finance and business. 67% of students come from Illinois, although all 50 states are represented. 30% of full-time freshman are the first in the family to attend college. Minority enrollment accounts for 26% of the student body (30% of undergraduate and 20% of graduate enrollment). International students account for 4% of the university’s enrolment, coming from more than 100 countries. DePaul University Alumni Profile DePaul University has an alumni community of approximately 130,000 members, with the majority residing in the Chicago metropolitan area. Alumni can found in all 50 states and in more than 70 countries worldwide. Alumni have made an important contribution to the Chicago community, communities worldwide, and every possible industry. Of this population:

• 18,525 are MBA graduates • 13,500 are College of Law alumni

Additional alumni statistics include:

• MBA graduates earned an average starting salary of approximately $82,000

• College of Law graduates Class: the average salary for those in private practice is $76,452 and the average salary for those in business is $64,874

• Graduates of DePaul’s College of Computing and Digital Media programs had the following starting for undergraduates of $49,202 (vs. $47,283 nationally) and graduates of $69,582 (vs. $64,840 nationally)

Page 21 of 25

Appendix D Comprehensive Listing of Partnership Opportunities

Grouped by Target Audience

Academic Initiatives • Aviation Law Program • Campaign for the Performing Arts • Classroom Collaborations • Coleman Entrepreneurship Center • Real Estate Center • Sales Leadership Program • Scholarship Programs

Student Activities

• Career Center Recruiting Events • Demon Express • Family Weekend • FEST • Homecoming • Involvement Fair • Promotional Tables • Real Life Recess • Residential Move-in • Senior Celebration • Spirit Week • Student & Parent Orientations • Student Involvement Fair • Welcome Week

Alumni and Friends • Alumni Reunion Weekend • Corporate Alumni Giving Campaigns • Direct Mailing (print and electronic) • Networking and Career Events

Faculty and Staff

• DePaul Information Directory • Diversity Fair • University Vendor Fair

Various Audiences • Christmas at DePaul • Demon Discounts Website • DePaulia Student Newspaper • Retail Space Available for Lease • School of Music Gala • Theatre School’s Awards for Excellence in

the Arts

Page 22 of 25

Appendix E Description of DePaul Athletic Partnership Elements

DePaul Athletics features fifteen intercollegiate sports that compete in the BIG EAST Conference. The DePaul Blue Demons have enjoyed a rich history in both the Chicago and in the national sporting scenes. DePaul has set a standard for excellence in athletics by winning multiple conference championships and routinely advancing to NCAA post season play. DePaul has had over 50 individuals honored as All-Americans and hundreds of All-Conference selections. DePaul University takes pride in their student-athletes’ success both academically and in their athletic endeavors. In the last five years, 629 DePaul student-athletes have been named to the Conference Academic Honor Roll. Also, several teams have led the Conference in overall team grade point average with numerous others earning individual Academic All-Americans status. DePaul joined the BIG EAST Conference at the beginning of the 2005-06 academic year. The BIG EAST Conference administers to over 5,500 athletes in 23 championship sports. The BIG EAST Conference is the largest Division I-A conference in the nation with 16 outstanding academic and athletic institutions with total enrollment exceeding 295,000 students. The goal of the BIG EAST has always been to compete at the highest level and to do so with integrity and sportsmanship. BIG EAST institutions reside in nine of the nation’s top 33 largest media markets, including New York, Chicago, Philadelphia, Washington, D.C., Tampa, Pittsburgh, Hartford, Milwaukee and Cincinnati. These markets contain almost one fourth of all television households in the U.S. For the past 25 years, DePaul has been a favorite of the television networks having had games televised by CBS, NBC, ABC, ESPN, ESPN2, Fox Sports, Comcast Sports Net and Chicago Superstation WGN. All DePaul BIG EAST Conference games are televised on an ESPN platform, the most extensive television deal of any major conference. DePaul Men’s Basketball radio broadcasts are carried on WSCR “The Score” 670 AM, a 50,000 watt station that reaches thirty eight states and Canada. A record 28 games will be broadcasted during the 2008-09 season on the DePaul Radio Network. All Men’s and Women’s Basketball games are streamed live via the depaulbluedemons.com website. DePaul Blue Demon Athletics prides itself in customizing corporate sponsorship offerings that contain marketing elements that best reach the target market of our clients. This is accomplished by providing numerous opportunities for both local and national sponsorships that will reach college sports enthusiasts of all ages. More than 41% of DePaul Basketball Fans have a household income exceeding $75,000 and 67% of DePaul Basketball Fans are homeowners. Over 70% have plans to purchase electronics and other household items in the immediate future. Also, DePaul Fans are

Page 23 of 25

Page 24 of 25

23% more likely to own two or more automobiles relative to the general population. (Scarborough, 2005)

The DePaul Men’s Basketball team plays their home games at the Allstate Arena in Rosemont, Illinois. This newly renovated multi-purpose facility seats 18,000 fans. The Village of Rosemont and DePaul University have been partners for DePaul Basketball since the building opened 25 years ago.

