Request for Proposals #LB-21-2778

Request for Proposals #LB-21-2778

issued by the

University of Wisconsin System Office of Procurement

for

Survey Tool for UW System Campuses and UW Madison

DATE OF ISSUE: 06/24/2021

DUE DATE: July 23th, 2021 3:00 PM

No late proposals accepted, regardless of circumstances.

Please plan accordingly.

There will be no public opening

For further information regarding this RFP, contact:

Lew Bettinger Office of Procurement

UW System Administration 660 W. Washington Ave, Suite 201

Madison, WI 53703 Email: [email protected]

mailto:[email protected]

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TABLE OF CONTENTS

1. GENERAL INFORMATION .......................................................................................................................... 6

1.1. Introduction and Background .................................................................................................................. 6

1.1.1. The University of Wisconsin System ........................................................................................................ 6

1.1.2. UW System Unique Characteristics .......................................................................................................... 6

1.1.3. Current State ............................................................................................................................................ 7

1.2. Objectives ................................................................................................................................................. 7

1.3. Definitions ................................................................................................................................................ 7

1.4. Calendar of Events ................................................................................................................................... 8

1.5. Procuring and Contracting Agency ........................................................................................................... 8

1.6. Clarifications and Revisions ...................................................................................................................... 9

1.7. Reasonable Accommodations ................................................................................................................ 10

1.8. Contract Term ........................................................................................................................................ 10

1.9. VendorNet Registration ......................................................................................................................... 10

1.10. Parking on UW Campuses ...................................................................................................................... 10

1.11. Smoke-free Environment ....................................................................................................................... 11

1.12. Reporting of Child Abuse and Neglect ................................................................................................... 11

1.13. Promotional Materials ........................................................................................................................... 11

1.14. Special Pandemic and Emergency Operations Considerations ............................................................. 11

2. PREPARING AND SUBMITTING A PROPOSAL ......................................................................................... 12

2.1. General Instructions ............................................................................................................................... 12

2.2. Incurred Costs ........................................................................................................................................ 12

2.3. Submitting the Proposal ....................................................................................................................... 123

2.4. Proposal Organization and Format ........................................................................................................ 13

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2.5. Submitting Multiple Proposals ............................................................................................................... 13

2.6. Oral Presentations and Interview ........................................................................................................ 134

2.7. Withdrawal of Proposal ......................................................................................................................... 14

2.8. Confidential and Proprietary Information ............................................................................................. 14

3. PROPOSAL SELECTION AND AWARD PROCESS ...................................................................................... 14

3.1. Preliminary Evaluation ........................................................................................................................... 14

3.2. Cost Proposal Scoring ............................................................................................................................. 15

3.3. Evaluation Criteria .................................................................................................................................. 15

3.4. Right to Reject Proposals and Negotiate Contract Terms ..................................................................... 15

3.5. Awards and Final Offers ......................................................................................................................... 15

3.6. Notification of Intent to Award .............................................................................................................. 16

3.7. Appeals Process ...................................................................................................................................... 16

3.8. Invoicing Requirements.......................................................................................................................... 16

3.9. Payment Terms .................................................................................................................................... 167

4. MANDATORY REQUIREMENTS ............................................................................................................... 17

4.1. Mandatory Requiements for All Award Lots .......................................................................................... 17

4.2. Proposer References .............................................................................................................................. 17

5.0 GENERAL REQUIREMENTS (All Proposers) ............................................................................................. 17

5.1 Product Overview ................................................................................................................................... 17

5.2 HECVAT ................................................................................................................................................... 18

5.3. Product Description................................................................................................................................ 18

5.4 Proposed Solution vs. Industry Standard ............................................................................................... 18

5.5 Question Functionality ........................................................................................................................... 18

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5.6. Respondent Interaction ......................................................................................................................... 18

5.7 Audits/Open Records ............................................................................................................................. 18

5.8 Data Retention ....................................................................................................................................... 19

5.9 Data Integration ..................................................................................................................................... 19

5.10 Data Analysis and Analytics .................................................................................................................... 19

5.11 Support, Performance. and Customer Satisfaction ............................................................................... 19

5.12 Proposer Form ........................................................................................................................................ 19

5.13 Vendor Overview .................................................................................................................................... 19

6.0 EVALUATION SENARIOS ......................................................................................................................... 20

6.1 Enterprise SurveyTool Award LOT #1..................................................................................................... 23

6.2 Student Evaluaton Survey Tool LOT #2 ................................................................................................. 26

6.3 Crowd Sourcing Research Tool LOT #3 .................................................................................................. 29

7.0 COST PROPOSAL ..................................................................................................................................... 29

7.1 General Instructions for Submitting Cost Proposals .............................................................................. 29

8.0 SPECIAL CONTRACT TERMS AND CONDITIONS ...................................................................................... 30

8.1 Termination ............................................................................................................................................ 30

8.2 Background Checks ................................................................................................................................ 30

8.3 Minority and Disabled Veteran Business Program ................................................................................ 30

8.4 Executed Contract ot Consititute Entire Agreement ............................................................................. 31

8.5 New Releases ......................................................................................................................................... 31

8.6 Contact with Employees of the State ..................................................................................................... 31

8.7 Insurance Requirements ........................................................................................................................ 31

8.8 Certificate of Insurance Requirements .................................................................................................. 32

8.9 Notice Requred Before Cancelation ....................................................................................................... 33

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8.10 Evidence of New Insurance .................................................................................................................... 33

8.11 Right to Cancel Contract ........................................................................................................................ 33

8.12 Cancellation by University ...................................................................................................................... 33

8.13 Written Notice ........................................................................................................................................ 33

8.14 Cancellation by Contractor..................................................................................................................... 34

8.15 Terminatin by Either Party ..................................................................................................................... 34

8.16 Contractor Agrees to Indemnify and Hold Harmless ............................................................................. 34

8.17 Nondiscrimination and Affirmative Action ............................................................................................ 34

8.18 Contactor to Provide Requires Services ................................................................................................. 35

8.19 Permits, Licenses and Taxes ................................................................................................................... 35

8.20 Additions to Contract ............................................................................................................................. 35

8.21 Sub-Contracts ......................................................................................................................................... 35

8.22 Discriminatory Boycott of Israel ............................................................................................................. 36

8.23 USA Requirements ................................................................................................................................. 36

9.0 STANDARD TERMS AND CONDITIONS.................................................................................................... 36

10.0 REQUIRED FORMS .................................................................................................................................. 44

• Proposer Required Form

• Proposer References

• Designation of Confidential and Proprietary Information

• Bidder Agreement

• Proposer Certifications

• Attachment A - Bidder Response Sheet

• Attachment B - Source Level Agreement

• Attachment C - HECAVT

• Attachment D - Inoperability and Additional System Information Requirements

• Attachment E – Cost Sheet

• Attachment F – List of Campuses

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1. GENERAL INFORMATION

1.1. Introduction and Background

The University of Wisconsin System (UW System) is seeking Survey Tool.

The purpose of this document is to provide interested parties with information to enable them to

prepare and submit proposals for the Survey Tool at all UW System Campuses. The University of

Wisconsin System intends to use the results of this Request for Proposal (RFP) to award to

multiple vendors to make multiple awards. UW needs to be able to evaluate proposals to ensure

that widely varying needs across multiple campuses are all covered by at least one awarded

vendor. UW must evaluate software qualitatively rather than strictly on price alone.

1.1.1. The University of Wisconsin System

The University of Wisconsin System is one of the largest systems of public higher education

in the country, serving more than 182,000 students (roughly 165,000 undergraduate and

17,000 graduate students).

The UW System consists of multiple institutions including two Research 1 universities (UW-

Madison and UW-Milwaukee) and 11 four-year comprehensive universities with a total of

13 branch campuses, and a statewide UW-Extended Campus. UW System Administration

provides oversight of all UW institutions and is responsible to the Board of Regents. The

total UW budget is about $6 billion, with payroll expenses of more than $2 billion.

For more information on the UW System please see the UW System website at

https://www.wisconsin.edu/

1.1.2. UW System Unique Characteristics

In addition to its multiple institutions with varying missions and sizes, the University of

Wisconsin System has other unique characteristics. Each institution administers their own

survey tools and student course evaluation tools. Having two Research 1 universities means

there are large volumes of data in the current enterprise survey tool, Qualtrics, where

longitudinal study data is stored and analyzed. Faculty tenure decisions depend on both the

enterprise survey tool and the student course evaluation tool data so these tools must be

reliable and easy to use for survey participants, students, faculty, and administration.

Reporting and analysis of data from all the survey tools is essential to the ongoing

operations of the UW System.


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1.1.3. Current State

The UW System has defined three areas that this RFP addresses: Enterprise Survey Tool,

Student Course Evaluation Survey Tool and Crowdsourcing Research Tool. The enterprise

survey tool use across the UW System has expanded and the current contract no longer

covers all the requirements. Many of the institutions are seeking a new student course

evaluation survey tool to replace their self-hosted course survey tools or to enhance the

functionality of their current solutions. The user experience with many of these tools is poor

and fraught with inaccuracies and inefficiencies which negatively impacts student response

rates and trend analysis. The crowdsourcing research tool is an emerging need where there

is no standard solution identified across the UW System.

1.2. Objectives

The survey tool is expected to provide:

The solution(s) would provide modern, SaaS-based survey tool(s) that meets our needs as

described in “Section 5: Specific Requirements and could be used by all UW System

institutions. The solution(s) would also use a standards-based approach to integrate with other

software, such as tools in the UW System Digital Learning Environment (DLE) including the

Canvas Learning Management System, websites and other related tools. The solution(s) must

be able to support a separate account for each UW System institution. Any vendor may choose

to respond to one, two or all three of the award lots. The bid may be awarded to one or

multiple vendors.

