RFP# 60001-548-14ACMarch 2014

You are invited to submit your proposal for an IT Service Management System, in accordance with the enclosed specifications entitled: LANSING COMMUNITY COLLEGE –IT Service Management System– RFP # 60001-548-14AC

RETURN BIDOnline: www.bid4michigan.com

To view solicitation documents: STEP 1: Go to www.bid4michigan.com

STEP 2: Contractors must select a registration option before they will receive access to bid opportunities. Your choices are:

1. Email Notification Services for $49.95 per year.

2. Search Only Access for free. (Note: Some bids require electronic submission of bid responses and you must be registered for Email Notification in order to submit a bid electronically).

Note: This purchasing system is utilized by government agencies, and as such, requires all companies or individuals to submit truthful and accurate information when registering in the Bid4Michigan.com contractor database. If your company is a reseller of bid information, you may not register on this system.

STEP 3: Once you have successfully registered, you will be able to view a listing of all bid opportunities.

If you require assistance, please call (800) 835-4603, Monday through Friday, 8:00 A.M. - 8:00 P.M. Eastern Time. Or (800)677-1997 and ask for e-Procurement Support Department at Extension 214.

Estimated RFP Timeline

Release Request for Proposal March 11, 2014Last day for Contractor Questions March 19, 2014Responses due back April 1, 2014Finalist Presentations/Interviews April 16-April 22, 2014Anticipated Beginning of Contract Period May, 2014

PROPOSALS MUST BE RECEIVED BY 2:00 PM on APRIL 1, 2014. Proposals must be received online only through Bid4Michigan web-site (www.Bid4Michigan.com) on or before the date and time specified within the Solicitation Notice published in Bid4Michigan. At the due date and time, the system cuts off, signaling the end of the response time.  Bidders are responsible for submitting their proposals on time and in the method required by the Solicitation Notice. Proposals received by any other method than noted above cannot be considered. LCC will not accept faxed or e-mailed bid responses.

Please Note: The Bid4Michigan system will not allow online submission unless the online Certifications and Representations have been completed. Bidders are responsible for timely completion. Bids that are late because of failure to complete the Certifications and Representations prior to attempting bid submission will be rejected by the system.

RFP# 60001-548-14ACNote: To confirm receipt of your proposal submission you may call Purchasing at:(517) 483-1785.

ALL ADDENDUMS WILL BE POSTED ON BID4MICHIGAN.COM.

ALL QUESTIONS CONCERNING THIS PROPOSAL AS INDICATED WITHIN THE ATTACHED DOCUMENTS SHOULD BE DIRECTED TO: chambla@lcc.edu. Questions must be received in the following format:

RFP Page #/ Section/ Exhibit/ Attachment Name Question/Concern

LAST DAY TO SUBMIT QUESTIONS: March 19, 2014

Proposals submitted must remain in effect for a minimum of 90 days from the date of submission, and may be subject to further extensions as negotiated.

The outside of your RFP submission envelope should include the following: (1) Bidder’s name and complete address, (2) Proposal Title and Number and Notation “Proposal Enclosed”.

Under no circumstances may a Contractor contact other individuals at LCC to discuss any aspect of this RFP, unless expressly authorized in writing by the Purchasing Department to do so.

Expenses for developing and presenting proposals shall be the entire responsibility of the contractor and shall not be chargeable to the College.

Sincerely,LANSING COMMUNITY COLLEGE

RFP# 60001-548-14AC

LANSING COMMUNITY COLLEGE

REQUEST FOR PROPOSALAND SPECIFICATIONS FOR

IT SERVICE MANAGEMENT SYSTEM60001-548-14AC

LANSING COMMUNITY COLLEGELANSING, MICHIGAN

PURCHASING DEPARTMENT

RFP# 60001-548-14ACContents

GENERAL PROJECT INFORMATION..........................................................................5A. Overview of Lansing Community College.....................................................................5

Background..........................................................................................................................................................5System Requirements..........................................................................................................................................7Hosting.................................................................................................................................................................7System Acceptance..............................................................................................................................................8Deliverables.........................................................................................................................................................8Place of Performance...........................................................................................................................................8College Furnished Property/Services..................................................................................................................8Applicable Regulations and Specifications.........................................................................................................8Acceptance of Deliverables.................................................................................................................................9Invoices................................................................................................................................................................9LCC Contract Manager........................................................................................................................................9

REQUIRED BID SUBMISSION FORMAT......................................................................9AWARD/CRITERIA......................................................................................................13

Experience and Qualifications...........................................................................................................................13General Response..............................................................................................................................................14Compliance with all other Terms and Conditions:............................................................................................14Regional Economic Impact Certification..........................................................................................................14Pricing................................................................................................................................................................14Oral Presentation...............................................................................................................................................14Reservations.......................................................................................................................................................14

CONTRACTOR INSTRUCTIONS.................................................................................15TERMS AND CONDITIONS..........................................................................................19REQUIRED CONTRACTOR FORMS...........................................................................25

Proposal Certification Form..............................................................................................................................25Non-Collusion Affidavit....................................................................................................................................26Contractor/Contractor Compliance....................................................................................................................27Iran Economic Sanctions Act – 2012, Public Act 517......................................................................................29

Exhibit A: Contractor Information Sheet.......................................................................31Exhibit B: Contractor Reference Worksheet...................................................................32Exhibit C: Regional Economic Impact Form..................................................................33Exhibit D: Fees & Pricing...............................................................................................34Exhibit D: Fees & Pricing Continued..............................................................................35Exhibit E: Standard Purchase Order Terms and Conditions...........................................37

RFP# 60001-548-14AC

RFP# 60001-548-14AC

GENERAL PROJECT INFORMATION

A. Overview of Lansing Community CollegeLansing Community College is a major urban community college, situated on a 32-acre, nine-city block area in downtown Lansing, Michigan. Founded in 1957, Lansing Community College is now the third largest community college in the State of Michigan. The College currently enrolls 19,000 students per semester and has 600 full-time faculty and staff and 1,900 part-time. The College offers classes year round. The College offers more than 280 degree and certificate programs and nearly 2,500 courses, to match career and workforce development pursuits, transfer curriculums, developmental, or special interest needs. Courses are offered in one of five academic divisions: Arts & Sciences, Health and Human Services, Technical Careers, Student Services, and Extended Learning and Professional Studies.

In addition to the main campus, the College operates a West Campus that is home to the M-TEC in Delta Township, Clinton County Center in St. Johns, East Campus in East Lansing, and the Livingston Center at Parker Campus in Howell. In addition, there are learning centers in more than 20 communities within the College's 30-mile service district. Lansing Community College was the first Michigan community college to offer a complete associates degree on line. The Virtual College now offers 170 sections per semester, or approximately 8% of all course offerings. LCC is accredited by the North Central Association of Colleges and Schools and serves nearly 40,000 people annually.

Background

LCC currently uses Altiris to manage their Helpdesk ticketing process. The present system integrates with Ellucian Banner through Active Directory to provide profiles of legitimate users of the system. Users are able to submit tickets, check status, respond to technicians to aid problem resolution, and reopen closed incidents. Altiris also provides a Knowledgebase for end users to research issues on their own for a possible resolution. This software has been out of support contract for three years.

Although a primary driver behind this request is to replace the Altiris Help Desk application, the College envisions the implementation of an ITIL compliant service management solution. While ITIL and ITSM generally focus on the information technology function, LCC is looking to also apply the ITIL framework to service delivery by other departments across campus. For example, our vision includes the creation of a Service Catalog, and associated SLAs, for services delivered to students, faculty and staff by the Information Technology Services Division as well as other areas such as Human Resources, Financial Services, and facilities management. The solution would provide the means for users to look-up, select and request services. Submitted requests would be routed to the service provider and the requestor would be able to check on the status of their request. Additionally, the solution would ideally provide metrics and dashboards for evaluating service delivery against the associated SLA. (Full requirements are to be found in Attachment A for response)

In addition to Altiris, other systems in place across the College Campus include: o Ellucian Banner for Student Information, Finance, Financial Aid, Human

Resourceso BDM document Management and ODS

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o Evisions’ Argos – reporting and business intelligenceo Advisor Trac – advisor and student appointment schedulingo Evisions’ Form Fusion – forms and reports toolo Desire2Learn – Learning Management System

All systems utilized by the College must run on both Windows and Macintosh OS.

