request for proposal (rfp) - uam-web2.uamont.eduuam-web2.uamont.edu/pdfs/finadmin/rfps/rfp...

RFP # AA 1718 014 Web Content Management Services

_________________________________________________________

REQUEST FOR PROPOSAL RFP# AA 17/18 014

Web Content Management Services

ISSUE DATE: March 7, 2018 DUE DATE: April 10, 2018

Submittal due date and time: One (1) hard copy, eight (8) digital copies, and one digital redacted copy (see Section 2.3) must be submitted and received by 3:00 pm local time on April 10, 2018. University of Arkansas – Monticello Purchasing Office 140 University Place PO Box 3597 Monticello, AR 71656 ATTN: Gay Pace TEL: (870) 460-1140 LATE SUBMITTALS WILL NOT BE ACCEPTED. PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED. THE ENVELOPE MUST BE SEALED AND PROPERLY MARKED WITH THE RFP NUMBER, DATE AND HOUR OF PROPOSAL OPENING, PROPOSER’S NAME, AND RETURN ADDRESS.

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

http://www.uamont.edu/pages/resources/finance-

administration/current-bids-rfps-and-rfqs/

http://www.uamont.edu/pages/resources/finance-administration/current-bids-rfps-and-rfqs/

http://www.uamont.edu/pages/resources/finance-administration/current-bids-rfps-and-rfqs/


TABLE OF CONTENTS

SECTION 1…INTRODUCTION & GENERAL INFORMATION……………………………… ............................. 3 SECTION 2…SUBMITTAL INSTRUCTIONS ......................................................................................... 4 SECTION 3…BACKGROUND INFORMATION - UAM ......................................................................... 7 SECTION 4…SCOPE OF WORK…………. ............................................................................................. 7 SECTION 5…SELECTION CRITERIA & BASIS OF AWARD……………………..………………………………………10 SECTION 6…STATE MANDATORY REQUIREMENTS…... ................................................................. 11 SECTION 7…CONTRACT REQUIREMENTS ...................................................................................... 14 SECTION 8…OFFICIAL SIGNATURE DOCUMENT ............................................................................ 17 SECTION 9…ANTICIPATED TIME TABLE………………………………………………………………………………..…. 18 EO POLICY...............................……………. ........................................................................................ 19 ILLEGAL IMMIGRANT CERTIFICATION ........................................................................................... 20 RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION ...............................................…..............21

CONTRACT AND GRANT DISCLOSURE & CERTIFICATION FORM................................................... 22 ATTACHMENT A…ACKNOWLEDGEMENT OF ADDENDA ............................................................... 23


INTRODUCTION & GENERAL INFORMATION SECTION 1

1.1 INTRODUCTION The Board of Trustees of the University of Arkansas, acting for and on behalf of the University of Arkansas at Monticello (“the University” or “UAM”), is seeking proposals for Web Content Management System (CMS). 1.2 STATEMENT OF WORK The primary objective of the RFP is to solicit proposals to establish a contract through competitive negotiations for a Web Content Management System. 1.3 DEFINITION OF TERMS The University has made every effort to use industry-accepted terminology in this RFP and will attempt to further clarify any point or item in question. The words “bidder”, “vendor”, “contractor”, “provider”, “proposer”, “respondent”, “supplier”, and “offeror” are used synonymously within this document. “Agreement” refers to the contract resulting from this RFP. 1.4 TERM OF THE RESULTING CONTRACT The term of any contract resulting from this RFP (“Term”) will be for a period of one (1) year. The University reserves the option to renew the contract on a yearly basis, each renewal a Term, not to exceed an aggregate total of six (6) renewals or seven (7) years if mutually agreed upon in writing by the Contractor and the University. The University of Arkansas at Monticello may terminate the Agreement without cause, at any time during the Term (including any renewal periods); by giving the other party sixty (60) days advance written notice of termination. Additionally, in the event of non-appropriation of funds necessary to fulfill the terms and conditions of the Agreement during any biennium period of the Term (including any renewal periods), the parties agree that the Agreement shall automatically terminate without notice. 1.6 PROPOSAL GUARANTEE All proposals shall be guaranteed and binding for a period of not less than ninety (90) days past the proposal opening date. 1.7 COMMITMENT The University of Arkansas at Monticello makes no commitment to purchase any minimum or maximum quantity or dollar volume of services from the selected Supplier. No department, college, or office at the University has the authority to solicit or receive official proposals other than the Purchasing Office. All solicitation is performed under the direct supervision of the Purchasing Office and in complete accordance with University policies and procedures and State of Arkansas laws.