• Award Lot 1: Enterprise survey tool for the following groups

o General Academic Users, including Institutional Researchers

o Power Users with large amounts of existing research and survey data

o Partnerships with non-academic entity users for university related work such

as business incubators, charter schools, community health clinics, federal

government, etc

• Award Lot 2: Student course evaluation survey tool

• Award Lot 3: Crowdsourcing research tool

1.3. Definitions

The following definitions are used in this RFP:

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Contractor: Proposer awarded the contract CA: UWSA Contract Administrator Proposer: Company which has submitted a proposal in response to this RFP RFP: Request for Proposal State: State of Wisconsin System Procurement Office: University of Wisconsin System Office of Procurement University: University of Wisconsin UW: University of Wisconsin UWS: University of Wisconsin System UWSA: University of Wisconsin System Administration

1.4 Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for

Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise

changed by the UW System. In the event that the UW System finds it necessary to change any of

the specific dates and times in the calendar of events listed below, it will do so by issuing an

addendum to this RFP, through the Vendornet system (see Section 1.9). There may or may not be

a formal notification issued for changes in the estimated dates and times.

EVENT DATE

Release RFP June 24th, 2021

Vendor Written Specification & Requirement Questions to UWSA July 8th, 3:00 PM, 2021

Answer to Vendor Questions (Estimated): July 12th, 2021

Proposals Due at 3 PM CST to UWSA Office of Procurement in Madison July 23th, 3:00 PM, 2021

Oral Presentation (Estimated) July 26th – July 30th 2021

Notification of Intent to Award Contract (Estimated) August 6th, 2021

Contract Execution (Estimated) October 13th, 2021

Start of Contract (Estimated) November1st, 2021

All Proposals submitted shall remain fixed and valid for acceptance for a one hundred eighty

(180) day period starting on the proposal due date, July 23th, 2021

1.5 Procuring and Contracting Agency

This RFP is issued for the State of Wisconsin/Board of Regents of the University of Wisconsin

System by the University of Wisconsin System Administration Office of Procurement which is

the sole point of contact for the University during the proposal evaluation process. The contract

or contracts resulting from this RFP shall be between the Board of Regents of the University of

Wisconsin System, hereafter referred to as the "University," and the successful proposer or

proposers hereafter referred to as the "Contractor" for the provision of a Survey Tool according

to the terms set forth herein.

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Lewis Bettinger or his successor or designee shall be the representative of the UWSA

responsible for the administration of the contract and referred to herein as "UW Contract

Administrator”.

1.6 Clarifications and Revisions

Any questions concerning this RFP must be submitted in writing via e-mail on or before July 8th,

3:00 PM, 2021, to:

Lew Bettinger, RFP Manager: [email protected]

Questions regarding this RFP should reference “RFP LB-21-2778 Question” in the subject line.

Vendors are expected to raise any questions or exceptions they have concerning the RFP

DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity,

error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify

immediately the above-named individual of such error and request modification or

clarification of the RFP.

If it becomes necessary to provide additional clarifying data or information, or to revise any part

of this RFP, revisions/amendments and/or addendums will be provided to all recipients of this

initial RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions

of this RFP and any supplements or revisions thereof.

Failure to acknowledge receipt of supplements or revisions, in accordance with the instructions

contained in the supplement or revision, may result in proposals not being considered. Each

proposal shall be predicated upon all the terms and conditions of the RFP and all supplements or

revisions thereof.

If a proposer fails to notify the University prior to the Proposal due date of a known error in the

Proposal (an error that reasonably should have been known to the Proposer) and a contract is

awarded to that Proposer, the Proposer shall not be entitled to additional compensation or

time by reason of the error or its correction.

All contact with University of Wisconsin System faculty, staff, students, administrators,

executives, employees, volunteers, members of the Board of Regents, other State of Wisconsin

employees, or other University of Wisconsin contractors concerning this RFP is prohibited,

except as authorized in advance by the RFP manager, from date of release of the RFP until the

resulting contract is fully executed. Unauthorized contact may result in disqualification of your


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proposal. This prohibition does not apply to other unrelated ongoing business including

fulfillment of already existing contracts.

1.7 Reasonable Accommodations

The University of Wisconsin System Administration (UWSA) Office of Procurement will provide

reasonable accommodations including the provision of informational material in an alternative

format for qualified individuals with disabilities upon request. If you think you may need

accommodations for the oral presentations, contact the RFP Manager, Lew Bettinger, (608)

263-2869 or [email protected].

1.8 Contract Term

It is the intent of the University to commence the resulting three-year contract on or about

November 1st, 2021.

The contract shall be effective on the date indicated on the contract and shall run through

October 31st, 2024 with 2 possible 1-year renewal option.

The University may discontinue the contract, in whole or in part, without penalty at any time

due to non-appropriation of funds.

1.9 VendorNet Registration

The State of Wisconsin’s purchasing information and vendor notification service is available to

all businesses and organizations that want to sell to the state. Anyone may access VendorNet

on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices

and policies, goods and services that the state buys, and tips on selling to the state. Vendors

may use the same website address for inclusion on the bidders list for goods and services that

the organization wants to sell to the state. A subscription with notification guarantees the

organization will receive an email message each time a participating municipality, school

district, or state agency, including any campus of the University of Wisconsin System, posts a

request for bid or a request for proposal in their designated commodity/service area(s) with an

estimated value over $50,000. Increasingly, state agencies also are using VendorNet to post

simplified bids valued at $50,000 or less. Vendors also may receive email notices of these

simplified bid opportunities.

1.10 Parking on UW Campuses

Parking on and near many UW campuses is limited. The University cannot reimburse vendors

for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks

without permits may be ticketed and/or towed. The UW System Office of Procurement is not


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able to have tickets or towing fees reversed. Vendors invited to give in-person oral

presentations will receive parking information and instructions at that time.

1.11 Smoke-free Environment

Most UW campuses prohibit smoking inside all campus buildings, including residence halls, and

within 25 feet from any building entrance. Do not smoke on University grounds where smoking

is prohibited. You should assume that smoking is prohibited anywhere that it is not explicitly

permitted.

1.12 Reporting of Child Abuse and Neglect

If, in the course of providing services to the University, a contractor, entity, or individual

(including employees, affiliates or volunteers) (hereinafter "contractor"), observes an incident

or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect,

and the contractor has reasonable cause to believe that child abuse or neglect has occurred or

will occur, the contractor must make a report of that abuse or neglect to law enforcement or to

a county social service agency as provided by University policy. If the child abuse or neglect has

any connection to the University, a report must also be made to the University as stated in

University policy.

1.13 Promotional Materials

Supplier agrees not to use promotional or marketing materials that state expressly or by fair

implication that the University endorses either the Vendor or any sponsor of such material.

1.14 Special Pandemic and Emergency Operations Considerations

The University of Wisconsin System, individual campuses, municipalities, counties, or the State

or Federal government may have emergency orders or guidelines in place mandating or

recommending measures such as face masks, protective gear, hand washing, temperature

checks, symptom reporting, social distancing, or other temporary public health and safety

measures. All suppliers visiting UW campuses or participating in UW sponsored activities,

whether on or off campus, must comply with all relevant University, campus, government, and

public health and safety mandates and guidelines unless specifically exempted by the applicable

legislation, executive order or public health order. UW reserves the right to impose additional

health and safety requirements, processes, and procedures at any time. Proposers, contractors

and suppliers and their support personnel present in person at any UW site or event must

comply with all such applicable measures in effect at that location unless specifically exempted

by advance written authorization.

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2. PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

The evaluation and selection of a vendor and the contract will be based on the information

submitted in the vendor's proposal plus references and any required on-site visits or oral

interviews. Failure to respond to each of the requirements in the RFP may be the basis for

rejecting a response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete

and effective proposal, are not necessary or desired.

2.1. Incurred Costs

The University of Wisconsin is not liable for any cost incurred by proposers in replying to this

RFP including costs associated with traveling for on-site oral presentations or interviews.

2.2. Submitting the Proposal

All proposals should be delivered electronically to [email protected] and shall be

considered sealed. To ensure confidentiality of the document, all proposals must be

electronically labeled and show the following information on the Email:

• Proposer's name and address

• Request for proposal title (RFP: Survey Tool for UW Campuses and UW Madison)

• Request for proposal number (LB-21-2778)

• Proposal due date July 23, 2021 3:00 PM CST

Proposers must submit electronic proposal documents, marked as such, with all materials required for acceptance of their Proposal by the deadline shown on this Request for Proposal Document. Proposals must be received by email address [email protected] prior to or by 3:00 p.m. CST on the stated proposal due date. Proposals not received by that date/time shall be considered late. Submit Proposal documents as follows:

• One original Electronic document Copy of the Programmatic Proposal (Excluding the Cost Proposal Form).

• One Original Electronic Document Copy of the Cost Proposal Form

• An Electronic copy of both the Proposal and the Cost Proposal Form with all proprietary information redacted. These electronic documents must be clearly marked “Redacted Copy”. (Reminder: Cost Bid/Proposal is not Proprietary Information!)

• Late proposals shall be rejected.

• Electronic Proposals are frequently too large to be received by [email protected]. If electronic documents are too large to be received by [email protected], an email to [email protected] of a secure on-line folder containing the electronic documents and






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access instructions will be considered delivery of electronic documents. This method is also required to be received by [email protected] prior to or by 3:00 p.m. CST on the stated proposal due date. It is the sole responsibility of the proposer to insure all electronic proposal documents are received by UWSA Procurement at [email protected] by the date/time specified in this RFP document.

Receipt of a proposal by the University mail system does not constitute receipt of a proposal by

the Purchasing Office, for purposes of this RFP. Only Electronic Proposals will be considered.