To satisfy all growth endeavors, a Service Management Tool should provide services such as: o Incident Managemento Knowledge Managemento Problem Managemento Release and Deploy Managemento Reporting and Dashboard capabilitieso Request Fulfillmento Security and Compliance Managemento Self-Service Portalo Asset and Configuration Managemento Service Catalog Management o Service Level Managemento (potentially) Project Management

B.  STATEMENT OF WORK

The Information Technology Services Division, on behalf of all campus departments, is soliciting information from qualified vendors for an ITSM solution to provide an improved customer service experience, by creating a seamless end-to-end, interdepartmental ticket process flow. The system must allow tracking of work across all areas, tracking of assets at hardware and configuration level, and tracking of all change management associated with above services. The system must seamlessly integrate with the College’s existing Student Information System (currently Ellucian Banner, version 8.5.2).

At a high level, the successful contractor will be required to provide the following set of deliverables for the ITSM solution, and these items should be addressed in the RFP Response:

A proven track record supporting higher education clients Recommended hardware, software, and architecture to support an ITSM system A detailed, phased implementation and deployment plan Development of future state business process/workflow designs System acceptance testing – both modular and full system as applicable A detailed training plan and training materials A complete set of documentation including:

- Project management materials- Status reports- Issues log- Risk mitigation assessment

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- Testing plan – modular UAT and Full System Review- Training Strategy and plan

A detailed set of policies and procedures Software licensing plan, including costs and licensing options Provide at least three references where the solution is currently used, preferably higher

education clients where there is a mix of:o Actively using the solution for more than two yearso New purchase and installation within the last nine monthso Integration with Banner

The successful contractor will provide an experienced and qualified Project Manager (PM) who will be responsible for overseeing all aspects of the services to be provided and who serves as the contractor’s primary contact for management and administration of the project. The PM shall not be replaced by the contractor without prior written approval by LCC. Primary duties of the PM include, but are not limited to:

Create and provide a project plan and master project schedule with identified milestones. Key components will include: hardware and software installation; process and workflow analysis; system design and configuration; required modifications and customizations; required system integrations (tasks, roles & responsibilities, data formats, descriptions of interfaces); testing planning and execution; training development and delivery; and system acceptance.

Facilitate communication among project team members Make commitments and decisions on behalf of the contractor team Implement changes to the project plan, in agreement with LCC Project Manager Manage project cost, progress, and resources, including issues and potential schedule

changes Attend and participate in progress review meetings

System RequirementsSystem requirements are categorized as required or preferred. They are found in Attachment A.

HostingLCC is open to various hosting scenarios including: (a) LCC buys licenses and hosts itself; (b) LCC buys licenses but contractor hosts (c) LCC buys by usage and contractor hosts (Software as a Service Model). Regardless of format, LCC must be given administrative access to the application. Below are LCC expectations for contractor-hosted and LCC-hosted solutions:

Contractor Hosted Identify location of the hosting equipment Provide support during outages of the application Delineate hosting equipment specifications for options where LCC would be responsible

for hosting Provide expected uptime (i.e. representative SLA) when contractor hosts solution Require both a production hosted system and a test hosted system Describe underlying technology used (database, applications tools, etc) Identify network bandwidth dedicated to the application Describe college access to logs, configurations, etc

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Describe the licensing model – open seating or tiered Describe the pricing model regarding disk storage usage

LCC Hosted Define operating systems and platforms supported for the application Confirm all applications run in VMware Explain how often upgrades and patches are released Explain infrastructure requirements for hosting their application(s) (e.g. platform, O/S,

storage, size of server, memory, etc.)

System AcceptanceThere will be an acceptance test after the complete project implementation. This test will confirm system operations and ensure that the system meets all of the functional requirements as outlined in this RFP and any subsequent agreements. The test, depending on the type of functionality being tested, will run for up to 30 days after the contractor has determined that the system is operational. A second 30-day period is reserved for fixing discrepancies. System performance shall be at an acceptable speed as dictated by industry standards.

Discrepancies that are fixed will be retested. The acceptance test must be completed within 60 days from the start of the test. If by fault of the contractor, the testing, fixing and retesting is not completed and accepted within 60 days, the system may be deemed unacceptable, and the contractor may be disqualified from the project. The contractor will not be held responsible for delays caused by LCC.

DeliverablesThe successful Contractor must provide Deliverables/Services and staff, and otherwise do all things necessary for or incidental to the performance of work, as described in this RFP.

Place of Performance It is expected that most work will be performed on the LCC campus but may be performed remotely as agreed upon by LCC and the Contractor.

College Furnished Property/Services For work performed on campus, office space, computer (laptop or desktop), a telephone, and access to a printer/copier will be provided.  Additionally, a TUID (LCC identifiable logon) with appropriate system access will be provided. Contractor must identify any additional required resources.

Applicable Regulations and Specifications Contractor supplied staff will sign a confidentiality/non-disclosure agreement as they may have access to confidential College data and records. Contractor agrees to comply with all LCC policies.

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Acceptance of Deliverables Acceptance is tied to adequate performance of required services and/or delivery of the deliverables. Final acceptance is expressly conditioned upon completion of ALL applicable tasks, deliverables/milestones.

Invoices Contractor(s) will itemize invoices as follows:

Contractor name, address, and phone number Dates covered Contract number Purchase order number/Project Request number For each service request number against which work is being billed:

- Number of hours billed- Resource name(s)

Total number of hours and dollars being billed by the contractor against the purchase order for the month

Note: Incorrect or incomplete invoices will be returned to contractor for correction and reissue.

LCC Contract Manager LCC will assign a Contract Project Manager to be the single point of contact for the Contractor Project Manager.

REQUIRED BID SUBMISSION FORMAT In order for LCC to easily evaluate proposals, all responses are to conform to the format specified below and address all questions and relevant objectives.

a. Proposals shall be signed by an authorized representative of the respondent. By submitting a proposal, the respondent certifies that all information provided in response to this RFP is true and accurate. Failure to provide information will ultimately result in rejection of any Proposal.

b. Responses should be prepared simply and economically, providing a straightforward, concise description of the respondent’s capabilities for satisfying the requirements of the RFP. Emphasis should be on completeness and clarity of content.

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All contractors are required to organize their response in the following manner:

Sub-Section Required Information1 Executive Proposal Summary2 Firm Overview3 Client References4 Proposed Solution Questionnaire 5 Service & Maintenance Proposal6 Proposed Project Management Plan and Timeline7 Testing Strategy8 Training Requirements9 Supporting Documentation 10 Financial Data11 Fees/ Pricing12 Samples13 Agreement to Terms & Conditions of RFP

Sub-Section 1: Executive Proposal SummaryProvide a brief summary of the contractor’s response, signed by an employee who can contractually bind the contractor. Responses to this section should not exceed two pages.

Sub-Section 2: Firm OverviewProvide a brief summary of the contractor’s response, signed by an employee who can contractually bind the contractor. Include a description of the services offered for your solution. In addition, complete Exhibit A Contractor Information Sheet and all Required Contractor Forms.

Sub-Section 3: Client ReferencesSupply a minimum of four (4) references for client institutions or companies where similar services have been performed within the last three (3) years, along with appropriate contact information. It is preferred that references are Higher Education related and of similar scope and complexity to this project. NOTE: This Section should only contain contact information for each reference.

Contractors are required to have each reference complete Exhibit B. Each reference must return the completed form to chambla@lcc.edu prior to the RFP due date. References will not be considered unless they are received as requested.

Sub-Section 4: Proposed Solution Questionnaire Describe Proposed Solution and Confirm that the solution meets all of the requirements outlined in the Statement of Work. In addition complete Attachment A Proposed Solution Questionnaire (which has three tabs).