SUBMITTAL INSTRUCTIONS SECTION 2

2.1 SUBMITTAL INSTRUCTIONS AND UAM CONTACT INFORMATION One (1) hard copy, eight (8) digital copies, and one digital redacted copy (see Section 2.3) must be submitted and received no later than . At this time respondent to this RFP will be publicly identified, and review and evaluation of proposals will commence. The opening location will be the Babin Business Center Conference Room at 140 University Place, Monticello, AR. Hand delivered, sealed proposals will be accepted until this date and time at the bid opening location. Proposals should be addressed to: Gay Pace Director of Procurement Services By mail: PO Box 3597 Monticello, AR 71656 By courier: 140 University Place BBC 205-B Monticello, AR 71656 Late responses, responses en route, or those left at locations other than the UAM Purchasing Office by special carrier will not be considered if they are not in the UAM Purchasing Office by or before the time indicated on the front of this RFP document as Proposal Opening Date and Time. Telephone and/or FAX responses to this RFP will not be accepted. Proposal openings will be conducted and open to the public. However, openings will serve only to open, read and record the receipt of each proposal. No discussion will be entered into with any vendor as to quality or provisions. The University specifically requests that proposers restrict all contact and questions regarding this RFP to the above named individual. 2.2 INQUIRIES, CLARIFICATIONS, AND INTERPRETATIONS Responses to inquiries which directly affect an interpretation, clarification, or change to this RFP will be issued by addendum and emailed or faxed to all parties recorded by the University as having received a copy of the RFP. All such addenda issued by the University prior to the time that proposals are received shall be considered part of the RFP, and the proposer shall consider and acknowledge receipt of such in their response. Only replies from the UAM Purchasing Office to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect. Any addenda issued during the proposal period will be incorporated into the resulting contract. All questions concerning this RFP should be in written form, reference proposal number RFP #AA 1718 014 in the subject line, and directed to the UAM Purchasing Office: Gay Pace, Director of Procurement Services


Fax: 870 460-1922 Proposers are advised to read all information provided, supply all information requested, and note any variance to these specifications in written form with the submission of their response.

2.2a. ADDENDA ACKNOWLEDGMENT FORM Answers to vendors’ questions will be issued by addenda. Respondents must include Attachment A (Addenda Acknowledgement Form – page 24) as part of the proposal response package.

2.3 PROPRIETARY INFORMATION / OPEN RECORDS Proprietary information submitted in response to this RFP will be processed in accordance with applicable State of Arkansas procurement procedures. Documents pertaining to the RFP become the property of the State and shall be open to public inspection subsequent to proposal opening. It is the responsibility of the respondent to identify all proprietary information. The vendor should submit one complete digital copy of the proposal from which any proprietary information has been removed, i.e., a redacted copy (marked “REDACTED COPY”) in addition to the five copies of the complete RFP. The redacted copy should reflect the same pagination as the original, show the empty space from which information was redacted, and should be submitted on a CD or flash drive, preferably in a PDF format. Except for the redacted information, the redacted copy must be identical to the original hard copy. The respondent is responsible for ensuring the redacted copy on CD/flash drive is protected against restoration of redacted data. The redacted copy will be open to public inspection under the Freedom of Information Act (FOIA) without further notice to the respondent. If a redacted copy is not received the entire proposal will be open to public inspection with the exception of financial data. If the State of Arkansas deems redacted information to be subject to the FOIA the vendor will be contacted prior to sending out the information. 2.4 TERMS AND CONDITIONS This RFP and the Official Signature Document (page 17) shall govern any contract issued as a result of the RFP. Additional or attached terms and conditions, which are determined to be unacceptable to the University, may result in the disqualification of your proposal. Examples include, but are not limited to, indemnification statements, subjugation to the laws of another state, and limitations on remedies. 2.5 PROPOSAL CONTENTS In order to simplify the University’s task of evaluating all of the proposals, we ask that the Proposal (Six (6)

Copies) be tabbed and labeled to facilitate ease of verifying mandatory requirements. Suggested format for the responses and proposals is as follows. The following documents, at a minimum, are required as part of the bid proposal. SECTION TITLE

1.0 RFP Document

Request for Proposal (RFP) including any addenda(s) with signature of an authorized representative of the firm.

Contract and Grant Disclosure & Certification Form

EO Policy

2.0 Experience

Sample of informational brochures/pamphlets

Firm’s history & past performance


References

Organization profile

Firm’s financial history & capital resources

3.0 Proposal

Firm’s proposal for the CMS

4.0 Sample Reports & Contract

Sample contract

5.0 Financial Proposal

Price Proposal Sheet (In a separate, clearly marked sealed envelope. DO NOT INCLUDE PRICING ON DIGITAL COPIES.)

2.6 RESERVATION UAM reserves the right to accept or reject any or all proposals or any part of a proposal. Further, in order to achieve the greatest economic benefit for the University, the Director of Procurement Services may re-advertise for proposals, negotiate a service contract, or complete any other action consistent with Arkansas purchasing laws. UAM reserves the right to waive any technicalities or requirements of this RFP if it is determined to be in the best interest of the University. 2.7 COST FOR PROPOSAL PREPARATION This invitation does not commit UAM to pay any costs incurred in the preparation of proposals.