Proposers are advised not to wait until the last moment to deliver their Proposals. The

University of Wisconsin cannot make exceptions to the deadline for packages delayed in transit,

delivery personnel delayed by traffic, weather, accidents, strikes, Acts of God, or other

circumstances. Wisconsin can and does at times experience severe weather that can delay

parcel delivery. UWS strongly advises that proposers plan to deliver their proposals several

days before the due date. This will build extra time into the schedule in the event of unexpected

weather or other delivery delays.

2.3. Proposal Organization and Format

Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with headings and subheadings. Each heading and subheading should be separated or otherwise clearly marked. All information should be included in the electronic proposal.

2.4. Submitting Multiple Proposals

Multiple proposals from a vendor will be permissible; however, each proposal must conform fully on its own to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans (varying Cost Proposals) do not constitute multiple proposals.

2.5. Oral Presentations and Interview

Top scoring vendors based on an evaluation of the written proposal may be required to

participate in interviews and/or site visits to support and clarify their proposals, if requested by

UWS. UWS will make every reasonable attempt to schedule each presentation at a time and

location that is agreeable to the proposer. Failure of a proposer to interview or permit a site

visit on the date scheduled may result in rejection of the vendor's proposal. The University of



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Wisconsin is not liable for any cost incurred by proposers in replying to this RFP including costs

associated with traveling for on-site oral presentations or interviews, or configuring their own

technology for virtual interviews and demonstrations.

2.6. Withdrawal of Proposal

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers

may withdraw a proposal in writing at any time up to the proposal closing date and time if the

RFP manager receives such request. To accomplish this, the written request must be signed by

an authorized representative of the proposer and submitted to the RFP manager via email. If a

previously submitted proposal is withdrawn before the proposal due date and time, the

proposer may submit another proposal at any time up to the proposal closing date and time.

2.7. Confidential and Proprietary Information

As the University is a state agency, Wisconsin’s Public Records law requires the release of most

documents to requestors, including vendor responses to bids and RFPs. Any requested

restrictions on the data contained within a proposal submitted must be clearly stated in Section

4: Designation of Confidential and Proprietary Information of the Required Form. Proprietary

information submitted will be handled in accordance with applicable State of Wisconsin law. It

is the proposer’s responsibility to defend the determination in the event of an appeal or

litigation. Data, documentation and innovations contained in the proposal become the property

of the University. Prices cannot be kept confidential. Excessive designation of information as

proprietary may result in disqualification of your Proposal.

3. PROPOSAL SELECTION AND AWARD PROCESS

Accepted proposals will be reviewed by an evaluation committee and scored against the stated

criteria. Proposers may not contact any member of an evaluation committee except at the direction

of the RFP Manager. The committee may review references, request interviews, and/or conduct on-

site visits and use the results in scoring the proposals. Proposals from certified Diversity Suppliers may

have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to

these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated for each

part in each of the proposals evaluated separately based on the numerical scores received.

3.1. Preliminary Evaluation

The proposals will be reviewed initially to determine if mandatory requirements are met.

Failure to meet mandatory requirements will result in rejection of the proposal. In the event

that no vendors meet one or more of the mandatory requirements, UWS reserves the right to

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continue the evaluation of the proposals and to select the proposal that most closely meets the

requirements specified in this RFP.

3.2. Cost Proposal Scoring

Various costing methodologies and models, including Total Cost of Ownership models, are

available to analyze the cost information to determine the lowest cost to UWS. UWS personnel

will select one method for scoring costs and will use it consistently throughout its analysis of all

the cost proposals. UWS will determine in its sole discretion the cost proposal scoring

methodology. Please refer to section 7.0 for more information

3.3. Evaluation Criteria

Each lot contained in each proposal will be scored separately using the following criteria:

Mandatory Requirements (Section 4) Pass / Fail

General Requirements Elements Constituting the Company Profile,

Technical, and HECVAT responses (Section 5) 35%

Evaluation Scenario’s Award Lots (Section 6)

Lot#1 Enterprise Survey Tool 15%

Lot#2 Student Course Evaluation Survey Tool 10%

Lot#3 Crowdsourcing Research Tool 10%

Section Sub Total 35%

Cost 30%

Total 100%

3.4. Right to Reject Proposals and Negotiate Contract Terms

The University of Wisconsin reserves the right to reject any and all proposals. UWS may

negotiate the terms of the contract, including the award amount, with any proposer(s)

reasonably likely to be awarded a contract upon successful completion of contract negotiations.

The University of Wisconsin System Office of Procurement reserves the right to request any

additional information deemed necessary for the proper evaluation of proposals.

3.5. Awards and Final Offers

The University will compile the final scores for each part in each proposal. Awards will be

granted in one of two ways. An award may be granted to the highest scoring responsive and

responsible proposer at the conclusion of individual scoring. Alternatively, the highest scoring

proposer or proposers may be requested to submit best and final offers. If best and final offers

are requested by UWS and submitted by the vendor, they will be evaluated against the stated

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criteria, scored and ranked by the evaluation committee. Awards then will be granted to the

highest scoring proposer or proposers. However, proposers should not expect that UWS will

request a best and final offer. Awards may be granted to different vendors per lot.

3.6. Notification of Intent to Award

All vendors who respond to this RFP will be notified in writing of UWS's intent to award any

contracts resulting from this RFP.

After notification of the intent to award is made, and under the supervision of agency staff,

copies of proposals will be available for public inspection upon reasonable notice from 8:00

a.m. to 4:30 p.m. at 660 W. Washington, Madison Wisconsin. Vendors should schedule reviews

with Lew Bettinger at [email protected].

3.7. Appeals Process

Notices of intent to protest and protests must be made in writing to the head procuring agency. Protestors should make their protests as specific as possible and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

Any written notice of intent to protest must be filed with:

Mr. Brent Tilton Director of UW System, Office of Procurement 660 W. Washington Ave, Suite 201 Madison, WI, 53706 [email protected] and received in his/her office within five (5) working days after issuance of the solicitation or the notice of intent to award.

Any written protest must be received within ten (10) working days after issuance of the solicitation or the notice of intent to award. The decision of the head of the procuring agency may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance of the decision, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin statute or a section of the Wisconsin Administrative Code.

3.8. Invoicing Requirements

• The Contractor shall invoice for completed work.

• Invoices presented for payment must be submitted in accordance with instructions

contained on the purchase order including reference to purchase order number and

submittal to the correct address for processing.

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• Invoices submitted by Contractor must reference a Purchase Order (P.O.) and Statement of

Work (S.O.W.).

3.9. Payment Terms

UWS normally will pay properly submitted Contractor invoices within thirty (30) calendar days

of receipt providing goods and/or services have been delivered, installed (if required), and

accepted as specified. The State of Wisconsin Prompt Payment Policy shall apply to the

payment of all open invoices. No discount will be provided for early payment. A good faith

dispute pursuant to s. 16.528, Wis. Stats., creates an exception to these prompt payment

requirements. 4.0 MANDATORY REQUIREMENTS

4.1 Mandatory Requirements for all award lots

The following requirements in section 4.1 are mandatory and the proposer must satisfy them. See section 3.1 for clarification if necessary.

4.1.1 Proposer must have 3 years proven experience in the provision of similar products and services to institutions of Higher Education.

4.1.2 Proposer must be able to provide a separate account for each UWS Institution listed in Attachment F.

4.1.3 The State of Wisconsin requires purchased contractual services to be performed in the United States (Wis Stats 16.705 (1r)). Contractor warrants that services provided to the University under this contract will be performed in the United States. The inability to perform services in the United States shall be grounds for disqualifying your proposal for this contract.

4.2 Proposer references

Proposers must include in their RFPs a list of at least five (5) organizations with whom the proposer has done business like that required by this solicitation within the last two (2) years. For each organization the Proposer must include the current, accurate name, title, address, and telephone number of a contact person along with a brief description of the project or assignment which was the basis for the business relationship. UWS will determine, at its sole discretion, which, if any, references to contact to assess the quality of work performed and personnel assigned to the project. The results of any references will be provided to the evaluation committee and used in scoring the proposal. Please be certain to supply accurate, current contact info for references. Individuals conducting reference checks will not track down references for whom inaccurate or outdated info has been supplied. Any reference that cannot be contacted with a reasonable amount of effort shall count as a negative reference.

5.0 GENERAL REQUIREMENTS FOR ALL AWARD LOTS COMPANY PROFILE, TECHNICAL AND HECVAT

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5.1 Product Overview

Provide a high-level overview of your product and a high-level description of how it would address the needs of the University of Wisconsin System. Describe the overall solution proposed. Explain the award lot the solution covers. Include information on the modules, licenses, support, consulting/implementation or other services and software required to deliver the proposed solution. Describe the timeline and methodology for implementation of the solution. Include information on the resources needed from the vendor and client to implement the solution. Describe the typical administrative structure for the software.

Comprehensive information about the University of Wisconsin System and its organization, campuses, mission, guiding principles, vision, strategy, strengths, challenges, environment, and other relevant information is available at https://www.wisconsin.edu/

5.2 Higher Education Community Vendor Assessment Toolkit (HECVAT)

Provide a completed copy of the full Higher Education Community Vendor Assessment Toolkit (HECVAT) https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit

5.3 Product Description

Describe how the proposed product / service, including its primary and administrative interfaces and any electronic reports, files, and documents it produces, meets WCAG 2.0, Level AA Accessibility including certification by an external agency. If the product does not meet WCAG 2.0, Level AA Accessibility standards, explain what functions are not accessible along with a timeline for updating those functions to meet the standard.

5.4 Proposed Solution vs. Industry Standard

Describe in detail any ways in which your proposed solution differs from the assumption that each proposed solution includes a common, industry-wide, survey toolset (e.g., secure survey creation and reporting, survey response, survey owner dashboards, etc).