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Sub-Section 5: Service & Maintenance ProposalDescribe the software maintenance and support plan. Include the following components: Procedures to resolve critical system problems Available emergency and 24/7 support options Estimated service level agreements to repair standard system problems Policy regarding future enhancements and upgrades Availability of tiered support options to handle potential escalations A description of extended agreements if they are available Hourly cost per on-site technicians that may be required.Note: Technical and maintenance support shall be provided through an annual maintenance agreement between the successful contractor and LCC. The maintenance agreement will not commence until the application has been placed in production and accepted by LCC in writing. The maintenance agreement must provide ongoing system support and maintenance, including upgrades, bug fixes and patches, and other technical support necessary for LCC staff to operate the solution. The successful contractor must provide information on the frequency of software updates and new software releases (i.e. bug fixes and major revision levels) for the system and the anticipated life cycle of the software or other system being proposed. Responses to this section should not exceed 5 pages.

Sub-Section 6: Proposed Project Management Plan and Timeline Contractors must provide a project management plan and timeline for achieving the objectives of the project including an explanation of overall deliverables, any assumptions made by the contractor, the role of all partners, the role of LCC staff (including time commitment), system training (for LCC staff), overall estimated project timeline. The plan should include a description of a recommended contractor team structure (including organizational team chart). Please include a brief biography for the project leader. At a minimum, the biography should include the following information:

Name Company Name Title Years in current role Previous public sector Higher Education experience, specifically in any of the

predominant solution areas: Incident, Problem, Asset, Knowledge, Service Level, Release & Deploy, Report, Security & Compliance, Project, and / or Service Catalog Management

Previous experience with LCC (if any)

Please note LCC reserves the right to approve or reject any changes to the contractor’s project personnel after the contract is awarded. The College also reserves the right to require personnel changes, with reasonable notice to the contractor, following contract award if LCC determines that such changes are in the best interest of the project.

With respect to the role of LCC staff, please use the following table to detail the type of support that would be required from LCC during the course of the project:Title of LCC Personnel Brief Description of Project

ResponsibilitiesPercentage of Time Dedicated to the Project

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Please include a full project timeline with detailed implementation schedule and processes. In addition, provide a Service Level Agreement (SLA) which meets or exceed the parameters of this RFP outlining time frames and any penalties that exist in your standard contract for failure of your company to meet the network performance stated in the SLA.

Responses to this section should not exceed ten pages

Sub-Section 7: Testing StrategyBidders shall describe a suggested testing strategy. The strategy should include, but not be limited to, unit testing of individual detailed processes and transactions, interfaces and conversions. The test strategy should also include methods for verifying the accuracy of information relative to transaction processing, interfaces, data conversion, reports, account history, notes, and ad- hoc reporting. The strategy should be outlined as follows:

Training Environment – All functional and technical requirements must be demonstrated in a training environment. This environment will consist of implementing the entire system and data elements for LCC.

Production Environment – This environment will repeat the successful demonstration of all functional, technical, and performance requirements. This environment will consist of implementing the entire system and data elements for LCC.

Responses to this section should not exceed four pages

Sub-Section 8: Training RequirementsThe contractor shall provide LCC with a comprehensive training program to assist with the facilitation and development of end-user training for the implementation of their proposed LMS or Performance Management System (or both). Initially, training shall be provided on-site, in a leader-led, classroom format. The contractor shall include in their response a training design document that defines the approach, delivery and training schedules. The training program is expected to include:

Evidence that proposed instructors have thorough knowledge of the material covered and familiarity with the training manuals, system documentation tools and training aids used.

LCC will review and respond to suggestions for Train-the-Trainer as well as Full-Staff training approaches

User training will cover the entire system(s) with in-depth sessions for each functional area.

The training plan should support the following user groups: System Administrators, End-Users (Helpdesk and other Campus Staff providing management of tickets and provision of solutions) and End-Users (All other users requesting tickets).

Responses to this section should not exceed two pages.

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Sub-Section 9: Supporting Documentation Provide any information thought to be relevant, but not specifically applicable to the enumerated scope of work. Responses to this section should not exceed five pages.

Sub-Section 10: Financial DataIf the firm is a publicly traded firm, include financial statements for the last two fiscal years from the firm’s annual report and related SEC filings. If a firm is privately held, please provide at a minimum the following information for the previous two fiscal years and indicate if the data is audited by an external CPA firm:

Annual revenues Number of new projects started within the previous 12 months Number of completed projects within the previous 5 years Average revenue per project

The financial data presented should demonstrate that the contractor is not at substantial risk of failing to deliver what they intend to deliver over the short, mid, and/or long-term due to their financial situation.

Responses to this section should not exceed eight pages.

Sub-Section 11: Fees & PricingComplete Exhibit D Fees & Pricing

Be sure to make sure that fees and expenses relative to services for the entire period of the proposed contract are included.

Sub-Section 12: SamplesProvide samples of the following (if applicable to your proposal): software license agreement, annual maintenance agreement, implementation services agreement, service level agreement (SLA), standard reports, user guide, training materials and most current insurance certificate.

Sub-Section 13: Agreement to Terms and Conditions Provide a Statement of Agreement to Terms and Conditions outlined in this RFP and Statement of Work. Identify/describe any exceptions for LCC review.

AWARD/CRITERIARFP’s will be evaluated by an evaluation committee and any subsequent award shall be based on the company’s qualifications including, but not limited to the following:

Cost (vendors are not to inflate prices in the initial proposal as cost is a factor in determining who may receive an award or be invited to formal negotiations);

Adequacy and completeness of proposal; Vendor's understanding of the project; Compliance with the terms and conditions of the Request; Experience in providing like solutions in like environments

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Weighted Review by the evaluation committee shall be scored as follows:

Experience and Qualifications: (maximum 20 points available)Responder’s ability to meet the needs and desires of the College as outlined in this RFP.(Refer to Subsections 1 - 3)

General Response: (maximum 60 points available)Completeness, clarity/accuracy of the information requested technical approach, and proposal presentation. (Refer to Subsections 4 - 9)

Integration Capabilities: (maximum 10 points available)Contractor demonstrated ability to provide an ITSM solution that seamlessly integrates with our current toolsets.

Compliance with all other Terms and Conditions: (maximum 5 points available)(Refer to Subsection 12)

Regional Economic Impact Certification, Exhibit C: (maximum 5 points available)

Pricing Contractors receiving a score of 70 points or more will be considered for award. Price proposals will be a strong factor in the award of the proposed contract. Price

proposals will only be evaluated from Contractors receiving a score of 70 points or more.

Oral Presentation Contractors receiving a score of 70 points or more may be required to make an oral

presentation. If required, the Purchasing Department will schedule the oral presentation.

Reservations The College reserves the right to reject any and all proposals, wholly or in part, waive

any irregularities in bidding, and to make awards that, in the opinion of the College, are in its best interest. The College does not herein limit the methods or factors to be used for evaluation.

The College reserves the right to enter into private negotiations with the selected Contractor(s), for further scrutiny, even though these negotiations may result in changes to the College’s specifications and/or to the Contractor(s) equipment, price quotations, service agreement, etc.

Lansing Community College reserves the right to award contracts to more than one Contractor in order to meet the needs of the College at all on campus and off campus locations.

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CONTRACTOR INSTRUCTIONS

ARTICLE 1 LANSING COMMUNITY COLLEGE & REPRESENTATIVE

1.1 The word “Owner” and/or the word “College” shall be interpreted to mean Lansing Community College.

1.2 The representative for Lansing Community College during the RFP process shall be Seleana Samuel, Director of Purchasing.

1.3 Any and all communication with Lansing Community College shall be accomplished through the Purchasing Department. Any contractors that deviate from this requirement are subject to disqualification.

1.4 The successful contractor will have an excellent record for providing customer service and will be selected based on its total proposal offering.

1.5 The successful contractor agrees to comply with all college policies and bylaws by acceptance of an LCC purchase order. College policies and bylaws may be found at www.lcc.edu.

