ࡱ> { bjbjBrBr    tP6 6 4h,tiT("""VN|@DiFiFiFiFiFiFi$kEn~ji9 VV  ji""4iB#B#B# F""DiB# DiB#B#`d"PRb40ii0ibTnDnhddnd  B#     jiji \   i    n         6 V:  UNIVERSITY OF OREGON The State Board of Higher Education acting by and through the UNIVERSITY OF OREGON (University) REQUEST FOR PROPOSAL (RFP) Sponsored Agency Consulting Services RFP No.500100-0005-RFP Proposals Due Not Later Than: December 28, 2012 at Issuing Office. Postmarks will not be considered. Issuing Office: Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu Section I General Information Purpose: University is soliciting proposals from qualified proposers (Proposer(s)) for consulting services to develop and implement a federal funding and agency relationship roadmap. Expected deliverables are listed in Scope of Services, below. It is anticipated that the term of the contract awarded under this RFP, will be for three-years with an option, at Universitys sole discretion to extend the contract for one additional three-year term. For additional information or clarification of requirements submit written requests to: Office of Public & Government Affairs (University Relations) Betsy Boyd, Associate VP, Public & Government Affairs 1292 University of Oregon Eugene, OR 97403 eaboyd@uoregon.edu This RFP will be posted on the Oregon University System (OUS) website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Any addenda, including without limitation, extensions of closing date and time will be posted to the OUS website. Proposers are responsible for monitoring the OUS website on a periodic basis for any modifications to the RFP. University will not issue individual notifications. 1.5 All proposals must be received by University's Issuing Office by 5 p.m. (Pacific Standard Time) on December 28, 2012 (Closing Date and Time). Postmarks will not be considered. Issuing Office mailing and delivery address and email listed on the cover page and below. Purchasing and Contracting Services 720 E. 13th Ave., Suite 302 Eugene, OR 97405 submit1@uoregon.edu ELECTRONIC submissions are encouraged. Office hours for receipt of proposals are: Monday through Friday 8 a.m. to 5 p.m. Section II Scope of Services The University of Oregon seeks consulting services to identify emerging federal research funding trends and opportunities. These services will include, without limitation, identifying strategic research funding opportunities, including large scale projects, appropriate to the universitys research strengths and tracking the federal agency budget process to identify federal research agency priorities and priority setting processes. The successful respondent will have a demonstrated ability to work with universities to act on key funding opportunities including collaboration with the university to assess and plan for federal trends in research funding. University seeks customized consulting services that will support the universitys faculty and research leadership in identifying and obtaining federal research funding. The following services will be provided by the successful Proposer: 2.1 Strategic agenda development Within six months, Contractor will assess, plan and prepare a strategic agenda or federal roadmap that matches universitys research priorities with current or emerging federal funding opportunities. The planning process will involve at least one campus visit to assist campus leadership with characterizing, understanding and anticipating federal opportunities. The final written report will, include recommendations for research funding priorities for a two-year period. 2.2 Customized Program & Project management Contractor will provide program management for identified research funding priorities including but not limited to coordination of agency visits, executive branch support, congressional budget process support, and implementation assistance as needed. The work occurs on an on-going basis in close coordination with university research leadership. 2.3 Strategic Positioning Contractor will enhance universitys research visibility with key federal decision makers including federal agencies, Congress, the Administration, and research advocacy groups. Activities include identifying opportunities for university research leadership and research faculty to participate in forums, contribute to coalition efforts, and connect university research priorities to federal policy, budget and program activity. The activity occurs on an on-going basis. 2.4 Roadmap management Contractor will provide at least monthly written reports to university about federal agency budget, rulemaking, program announcements or other activity that is relevant to the identified research priorities. In addition to written reports, Contractor will participate at least monthly in a program management conference call with designated university personnel including research and government relations leadership. Contractor will travel at least once a year to campus to meet with university leadership and faculty for planning, implementation, and evaluation activities. Contractor will provide electronic updates, webinars, and use other communications tools to communicate with campus as requested. 