5.5 Question Functionality

Provide a list and describe question types. Include information on the functionality related to the questions such as question content (rich text editor, embedded files, etc), question scale, question logic (skip, randomization, variables, piped text, etc.), question banks, question blocks, question validation, pagination, end of survey messages and links.

5.6 Respondent Interaction

Describe the way survey respondents can interact with the survey from invitation options, reminders, opt in/out, text/email, etc.

5.7 Audits


https://library.educause.edu/resources/2020/4/higher-education-community-vendor-assessment-toolkit

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Describe how data audits and open records requests are supported.

5.8 Data Retention

Describe the data retention and archiving process included with the proposed solution.

5.9 Data integration

1. Describe the methods for integrating external data into the survey dataset and query data at the time of survey response.

2. Describe the methods for extracting data along with any limitations imposed. 3. Provide a full list of APIs included with the proposed solution. 4. Describe your approach to integration so that the performance of existing production

systems is not affected when the APIs are used. 5. Describe the support for LTI interface standards including the version(s) supported. Include

specific information on integration with Instructure’s Canvas LMS platform.

5.10 Data Analysis and Analytics

1. Describe the process for accessing raw data from the source systems. 2. List the standard reports and data elements available to users to build custom reports. 3. Describe the way user reports and associated data can be exported and list

supported formats. 4. Describe how your solution supports conjoint analysis, such as through the randomization

of thousands of possible conditions for a survey experiment. Identify other functions your solution provides such as MaxDiff, TURF, and pricing analysis. Briefly describe user-friendly reports that convey the results of these functions.

5.11 Support, Performance and Customer Satisfaction

1. Describe the software update cycle and the process used to notify customers. How do you incorporate client suggestions into your upgrade cycle?

2. Describe the support model for end users and administrators. Include information on end user and administrator documentation, SLAs, and recent customer satisfaction ratings for support

3. Describe training and support materials available for University system administrators and users, including any additional cost involved.

4. Describe the application performance SLA including the response an individual user should expect from the software.

5.12 Proposer Form

Proposer must submit the State of Wisconsin Proposer Required Form found in Section 11 of

this document.

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5.13 Vendor Overview

Proposer must submit the name and address of the operating firm on company letterhead.

Names of owners or principles of your firm shall be included. If a corporation, provide date of

incorporation and president’s name. If other than a corporation or partnership, describe

organization and name of principals. If an individual or partnership, provide date of

organization and name and address of all partners (state whether general or limited

partnership). Describe any sub-contract relationship your firm intends to enter into to provide

the services related to this contract. Please include all sub-contract agreements and contact

information.

6 EVALUATION SCENARIOS

6.1 AWARD LOT 1 Enterprise Survey Tool

Proposer is requested to provide a brief description, with pertinent details, of their ability to provide the following services or products (items should be answered in the order given). Do not substitute already existing marketing materials for a response to the specific question asked. Clearly indicate the award lot in all responses.

The University of Wisconsin (UW) System is seeking enterprise survey tool solutions to support our institutions. More than one provider may be awarded a contract. The solutions will meet the needs of the following groups:

a. General Academic Users, including Institutional Researchers b. Power Users with large amounts of existing research and survey data c. Partnerships with non-academic entity users for university related work such as business incubators, charter schools, community health clinics, federal government, etc

Note: Any costs for services should not be listed in the answers to these questions but rather included in the separate Cost Proposal Form.

AWARD LOT 1 SCENARIOS

Each award lot will be evaluated separately.

Please read the following information carefully before responding.

Commented [BS1]: Scenarios

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The scenario method of evaluation allows the University to focus its evaluation most efficiently on those aspects of proposed solutions that matter most to us.

The University assumes that each proposed solution includes a common, industry-wide, survey toolset (e.g., secure survey creation and reporting, survey response, survey owner dashboards, etc). If your solution differs from this assumption, provide details in Section 5.1.

Each scenario will be scored based on innovation, creativity, simplicity, effectiveness, and completeness in addressing the challenges in the scenario, as well as ease of use.

HOW TO ADDRESS THE FOLLOWING SCENARIOS

For each scenario below, prosper must submit a narrative describing how it proposed solution would address the given scenario

Scenario 6.1.1

Sabrina is the team lead of an initiative to increase student enrollments at her institution. She sends out a survey to high school guidance counselors to gather information on their student populations. Survey participants are external to UW System and respond to the survey without being required to log in. To distribute the survey, Sabrina imports a list of guidance counselors and their contact information. All members of her team develop and administer the survey, import and export data, send invitations and reminders, conduct data analysis, etc. Sabrina is administering this survey with the help of the Admissions Department who are co-owners of the survey with differing permissions designated by Sabrina. When the survey participants start the survey, additional data is collected related to the participant and school demographics and is stored as contact profile data so it can be used in survey reporting. Blocks of survey questions are assigned based on the additional information stored in the contact profile such as high school size and location which could be gathered via upload as a part of the contact information or in response to questions in the survey. Some participants are randomly assigned to complete a block of questions in a survey.

Scenario 6.1.2

Chee is a graduate student collecting responses from various countries for her thesis with plans to distribute her survey to a large group of respondents. Due to the large number of completes Chee requires, she will need to distribute to multiple lists such as those she developed herself and those from panel providers, and process other completes received through intercept surveys. The system should store these completes in the same project and allow them to be analyzed either together or separately. The survey content, user interface and navigation must be in English, Spanish and Hmong as well as other languages (vendor: identify all languages supported). Because of the large group of participants, she includes a narrative written as

Commented [RPL2]: and is

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preface to the survey to inform the respondent and solicit their consent. The survey must be accessible on a variety of devices, support responsive design, various browsers, and resolutions during development, testing and response. She wants the option to turn off mobile device access to respond to the survey and to specify what mobile devices are supported if the ability to complete the survey with a mobile device is allowed. She wants to preview and test the survey to ensure it is available on desktops and mobile devices that use different operating systems before she releases it. Data on the device used to complete the survey such as the device type (e.g., laptop, desktop, smartphone, or tablet), operating system (e.g., Android, Windows, Apple, etc.), browser, and screen resolution must be collected and reportable. When she travels to rural areas, she needs a downloadable application for Android and Apple devices to administer surveys without an internet connection. Her survey participants must also be able to answer their surveys offline with complete confidence that data collected offline will be protected and stored securely.

Scenario6.1.3

Dr. Jones has been working with a series of graduate students on a decades long longitudinal study with many surveys, some that span the whole length of the study. With graduate student assistants coming and going he needs to allow multiple users to collaborate simultaneously on a study throughout the survey lifecycle with various levels of access. Describe how your solution supports collaborative capability for an individual survey and for a folder or group of surveys including sharing survey results with other collaborators on a per survey-level and by group or folder. He doesn’t know how many surveys he’s going to have to send out during the study so he needs an unlimited number and he may need to rename the surveys, move, delete and restore them. With so many surveys Dr. Jones needs a primary dashboard for managing them, a way to easily find and open another survey and a folder or categorization system for organizing his surveys. Describe your solution’s capabilities for derivative management dashboards or folders within the primary dashboard. Graduate Assistants need the option of creating a new survey by copying an existing one. When stepping into their predecessor’s shoes Graduate Assistants need to be able to review and download the distribution history of the invitations and reminders by email address as well as who has already completed the survey. Describe how your solution logs the sending of emails to invitees including when the email was sent, to whom it was sent, whether it was returned as undeliverable, and the individual link contained in the email. In some cases the standardized and customized reports from the existing study are copied to the new study. A library accessible to only authorized individuals is required for storing, sharing, and reusing questions, blocks of questions, messages, images, video and audio. The ability to add notes to surveys for easier collaboration and logging changes to questions for rollback is needed along with creating and running automated reports with tables and charts for Dr. Jones to review while the survey is still open. Describe how your solution reports responses summarized in tables and charts. Indicate whether reports support cross-tab analysis of data fields. If a survey or data related to a survey gets accidentally deleted, describe how it can be recovered. Describe any other tools your software has for managing and analyzing longitudinal studies.

Commented [RPL3]: accessible

Commented [RPL4]: survey participants

Commented [RPL5]: is

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Scenario 6.1.4

Ashira works in the HR department and wants to prescreen candidates for open positions. She creates a survey for each job opening with a defined window for responses with a date and time set for the earliest point and/or the latest point a candidate may respond and prohibits any responses before and/or after that window. She needs the ability to customize the branding of the survey to fit the audience by embedding or removing UW System themes, logos, pictures and other images. The survey link must be easily read and typed by the invitee, this makes it friendly for electronic distribution (e.g., email) as well as other non-electronic means such as those who call or walk-in to apply. Because Ashira doesn't have a set list of people who will respond to the survey, she needs the survey link to allow multiple people to access it at the same time. Respondents can start the survey then return later to complete the survey while retaining their previous answers. Indicate whether your solution would allow or prevent that respondent to change his or her previous answers. Indicate how your solution would handle the requirement for an anonymous survey. Respondents need be able to return to any prior question, including those in a randomized block of questions, or in a rostered/table section. The survey should allow branching of survey questions based upon multiple conditions, for instance the answer to a previous question such as job experience and how long ago they gained the experience, where non-applicable questions should not be displayed. The survey needs to support an "other/specify/none of the above" answer type, which can be added to a list of choices. When selected, the solution should allow the respondent to enter a freeform text value to describe what "other" means. Ashira needs the option to require or make optional an entry in the freeform text field. Respondents must have the ability to upload documents like their resume and their references when completing the survey. Describe your solution's capability to automatically scan uploaded files for viruses. Summarize how your solution manages these files and notifies an administrator or survey creator about the creation or issues with the uploaded files. When the respondent has completed the survey there must be a customizable end of survey message and an automatically generated email based on one or more triggers with customizable content, “from” and “reply to” fields, and including URLs without the solution altering or redirecting that URL. Enhanced word processing functionality is very important to Ashira so that she may produce professional, polished survey downloads/exports and default reports using the solution. She also wants the ability to print her surveys out from the solution with the questions, headers, footers, and embedded images in an electronic report and on paper in an attractive and legible format to bring to a screening committee meeting.