ARTICLE 2 RIGHT TO ACCEPT AND REJECT PROPOSALS

2.1 Lansing Community College reserves the right to waive any irregularities, reject any or all proposals, and modify or negotiate any and all proposals received in conjunction with this Request for Proposal. The College reserves the right to award multiple purchase orders and make awards to more than one contractor.

2.2 This Request for Proposal in no manner obligates the College to the eventual contract for any items described, implied, or which may be proposed, until confirmed by written agreement and may be terminated by the College without penalty or obligation at any time prior to the signing of a contract.

ARTICLE 3 PROPOSAL SUBMISSION PROCEDURES

3.1 Proposals are to be submitted online through www.Bid4Michigan.com with appropriate indexes and include all information requested in Article 3 of the General Requirements.

3.2 PROPOSALS WILL BE RECEIVED UNTIL 2:00 PM on April 1, 2014, ONLINE AT WWW.BID4MICHIGAN.COM.

3.3 Bidders are responsible for submitting their proposals on time and in the method required by the Solicitation Notice. Proposals received by any other method than noted above cannot be considered. LCC will not accept faxed or e-mailed bid responses.

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3.4 The College will clarify, correct, or respond to any questions by the issuance of an Addendum to all contractors recorded at the www.Bid4Michigan.com website as having in their possession a set of Proposal Documents. Addendums will be posted online.

3.5 Expenses for developing and presenting proposals shall be the entire responsibility of the contractor and shall not be chargeable to the College.

ARTICLE 4 ADDENDA

4.1 Any explanations of proposals shall be issued in the form of an addendum.

4.2 All addenda issued during the proposal time shall become part of the Specifications. A copy of the addendum will be posted online at www.Bid4Michigan.com. No verbal statements by the owner or the contractor shall be considered authoritative.

4.3 Each Bidder shall ascertain, prior to submitting a Proposal, that he/she has received all addenda issued and shall acknowledge their receipt on the Proposal Form.

ARTICLE 5 WITHDRAWAL OF PROPOSALS

5.1 A proposal may not be modified, withdrawn, or canceled by the contractor for a period of ninety (90) days following the time and date designated for the receipt of Proposals, and contractor so agrees in submitting his/her Proposal.

5.2 Prior to the time and date designated for Receipt of Proposals, Proposals submitted early may be modified or withdrawn only by notice to the party receiving the Proposals at the place and prior to the time designated for Receipt of Proposals. Such notice shall be in writing, over the signature of the contractor, and must be received prior to date and time set for Receipt of Proposals.

ARTICLE 6 EQUAL OPPORTUNITY AND NONDISCRIMINATION POLICY

6.1 All contractors shall execute their work in accordance with the Equal Opportunity and Nondiscrimination practices of the College. It is the policy of the College to afford equal opportunity and nondiscrimination regardless of race, color, sex, age, religion, national origin, creed, ancestry, familial status, marital status, height, weight, sexual orientation, disability or veteran's status or other status as protected by law.

ARTICLE 7                  MICHIGAN CLEAN INDOOR ACT. P.A. 198 OF 1986LANSING COMMUNITY COLLEGE SMOKING POLICY

7.1 Contractor shall comply with Lansing Community College Smoking policy which states “No smoking or use of a tobacco product is permissible (except in the designated

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smoking area only) on Lansing Community College property, including any building, facility, or structure and on real estate that is owned or leased.

7.2 For the purposes of this policy, the following definitions apply: "Smoking" means the carrying by a person of a lighted cigar, cigarette, pipe or other lighted smoking device. "Use of a tobacco product" means inhaling or chewing a tobacco product or placing a tobacco product within a person's mouth.

7.3 As of May 12, 2008, the downtown campus is designated “tobacco free.”

ARTICLE 8 PROTECTION OF WORK AND PROPERTY

8.1 The contractor shall be responsible to the Owner for the acts and omissions of all his/her employees and all Subcontractors, their agents and employees, and all other persons performing any of the work under a contract with the contractor.

8.2 The contractor shall continuously maintain adequate protection of all of his/her work from damage and shall protect the Owner’s property from damage or loss arising in connection with this Contract, and make good any such damage, injury or loss from whatever cause.

8.3 The contractor shall be responsible to ensure that vehicles of its employees and subcontractors are not on the Washington Mall area without the expressed permission of the College. Unauthorized vehicles will be ticketed and towed if necessary.

ARTICLE 9 REIMBURSEMENTS OF AUTHORIZED EXPENSES

9.1 Expenses incurred by an independent contractor in connection with the performance of services to Lansing Community College must be business related.  The standards listed in IRS Publication 463 (2003), Travel, Entertainment, Gift, and Car Expenses states the business expenses that may be paid by the College, providing the following conditions are met:1.       It is appropriate to the conduct of official college business;2.       If such expenses are approved prior to incurring by the vice president,

dean, budget supervisor, or project manager;3.       The group or individual incurring the expense is identified on the purchase

order as being authorized for expense reimbursement;4.       The business reason or benefit gained or expected to be gained is identified;5.       Adequate documentation to support expenses is provided.* Note: The cost of alcoholic beverages is not an allowable expense.

 9.2 IRS Publication 463 (2003), Travel, Entertainment, Gift, and Car Expenses

identifies adequate documentation as:  receipts, canceled checks, or bills.  Independent contractors must submit photocopies of documentation for reimbursement.

ARTICLE 10 REQUEST FOR COST OR PRICING DATA

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10.1 Contractor agrees by submission of response to this Request for Proposal and acceptance of subsequent award of contract to provide cost and pricing data at the request of the College.

10.2 Contractor certifies that cost and pricing data it furnishes is accurate, complete and current. Contractor agrees to provide supporting data and breakdowns as requested by the College. Failure to agree to the submission of cost or pricing data may be cause for rejection of a proposal as non-responsive.

10.3 By submission of its proposal, the Contractor automatically grants to the College, or its duly authorized representative, the right to examine, for the purpose of verifying the cost or pricing data submitted, those books, records, documents and other supporting data which will permit adequate evaluation of such costs or pricing data, along with the computations and projections used therein. This right may be exercised in connection with any negotiations prior to award or after award.

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TERMS AND CONDITIONSARTICLE 1 GENERAL

1.1 This Request for Proposal (RFP) contains requests for specific information. Contractors however, in responding to this RFP, are encouraged to provide any additional information they believe relevant.

1.2 Contractors are encouraged to examine all sections of this RFP carefully. Clause headings appearing in the RFP have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope of intent of the respective clauses.

ARTICLE 2 VARIATIONS

2.1 In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the contractor’s response. Any deviation or exception from RFP specifications must be clearly identified by the contractor in its proposal, specifically under the category “Alternate Proposals.”

ARTICLE 3 PROPOSAL FORMAT

3.1 Proposals are to be submitted online through www.Bid4Michigan.com.

ARTICLE 4 THE CONTRACT DOCUMENTS

4.1 The final contract documents will consist of the Request for Proposal, Contractor Proposal, Contractor Contract Agreement (if required), and a Lansing Community College Purchase Order.

4.2 The issuance of a purchase order to the successful contractor will be considered sufficient notice of acceptance of their proposal. This purchase order shall bind the contractor to furnish and deliver goods or services at the prices, and in accordance with, the conditions of this proposal. If the contractor will require the College to sign an additional contract or retention letter, then a copy of the contract or retention letter MUST be included with the proposal. In the event of a conflict between the requirements of this Request for Proposal and the proposed contract or retention letter, the terms and conditions of the Request for Proposal will take precedence.

ARTICLE 5 MISC. REQUIREMENTS

5.1 All contractor personnel must have a pictured company ID while on Lansing Community College property.

5.2 All on-campus contractor work must be completed Monday through Friday 8:00 a.m. to 5:00 p.m., excluding college holidays, unless other arrangements have been made. LCC does not compensate for holiday pay (unless services are specifically requested by the College). LCC is not obligated to provide management of assigned work outside of

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normal LCC work hours. All work described in the RFP will be performed, completed and managed at LCC facilities.

5.3 The College will provide access to the necessary servers via the Internet to facilitate off-site support on an as needed basis.