2.5 Contractor is responsible for ensuring that no state or federal lobbying, gifts and/or ethics laws are violated by any of contractors activities or suggested activities. Section III Submittal Requirements Requirements may be designated as Mandatory (M) or Evaluated (E), or both (M/E). (M) - Mandatory Requirement. The Proposer MUST meet this requirement. The determination as to whether the Proposer meets the mandatory specification rests solely with University. If University determines that a Proposer does not meet a mandatory requirement as specified, or has not included mandatory information, the proposal may be deemed non-responsive, and no further evaluation will occur. In addition, wherever the words must, shall, or will appear this denotes a Mandatory requirement. (E) - Evaluated. Proposers are expected to provide comprehensive written responses to evaluated specifications. Points will be awarded based on the degree to which the Universitys evaluators determine that the Proposer meets the requirement. A Proposer which does not respond to an evaluated specification will receive no points for that specification. Proposers must include the following information: Proposals will include the business name, address, telephone number, email of the Proposer, and a cover letter summarizing the proposal. (M) Proposer will list names, titles, and qualifications of the key personnel who will be assigned to this project. Include concise business biographies or resumes of the key personnel who will be doing the work described in the proposal. This information must include their areas of expertise, and their experience with projects of similar scope and nature. (M/E) Proposer must include a detailed description of procedures and other aspects of the working relationship expected between Proposer's project manager and University's representatives, Betsy Boyd, Associate VP, Public & Government Affairs and Moira Kiltie, Assistant VP, Research. (M/E) If the Proposer is an entity other than a sole proprietorship, Proposer must submit evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the proposal is authorized to act for and bind the Proposer in all matters relating to the proposal and possible subsequent contract. If the Proposer is not an entity organized under the laws of the State of Oregon, Proposer must submit a certificate of good standing (or equivalent documentation) that Proposer is in good standing in its state of organization and registered to do business in the state of Oregon. Proposer must not be listed on the Federal Excluded Parties or Debarred Contractors listing. (M) Proposer must submit sufficient evidence of financial capability to meet the responsibilities to perform the contract which may include balance sheets, income statements, financial statements, independent financial compilation/review or other financial information whereby University can determine Proposers credit rating or financial capability. It will be at University sole discretion to determine if evidence submitted is sufficient to determine financial capability. University reserves the right to request further information as needed for clarification purposes. The successful Proposer to which the contract is awarded may, at the discretion of University, be required to provide periodic (in no case more than two (2) times per year) updates to the financial capabilities report submitted pursuant to this RFP. (M) Proposals must set forth the qualifications of the Proposer to perform the contract, including providing a firm resume, as well as a description of the resources available to Proposer to perform the project. Proposers will verify that the Proposer has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated under this RFP, as applicable. Proposal should address the ability to provide University with counsel and advice on opportunities to promote University research with targeted and national audiences including publications, conferences, and speaking engagements. (M/E) Proposals must include a description of the Proposers experience performing projects similar in type and magnitude to the subject of this RFP. Experience provided should demonstrate: Experience with budget and priority setting by federal research agencies, preference given to respondents with expertise involving NIH, NSF, DOE Office of Science, US Department of Education & other federal research agencies or federal agencies with research programs Ability to manage agency, Administration, congressional and stakeholder relationships on behalf of a university client. Ability to carry out a program involving multiple federal agencies, multiple university campus locations and external stakeholders using discretion and professionalism Ability to work with universities to identify new federal funding opportunities and protect existing sources Proposers must include a minimum of three examples. Proposers must also include work samples of similar projects (e.g. photographs, literature, schematics, report samples, etc.). (M/E) Proposals must include a list of three clients and contact information for whom similar projects have been completed by the Proposer. These clients may be contacted by University for an evaluation and assessment of the Proposer's performance. (M/E) Proposals must include a full description of how Proposer would approach this project and fully address all deliverables identified in Section II above. (M/E) A proposed timeline with breakdown of time allocated for delivery of all deliverables identified in Section II above. (M/E) An