BACKGROUND INFORMATION - UAM SECTION 3

The University of Arkansas at Monticello (“UAM”), a four-year liberal arts university home to more than

3,900 students and 400 faculty and staff, is seeking an enterprise web content management system

(“CMS”) which is focused in higher education to replace our current proprietary, hosted system. UAM

has partnered with Simpson Scarborough to re-brand the institution as part of the re-branding initiative

UAM will be implementing a new enterprise CMS consisting of the new branding guidelines and themes.

The CMS must have the capabilities of being hosted either by the CMS manufacturer or by an

Infrastructure as a Service (“IaaS”), such as, Amazon Web Services, Microsoft Azure, Google Cloud

Services, or etc…

SCOPE OF WORK SECTION 4

Statement of Work

The purpose of the Request for Proposal (RFP) is to solicit proposals to establish a contract through

competitive negotiations for a Web Content Management System (CMS) for the University of Arkansas

at Monticello.

Requirements

Firms responding to this RFP should have a CMS that meets the majority of the following requirements:

Content Types

The CMS must support the creation and utilization of fixed-page component content types.

Fixed page component content types may include: Global navigation, header, footer, etc.

The CMS must support the creation and utilization of variable page components content types.

Variable page components are specific areas of a page containing a combination of images,

video, links and text. These components should be reusable and place able anywhere on the

page.

The CMS must support the ability to enter appropriate metadata and values for each of the

content types in order to meet WCAG 2.0, Level AA accessibility requirements.

URLs

The CMS must support the ability to create and edit URLs in the content management

application. Editing a URL should not break previously created links pointing to it.

The CMS must provide for the generation of human-friendly internal URLs for all webpages

generated.


The CMS must provide for the recording, retrieval and display of the identification of the last

user to modify or add each URL.

Pages

The CMS must use page templates to generate webpages.

The CMS must support authorized users to be able to create, modify, register, maintain and

apply page templates and types to individual pages, which will contain and display content

developed and stored in the content management system.

The CMS must support authorized users to be able to select page types and templates from a list

when they are creating pages.

The CMS will provide the functionality to add new page types.

The underlying code of the page templates will be developed to meet WCAG 2.0, Level AA

accessibility requirements.

The CMS must show these embedded objects when previewing a page exactly as the public

would see them once the page is published.

The CMS must support authorized users to be able to publish web pages at will, without going

through the normal approval process.

The CMS must support users to be able to browse a complete list of pages.

The CMS must support authorized users to be able to preview a page as it would appear to the

website visitor.

The CMS must support the creation, modification, maintenance of metadata for pages, including

title tag and meta description.

Select pages must include the ability to run PHP (specifically to manage online donations with

third-party application).

Navigation

The CMS must support the creation, modification and maintenance of standard navigational

components, i.e. Global Navigation, Audience Navigation, Task Navigation, Footer, etc.

The CMS must support an authorized user to be able to customize and edit navigation

independent of the file structure inside the CMS.

The CMS must support a user to be able to create and modify breadcrumbs.

Management and Workflow

The CMS must support workflow.

The CMS must support the association of all page-level content to a workflow.

The CMS must support an authorized user to be able to create new workflows.

The CMS must support automatic backup daily.

The CMS must support an in-house administrator to be able to add and delete users and modify

their permissions in the CMS, and reset users’ passwords.

The CMS must support the creation and modification of user roles, content and approval

permissions.

The CMS must support multilingual capabilities.

The CMS must be easy-to-use and provide an intuitive graphical user interface.


The CMS integration team must provide content migration for the entire website, and provide

dual-site operations during the migration to minimize content freeze.

Login must be LDAP compliant.

The resulting website must be available to the public 99.999% of the time (not including

scheduled maintenance windows).

Additional Functionality

The CMS will provide a means for system users to see what it is currently published and what is

waiting to be published.

The CMS will allow existing HTML templates to be edited and new ones to be created by

authorized users.

The CMS will support content contributors to be able to add widgets from other websites to this

system, and their webpages, i.e. Facebook, Twitter, etc.

The CMS must be supported for content contributors 24 x 7 x 365, be accessible via the internet,

and not require any additional software installations on the contributors’ local machine.

The CMS preview function will allow content managers to do in-context editing.

The CMS must support content contributors to be able to specify the publish and archive date of

a link, page, or URL. Default archive date/time specification for archiving should be “never.”

Archiving content should have no detrimental effect on CMS performance.

The CMS will provide functionality to un-archive pages, links and URLs.