ARTICLE 6 TERMINATION

6.1 The College shall have the right to terminate the contract with the contractor without penalty pursuant to thirty- days’ written notice of termination to the contractor under the following circumstances:

6.2 Default of Contractor – It shall be considered a default whenever the contractor shall:1. Disregard or violate material provisions of the contract documents or college

instructions, or fail to execute the work according to the agreed schedule of completion and/or time of completion specified, including extensions thereof or fail to reach agreed upon performance results.

2. Declare bankruptcy, become insolvent, or assign company assets for the benefit of creditors.

6.3 Lack of Fund of the College – Lack of funds shall be construed to mean when the College, in the judgment of its Chief Financial Officer, determines that it cannot continue the funding of its contract services without undue hardship to the College.

6.4 Termination of contract services will be rendered if it is construed by the College to be in its best interests for serving the community and its students, faculty, and staff.

6.5 Repeated delivery delays/problems shall result in a 30-day cancellation notice from Lansing Community College.

6.6 Timeliness and quality is of the essence in this agreement.

ARTICLE 7 SEVERABILITY

7.1 Contractor agrees that, in the event of a dispute, laws of the State of Michigan will prevail.

7.2 It is understood and agreed that if any part, term, or provision of this Agreement by the courts is held to be illegal or in conflict with any law of the state where made, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term, or provision held to be invalid.

7.3 The contractor agrees to indemnify, defend, and save harmless the College, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, material men, laborers and any other person, firm or corporation furnishing or supplying work, services, materials or supplies in connection with the performance of this contract, and from any and all claims and losses accruing

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or resulting to any person, firm or corporation who may be injured or damaged by the Contractor in the performance of this agreement.

7.4 The contractor, and the agents and employees of the contractor, in the performance of this agreement, shall act in an independent capacity and not as officers, employees, or agents of the College.

7.5 This agreement is not assignable by contractor either in whole or in part.

ARTICLE 8 PRICING FOR MOST FAVORED CUSTOMER

8.1 The product and services provided to Lansing Community College will be as low as, or lower than those charged the contractor's Most Favored Customer, in addition to any discounts for prompt payment.

ARTICLE 9 MICHIGAN FREEDOM OF INFORMATION ACT

9.1 Lansing Community College can withhold from public disclosure certain categories of public records under the Freedom of Information Act. In regards to proposal submissions, the following public records are exempt from disclosure under this act: trade secrets or commercial or financial information of a privately held company. Contractors are not permitted to mark the entire proposal “Confidential.” If an item is marked “confidential,” the contractor must include a statement as to how this information meets the exemption. The final decision regarding disclosure remains with the College.

ARTICLE 10 INSURANCE COVERAGE

10.1 All liability policies must be written on an occurrence form of coverage.

10.2 Comprehensive General Liability includes, but is not limited to: Consumption or use of products, existence of equipment or machines on location, and contractual obligations to customers.

10.3 The Board of Trustees of Lansing Community College shall be named as anadditional insured but only as respects to accidents arising out of said contract.

10.4 The additional insured provision shall contain a cross liability clause as follows: "The insurance afforded applies separately to each insured against whose claim is made or suit is brought, except with respect to the limits of the company’s liability."

10.5 Certificates of Insurance stating the minimum required coverage are to be forwarded to the Purchasing Office to be verified and authenticated with the contractor’s agent and/or insurance company.

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RFP# 60001-548-14AC10.6 Certificates shall contain a statement from the insurer that, for this contract, the care,

custody or control exclusion is waived.

10.7 Certificates shall be issued by the contractor’s insurance company on the industry accepted form (an ACORD form) or one containing the equivalent wording, and require giving a thirty (30) day written notice of cancellation or material change prior to the normal expiration of coverage.

10.8 Revised certificates must be forwarded to the Purchasing Office thirty (30) days prior to the expiration of any insurance coverage listed on the original certificate.

10.9 SPECIFIC INSURANCE REQUIREMENTS –

10.9a Individual contracts may require coverage in addition to the minimum general requirements such as, business interruption and blanket fidelity insurance.

10.9b Exception to the insurance requirements is to be approved, in writing, by the Purchasing Department. Exceptions are determined by the type and nature of the contract and the individual contractor.

10.9c INSURANCE PROVISIONSA. General Requirements

Type of Insurance Minimum Requirement1. Comprehensive $3,000,000 Combined Single General Liability Limit (CSL) (Can be provided through Combination of General Liability & Umbrella Coverage)

2. Fire Legal $100,000

3. Comprehensive Automobile Bodily Injury $500,000 Liability (including hired and each person; $1,000,000 Non-owned vehicles) each accident

Or$2,000,000 Combined Single

Limit (CSL)

4. Worker’s Compensation Statutory – Michigan (Employers Liability) $500,000

5. Property – All Risk $500,000 each occurrence$1,000,000 aggregateor,In an amount sufficient to cover the total value of the contractor’s property in thecare, custody or control ofLansing Community College.

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B. Maximum Acceptable Deductibles Types of Insurance Maximum Deductible

Comprehensive General Liability $5,000Fire Legal Liability $5,000Comprehensive Automobile Liability -0-Worker’s Compensation -0-Property-All Risk $500

Fidelity/Theft $500,000Endorsed to Cover LCC items

ARTICLE 11 PARTNERING

11.1 A firm that is acting as a prime contractor may only submit one response as a prime. If a firm is listed as a prime, they will not be allowed to partner with another firm as a subcontractor. A firm may be listed as a subcontractor on more than one response. The response must clearly indicate the name of the prime contractor and all proposed subcontractors.

ARTICLE 12 OWNERSHIP OF INDEPENDENT WORKS/ DELIVERABLES

12.1 Works developed for LCC in connection with any resulting contract are the exclusive property of LCC. Contractor agrees to deliver all works to LCC upon completion of the project. For ITS procurements for the development of original software for a specific LCC application or purpose, works include but are not limited to executable code, source code, fixes, patches, updates, upgrades, documentation embedded or otherwise, original copy, and other production materials. Contractor shall be responsible for delivering all works to LCC no later than fifteen working days from the date of any final contract deliverables. In the event the Contractor fails to return all such materials by this deadline and LCC desires to use Works again, Contactor shall provide LCC with equivalent materials, at its own expense, or reimburse LCC, in full, for the cost of developing equivalent materials.

ARTICLE 13 INTELLECTUAL PROPERTY WARRANTY & INDEMNIFICATION

13.1 Contractor represents and warrants that any materials or deliverables, including all Works, provided under any resulting contract are either original, not encumbered and do not infringe upon the copyright, trademark, patent or other intellectual property rights of any third party, or are in the public domain. If deliverables, materials or Works provided hereunder become the subject of a claim, suit or allegation of copyright, trademark or patent infringement, LCC shall have the right, in its sole discretion, to require Contractor to produce, at Contractor’s own expense, new non-infringing materials, deliverables or Works as a means of remedying any claim of infringement in addition to any other remedy available to LCC under law or equity. Contractor further shall agree to indemnify and hold harmless LCC, its officers,

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employees, and agents from and against any and all claims, actions, costs, judgments or damages of any type alleging or threatening that any materials, deliverables, supplies, equipment, services or works provided under any propose d contract infringe the copyright, trademark, patent or other intellectual property or proprietary rights of any third party (third party claims of infringement). If a third-party claim of infringement is threatened or made before Contractor receives payment under any resulting contract, LCC shall be entitled, upon written notice to Contractor, to withhold some or all of such payment.

ARTICLE 14 STANDARDS FOR ACCPETANCE OF DELIVERABLES

14.1 The following standards will be utilized to govern the acceptance of deliverables: (a) contractor should define all deliverables and scheduled completion dates; (b) all deliverables shall be subject to LCC review and approval prior to acceptance and payment ; (c) LCC will have at least ten business days to review each deliverable document; (d) LCC is responsible for reviewing and approving each deliverable with an agreed upon turnaround time as included in the project plan; (e) if LCC requires revisions, the Contractor will receive written notification of the changes and have five business days to implement the changes; (f) Contractor shall not change a deliverable that has been accepted by LCC without written LCC approval; (g) each deliverable should conform to the RFP, the Contractor’s proposal, and/or any subsequent written agreements.