itemized budget of cost estimates for Work to be performed to complete the Project. The itemized budget must set forth a total price. (M/E) Section IV Proposal Procedures Proposals must be in writing and must be signed by an authorized representative of the Proposer. Alterations or erasures must be initialed in ink by the person signing the Proposal Statement. No verbal proposals will be accepted. Proposals may be submitted manually or electronically. Proposers are encouraged to submit their proposals electronically to the email address provided in Section I, above. The subject line must clearly state that it is a PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. Electronic proposals must be in MS Word or Excel. Supporting documentation such as graphics, pictures, and financial statements may be in .pdf or other appropriate format. All proposals submitted electronically must be submitted by individuals with authority to legally bind the Proposer. Proposers submitting manually must submit four copies of their proposal, as well as an electronic version on CD or USB device. All manual submissions must be submitted in a sealed envelope appropriately marked. All envelopes in which the RFP, Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP Project Name, RFP Number, and Closing Date and Time. University will not be responsible for the proper identification and handling of proposals not submitted in the designated manner or format as required by this RFP. It is the Proposers responsibility to ensure that the proposal is received by University at the required delivery point, prior to the Closing Date and Time as indicated in this RFP, regardless of method used to submit the proposal. All manual submissions will be made to the address indicated in Section I of this RFP. Unless Proposers are specifically authorized by this RFP to take exceptions or to leave terms open to negotiation, proposals will be a complete offer and will be subject to the terms of this RFP. Proposals must include all information required herein to be fully responsive to this RFP and to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal as non responsive. Although the general criteria to be used for final evaluation has been provided in this RFP; it is not intended to limit imagination or creativity in preparing a proposal that will accomplish the same goals and expectations. Submission of a proposal constitutes a firm, binding and irrevocable offer for a period of 90 days following the Closing Date and Time. Proposals may be withdrawn at any time prior to the scheduled Closing Date and Time. Withdrawal can only be accomplished by written notification, signed by an authorized representative. Notification of withdrawal may be submitted manually or electronically. The written notification must be received by University prior to the Closing Date and Time. The envelope or e-mail subject line must be clearly identified with the words PROPOSAL WITHDRAWAL, and must display the RFP Project Name, the RFP number, and proposal Closing Date and Time. Proposers may modify a previously submitted proposal prior to the Closing Date and Time. Modifications must be made in writing and signed by an authorized representative. Modifications may be submitted manually or electronically. The envelope or e-mail subject line must be clearly marked MODIFICATION, and must display the RFP Project Name, the RFP number, and the proposal Closing Date and Time. Verbal modifications or corrections will not be recognized or considered. Proposers are strongly encouraged to utilize the same method of submission, either manual or electronic, throughout the solicitation process (e.g. if Proposer submits its proposal electronically, Proposer is encouraged to submit modifications and requests to withdraw via e-mail; if Proposer submits proposal manually, requests for modification or withdrawal should be submitted manually). Requests for change or protests of solicitation specifications or contract provisions must be received by University, in writing, no later than ten business days prior to the proposal Closing Date and Time. No requests for change or protests of solicitation specifications or contract provisions will be considered after the deadline stated above. Such requests for change or protests will include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes or e-mails containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP Project Name, RFP number and proposal Closing Date and Time. University reserves the right to amend this RFP, extend the Closing Date and Time, or deny the request or protest. If University deems it necessary to amend this RFP, an Addendum will be prepared and posted to the OUS Business Opportunities webpage:  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Proposers are responsible for monitoring the OUS website for any amendments to the proposal. Proposers will not receive an individual notification. Proposers will be required to sign and attach a copy of the Addendum to their proposal. If the Proposer has already submitted a proposal, the Proposer must follow the instructions set forth in Sections 4.8 or 4.9, above. University reserves the right to inquire in writing, and meet with individuals or representatives of a Proposer, for the purpose of clarifying points made in their proposal. University reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing. University reserves the right to waive minor informalities and irregularities in proposals. University is not responsible for any costs of any Proposer incurred in connection with submitting or presenting its proposal. All Proposers who respond to solicitations do so solely at their own expense. Proposers agree that University will have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposed award. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be retained by Universitys issuing department for the required retention period, and made a part of a file or record which will be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the Proposer must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.501(2), and will not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Failure to mark a specific page with the legend set forth in this Section will conclusively establish that the information on that page does not constitute a trade secret as defined in ORS 192.501(2). The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance". See ORS 192.501(2). As such, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a trade secret may be rejected. If the proposal is not rejected, the proposal will be deemed available for disclosure to the public. University plans to award this project to the firm or individual who best meets the selection criteria detailed in this RFP. It is anticipated that notification of University's decision will be issued approximately January 25, 2013. Proposal responses must clearly identify the question or request to which the Proposer is addressing and restate the Section number with each response. All responses must be organized in the order in which the question or request was presented in the RFP. Proposals that do not follow the format described in this RFP may at Universitys sole discretion be deemed non-responsive, and receive no further consideration. All proposals submitted in response to this RFP become the property of University. By submitting a proposal in response to this RFP, Proposer grants the University a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the proposal solely for the purpose of evaluating the proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Laws, proposals, including supporting materials, will not be returned to Proposer. Section V Evaluation and Award 5.1 Proposals will be evaluated by a committee consisting of representatives of the requesting University department, and other interested individuals, as University deems appropriate (Committee). 5.2 Proposals will initially be evaluated for completeness and compliance with the mandatory requirements of this RFP. 5.3 Those proposals which are incomplete, which do not meet all Mandatory (M) requirements of this RFP, or are otherwise deemed by University to be "non-responsive," will be rejected. 5.4 The second phase of the evaluation process will involve an evaluation and allocation of points to all responsive proposals. The Committee will evaluate each responsive proposal received, as follows: Selection Criteria 1. Qualifications of Proposer to perform work 55 points a. Key Personnel b. Firm Resume and description of resources available c. References d. Prior project experience with emphasis in the following areas Demonstrated experience with budget and priority setting by federal research agencies, preference given to respondents with expertise involving NIH, NSF, DOE Office of Science, US Department of Education & other federal research agencies or federal agencies with research programs Demonstrated ability to work with universities to identify new federal funding opportunities and protect existing sources Ability to carry out a program involving multiple federal agencies, multiple university campus locations and external stakeholders using discretion and professionalism Demonstrated ability to manage agency, Administration, congressional and stakeholder relationships on behalf of a university client 2. Project Approach and Description of Working Relationship 30 points 3. Timeline and Itemized Budget 15 points TOTAL 100 points 5.5 Based on the allocation of points as set forth in Section 5.4, above, a range of proposals which are deemed to have a reasonable chance of being selected for award (the Competitive Range), will be determined. The Competitive Range is expected to consist of no more than three (3) proposals; however, University reserves the right to expand or reduce the number of proposals to be included in the Competitive Range. University will notify a Proposer if it is in the Competitive Range via the e-mail address provided in Proposers proposal. If no response is provided within 24 hours after the notification is sent, a follow-up phone call will be made to the phone number provided in the proposal. If no response is received by University within 48 hours after the notification is sent, the proposal may be withdrawn from the competitive range, and written notice provided to the Proposer. 