Scenario 6.1.5

Travel Services wants to send out a survey to University staff members. Staff must log in with their NetID or use an invitation number before responding and each staff member can only respond once. Describe how your solution allows the survey creator the option to place a limit on the number of times a respondent may respond to the same survey. Survey invitations need to be sent to an unlimited number of recipients organized in contact lists (or subsets of contact lists). Since mailing lists aren't always clean, and in some cases multiple distributions are used in the same survey, your solution should prevent duplication by sending more than one

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invitation to the same email address. Indicate any survey allocation limits imposed by your solution. If your solution limits the number of emails that may be sent per day or week, indicate how your solution shows the user their usage and allotment allocation status. If applicable, describe how your solution allows the user to request increases in allotment limits. Travel Services uploads data about the respondent from another application and the respondent is asked to confirm or update the data as a part of the survey. Respondents need to be able to answer questions as free-form text (variable and fixed-width text options) and semantic differential scales such as “adequate’ to “inadequate.” Answers to questions must be carried forward and drive both the nature and behavior of a subsequent question for that respondent (i.e., branching). Travel Services wants to include a progress bar to show the respondent how much of the survey is completed with the ability to customize how and where the progress bar is displayed in the survey. They also want a schedule customized reminder messages that can be delivered based on criteria they define. The reminder emails should be sent to those who have begun but not completed the survey, those who have not yet started the survey, and those who have missed answering a specific question -- but not send an email to respondents who have completed the survey and those who have opted out. Travel Services wants a customizable report of overall survey completion rates that can be sorted by date. They also want a report to reflect all individual responses even with a large dataset but they need the option to remove any identifying information such as IP addresses, from the survey results.

Scenario 6.1.6

Tony has been designated as a survey Administrator at his campus. He needs appropriate training prior to the implementation so he had an overall understanding of the tool to properly show others how to use the tool and support his campus users. He supports people all over his campus and needs administrative access to any campus survey or account. Tony needs the ability to transfer survey ownership when the original owner leaves his campus. Describe the controls in place to audit who made administrative changes and what changes were made to ensure the security of surveys and data, and that data are not transferred outside of the University without explicit approval. He identifies surveys by title, unique survey ID, user ID, or URL depending on what information the person who contacts him has available. Tony uses tools for managing users such as a list of those who have recently accessed an account or the ability to change the survey account settings. There will be times he restores deleted surveys or download into an Excel file a list of the users, surveys and URLs.

Scenario 6.1.7

Grace is a Teaching Assistant for a Statistics course where the students are required to complete survey-creation projects as a group in lieu of a final exam. Since this project represents a significant portion of a student’s grade, Grace wants to make sure the students have flexibility and security in completing the project. She wants to ensure that student edits to their surveys are incrementally saved, that a version history of the survey edits is available, and restoration of previous versions of a survey is possible. Students should also be able to retrieve questions and settings from previous versions of their survey, as well as restore deleted questions. Students will make changes to the survey throughout the semester as they learn new concepts so Grace wants them to have the option to move individual questions or blocks

Commented [je6]: This looks like a typo

Commented [je7]: "Brand" Administrator seems like a term that is specific to Qualtrics.

Commented [RPL8R7]: Yes, delete Brand and lowercase administrator

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of questions (along with associated logic) to different sections or to an entirely different survey. Indicate whether this capability is available both during question construction and survey logic development. Students need to customize which statistics are presented in the report tables (e.g., count, raw percentage, column percentage, range, and standard deviation) and provide a statistical analysis on the dataset, including a full range of descriptive statistics of at least: mean, median, standard deviation, maximum, minimum, top box, and bottom box. Indicate whether the number of data points in the top and bottom box are customizable. Indicate whether these capabilities may be applied simultaneously to the result sets from multiple surveys. Before collecting data, students will need the option to test their surveys with a group of respondents or generated test responses. They will need to be able to delete the test responses and reset the survey for each use. Since this is a group project they will need a shareable link to a survey preview for all their collaborators or testers. Students will need to be able to export their data into a CSV format file including field labels. List all data types available for export from your solution, including survey results and metadata. Identify all extract formats (e.g., CSV) available to users. Students must be able to export (and potentially import) a survey with associated attributes (e.g., questions, pick lists, and common formats) into an editable document to hand in with their data. Identify the available formats for an exported survey. This will need to be done periodically throughout semester so data needs to be exported while the survey is still open. Describe how your solution can export only the new data from respondents since the previous export. Describe how your solution can export a list of those invitees that have completed the survey and a list of those who have not.

Scenario 6.1.8

Sofia helps coordinate her university’s student teacher program including the process of assessing how the student teachers performed while they were assigned to a class. Each student teacher must design an assessment for their students using a survey tool. The assessment surveys created by student teachers are graded by assigning a point value based on the survey responses. Sofia needs the ability to track survey responses and data about the respondent’s interaction with each question as they submit their responses. Describe how your solution tracks and reports participation and engagement for subsets of the contact list, summary statistics about survey response rate and time required to complete a survey, and statistics about the contact list across multiple surveys. Describe how your solution tracks the following: the time it takes each respondent to complete a survey, the response time for each question, meta data at the survey page-level (such as total time spent on page, total number of times page/section was visited, total time elapsed between selection of question responses for this item and the one preceding it, the number of times the respondent changed the answer, etc.). Identify other metadata provided by the solution and indicate what statistics are available for an open survey.

6.2 AWARD LOT 2 Student course evaluation survey tool


Commented [RPL9]: teaching or teacher assessment survey for their students to complete? (this sentence seemed a little confusing about who was assessing what)

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The University of Wisconsin (UW) System is seeking enterprise student course evaluation survey tool solutions to support our institutions. More than one provider may be awarded a contract.


AWARD LOT 2 SCENARIOS

Please read the following information carefully before responding.

Each award lot will be evaluated separately.

The scenario method of evaluation allows the University to focus its evaluation most efficiently on those aspects of proposed solutions that matter most to us.

The University assumes that each proposed solution includes a common, industry-wide, survey toolset (e.g., secure survey creation and reporting, survey response, survey owner dashboards, etc). If your solution differs from this assumption, provide details in Section 5.1.

Each scenario will be scored based on innovation, creativity, simplicity, effectiveness, and completeness in addressing the challenges in the scenario, as well as ease of use.

HOW TO ADDRESS THE FOLLOWING SCENARIOS

For each scenario below, the proposer must submit a narrative describing how its proposed solution would address the given scenario.

Scenario 6.2.1

A student who just transferred to a UW System institution needs to finish the semester using a

phone because their laptop is broken. The student wants to make sure they get all course

evaluations done because most instructors are offering extra credit toward the final course

grade for completing them. The student has these questions:

- Will I have any problems completing the course evaluations with my phone?

- Where would I find the evaluations?

- How will I know when I can take them?

- Will I get a reminder?

- Are the evaluations really anonymous?

- How will I know each evaluation was submitted correctly so I get my extra credit points?

- Will I be able to see the extra credit points in the Canvas gradebook?

- What happens if I’m not able to finish an evaluation? Is there a save button? Can I finish

it at a later time? How can I be sure I completed each survey?

- Can I submit a partially completed survey?

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Scenario6.2.2

Professors A and T are responsible for several new online and face-to-face courses, which are

all team taught. They want to administer a mid-term evaluation, as well as the required end of

semester evaluation and get student feedback on their relevant portions of the course. For

several questions a yes/no/not applicable format is most appropriate. For other aspects of the

course, a 1-7 rating works best. The instructors want to allow students to elaborate on any

course aspect in a narrative form but would like to have separate data for each of them. The

ability to export the data and analyze it with SPSS is needed for an undergraduate program

review report. They want to report results for online courses separately from the face-to-face

courses. For validity, they want as high a response rate as possible and are looking for

strategies, including incentivizing students to achieve this. Ideally, they would like to monitor

the evaluation completion rates.

3-week (early) May 26-June 13

4-week (early) May 26 – June 20

Second 4-week June 22 – July 18

Third 4-week July 20 – August 15

First 6-week May 26 – July 4

Second 6-week June 8 – July 18

Third 6-week June 22 – August 1

Fourth 6-week July 6 – August 15

8-week June 22 – August 15

12-week May 26 – August 15

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Scenario 6.2.3

During the summer term at one UWS institution about 1,500 courses are offered by 90

departments in sessions of varying length with different start and end dates:

Instructors, academic program/department leadership, School/College leadership, and the Provost are all keenly interested in students’ evaluation of this summer’s course offerings. There is a need to have standard survey questions for all courses regardless of mode, as well as, a need for some customization by instructor, department, and School/College and, in particular, several questions tailored to online learning for all online and blended courses offerings. The objective is to automatically assign these tailored questions/evaluations for online and blended courses using campus metadata. The institution wants the evaluation administration to be automated so students in each summer course get access to the evaluation in the first day of the last week of the course. The evaluation results must also be scheduled so that all instructors receive their evaluation results after grades are due in August. The academic program/department leadership, School/College leadership, and Provost also need reports of the results for their respective units in August.

Scenario 6.2.4

The university’s foundation office has less than a week to put together special materials to bolster the case for a philanthropic gift. They need student course evaluation data (quantitative and any qualitative comments) for several institutional questions for the past two years:

• for all programs in both the School of A and the School of B and Z, an undergraduate program in the College of C.

A student course evaluation report must be built that automatically groups all classes across the two schools and the single program in another college (without a survey report admin manually doing that for each class in the pertinent schools and program of study). The capacity to unselect this automatic grouping may be needed.

In addition, the university’s foundation office wants to read any qualitative comments explaining quantitative responses in the last two years for each of the two standard institutional questions collected in the identified schools and program. Qualitative analysis of comments would facilitate preparation of materials for the donor.