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REQUIRED CONTRACTOR FORMS

Proposal Certification FormTHIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL RESPONSE

The undersigned duly authorized to represent the person, firms and corporations joining and participating in the submission of this Proposal, states that the Proposal contained herein is complete and is in strict compliance with the requirements of the subject Request for Proposal except as noted in the “Alternate Proposal” section of the Proposal.

Any notice required under the Agreement shall be personally delivered, faxed, emailed, or mailed by first class or certified mail, with proper postage, prepaid, to the subject contractor at the following address: (All items must be completed to be a responsive proposal).

CompanyName: _______________________________________________________________________

Attention: ____________________________________________________________________

Address: _____________________________________________________________________

City/State/Zip Code: ___________________________________________________________

Contractor Federal Tax ID Number: ________________________________

Telephone: ______________________________________________

Fax: ______________________________________________

Email: ______________________________________________

Authorized Officer/Agent Signature:______________________________________________

Typed Name: _________________________________________________________________

Title: ________________________________________________________________________

Date: ________________________________________________________________________

PLEASE COMPLETE THE FOLLOWING:

______ Firm is located within the LCC Tax District______ Firm is not located within the LCC Tax District.

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MANDATORY SUBMITTALNon-Collusion Affidavit

THIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL RESPONSE

______________________________________________ being first duly sworn, deposes and (Authorized Officer/Agent) Please Printsays that he/she is ______________________________________________________________________

(Owner, Partner, President, etc.)of _____________________________________________________________________

(Company Name)

making the foregoing proposal or bid; that such bid is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham bid, or that such other person shall refrain from bidding, and has not in any manner, directly or indirectly sought by agreement or collusion, communication or conference, with any person, to fix the bid price of this proposal, or another bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against Lansing Community College or any person or persons interested in the proposed contract; and that all statements contained in said proposal or bid are true, further, that such bidder has not, directly or indirectly submitted this bid, or the contents thereof, or divulged information or data relative thereto to any association or to any member of agent thereof. Bidder has not authored, written, or provided assistance in the creation of the specifications, and has not communicated, or provided gifts or money to any college employee to obtain information, unfair advantage, or contract award.

Authorized Officer/Agent Signature: ______________________________________________

Typed Name: _________________________________________________________________

Title: ________________________________________________________________________

Date: ________________________________________________________________________

Sworn and subscribed this _________ day of ____________________________2011.

Signature (Witness) ____________________________________________________________

Typed Name: _________________________________________________________________

Title: ________________________________________________________________________

*This does not need to be signed by a Notary.

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MANDATORY SUBMITTALTHIS FORM MUST BE COMPLETED AND RETURNED WITH PROPOSAL RESPONSE

Contractor/Contractor Compliance

FEDERAL, STATE, OR LOCAL LAW

The bidder certifies, to the best of its knowledge that within the past 3years, the bidder, an officer of the bidder, or an owner of a 25 percent or greater interest in the contractor:

1) Has _____ Has Not ______ been convicted of a criminal offense incident to the application for or performance of a federal, state, or local contract or subcontract;

2) Has _____ Has Not ______ been convicted of any offense which negatively reflects on the contractor’s business integrity, including but not limited to embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, federal, state, or local antitrust statutes;

3) Has _____ Has Not ______ been convicted of any other offense, violated any other federal, state, or local law, as determined by a court of competent jurisdiction or an administrative proceeding, which, in the opinion of the Department, indicates that the contractor is unable to perform responsibly or which reflects a lack of integrity that could negatively impact or reflect upon Lansing Community College. An offense or violation under this paragraph may include, but is not limited to, an offense under or violation of: Natural Resources and Environmental Protection Act, 1994 PA 451, MCL §§ 324.101 – 324.90106; the Michigan Consumer Protection Act, 1976 PA 331, MCL §§ 445.901 – 445.922; 1965 PA 390 (law relating to prevailing wages on state projects), MCL §§ 408.551 – 408.558; 1978 PA 390 (law relating to payment of wages and fringe benefits) MCL §§ 408.471 – 408.490; or a willful or persistent violation of the Michigan Occupational Safety and Health Act, 1974 PA 154, MCL §§ 408.1001 – 408.1094;

4) Has _____ Has Not ______ failed to substantially perform a College contract or subcontract according to its terms, conditions, and specifications within specified time limits;

5) Has _____ Has Not ______ violated Department bid solicitation procedures or violated the terms of a solicitation after bid submission;

6) Has _____ Has Not ______ refused to provide information or documents required by a contract including, but not limited to information or document necessary for monitoring contract performance;

7) Has _____ Has Not ______ failed to respond to requests for information regarding contractor performance, or accumulated repeated substantiated complaints regarding performance of a contract/purchase order; and

8) Has _____ Has Not ______ failed to perform a College contract or subcontract in a manner consistent with any applicable federal, state, or local law, rule, regulation, order, or decree.

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9) The contractor certifies and represents, to the best of his/her knowledge that the contractor and/or any of its Principles:

A. Are _____ Are Not _____ presently debarred, suspended, proposed for debarment, or declared ineligible for the award of a purchase by any federal, state, or local agency

B. Has _____ Has Not ______ not with in a three-year period preceding this bid, been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) purchase.

C. Are _____ Are Not _____ presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, the commission of the any of the offenses enumerated in this document.

D. The contractor Has _____ Has Not ______ within a three-year period preceding this solicitation had one or more purchases terminated for default by any federal, state, or local agency.

_________ (Initial)

CERTIFICATION REGARDING DEBARMENT AND PROPOSED DEBARMENT

1) Principals for purposes of this document means officers, directors, owners, partners, and any other persons having primary management or supervisory responsibilities within a business entity

2) The contractor shall provide immediate written notice to the College if, at any time before the purchase award, the contractor learns that its certification was erroneous when submitted or has since become erroneous because of changed circumstances

3) A certification that any of the items of this provision exists will not necessarily result in withholding an award under this solicitation. However, the certification will be considered in connection with a determination of the contractor’s responsibility. Failure to furnish the certification or provide such information as requested by the Department may render the contractor non-responsive

4) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by this provision. The knowledge and information of a contractor is not required to exceed that which is normally possessed by a prudent person in the ordinary course of commercially reasonable dealings.

5) If it is later determined that contractor knowingly rendered an erroneous certification under this provision, in addition to the other remedies available to the College, the College may terminate this purchase for default.

_________ (Initial)

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CONTRACTOR CAN REVIEW THE COLLEGE’S DEBARMENT POLICY AT: http://equator/purchasing/supplier_information/debarred_contractor_list.aspx

DEBARMENT OF SUBCONTRACTORS

Contractor shall require each primary subcontractor whose subcontract will exceed $25,000 to disclose to the contractor, in writing, whether as of the time of the award of the subcontract, the subcontractor, or its principals, is or is not debarred, suspended, or proposed for debarment by the College, federal, state, or local agency. The contractor shall then inform the College of the subcontractor’s status and reasons for contractor’s decision to use such subcontractor, if contractor so decides.

_________ (Initial)

ETHICS: GRATUITIES and INFLUENCE

GratuitiesThe right of the contractor to proceed may be terminated by written notice, if the purchasing director or buyer determines that the contractor, its agent, or its representative has offered or gave a gratuity, kickback, money, gift, or anything of value to an officer, official, or employee of the College intended, by the gratuity, to obtain a contract or favorable treatment under a contract.

Contractor/Contract Has _____ Has Not ______ given or offered to give a gratuity, kickback, money, gift, or anything of value to a College official, officer, or employee intended to effectuate the awarding of a contract or favorable treatment under a contract.

_________ (Initial)InfluenceThe contractor/contractor by signing its proposal/bid hereby certifies to best of his or her knowledge that no funds have been given to any College officer, official, or employee for influencing or attempting to influence such officer, official, or employee of the College.