Performance Standards Act 557 of 2015 enacted by the Arkansas General Assembly requires technical services contracts include performance standards. UAM typically issues two basic kinds of service contracts – milestone based and time/materials based. We have defined the following performance standards and remedies for each. A vendor performance report will be submitted to the Office of State Procurement quarterly during the duration of the contract and at the end of the contract.

Milestone Payment Contracts

Standards Remedies

Milestone deadlines are met Vendor must provide an acceptable remediation

plan

Work products are professional & comprehensive Payment may be withheld in part or in whole

until milestones are met or acceptable work

products are produced

Replacement resources acceptable to UAM may

be required

Contract may be cancelled

Time & Materials Contracts


Standards Remedies

Services are provided in a timely and professional

manner as defined in Cleaning & Quality

Requirements.

Vendor must provide an acceptable remediation

plan

Work products are professional, comprehensive

and consistent with the contracted skill level

Payment may be withheld in part or in whole

until acceptable work products are produced

Replacement resources acceptable to UAM may

be required

Contract may be cancelled

SELECTION CRITERIA & BASIS OF AWARD

SECTION 5

An evaluation committee will evaluate the proposals received as a result of this RFP. All submittals are to be complete; partial submittals will not be accepted. A complete submittal is defined as one which is responsive to all the components in each section specified in the RFP. The University is under no obligation to contact applicants for clarification but reserves the right to do so. A contractor will be selected on the basis of the proposal submitted which is, in the opinion of UAM administration, in the best interest of this University when all factors are considered. Factors considered will include, but are not limited to, cost, services offered, quality, experience, past history, etc. It must be recognized by the interested parties submitting proposals that some of these factors are judgment items and the decision of the administration as approved by the UA System Board of Trustees is final. The University reserves the right to reject any and all proposals, or parts thereof, and to waive informalities in proposals received. The University shall be free to accept whichever submittal(s) it deems most advantageous. Respondents shall be cautioned not to minimize the importance of an adequate response, although a particular category may carry less weight than other areas. The evaluation committee will evaluate and score each proposal for maximum possible points of 100.

Firms should address each item listed as point-scoring criteria in this section to ensure a complete evaluation. The factors to be evaluated are as follows: Criteria Weight Asset/Content/Template Management 20%

User Interface/Workflow 20%

Scalability/Extensibility 20%


Technical Specifications/Security 20%

Cost 20%

Firms must supply a Price Proposal Sheet for all services offered, including agency mark-up for media buying etc. The Price Proposal Sheet must in a separate, clearly marked sealed envelope. DO NOT INCLUDE THE PRICE PROPOSAL SHEET ON THE ELECTRONIC COPY OF THE RFP. The award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the University, taking into consideration the evaluation factors set forth. No other factors or criteria shall be used in the evaluation. Once a selection is made, a contract award will be negotiated and is subject to approval by UA Legal Counsel. Firm’s History and Past Performance

References: Attach a list of client references specifically in higher education for which a

project of similar to this proposal was developed

Reference information shall be in the following format:

o Institutional name

o Contact person

o Complete mailing address

o Phone numbers

o Name of project for which it was produced

Marketplace History: List the number of years you have been in business server Higher

Education customers. The bidder may include any other reference brochures or

descriptive literature, which may further acquaint UAM with the firm or its activities.

STATE MANDATORY REQUIREMENTS SECTION 6

Vendors must note in their response if they take exception to any State or Contract requirements outlined in this RFP. 6.1 MINORITY BUSINESS POLICY IT IS THE POLICY OF UAM AND THE STATE OF ARKANSAS THAT MINORITY BUSINESS ENTERPRISES SHALL HAVE THE MAXIMUM OPPORTUNITY TO PARTICIPATE IN THE STATE PURCHASING PROCESS. THEREFORE, THE STATE OF ARKANSAS ENCOURAGES ALL MINORITY BUSINESSES TO COMPETE FOR, WIN, AND RECEIVE CONTRACTS FOR GOODS, SERVICES, AND CONSTRUCTION. ALSO, THE STATE


ENCOURAGES ALL COMPANIES TO SUB-CONTRACT PORTIONS OF ANY STATE CONTRACT TO MINORITY BUSINESS ENTERPRISES.

MINORITY PURCHASING REPORTING. The Minority Business Economic Development Act (A.C.A. §15-4-301 through 15-4-314) at §15-4-303(2) defines a "Minority" as "a black citizen or black lawful permanent resident of the State of Arkansas, black African American, Hispanic American, American Indian, or Asian and Pacific Islander or service disabled veteran." For purchasing records and informational purposes only, pursuant to §15-4-312 (State Agency Reports) please designate below if you, as an individual, or as a company 51% (minority owned) qualify as being a minority business.

□YES □ NO

Please designate below if you, as an individual, or as a company qualifies as a woman owned Company in the State of Arkansas.