Bar graphs for each institutional question with means, standard deviations, and total sample size/number of respondents depicting the aggregate data (for the past two years across the two schools and single program) are also needed.

Finally, given the tight timeline, the foundation office needs to know the type and level of assistance that will be available from the vendor for this specific situation, how to access this assistance, and what support can be expected in general for institutional units without admins (and for admins). The university’s foundation office and the units data are sought for do not have student course evaluation admins. An intuitive user interface is essential.

Commented [BK10]: Is there a reason 6.2.3, 6.2.4, and 6.3 are a different size font?

Commented [RPL11]: without course evaluation tool administrators, as well as for course evaluation administrators.

Commented [RPL12]: administrators

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6.3 AWARD LOT 3 Crowdsourcing research tool


The University of Wisconsin (UW) System is seeking enterprise crowdsourcing research survey tool solutions to support our institutions. More than one provider may be awarded a contract.


6.3.1 Provide a description of the crowdsourcing research survey tool offerings and describe how they

could be used across UW System.

7.0 COST PROPOSAL

7.1 General Instructions for Submitting Cost Proposals

Proposer must complete and submit Attachment E: Cost Proposal.

Proposers must provide a- Cost Proposal for each award lot, in a separate file from the proposal

response.

Award Lots are outlined above.

• 6.1 Enterprise Survey Tool

• 6.2 Student course Evaluation Tool

• 6.3 Crowdsourcing Tool

The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will

be scored using the formula as follows:

Lowest Proposed Cost Other Submitted Proposal Costs X (100 per Lot) = SCORE

Calculation of points awarded to subsequent proposals will use the lowest dollar proposal

amount as a constant numerator and the dollar amount of the firm being scored as the

denominator. This result will always be less than one. The result is then multiplied by the

number of points given to the cost section of the RFP. For all other non-pricing related

responses, points will be awarded relative to the needs of the State of Wisconsin, as solely

determined by the evaluation committee members.

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8.0 SPECIAL CONTRACT TERMS AND CONDITIONS

By signing the Request for Proposal Form, Proposer agrees to the following Special Terms and Conditions of RFP unless exception is taken in writing.

8.1 Termination

Either party may terminate for breach with 30 days’ notice to the other party with opportunity to cure. The University reserves the right to terminate the contract without penalty at any time due to non-appropriation of funds.

8.2 Background Checks

Contractor must provide a statement of procedures for background and social security checks of its personnel. The University requires the Contractor to warrant they are supplying employees that have passed background checks and social security checks. This includes management, full and part-time staff, interns, apprentices, mentors, supervisors, students, job coaches, auxiliary staff and subcontractors. The Contractor also agrees to defend, indemnify and hold harmless the Board of Regents of the University of Wisconsin System, its officers, employees and agents for any claims, suits or proceedings alleging a breach of this warranty.

8.3 Minority and disabled veteran business programs

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The contracting agency is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that minority-owned business enterprises (MBE) and disabled veteran-owned business enterprises certified by the Wisconsin Department of Administration should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned and disabled veteran-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor shall furnish appropriate quarterly information about its effort to achieve this goal, including the identities of such enterprises certified by the Wisconsin Department of Commerce and their contract amount.

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A listing of certified diversity suppliers, as well as the services and commodities they provide, is available from the Department of Administration, Supplier Diversity Program, (608) 267-7806. The listing is published on the Internet at: https://wisdp.wi.gov/search.aspx

8.4 Executed contract to constitute entire agreement In the event of contract award, the contents of this RFP (including all attachments), RFP

addenda and revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by the agency and the contractor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award.

The following priority for contract documents will be used if there are conflicts or disputes. Signed Contract Other written communications upon which UW has relied in making the decision to contract Official Purchase Orders Vendor's Proposal in Response to this RFP UWS Request for Proposal Dated July 23, 2021 Standard Terms and Conditions Supplemental Terms and Conditions for Services 8.5 News Releases

News releases pertaining to this contract or any part of proposal No. LB-21-2778 shall not be

made without the prior written approval of the University.

8.6 Contact with Employees of the State

The Contractor will not engage the services of any person or persons now employed by the

State, including any department, commission or board thereof, to provide services relating to

this agreement without the written consent of the employer of such person or persons and of

the agency.

8.7 Insurance Requirements

The Contractor shall bear full and complete responsibility for all risk of damage or loss of

equipment, products or money resulting from any cause whatsoever and shall not penalize the

University for any losses incurred related to this contract.

The Contractor shall have at the time of contract execution, and maintain, the following

minimum insurance coverages/limits:

Coverage Minimum Limits

https://wisdp.wi.gov/search.aspx

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Worker’s Compensation (WC)

Statutory Employer’s Liability $100,000/500,000/100,000

Coverage (B)

Commercial General Liability (CGL)

General Aggregate including Products & Completed

Operations $2,000,000

Each Occurrence $1,000,000

Automobile Liability (including hired & non-owned)

Combined Single Limit $1,000,000

Umbrella $1,000,000

Fiduciary Liability $3,000,000

Professional liability (Investment Advisor Errors & Omissions) $10,000,000

Fidelity (crime) coverage (or client fiduciary bond) $5,000,000

Cyber Liability $1,000,000

Additional Insured and Waiver of Subrogation Provision

Contractor will list the Board of Regents of the University of Wisconsin System on the general

liability, auto, employer’s liability and umbrella liability policies. In addition, these policies will

contain a waiver of subrogation provision of the Board of Regents of the University of

Wisconsin System.

8.8 Certificate of Insurance Requirements

Upon notification of award and prior to issuance with the required coverage and limits of

insurance issued by an insurance company that has an AM Best rating of A-licensed to do

business in the State of Wisconsin and signed by an authorized agent.

Certificate of Insurance

The Contractor awarded a lot of the Survey Tool award will be required to submit to the

University of Wisconsin System Administration Office of Procurement a Certificate of

Insurance that includes the following components:

• The University of Wisconsin System listed on the Certificate of Insurance.

• The Contract Number (LB-21-2778) listed on the Certificate of Insurance.

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• Certificate of Insurance must be current and on file with the University Of Wisconsin System Administration Office Of Procurement at all times during the life of the contract agreement.

• Any Certificate of Insurance received missing the above-named components will place the contract in breach and subject for termination.

8.9 Notice Required Before Cancellation

These policies shall contain a covenant requiring sixty (60) days written notice by the insurer to

University of Wisconsin System Administration Procurement Office, 660 W. Washington,

Madison, WI 53715 before cancellation, reduction or other modifications of coverage. The

insurance certificate shall be for the initial contract period of one (1) year and shall be extended

by the Contractor for each subsequent renewal period of the contract. The Contractor shall

advise each insuring agency to automatically renew all policies and coverage in force at the

start of and resulting from this contract until specified coverage requirements are revised.

8.10 Evidence of New Insurance

In the event of non-renewal, cancellation or expiration of insurance, the Contractor shall

provide the University evidence of the new source(s) of required insurance within twenty-one

(21) calendar days after the University’s receipt of the sixty (60) day notice. In the event the

Contractor fails to maintain and keep force the insurance herein required, the University shall

have the right to cancel and terminate without notice.

8.11 Right to Cancel Contract

In the event the Contractor fails to maintain and keep in force the insurance herein required,

the University shall have the right to cancel and terminate the contract without notice. The

Contractor shall advise each insuring agency to automatically renew all policies and coverage in

force at the start of and resulting from this contract until specified coverage needs are revised.

8.12 Cancellation by University

The University may cancel this contract for breach, as determined by the University, as a result

of Contractor’s failure to comply with the terms and conditions of the contract. This may

include any cessation or diminution of service including but not limited to failure to maintain

adequate personnel, whether arising from labor disputes, or otherwise any substantial change

in ownership or proprietorship of the Contractor which in the opinion of the University is not in

its best interest.

8.13 Written Notice

The University shall provide ten (10) calendar days written notice of contract breach. Unless

within ten (10) calendar days such neglect has ceased and arrangements made to correct, the

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University may cancel the contract by giving a sixty (60) day notice in writing by registered or

certified mail of its intention to cancel this contract.

8.14 Cancellation by Contractor

Should the University breach any terms or provisions of this contract, the Contractor shall serve

written notice on the University setting forth the alleged breach and demanding compliance

with the contract. Unless within ten (10) calendar days after receiving such notice, the

allegation shall be contested or such breach shall cease and arrangements be made for

corrections, the Contractor may cancel the contract by giving a sixty (60) day notice, in writing,

by registered or certified mail of its intention to cancel this contract.

8.15 Termination by Either Party

The contract may be terminated by either party on the anniversary of the effective date in any

subsequent year of the contract, if either party provides the other party with written notice one

hundred and twenty (120) days prior to such anniversary date.

8.16 Contractor Agrees to Indemnify and Hold Harmless

The Contractor agrees to indemnify, defend and hold harmless the Board of Regents of the

University of Wisconsin System, its officers, employees and agents from and against any and all

claims, losses, liability, costs or expenses (thereinafter collectively referred to as “claims”)

occurring in connection with or in any incidental to or arising out of the occupancy, use, service,

operations or performance of work in connection with this contract, but only to the extent that

such claims are caused by the negligence, misconduct or other fault of the Contractor, its

agents, employees, subcontractors or Contractors.

8.17 Nondiscrimination and Affirmative Action

Failure to comply with the conditions of this clause may result in the Contractor becoming

declared an “ineligible” Contractor, termination of the contract or withholding of payment.

In connection with the performance of work under this contract, the Contractor agrees not to

discriminate against any employee or applicant for employment because of age, race, religion,

color, handicap, sex, physical condition, developmental disability as defined in s.51.01(5), Wis.