Iran Economic Sanctions Act – 2012, Public Act 517

Section 3 of 2012 PA 517 imposes a vendor certification requirement on request for proposals issued by public entities in Michigan.

(1) Beginning April 1, 2013, an Iran linked business is not eligible to submit a bid on a request for proposal with public entities in Michigan.

(2) Beginning April 1, 2013, Michigan public entities shall require a person that submits a bid on a request for proposal with the public entity to certify that it is not an Iran linked business.

In response to this legislation, Lansing Community College requires the following information.

The Vendor certifies that:

____ IT IS ____ IT IS NOT an Iran linked business as defined in MCL 129.312.

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                                                                                                                                    Authorized Agent Name (print or type)

                                                                                                                                    Authorized Agent Signature

_________________________Date

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Exhibit A: Contractor Information SheetDescription Response

Contractor Name  Proposed Role (Prime or Subcontractor)  Legal Status of Business (Partnership, Corporation, etc.)  Local Address (if applicable)  

Corporate Headquarters AddressWebsite AddressNumber of Employees  Number of Locations

Length of Time in Business

Length of time serving public organizations (especially higher education)Number of years providing Employee Performance Management SolutionsNumber of years providing ITSM Systems

Number of similar projects currently being performed by contractor

Total number of employees. Number and type of employees in your company dedicated to the following activities: Development, Implementation and Support.Primary Markets & Market Share

Relevant industry awards received in the last three years

Note: Contractor should also include details of any pending litigation or liquidating damages that have occurred within the past five years. In addition, please describe if your firm is involved in any legal or company acquisition proceedings that may affect your ability to continue under the current firm name for the duration of the project.

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Exhibit B: Contractor Reference Worksheet

Contractors are to furnish a minimum of three references to support their proposal. References are to be from organizations that are not part of the Contractor's organization and are engaged in activities closely related to those of the College. References are to be from organizations that have successfully utilized the services that the Contractor has recommended in its proposal.

Company/ Public Institution Name  

Contact Person Name  Contact Person Position/Title  Contact Person Telephone #  Contact Person E-mail address  Solutions and Services provided to this Company  

Time Period  Was the activity the result of a contract or onetime event?Gross Annual Sales from Product and Services  Additional Information to Consider regarding this reference and/ or accomplishments achieved as a contractor for this reference.

 

_______________________________________ _________________________Signature of Person completing the form Date

Worksheets must be e-mailed directly from the referenced company to chambla@lcc.edu prior to bid due date and time in order to be considered.

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Exhibit C: Regional Economic Impact Form

Instructions:1. This form must be completed by the owner or authorized agent of the contractor.2. For procurements valued at $100K or more, the Contractor must provide evidence to

support each affirmative statement. Acceptable evidence includes: copy of license(s); lease or property title; certified payroll no older than 30 days providing name, title, and place of residence; and property tax bill and proof of payment.

The bidder certifies, to the best of its knowledge that within the past year, the bidder, an officer of the bidder, or an owner of a 25% or greater interest in the contractor:

Has _____ Has Not _____ maintained a valid business license in Ingham, Eaton, or Clinton counties or municipalities;

Has _____ Has Not ____ a physical presence in Ingham, Eaton, or Clinton County for a period of one year;

Has _____ Has Not _____ a payroll of employees with no less than 50% having residences in Ingham, Eaton, or Clinton County employed by the contractor or its subcontractors, or will do so if selected for award.

Is _____ Is Not _____ N/A _____ current in payment of business or property taxes within Ingham, Eaton, or Clinton counties or municipalities;

Will _____ Will Not _____ purchase 30% of all materials used on the proposed project from suppliers located in Ingham, Eaton, or Clinton County.

The contractor, by signing this certification form, hereby certifies to best of his or her knowledge and with documentation substantiating the above certifications, that the information is true. Contractor understands that false statements on this form may lead to debarment from this solicitation and future Lansing Community College purchasing opportunities for no less than one year.

_________________________________Authorized Agent Name (print or type)

_________________________________Authorized Agent Signature_________________________________Date

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Exhibit D: Fees & Pricing

Contractor Name: _______________________________________________________________

The evaluation process requires an assessment of cost. This pricing table has been developed to provide uniformity for evaluation purposes. Some of the headings may not be applicable to your specific proposal. Leave those items blank. You may copy this form to a Microsoft Excel/Word document to present additional information. However, you must maintain the format.

Cost provided must be “Not to Exceed” amounts.

Year 1 Description of Provision for ITSM Solution Total Cost

License Acquisition

Required Hardware

Vendor Hosting

SaaS Model

Annual Maintenance Fees

Professional Services

-- Implementation

-- Project Management

-- Other

-- Data Conversion

-- Integration Services

-- Training

Travel

Other (Please Specify)

Total Cost

Notes:  Please provide details, as appropriate, to clarify the above expenses.

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Exhibit D: Fees & Pricing Continued

Years 2 - 5 Description of Provision for ITSM Solution Total Cost

Ongoing License Fees

Vendor Hosting

SaaS Model

Annual Maintenance FeesProfessional Services

---Please specify

License Fees

Upgrade Services

Other (Please Specify)

Total Cost

Note: If maintenance cost differ per year please report the cost for each year separately. Please provide details, as appropriate, to clarify the above expenses.

LCC is eligible to receive pricing from collaborative contracts such as E&I Contract pricing, GSA, MHEC, REMC, US Communities, State of Michigan or other higher education discounted pricing, whichever is the most advantageous. If pricing is received under a collaborative contract, please reference the contract number, term, point of contact and specify the guaranteed discount off of the contract list during the life of this agreement. This most favorable pricing should apply to all purchases throughout the term of the agreement.

Guaranteed Discount

a) Off Contract Price

b) Discount included in Contract Price

c) Higher Education Discount

d) Other discount_________________________

State discount and circle appropriate letter above______

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PLEASE COMPLETE:I hereby affirm that I have read and understand all the Terms and Conditions of this Request for Proposal.

Company ____________________________________________________________

Authorized Officer/Agent _______________________________________________

Typed Name _________________________________________________________

Title __________________________________ Telephone _____________________

Invoice Terms __________________________________ FOB: LCC

This proposal is firm for 90 days.

_______________________________________ _________________________Signature of Authorized Officer/Agent Date

COMPLETE REQUEST MUST BE SIGNED AND RETURNED TO BE A VALID PROPOSAL.

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Exhibit E: Standard Purchase Order Terms and Conditions

LANSING COMMUNITY COLLEGETERMS AND CONDITIONS OF PURCHASE1. CONTRACT FORMATION: Any outstanding prior offers which may have been made by the Supplier to College with respect to the subject matter

of this order are hereby rejected or changed at any time before acceptance. No different or additional terms included by Supplier in accepting or acknowledging this order shall be effective unless agreed to in writing by College. Neither acceptance of delivery of the goods nor payment therefore shall constitute acceptance by College of any such different or additional terms even if Supplier states that its acceptance is conditioned on College’s assent to such terms. The commencement of any work delivery of any goods shall be acceptance by Supplier of all the terms of this purchase order, whether or not Supplier has assented in writing to all such terms.

2. TERMS: Invoice is not payable until the shipment inspected and accepted by College. In the event the College makes payment of invoice within the period allowed for the purpose of obtaining any cash discount offered, such payment shall not prejudice the right of the College to return goods found defective or which fail inspection and receive credit or reimbursement from Supplier.

Individual invoices showing order number and purchase item number, must be issued for each shipment applying against this order. The College reserves right to return all invoices submitted incorrectly. Each delivered container must be labeled or marked to identify contents without opening, and all boxes and packages must contain packing sheets listing contents. College’s purchase order number must appear on all packing sheets, delivery tickets and bills of lading.

3. DELIVERY AND PERFORMANCE: Time is hereby expressly declared to be of the essence, and Supplier is notified that failure to deliver goods or perform the services on time may result in substantial damage to College. If Supplier shall fail to make timely delivery of performance of any part of the goods or services, or if timely delivery or performance is endangered for any reason, College shall have the right, at its option, to terminate any part or the whole of this order, reject untimely deliveries, purchase substitute goods elsewhere, and charge Supplier with any loss incurred.