The Sullivan Athletic Center, located in the historic Lincoln Park Neighborhood in Chicago, is home to McGrath Arena, a 3,000 seat venue which hosts the DePaul Women’s Basketball and Volleyball teams. The DePaul Women’s Basketball team has won over 80% of their games at McGrath since it opened in 2000. Adjacent to the Sullivan Athletic Center is DePaul’s new Softball facility, Cacciatore Stadium, along with recently renovated Wish Field, which is home for both Men’s and Women’s Soccer. Partnership elements include:

In Stadium Signage:

• Rotating Signage along Press Row • Courtside Signage • Balcony Signage • End Zone/Players Tunnel Signage

Media Opportunities:

• Radio Commercial • Internet Advertising (with hotlink to

your site) • Video Features

Print Opportunities:

• Men’s/Women’s Game Day Programs Advertisements

• Pocket Schedules • Will Call Envelopes • Season Ticket Mailer • Ticket Backs

Game Day Opportunities:

• Scoreboard Messages • Public Address Announcements • Point of Purchase Promotions • Game Day Promotions • Game Sponsorship • Giveaway Days • Timeout Sponsorship • Season Tickets (Four premium lower

level seats for Men’s Basketball games) • Product Sampling/Displays

Appendix F Additional Selected Partnership Elements

Included below are descriptions of several partnership elements from Appendix C that may be of interest to your organization. If you would like descriptions of additional elements, please contact the individual listed on the first page of this RFP.

Christmas at DePaul Starting in 2007, DePaul began celebrating the Christmas season in an extraordinary way, with a musical re-telling of the Christmas Story. This production included a combined 200-person community choir with a 50-piece DePaul student orchestra. Three performances will be held; each expected to be packed with 850 attendees in the St. Vincent de Paul Church in Lincoln Park. Unlike most Christmas productions in the city, there is no admission fee; instead, a suggested donation to one of the St. Vincent de Paul parish-sponsored charities is encouraged. The intention behind this event is to celebrate this joyous season together while ministering to those in need in the spirit of Vincent. DePaul Information Directory Each year in the Fall Quarter, the DePaul Information Directory is delivered to all faculty and staff as well as students living on campus. The directory includes an advertising section available to internal departments, local vendors and preferred suppliers. All on-campus students (approx. 2,300) and faculty/staff (approx. 4,200) receive the directory, which generally stays on people's desks, providing long-term exposure to potential customers. Demon Discounts Website The Demon Discounts program, launched in late 2007, offers the university community discounts from many of DePaul’s strategic partners. The program is used by faculty, staff, students, alumni, parents and retirees for personal purchases and includes over forty vendors. The program has been steadily growing in both size and popularity since its launch. Vendors have grown by 25% in the past year and the website has seen its traffic increase by over 110% during the past nine months.

School of Music Gala As part of its mission to provide financial support, the School of Music Dean’s Advisory Board holds an annual event in May which is designed to benefit the School of Music Scholarship Endowment Fund. The gala dinner is held before the annual spring concert presented by the DePaul University Symphony Orchestra at Orchestra Hall in Symphony Center. Corporate tables of 10 as well as individual seats are available. Theatre School Awards for Excellence in the Arts Gala The Theatre School’s annual Awards for Excellence in the Arts Gala takes place each May and has raised more than $2.5 million for the Theatre School scholarship fund. The event honors distinguished artists who have made outstanding contributions to the arts. It also presents organizations with the Corporate Award for Excellence in the Arts. Corporate tables of 10 as well as individual seats are available.

Page 25 of 25

Appendix G

Pricing Specifications Fill out all applicable sections. Storage and Shredding services will be evaluated separately.

SHREDDING SERVICES Shredding/Destruction

Is offsite shredding destruction available? Yes No

If yes, attach a table with a breakdown of all fees and charges for offsite shredding Is onsite destruction available? Yes No

If yes, attach a table with a breakdown of all fees and charges for onsite shredding Are destruction notification reports available? Yes No

If yes, what is the cost? $ Are destruction certificates available? Yes No

If yes, what is the cost? $ List all types of shredding bins available?