Stats., sexual orientation or national origin. This provision shall include, but not be limited to,

the following employment, upgrading, demotion, or transfer; recruitment or recruitment

advertising; layoff or termination, rates of pay or other orientation, the Contractor further

agrees to take affirmative action to ensure equal employment opportunities.

The Contractor agrees to post in conspicuous places, available for employees and applicants for

employment, a notice to be provided by the contracting state agency that sets forth the

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provisions of the State of Wisconsin nondiscrimination clause. Failure to comply with the

conditions of this clause may result in termination of the contract.

To the extent required by law, 41 CFR 60-1/4 (a) and (b) are incorporated by reference in this

contract. Additionally, Contractor certifies that the company complies with 41 CFR 60-1.8 and

does not and will not maintain any facilities provided for employees in a segregated manner.

Contractor further agrees that he or she will obtain identical certification from any

subcontractors.

Proposer must attach and submit Workforce Diversity and Inclusion Statement (see Section 6.)

of this document, below.

8.18 Contractor to Provide Required Services

The Contractor shall provide the services described in the Proposal and Contractor’s response

to the Proposal. The Contractor shall furnish all supplies, equipment, management and labor

necessary for the efficient operation of the specified services included in this contract,

subsequent extensions and amendments.

The Contractor agrees that items relative to obtaining Survey Tool response) Program Review

not covered herein may be added by the University to this Contract without voiding provisions

of the existing Contract. Additional services shall be furnished to the University by the

Contractor with additional considerations.

8.19 Permits, Licenses and Taxes

The Contractor shall be financially responsible for obtaining all required permits, licenses

(including parking) and bonds to comply with pertinent Board of Regents, University of

Wisconsin System regulations, and municipal, county, state and federal laws and shall assume

liability for all applicable taxes including but not restricted to sales, property and beverages.

8.20 Additions to the Contract

It is specifically understood and agreed that such items relative to Survey Tool response which

are not herein covered may be added to this RFP and resulting contract by the University

without voiding in any manner the provisions of the existing contract. Such additional items

shall be furnished by the contractor to the University with such additional consideration as is

necessary to make it legally enforceable.

8.21 Sub-Contracts

The University requires prior approval of all sub-contract agreements associated with Survey

Tool award if the Contractor intends to enter into on behalf of the University. Each

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contract/agreement shall include specifications which accurately state the responsibilities of

the subcontractor, services to be provided, prices and operational and financial terms, including

discounts. Each agreement/contract shall contain a hold harmless provision holding the

University harmless and sufficient liability insurance coverage to satisfy the requirements of the

University System Risk Management.

The University shall be provided final copy of all resulting contracts/agreements and

subsequent amendments by the Contractor for the files of UW System Office of Procurement

and the Campus Contract Administrator.

8.22 Discriminatory Boycott of Israel

Effective October 27, 2017, consistent with 2017 Wisconsin Executive Order 261, contractor

agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during

the term of the contract engage in a boycott of the State of Israel. State agencies may not

execute a contract and reserve the right to terminate an existing contract with a business entity

that is not compliant with this provision. This provision applies to all contracts of all values.

8.23 USA Requirements

The State of Wisconsin requires purchased contractual services to be performed in the United

States. All data must be stored within the contiguous United States. Some exceptions apply,

including procurements subject to the conditions of the World Trade Organization Government

Procurement Agreement (WTOGPA) and those listed in (Wis. Stats. 16.705 (1r). Subject to these

exceptions, Contractor warrants that the services provided to the University under this contract

will be performed in the United States. The inability to perform required services in the United

States shall be grounds for disqualifying your proposal for this contract.

9.0 STANDARD TERMS AND CONDITIONS

The University of Wisconsin reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054) and Supplemental Terms and Conditions (DOA-3681)). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.

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Standard Terms and Conditions

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.

4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs.

5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institu-tions also qualify for educational discounts. Unit prices shall reflect these discounts.

6.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

6.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industrywide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.

6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).

7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.

8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin.

Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office.

9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.

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10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.

11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

A good faith dispute creates an exception to prompt payment.

12.0 TAXES: The State of Wisconsin and its agencies are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below.

The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials.

13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.

14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.

15.0 APPLICABLE LAW AND COMPLIANCE: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

16.0 ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.

17.0 ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or dele-gated without the prior written consent of the State of Wisconsin.

18.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals.

19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race,

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religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including appren-ticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities.

19.1 Contracts estimated to be over fifty thousand dollars ($50,000) require the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than fifty (50) employees. Within fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assistance regarding this clause are available from the contracting state agency.

19.2 The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law.

19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment.

19.4 Wisconsin Executive Order 261, contractor agrees it is not engaged in a boycott of the State of Israel and further, contractor will not during the term of the contract engage in a boycott of the State of Israel. State agencies may not execute a contract and reserve the right to terminate an existing contract with a business entity that is not compliant with this provision. This provision applies to all contracts of all values.

20.0 PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles described herein will not infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the State of Wisconsin (provided that such contractor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit.

21.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.

22.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor.

23.0 INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:

23.1 Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

23.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

23.3 The state reserves the right to require higher or lower limits where warranted.

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24.0 CANCELLATION: The State of Wisconsin reserves the right to cancel any contract in whole or in part without penalty due to nonappropriation of funds or for failure of the contractor to comply with terms, conditions, and specifica-tions of this contract.

25.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by the State of Wisconsin.

26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities. Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract. Pursuant to §19.36 (3), Wis. Stats., all records of the contractor that are produced or collected under this contract are subject to disclosure pursuant to a public records request. Upon receipt of notice from the State of Wisconsin of a public records request for records produced or collected under this contract, the contractor shall provide the requested records to the contracting agency. The contractor, following final payment, shall retain all records produced or collected under this contract for six (6) years.

27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's responsibility to defend the determination in the event of an appeal or litigation.

27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the State of Wisconsin.

27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.

28.0 DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any organization in which a state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).

State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements, s. 16.417, Wis. Stats.

29.0 RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.

30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

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31.0 PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other subunits, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the contracting agency.

32.0 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.

33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone (608) 261-7577.

34.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work centers certified under the State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses.

35.0 FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party.

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Supplemental Standard Terms and Conditions for Procurements for Services

1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of the bid/proposal of the successful contractor will become contractual obligations if procurement action ensues.

2.0 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By signing this bid/proposal, the bidder/proposer certifies, and in the case of a joint bid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:

2.1 The prices in this bid/proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder/proposer or with any competitor;

2.2 Unless otherwise required by law, the prices which have been quoted in this bid/proposal have not been knowingly disclosed by the bidder/proposer and will not knowingly be disclosed by the bidder/proposer prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other bidder/proposer or to any competitor; and

2.3 No attempt has been made or will be made by the bidder/proposer to induce any other person or firm to submit or not to submit a bid/proposal for the purpose of restricting competition.

2.4 Each person signing this bid/proposal certifies that: He/she is the person in the bidder's/proposer's organi-zation responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above; (or)

He/she is not the person in the bidder's/proposer's organization responsible within that organization for the decision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decisions in certifying that such persons have not participated, and will not participate in any action contrary to 2.1 through 2.3 above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above.

3.0 DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:

3.1 Prior to award of any contract, a potential contractor shall certify in writing to the procuring agency that no relationship exists between the potential contractor and the procuring or contracting agency that interferes with fair competition or is a conflict of interest, and no relationship exists between the contractor and another person or organization that constitutes a conflict of interest with respect to a state contract. The Department of Administration may waive this provision, in writing, if those activities of the potential contractor will not be adverse to the interests of the state.

3.2 Contractors shall agree as part of the contract for services that during performance of the contract, the contractor will neither provide contractual services nor enter into any agreement to provide services to a person or organization that is regulated or funded by the contracting agency or has interests that are adverse to the contracting agency. The Department of Administration may waive this provision, in writing, if those activities of the contractor will not be adverse to the interests of the state.

4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an individual who is a State of Wisconsin employee or who is retained as a contractor full-time by a State of Wisconsin agency from being retained as a contractor by the same or another State of Wisconsin agency where the individual receives more than $12,000 as compensation for the individual’s services during the same year. This prohibition does not apply to individuals who have full-time appointments for less than twelve (12) months during any period of time that is not included in the appointment. It does not include corporations or partnerships.

5.0 EMPLOYMENT: The contractor will not engage the services of any person or persons now employed by the State of Wisconsin, including any department, commission or board thereof, to provide services relating to this agreement without the written consent of the employing agency of such person or persons and of the contracting agency.

6.0 CONFLICT OF INTEREST: Private and non-profit corporations are bound by ss. 180.0831, 180.1911(1), and 181.0831 Wis. Stats., regarding conflicts of interests by directors in the conduct of state contracts.

7.0 RECORDKEEPING AND RECORD RETENTION: The contractor shall establish and maintain adequate records of all expenditures incurred under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, state and local ordinances.

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The contracting agency shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any contract resulting from this bid/proposal held by the contractor.

It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities. Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract. Pursuant to §19.36 (3), Wis. Stats., all records of the contractor that are produced or collected under this contract are subject to disclosure pursuant to a public records request. Upon receipt of notice from the State of Wisconsin of a public records request for records produced or collected under this contract, the contractor shall provide the requested records to the contracting agency. The contractor, following final payment, shall retain all records produced or collected under this contract for six (6) years.

8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties hereto agree that the contractor, its officers, agents, and employees, in the performance of this agreement shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the state. The contractor agrees to take such steps as may be necessary to ensure that each subcontractor of the contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the state.