4. BRANDS: When a special brand is named it shall be construed solely for the purpose of indicating the standard of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided Supplier specifies the brand and model and submits descriptive literature, when available. Lansing Community College reserves the right to accept or reject alternatives and/or substitutions.

5. WARRANTIES: All specifications, drawings and other data submitted by College, including performance data, are incorporated by reference into this order, and Supplier expressly warrants that the goods or services shall conform to such data. In addition, goods delivered are expressly warranted by Supplier to be merchantable, of good material and workmanship, free from any defect in material, labor or fabrication, and fit for the particular purpose of College. Supplier further warrants that all work and services performed hereunder will be free from defect in workmanship. All warranties shall extend to future performance of goods, shall survive inspection, tests, acceptance and payment for the goods, and shall run to College, its employees, successors, assigns, and other users.

6. INDEMNITY: Supplier shall indemnity and hold harmless and at College’s option shall defend College and its employees and agents from any claims, losses or damages arising out of or alleged to arise out of any breach by Supplier of any warranty or agreement of Supplier contained herein. Except to the extent that the goods supplied hereunder are manufactured to design supplied by College, Supplier also agrees to indemnity and at College’s option, defend College, its agents and employees, and students, from any claims losses or damages based on any actual or alleged unfair competition or infringement of any patent, trademark, copyright or other proprietary rights relating to the goods.

7. COLLEGE’S REMEDIES: In the event of Supplier’s breach of any warranty of agreement of Supplier contained herein, College shall have all of the rights and remedies provided to Colleges by all applicable statutes, or by common law, including but not limited to the right to recover consequential or incidental damages.

8. PACKAGING: All items shall be packed by Supplier in suitable containers for protection to permit safe transportation and handling and shipped to secure the lowest transportation cost. No charge shall be made by Supplier for packing unless provided for on purchase order.

9. CHANGES: College may, at any time and from time to time, by purchase order amendment issued to Supplier: a) increase or decrease the quantity or products ordered; b) change the drawings or specifications; c) issue a suspension of work order; d) make changes in the delivery schedule. If such changes cause an increase or decrease in the amount of work hereunder, or in the cost of performance, an equitable adjustment shall be made in the contract price and/or the delivery schedule and the purchase order shall be amended in writing accordingly. Any claims for adjustment under this clause not asserted within thirty (30) days from the date of the purchase order amendment shall be deemed waived. No alteration of any of the terms, conditions, delivery price, quality, quantities, or specification of this order will be effective without the written or oral consent of the Director of Purchasing.

10. TERMINATION: College may terminate work under this purchase order in whole or in part at any time by notice to Supplier in writing. Supplier will thereupon immediately stop work on this purchase order or the terminated portion thereof and notify it subcontractors to do likewise. Except where termination is caused by a default or delay of Supplier, Supplier shall be entitled to reimbursement for its actual costs incurred up to and including the date of termination, applicable to the termination and in accordance with recognized accounting practices. Supplier shall also be entitled to a reasonable profit on the work done prior to such termination at a rate not exceeding the rate used in establishing the original purchase price. The total of such claim shall not exceed the canceled commitment value of this purchase order.

11. LAW GOVERNING: This purchase order shall be governed by and construed according to the laws of the State of Michigan.

12. GENERAL: Any waiver of strict compliance with the terms hereof by College shall not constitute a waiver of College’s rights to insist upon strict compliance with the terms of this order hereafter.

13. TAXES: Lansing Community College is exempt from State and Federal Taxes. Tax Exempt Number 38-1787641.

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RFP # 60001-548-14AC

14. COMPLIANCE WITH LAWS: Supplier warrants, certifies, and agrees that the goods or services have been or will be manufactured, distributed, shipped, packaged, delivered, and performed in compliance with all applicable federal, state, and local laws, regulations, standards, and orders, including the Occupational Safety and Health Act of 1970 and all regulations and standards in effect thereunder at time of sale. Supplier agrees to furnish upon request further certifications of such compliance, in form satisfactory to College.

15. CORRESPONDENCE/AMENDMENTS: All correspondence concerning this order must be directed to the Lansing Community College Purchasing Department. No alteration, change, addition to or other modification of this purchase order or the terms there of is valid and binding on College unless in writing and signed by an authorized person.

16. ASSIGNMENT: Performance of this purchase order is hereby declared to be particular to the Supplier, and no right, duty or obligation arising under this purchase order may be assigned or otherwise transferred by Supplier without the written consent of College.

17. REJECTION: All goods and materials purchased herein are subject to approval by the College. Any rejection of goods or material resulting because of nonconformity to the terms and specifications of this order, whether held by the College or returned, will be at Supplier’s risk and expense.

18. LIENS, CLAIMS AND ENCUMBRANCES: Supplier warrants and represents that all goods and materials ordered herein are free and clear of all liens, claims or encumbrances of any kind.

19. PROPERTY OF THE COLLEGE: All plates, artwork, negatives, dies or products created to produce a contracted material is considered to be the property of the College and therefore are to be delivered to the College upon demand and at no extra charge.

20. SAFETY/HAZARDOUS MATERIALS: All equipment, supplies, and services sold to the College shall conform to the general safety orders of the Federal, the State of Michigan, the City of Lansing Safety Standards Acts (O.S.H.A. standards to be complied with). College requires written notification of conformance. For all supplies which qualify with the State of Michigan to require a MSDS, two copies of the MSDS must be sent with the order.

21. CONFLICT OF INTEREST: Supplier affirms that their company directors and/or principal officers are not employed by Lansing Community College.

22. PURCHASE OF FOREIGN GOODS OR SERVICES: Lansing Community College endeavors to purchase goods or services in the United States of America whenever an American Made product (defined as “more than 50% of the product is manufactured or assembled in the US”) is available and is competitively priced and the goods or services are of comparable quality.

23. DELIVERY OF EXCESS QUANTITIES OF $250 OR LESS: The Supplier is responsible for the delivery of each item quantity within allowable variations, if any. If the Supplier delivers and the College receives quantities of any item in excess of the quantity called for (after considering any allowable variation in quantity), such excess quantities will be treated as being delivered for the convenience of the Supplier. The College may retain such excess quantities up to $250 in value without compensating the Supplier therefore, and the Supplier waives all right, title, or interest therein. Quantities in excess of $250 will, at the option of the College, either be returned at the Supplier’s expense or retained and paid for by the College at the order unit price.

24. ENVIRONMENTALLY SOUND PURCHASING: In order to increase the development and awareness of environmentally sound products, Lansing Community College Purchasing Department staff ensures that wherever possible and economical, specifications are amended to provide for expanded use of products and services that contain the maximum level of post-consumer recyclable waste and/or recyclable content, without significantly affecting the intended use of the product or service. It is recognized that cost analysis is required in order to ensure that the products are made available at competitive prices.

INSTRUCTIONSa) Submit invoices in duplicate on your firm’s invoice form. Mail to Accounting and Payroll Department listed on the front of the purchase order.b) Purchase order numbers must be plainly shown on invoices, packages or cartons, packing lists and correspondence pertaining to this order. Serial

number of equipment must be noted on all invoices, packing slips, and correspondence.c) Submit a separate invoice for each purchase order promptly upon shipment.d) All correspondence relating to this order should be addressed to the “Buyer” listed on the purchase order.e) Packing list must be included with each shipment and showing number of cartons shipped.f) Deliveries will be accepted at “Ship To” address between 8:00 A.M. and 3:30 P.M., Monday thru Friday. Please notify your carrier.g) If shipment is made by another firm, all invoices, packing lists and cartons must be identified by Lansing Community College’s purchase order

number.h) No supplier is to accept a telephone or verbal order unless a purchase order number is given.i) Freight must be prepaid and included in the purchase order unless otherwise agreed to by College.j) No goods will be accepted C.O.D. except by previous written approval.k) If you have any questions regarding this order, call the “Buyer” listed on the front of the purchase order.l) Please notify the Purchasing Department at (517) 483-1785 if your company is minority or woman owned.

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