5.6 Proposers of proposals within the Competitive Range may be asked to prepare and present a live presentation of their proposal to be delivered to the Committee at University. The Proposers presentations will take place on or about the week of January 10, 2013. Any special accommodations required for the live presentations (technical or otherwise) must be communicated to University at least seven days prior to the scheduled presentation. University will make all reasonable efforts to accommodate such requests. The purpose of the live presentations will be to allow the Proposers to provide supplemental information in order to provide clarification of the proposal contents, as well as to inform the Committee as they recommend a Proposer for ultimate award of the contract under this RFP. 5.7 The Committee may also consider and assess other factors, including but not limited to, any information submitted in response to this RFP; best value; experience working with other organizations, including higher education institutions; references; financial condition of the Proposer; resources of the Proposer; clarifications provided in response to inquiries by University; proposed additional terms for providing the service; and experience of persons assigned to this project. University reserves the right to require a Best and Final Offer pursuant to OAR 580-061-0155(3) from Proposers within the Competitive Range. 5.8 After considering and assessing all factors it deems relevant, the Committee will make a recommendation to Vice President for Research Kimberly Andrews Espy & Vice President of University Relations Michael Redding, who will then make a decision as to how to proceed. The University reserves the right to make its final decision based upon the solution that best meets the Universitys needs. The lowest cost Proposer may not be awarded a contract. 5.9 The apparent successful Proposer will be notified in writing of its status, and a contract will be provided to the apparent successful Proposer, in substantially similar form to the one included with this RFP. All other Proposers will be notified in writing that the apparent winning proposal has been selected. It is anticipated that the Award Notice will be released on or about January 25, 2013. 5.10 Protest of the selection or award may be made pursuant to the conditions and limitations of OAR 580-061-0145. Section VI Contract Award The contract award will be pursuant to a separate agreement which will include terms and conditions substantially as set forth in the draft agreement attached to this RFP as Exhibit A. If you have questions, concerns, or proposed modifications regarding any of the terms and conditions contained in this RFP, including the attached form of Agreement in Exhibit A, you must address those during the time prescribed for questions. Additional or supplemental terms and conditions submitted by a Proposer as part of its response may be evaluated or considered at the sole discretion of University. If additional or supplemental terms and conditions, either intentionally or inadvertently appear separately in a proposal (e.g. in transmittal letters, specifications, literature, price lists or warranties), it is understood and agreed that the terms and conditions contained in this RFP are the only terms and conditions applicable to this RFP and any ensuing Agreement, and the Proposer's authorized signature affixed to its proposal attests to this. If Proposer conditions its proposal on any additional terms and conditions, which have not been accepted by a written addendum to the RFP, the proposal may be deemed nonresponsive. Section VII Proposal Statement The undersigned, on behalf of Proposer, states that he or she has read all of the terms and conditions of this Request for Proposal (RFP); that he or she understands that by signing below and submitting a proposal, if awarded the contract, Proposer will be bound by the terms and conditions of this RFP and its proposal. Certificate of Compliance Oregon State Laws I, the undersigned, being first duly sworn, Please Initial _____ hereby affirms, under penalty of perjury, as provided in ORS 305.385(6), that to the best of Proposers knowledge, Proposer is not in violation of any of the tax laws described in ORS 305.380(4). _____ certifies under penalty of perjury that Proposer is aware that the State Board of Higher Education has instituted policies that prohibit sexual harassment that Proposer will adhere to Universitys policy prohibiting sexual harassment in their interactions with members of Universitys community. _____ certifies under penalty of perjury that Proposer does not discriminate on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation. _____ certifies under penalty of perjury that Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining required subcontracts. Business Designation (check one): ( Corporation ( Partnership ( Sole Proprietorship ( Governmental/Non-profit ( Limited Liability Company Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       Above information must be provided prior to the Closing Date and Time for the proposal to be considered responsive. RFP Project Name: _________________________________ RFP Number: _________________________________ The individual(s) signing this Proposal Statement warrants under penalty of perjury that he/she has authority to bind the Proposer by his/her signature and that Proposers name, as it appears in this Proposal Statement, is Proposers legal name, as it will appear in the Proposers W-9, and, if Proposer is an entity rather than an individual, that the entity named in this Proposal Statement is validly existing and in good standing. 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