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10.0 REQUIRED FORMS

STATE OF WISCONSIN DEPARTMENT OF ADMINISTRATION DOA-3832 (C01/2018) S. 16.72 WIS. STATS

STATE BUREAU OF PROCUREMENT 101 EAST WILSON STREET, 6TH FLOOR P. O. BOX 7867 MADISON, WI 53707-7867

Proposer Required Form

Instructions: Proposer is required to complete all sections of this form. To be completed by the agency:

Agency Name

University of Wisconsin System

Solicitation Title

Solicitation Reference Number

Section 1: Proposer Information

Proposer Company Name: E-Mail Address:

Phone Number:

Toll Free Phone:

Fax:

Address:

City: State: Zip: Mailing Address for Purchase Orders (if different than above)

Address:

City:

State: Zip:

Section 2: Proposer Contacts

List the name and title of the person to contact for questions related to each of the topics below:

Topic

E-Mail Address Phone

This Proposal

Affirmative Action Plan

Orders and Billing

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Section 4: Designation of Confidential and Proprietary Information The attached material submitted in response to this bid/proposal includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval. Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats., as follows: “Trade Secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

We request that the following pages not be released:

Section Page # Topic

Using the boxes below, indicate your agreement with the following statements:

In the event the designation of confidentiality of this information is challenged, the bidder/proposer hereby agrees to provide legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the state harmless for any costs or damages arising out of the state’s agreeing to withhold the materials.

The state considers other markings of confidential in the bid/proposal document to be insufficient. The

bidder/proposer agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.

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Section 5: Bidder Agreement: Wisconsin’s Cooperative Purchasing Service

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis. Stats.

Interested municipalities:

• Will contact the contractor directly to place orders referencing the state agency contract number; and

• Are responsible for receipt, acceptance, and inspection of commodities directly from the contractor, and making payment directly to the contractor.

The State of Wisconsin is not party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases. Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. A vendor’s decision on participating in these services has no effect on awarding this contract. Bidder: Please indicate your willingness to furnish the commodities or services to Wisconsin municipalities by checking the appropriate box below.

I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special conditions noted below.

I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.

A vendor in the service may specify a minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal charges for municipalities. Special Conditions (if applicable):

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Section 7: Proposer Certifications

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extend in the United States when all other factors are equal. Materials covered in our bid were manufactured in whole or in substantial part in the United States. Yes

No Unknown

We certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition, that no attempt has been made to induce any other person or firm to submit or not to submit a bid, that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We certify that we are not currently engaged in a boycott of the State of Israel. Should we be awarded a contract, we understand that future engagement in a boycott of the State of Israel may result in contract termination.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid/Proposal and all terms of our bid.

Section 8: Proposer Signature

Name of Authorized Company Representative:

Title:

Phone:

Fax:

Signature of Above

Date:

Email:

Section 6: Proposer Identification (Check all that apply)

We claim minority bidder preference [Wis. Stats.16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, WI 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats.16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, WI 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. S. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, WI 53703, (608) 266-5462.

P a g e 48 | 56

This document can be made available in alternate formats to individuals with disabilities upon request.

Section 3: Proposer References Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Please verify that the information is accurate and current. Inability to reach a reference using reasonable effort (example: individual no longer employed there, no forwarding info available) will count as a negative reference.

Company Name: Address (including City, State, Zip):

Contact Person:

E-Mail Address:

Phone:

List Product(s) and/or Service(s) Used:


Contact Person:

E-Mail Address:

Phone:



Contact Person:

E-Mail Address:

Phone:



Contact Person:

E-Mail Address:

Phone:


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Attachment A Bidder Response Sheet

NOTE: This form must be returned with your bid response. Numbers for each question below refer to the corresponding section of this document that explains the requirement. Bidder may attach additional relevant information to their bid response; identify sections to which information applies.

Section Question/Deliverable

Do you comply or have you provided requirements? Check box (X)

Yes No

1.9 Have you registered on VendorNet?

2.2 Have you provided one (1) electronic copy of your proposal and separate cost proposal to the correct email addresses?

10 Have you provided each of the required documents and Information in the prescribed format?

What type of orders do you accept?

E-Mail

Fax

Internet

Mail

Phone

Other____________________________________

8.8 Have you provided an insurance certificate?

8.21 Will your company be subcontracting? If yes you must provide the required Information specified in section 8.21.

19.4 Do you certify that neither your organization nor your principals will, during the term of the contract, engage in a boycott in the State of Israel?

15.0 Do you agree to notify the University if your company is debarred during the duration of the contract?

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Section 5 Have you provided answers to ALL the questions in this section? Failure answer all the questions or not providing complete answers will reduce your score.

8.23 Do you certify that all contractual services will be performed within the USA?

Section 10 Have you completed and provided all the required forms?

• Proposer Required Form

• Proposer References

• Designation of Confidential and Proprietary Information

• Proposer Certifications

• Bidder Agreement

• Attachment A - Bidder Response Sheet (This form)

• Attachment B - Service Level Agreement

• Attachment C - HECAVT

• Attachment D - Inoperability and Additional System Information

Requirements

• Attachment E – Cost Sheet

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Attachment B Service Level Agreement

The awarded bidder must provide the reporting required in section 3, Terms and Conditions of the Contract,

Invoice Requirements and all the data to calculate the following Service Levels.

1. Reporting

The data required to make the below calculations shall be provided to the Contract Administrator listed in

Section 3, Terms and Conditions, Contract Administrator no later than 10 days after the end of each quarter.

The data shall include both line-item data with all the fields needed to verify the calculations along with the

summary uptime calculation.

2. Uptime Requirement

The formula below will be used to calculate the uptime on a monthly basis.

𝑸𝒖𝒂𝒓𝒕𝒆𝒓𝒍𝒚 𝑼𝒑𝒕𝒊𝒎𝒆 =𝐀𝐜𝐭𝐮𝐚𝐥 𝐔𝐩𝐭𝐢𝐦𝐞 𝐟𝐨𝐫 𝐏𝐞𝐫𝐢𝐨𝐝

𝐓𝐨𝐭𝐚𝐥 𝐓𝐢𝐦𝐞 𝐟𝐨𝐫 𝐏𝐞𝐫𝐢𝐨𝐝

This software is vitally important to our students and downtime will hamper their ability to learn. As a

result, we need the software uptime of no less than 99% for any given quarter, excluding planned

downtime. Sites should receive notification of Schedule downtime at least 24 hours in advance and

scheduled after hours and/or on weekends whenever possible. Repeated monthly downtime that falls

below 99% could be cause for Termination. UWSA shall have the right to terminate at its sole

discretion.

3. Data Breaches

The following actions will be taken by the vendor.

1st Data breach

• Vendor shall provide credit monitoring for any student(s) who’s personal data is

compromised.

• Vendor and UWSA will conduct a full review of SOCs 1 and 2 reports along with

vendor providing a corrective action plan(s) and all updates on implementation put in

place by vendor. If corrective actions do not satisfy UWSA's concerns, UWSA can

Immediately terminate contract.


compromised at no cost to UWSA or the student for one year.

2nd Data Breach


compromised at no cost to UWSA or the student for one year.

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• Contract shall be terminated unless UWSA determines in its sole discretion that

continuing the contractual relationship is in the best interest of UWSA.

Attachment C Higher Education Community Vendor Assessment Toolkit (HECVAT)

•

HECVATFull211

(2).xlsx

Attachment D System Interoperability and additional System Information Requirements

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ATTACHMENT E Cost Sheet

For proposals to be considered pricing must be submitted on this attachment. Supplemental quotes with

itemized costs should be attached to the proposal in addition to completion of this attachment. Terms and

Conditions attached to quotes submitted will not become part of any contract between the parties.

Costs which are not specifically identified below will not be compensated under any Contract awarded

pursuant to this RFP. Costs must be inclusive of all meetings, services, reports, travel and per diem. All

meetings will be in the State of Wisconsin.

ITE

M

QTY DESCRIPTION YEAR 1

UNIT PRICE

YEAR 1

EXTENDED

PRICE

1

License cost for solution to meet requirements

contained in RFP. List each module or component

separately and indicate if optional or required.

Describe the pricing method. Indicate if one-time

or ongoing costs.

$_________

__

$_________

__

2

Support cost for solution to meet requirements

contained in RFP. Indicate levels of support

separately and if optional or required. Indicate if

one-time or ongoing costs.

$_________

__

$_________

__

3 Implementation cost for solution to meet

requirements contained in RFP. Indicate if one-

time or ongoing costs.

$_________

__

$_________

__

4

List Other Costs not included in above.

(Itemize other expenses)

$_________

__

$_________

__

YEAR ONE NET TOTAL (Items 1 through 4) $_________

__

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ITE

M


UNIT PRICE

YEAR 2

EXTENDED

PRICE

1





or ongoing costs.

$_________

__

$_________

__

2





$_________

__

$_________

__




$_________

__

$_________

__

4



$_________

__

$_________

__

YEAR TWO NET TOTAL $_________

__

P a g e 55 | 56

ITE

M


UNIT PRICE

YEAR 3

EXTENDED

PRICE

1





or ongoing costs.

$_________

__

$_________

__

2





$_________

__

$_________

__




$_________

__

$_________

__

4



$_________

__

$_________

__

YEAR THREE NET TOTAL $_________

__

Provide a not to exceed % increase for the first 3 years and all extension years for the contract.

P a g e 56 | 56

Attachment F: List of UW Institutions Included in This Agreement

UW-Eau Claire

UW-Green Bay

UW-La Crosse

UW-Madison

UW-Milwaukee

UW-Oshkosh

UW-Parkside

UW-Platteville

UW-River Falls

UW-Stevens Point

UW-Stout

UW-Superior

UW-Whitewater

UW System Administration including UW Shared Services and UW Extended Campus

Some campuses include remote branch campuses. See Campuses | University of Wisconsin System for

more details.

The University of Wisconsin System may add, remove, or reorganize its institutions by action of the

Board of Regents of the University of Wisconsin System without voiding this contract.

https://www.wisconsin.edu/campuses/

Documents

Request for Proposals #LB-21-2778