Is a fee charged for providing shredding bins? Yes No

If yes, what is the monthly charge for each type of bin? $ STORAGE SERVICES Transportation - Pick-Up & Delivery

Fill out pricing information for all that apply. If you do not offer one or more of the timeframes please leave that column blank. Next Business Day Same Business Day

Rush normal business

hours (3 hrs or less)

Rush after hours, weekend,

or holiday

DELIVERY

Base delivery rate: $ $ $ $

Maximum number of items included in base delivery rate? If there is a maximum, what is the cost in excess of this number per item/box or CF? $ $ $ $

Any handling/service fees per delivery? $ $ $ $

What is the extra-stop charge for multiple delivery locations in the same building or campus? $ $ $ $

PICK-UP

Base pick-up rate: $ $ $ $

Maximum number of items included in base delivery rate? If there is a maximum, what is the cost in excess of this number per item/box or CF? $ $ $ $

Any handling/service fees per pick-up? $ $ $ $ What is the extra-stop charge for multiple pick-up locations in the same building or campus? $ $ $ $

GENERAL Will another vehicle be available if the first becomes full during a pick-up? Yes No What are the zone- or distance-based charges added for delivery outside the base zone or quoted rate? $ $ $ $ Is a dock usage fee charged for pick-ups or drop offs made by the client? Yes No

If yes, how much is the charge? $ $ $ $

What is the dispatch fee? $ $ $ $ Is a surcharge added for onsite driver scan verification and printed receipt ticket? Yes No

If yes, how much is the charge? $ $ $ $

Storage

Storage fees are charged by (specify) Item/Box (IB) Cubic Feet (CF) If CF, what is the monthly cost per CF? $

If IB, attach a list of each item/box showing the monthly cost for each item, including dimensions.

Is there a minimum monthly storage charge? Yes No If yes, what is the minimum monthly storage charge? $

Do storage charges stop 30 days or less once items are authorized for destruction? Yes No If no, how many days before charges stop?

Monthly storage fees are based on: (check all that apply) Peak number in past 30 days Actual count at end of month

Allocated slots or positions Other (specify)

If other, attach details If allocated slots, attach details

Retrieval & Re-File Retrieval/Re-file charges are based on (specify) Item/Box Cubic Foot

Fill out pricing information for all that apply. If you do not offer one or more of the timeframes please leave that column blank. Next Business Day Same Business Day

Rush normal business

hours (3 hrs or less)

Rush after hours, weekend,

or holiday (3 hrs or less) Cost to retrieve a box: $ $ $ $ Cost to retrieve a file: $ $ $ $ Cost to retrieve a document: $ $ $ $ Cost to re-file a box: $ $ $ $ Cost to re-file a file: $ $ $ $ Cost to re-file a document: $ $ $ $

Data-Entry/New Adds (Accession) New adds are charged by (choose all that apply) Item/Box Cubic Feet Is an intake fee charged? Yes No What is the fee for an intake? $ $ Is the cost of box-level data-entry included in the new-add charge? Yes No If no, what is the box-level data-entry charge? (Assume that a transmittal form is provided by the client.) $

What is the charge per file for file-level data-entry? (Assume that a transmittal form is provided by the client.) $

Is a separate fee charged for barcode labeling the box, file, or document? Yes No If yes, what is the cost per label per box and per file? Box $           File $ Are data conversions or data import features available? Yes No If yes, what are the IT hourly service charges? $ Are any other charges associated with data-entry? Yes No If yes, attach details and reference this section and line item.

Permanent Withdrawal Is a permanent removal fee charged in addition to the standard retrieval fee? Yes No Is a maximum number of items retrieved for permanent removal allowed per week? Yes No Is a pallet fee charged for large quantities of permanent withdrawals? Yes No Attach a table with a breakdown of all fees and charges.

Private Vault & Private Viewing Area Is a private vault available at the facility that will service our account? Yes No If yes, attach a table with a breakdown of all fees and charges for use of a private vault.

Is a private viewing area available at the facility that will service our account? Yes No If yes, attach a table with a breakdown of all fees and charges for use of a private viewing area.

Account Termination Is a permanent removal fee associated with an account termination? Yes No If yes, is the charge greater than the standard retrieval fee? Yes No If greater than the standard retrieval fee attach details of these charges. What is the fee charged for a printed copy of the database at termination of the contract? $ What is the fee charged for an electronic comma delimited ASCII file copy of the database? $

Are any other termination-related fees charged? Yes No If yes, attach details of these charges. Is a maximum number of items retrieved for termination allowed per week? Yes No If yes, what is the rate per week?