□YES □ NO

6.2 NON-DISCRIMINATION UAM does not discriminate against any employee, applicant for employment, or any person participating in any aspect of any project on the basis of race, creed, color, national origin, religion, sex, age, or physical or mental disability. 6.3 CERTIFICATION OF ILLEGAL IMMIGRANTS Pursuant to Act 157 of 2007, all bidders must certify prior to award of the contract that they do not employ or contract with any illegal immigrants(s) in its contract with the state. Bidders shall certify online at the Vendor Illegal Immigrant Contracting Disclosure Reporting Screen: https://www.ark.org/dfa/immigrant/index.php/user/welcome The Act is printed in full on the website and contains all information regarding any penalties and the procedures for certification by subcontractors.

6.4 DISCLOSURE OF CONTRACTS OVER $25,000 – GOVERNOR’S EXECUTIVE ORDER 98-04 Pursuant to Executive Order 98-04 which establishes mandatory guidelines and procedures to be followed in the areas of employment, grants, contracts and purchasing to prevent waste, abuse or the appearance of impropriety and to create a clearinghouse for grants and contracts for state government, we must require as a condition of this invitation for bid, that you disclose any relationship with the State of Arkansas. As an individual, you must disclose whether you are a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence. If you are a non-individual entity, you must disclose (i) any position of control, or (ii) any ownership interest of 10% or greater, that is held by a current or former: member of the general assembly, constitutional officer, board or commission member, state employee, or the spouse or immediate family member of any of the persons described in this sentence.

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


6.5 EQUAL EMPLOYMENT OPPORTUNITY POLICY In compliance with Act 2157 of 2005, UAM requires that prior to accepting a bid proposal, RFQ, or entering into negotiations for a professional consultant services contract, any entity or person interested in contracting with the University must submit a copy of their most current equal opportunity policy. UAM will maintain a file of all vendor EO policies submitted in response to solicitations for our campus. The submission is a one-time requirement but bidders are responsible for providing updates or changes to their respective policies. Bidders that do not have an established EO policy will not be prohibited from receiving a contract award, but are required to submit a written statement to that effect. This act may be viewed at http://www.arkleg.state.ar.us/assembly/2005/R/Acts/Act2157.pdf 6.6 BOYCOTTING OF ISRAEL In accordance with Ark. Code Ann. § 25-1-503, Vendor hereby certifies to University that Vendor (a) is not currently engaged in a boycott of Israel and (b) agrees for the duration of this [Agreement/PO/contract] not to engage in a boycott of Israel. A breach of this certification will be considered a material breach of contract. In the event that Vendor breaches this certification, University may immediately terminate this [Agreement/PO/contract] without penalty or further obligation and exercise any rights and remedies available to it by law or in equity.

6.7 ARKANSAS TECHNOLOGY CLAUSE

The Vendor expressly acknowledges that state funds may not be expended in connection with the purchase of information technology unless that system meets certain statutory requirements, in

accordance with State of Arkansas technology policy standards relating to accessibility by persons with

visual impairments. Accordingly, the Vendor represents and warrants to ASU-B that the technology

provided to ASU-B for purchase is capable, either by virtue of features included within the technology or

because it is readily adaptable by use with other technology, of: (1) providing equivalent access for

effective use by both visual and nonvisual means; (2) presenting information, including prompts used for interactive communications, in formats intended for nonvisual use; and (3) being integrated into

networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired. For purposes of this paragraph, the phrase "equivalent access" means a

substantially similar ability to communicate with or make use of the technology, either directly by

features incorporated within the technology or by other reasonable means such as assisting devices or services which would constitute reasonable accommodation sunder the Americans with Disabilities Act

or similar state or federal laws. Examples of methods by which equivalent access may be provided

include, but are not limited to, keyboard alternatives to mouse commands and other means of

navigating graphical displays, and customizable display appearance. If requested, the Vendor must

provide a detailed plan for making this purchase accessible and/or a validation of concept demonstration.

http://www.arkleg.state.ar.us/assembly/2005/R/Acts/Act2157.pdf


CONTRACT REQUIREMENTS

SECTION 7

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

7.1 CONTRACT PERIOD The initial agreement period is anticipated to commence July 1, 2018, continue through June 30, 2019. UAM operates on a twelve-(12) month fiscal year term (July-June). Contract award is subject to appropriate University or UA System review and approval. 7.2 CONTRACT EXTENSION The University, at its sole option, reserves the right to extend any resultant contract for an additional six (6) years in twelve- (12) month increments on a fiscal year basis. The extension (including the above consideration) will be at the same terms and conditions as originally stated, as amended. Bidder recognizes and agrees that the business obtained under the extension will constitute the sole consideration for the extension. The University will notify the contractor 30 days prior to the contract end of its decision to extend or cancel the additional extension period.

In the event the above option is not exercised and additional time is required by the University to initiate a new contract, Contractor agrees to continue providing services to the University on a month-to-month basis for a period not to exceed six (6) months at the same prices, terms and conditions of the then current Term.

7.3 CONDITIONS AND TERMS OF PROPOSAL If the proposer submits standard terms and conditions with the proposal, and if any of those terms and conditions are in conflict with the laws of the State of Arkansas, the State laws shall govern. 7.4 LIABILITY Pursuant to Article 12, § 12 of the Arkansas Constitution, the University may not enter into a covenant or agreement to hold a party harmless or to indemnify a party from prospective damages. The parties are responsible for their own negligent conduct and that of their respective officers, employees, agents and designated representatives acting within the official scope of their position. 7.5 GOVERNING LAW AND VENUE The laws of the State of Arkansas shall govern in connection with the formation, performance and the legal enforcement of any resulting contract. The place of execution and venue governing the resulting agreement is Pulaski County, Arkansas. All matters relating to the validity, construction, interpretation and enforcement of the agreement shall be determined in Pulaski County, Arkansas. 7.6 SOVEREIGN IMMUNITY The University is an instrumentality of the State of Arkansas and is entitled to sovereign immunity. The parties agree that all claims, demands or actions for loss, expense, damage, liability or other relief, either at law or in equity, for actual or alleged personal injuries or property damage arising out of or


related to the agreement by the University or its officers, employees, agents or designated representatives acting within the official scope of their position, must be brought before the Claims Commission of the State of Arkansas. With respect to such claims, demands, or actions, the University agrees that: (a) it will cooperate with the vendor in the defense of any claim, demand or action brought against the Vendor seeking the foregoing loss, expense, damage, liability or other relief; (b) it will in good faith cooperate with the vendor should the Vendor present any claim, demand or action of the foregoing nature against the University to the Claims Commission of the State of Arkansas; (c) it will not take any action to frustrate or delay the prompt hearing on claims of the foregoing nature by the said Claims Commission and will make reasonable efforts to expedite said hearing. The obligations of the paragraph shall survive the expiration or termination of the agreement. Nothing in the agreement between the Vendor and the University shall be construed as a waiver of the University’s sovereign immunity or the University’s right to assert in good faith all claims and defenses available to it in any proceeding. 7.7 ATTORNEY’S FEES Neither party shall be liable to the other for any payment of attorney’s fees or costs on any claim, demand or action related to or regarding the validity, construction, interpretation, breach or enforcement of the agreement. 7.8 NOTICE Notice to the University required or permitted by the agreement shall be effective upon receipt. In addition to any notice provisions specified in the agreement, all notices, requests and other communications required or permitted to be sent under the agreement, including any notice of demand, claim or breach against the University, shall be in writing and shall be delivered personally; or by facsimile (provided such delivery is confirmed); by overnight courier service; or by United States certified mail, postage paid, return receipt requested, to the following address set forth below: University of Arkansas System Attn: Office of General Counsel 2404 North University Avenue Little Rock, AR 72207-3608 Fax: 501-686-2517 7.9 LAWS, LICENSES & TAXES The Contractor shall comply with all laws and regulations applicable to the medical and health service operation hereunder. The Contractor shall obtain licenses or permits necessary for the health service operation on the premises as a direct cost of operation. The Contractor shall inform the University of the Result of inspections and certifications. All health certificates shall be posted at all sites. All current county and state inspection reports will be posted at all sites. The Contractor shall display all licenses, permits, health certifications and current health inspection reports at each site.


Without additional expense to the University, the Contractor shall be liable for and pay all applicable federal, state, and local taxes and shall comply with all local laws, ordinances and regulations and shall obtain and pay for all permits and licenses, unless otherwise specified. 7.10 PARKING Parking on the University property by the Contractor’s employees shall be governed by the same regulations and fees as applied to University employees. The Contractor will also be responsible for the payment of any and all unpaid fines levied for parking violations of Contractor’s employees. 7.11 ASSIGNMENT The resulting contract shall not be assigned by either party without the written consent of the other. 7.12 INDEPENDENT CONTRACTOR AND PRICE DETERMINATION The Contractor is an independent contractor and shall not be deemed for any purpose to be an employee or agent of the University. The Contractor certifies by entering into and signing a contract with the University that neither it nor its principals is presently debarred, declared ineligible, or voluntarily excluded from participation in this transaction by any State department or agency. A proposal will not be considered for award if it was not arrived at independently without collusion, consultation, communication or agreement as to any matter relating to pricing with any other offeror or with a competitor. In addition, the proposer is prohibited from submitting multiple proposals in a different form; i.e., as prime proposer and as a subcontractor to another prime proposer. All pricing will remain firm for each contract period. The Contractor must include a certified statement in the proposal certifying that the pricing was arrived at without any conflict of interest, as described above. Should conflict of interest be detected at any time during the contract, the contract shall be deemed null and void and the Contractor shall assume all costs of this project until such time that a new Contractor is selected. 7.13 CONTRACT PAYMENT / INVOICES All invoices shall be forwarded to the UAM Accounts Payable Office must show an itemized list of charges by type of service. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance by UAM. The University may not be invoiced in advance of delivery and acceptance of any equipment or service.


OFFICIAL SIGNATURE DOCUMENT SECTION 8

THIS PAGE MUST BE COMPLETED AND SUBMITTED WITH YOUR PROPOSAL RESPONSE

I, the undersigned duly authorized representative of the proposer, understand that the proposal must be signed by the proposer or an authorized representative of the proposer.

I acknowledge that I have read and understand all the proposal instructions, specifications, terms and conditions, and agree, on behalf of myself and the proposer, to be bound by them.

__________________________________ __________________________________________ Signature Name & Title (Typed or Printed) __________________________________ __________________________________________ Company Name ____________________________________________________________________________________ Address Telephone Email


ANTICIPATED TIMETABLE

SECTION 10

1. Release of RFP .............................................................................................................March 7, 2018

2. Written Question Submittal Deadline .......................................................................March 21, 2108

3. Written Response to Questions ................................................................................March 26, 2018

4. Submission of Proposals ............................................................................................. April 10, 2018

5. Committee Evaluations Recommendation………………………………………………………………...May 1, 2018

6. Notification of Anticipation to Award………………………………………………………………………..May 4, 2018

7. Contract to Begin ............................................................................ Pending Appropriate Approvals

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


ATTENTION BIDDERS – EO POLICY

Act 2157 of 2005 of the Arkansas Regular Legislative Session requires that any business or person bidding, responding to a request for proposal, request for qualifications, or negotiating a contract with the State for professional or consultant services, submit their most current equal opportunity policy (EO Policy). Although bidders are encouraged to have a viable equal opportunity policy, a written response stating the bidder does not have such an EO Policy will be considered the bidder’s response and will be acceptable in complying with the requirement of Act 2157. Submitting the EO Policy is a one-time requirement. The University of Arkansas at Monticello Purchasing Office will maintain a database of policies or written responses from bidder. NOTE: This is a mandatory requirement when submitting an offer as described above. Please complete and return the attached form with your bid. Should you have any questions regarding this requirement, please contact this office by calling (870) 460-1140. REQUIRED EQUAL OPPORTUNITY POLICY INFORMATION (to be completed by businesses or person submitting response) Check appropriate box: ____ EO Policy attached ____ EO Policy previously submitted to UAM Purchasing Office ____ EO Policy is not available from business or person Company or Individual Name: ______________________________________________________________________ Title: _________________________________________ Date: ____________________ Signature______________________________________________________________


ATTENTION BIDDERS – ILLEGAL IMMIGRANT CERTIFICATION Act 157 of 2007 of the Arkansas Regular Legislative Session requires that any contractor, business or individual, having a public contract with a state agency for professional services, technical and general services, or any category of construction, in which the total dollar value of the contract is $25,000 or greater must certify, prior to the award of the contract, that they do not employ or contract with any illegal immigrants. Disclosure forms are valid for one year. For purposes of this requirement, “Illegal immigrants” means any person not a citizen of the United States who has:

(A) Entered the United States in violation of the Federal Immigration and Naturalization Act or regulations issued the act;

(B) Legally entered but without the right to be employed in the United States; or (C) Legally entered subject to a time limit but has remained illegally after expiration of the time limit.

This is a mandatory requirement. Failure to certify will result in our inability to issue a Purchase Order or Contract to you or your company.

Bidders shall certify online at: https://www.ark.org/dfa/immigrant/index.php/user/welcome Click on: “Vendor Submit Disclosure Form” and complete all fields required for the certification – then indicate below and sign this form to submit with your bid. REQUIRED: Print Screenshot and include with your proposal

and/or contract. If you have any questions, please call the UAM Purchasing Office at 870 460-1140. Thank you. Gay Pace Director of Procurement Services University of Arkansas – Monticello ****************************************************************************** TO BE COMPLETED BY BUSINESS OR PERSON SUBMITTING BID RESPONSE OR CONTRACT: Please check the appropriate statement below: _______ We certified that we are not an illegal immigrant or do not employ or contract with any illegal immigrants.

Date of certification: ________________________ _______ We cannot so certify at this time, and we understand that a contract cannot be awarded until we have done so. Reason for non-certification: _________________________________ Name of Company: ___________________________________________ Signature: ___________________________________________ Name & Title: ___________________________________________ (Printed or typed) Date: ___________________________________________

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


RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION

Pursuant to Arkansas Code Annotated § 25-1-503, a public entity shall not enter into a

contract with a company unless the contract includes a written certification that the

person or company is not currently engaged in, and agrees for the duration of the

contract not to engage in, a boycott of Israel.

By signing below, the Contractor agrees and certifies that they do not boycott Israel and

will not boycott Israel during the remaining aggregate term of the contract.

If a company does boycott Israel, see Arkansas Code Annotated § 25-1-503.

Contractor Signature: _________________________ Date: ________________


Contract and Grant Disclosure and Certification Form Failure to complete all of the following information may result in a delay in obtaining a contract, lease, purchase agreement, or grant award with any Arkansas State Agency.

SOCIAL SECURITY NUMBER FEDERAL ID NUMBER SUBCONTRACTOR: SUBCONTRACTOR NAME:

TAXPAYER ID #: ---- ---- OR ---- Yes No

IS THIS FOR:

TAXPAYER ID NAME: Goods? Services? Both?

YOUR LAST NAME: FIRST NAME: M.I.:

ADDRESS:

CITY: STATE: ZIP CODE: --- COUNTRY:

AS A CONDITION OF OBTAINING, EXTENDING, AMENDING, OR RENEWING A CONTRACT, LEASE, PURCHASE AGREEMENT, OR GRANT AWARD WITH ANY ARKANSAS STATE AGENCY, THE FOLLOWING INFORMATION MUST BE DISCLOSED:

F O R I N D I V I D U A L S *

Indicate below if: you, your spouse or the brother, sister, parent, or child of you or your spouse is a current or former: member of the General Assembly, Constitutional Officer, State Board or Commission Member, or State Employee:

Position Held Mark (√) Name of Position of Job Held

[senator, representative, name of board/ commission, data entry, etc.]

For How Long? What is the person(s) name and how are they related to you? [i.e., Jane Q. Public, spouse, John Q. Public, Jr., child, etc.]

Current Former From

MM/YY To

MM/YY Person’s Name(s) Relation

General Assembly

Constitutional Officer

State Board or Commission Member

State Employee

None of the above applies

F O R A N E N T I T Y ( B U S I N E S S ) *

Indicate below if any of the following persons, current or former, hold any position of control or hold any ownership interest of 10% or greater in the entity: member of the General Assembly, Constitutional Officer, State Board or Commission Member, State Employee, or the spouse, brother, sister, parent, or child of a member of the General Assembly, Constitutional Officer, State Board or Commission Member, or State Employee. Position of control means the power to direct the purchasing policies or influence the management of the entity.

Position Held Mark (√) Name of Position of Job Held

[senator, representative, name of board/commission, data entry, etc.]

For How Long? What is the person(s) name and what is his/her % of ownership interest and/or what is his/her

position of control?

Current Former From

MM/YY To

MM/YY Person’s Name(s)

Ownership Interest (%)

Position of Control

General Assembly

Constitutional Officer

State Board or Commission Member

State Employee

None of the above applies


Contract and Grant Disclosure and Certification Form

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant to that Order, shall be a material breach of the terms of this contract. Any contractor, whether an individual or entity, who fails to make the required disclosure or who violates any rule, regulation, or policy shall be subject to all legal remedies available to the agency. As an additional condition of obtaining, extending, amending, or renewing a contract with a state agency I agree as follows:

1. Prior to entering into any agreement with any subcontractor, prior or subsequent to the contract date, I will require the subcontractor to complete a CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM. Subcontractor shall mean any person or entity with whom I enter an agreement whereby I assign or otherwise delegate to the person or entity, for consideration, all, or any part, of the performance required of me under the terms of my contract with the state agency.

2. I will include the following language as a part of any agreement with a subcontractor:

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant to that Order, shall be a material breach of the terms of this subcontract. The party who fails to make the required disclosure or who violates any rule, regulation, or policy shall be subject to all legal remedies available to the contractor.

3. No later than ten (10) days after entering into any agreement with a subcontractor, whether prior or subsequent to the contract date, I will mail a copy of the

CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM completed by the subcontractor and a statement containing the dollar amount of the

subcontract to the state agency.

I certify under penalty of perjury, to the best of my knowledge and belief, all of the above information is true and correct and that I agree to the subcontractor disclosure conditions stated herein. Signature___________________________________________Title____________________________Date_________________

Vendor Contact Person________________________________Title____________________________Phone No._________

AGENCY USE ONLY

Agency Agency Agency Contact Contract

Number______ Name___________________ Contact Person________________ Phone No.___________ or Grant No._____


ATTACHMENT A ACKNOWLEDGEMENT OF ADDENDA

RFP AA 1617 011 Web Content Management Services

Receipt of the following Addenda is hereby acknowledged: (List all Addenda, if any) ADDENDUM NO._________________________dated______________ ADDENDUM NO._________________________dated______________ ADDENDUM NO._________________________dated______________ Dated this _________day of _____________________ 2017. Name of Company_____________________________________________________________ Signature____________________________________________________________________ Name and Title_______________________________________________________________