ࡱ> { bjbjzz TR"zzT(((|<(Tbrj$($$$%F'"(p SSSSSSS$hVYR3S(%%((3S$$4S***(F$$ S*( S**JM$gXi(K"RS0TKlY)lYDMlYMD((*(((((3S3S*(((T((((lY(((((((((z :  Request for Quotes Personal Services Cross-Search and Context Utility Evaluation (PCS #250000-0010-RFQ) Quotes due by: Wednesday, July 31, 2013 at 5:00 p.m. PDT Contact: Debi Place Fax: 541-246-2477 Email: dplace@orbiscascade.org Department: Orbis Cascade Alliances Northwest Digital Archives Program Address: 2288 Oakmont Way, Eugene, OR 97401 Submittal Instructions: Enter the requested information on the Request for Quotes (RFQ) form, print and sign it. Prepare your complete response, including the RFQ form and any additional documents. Submit the complete response via email, facsimile or US mail to the department contact noted above. General Information: The State Board of Higher Education acting by and through the University of Oregon (University) on behalf of the Orbis Cascade Alliances Northwest Digital Archives Program (Alliance) is issuing this RFQ for the procurement of personal services as described in this RFQ. Use this form to submit your signed quote pursuant to the submittal instructions by the date and time shown above. Additional documents may be included as part of the response, provide all documents in Word format. If you do not use this form your quote may be deemed non-responsive. If you do not sign this Request for Quotes form or submit it to University by the due date and time, your quote will be deemed non-responsive and will not be considered for award. By providing a quote in response to this RFQ, Contractor agrees to the terms and conditions contained in this RFQ and further agrees to the Personal Services Contract Standard Contract Provisions found at  HYPERLINK "http://pcs.uoregon.edu/content/forms" http://pcs.uoregon.edu/content/forms. Any contract resulting from this RFQ will be subject to the Personal Services Contract Standard Contract Provisions. Quotes submitted that contain any exceptions or modification to the terms and conditions contained in this RFQ or the Personal Services Contract Standard Contract Provisions, may be deemed non-responsive by University in its sole discretion. If modifications to the Personal Services Contract Standard Contract Provisions are requested the sections and specific modifications must be provided. Separate terms to replace the Personal Services Contract Standard Contract Provisions in its entirety will not be considered. Quotes submitted in response to this RFQ will be retained by the University for the required retention period and made a part of the file or record that will be open to public inspection. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each page containing such information with the following legend: TRADE SECRET. 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. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire response to this RFQ marked as trade secret is unacceptable, and all parts of such quote will be deemed available for public disclosure.  FORMCHECKBOX  Insurance Requirements: If checked, the specified insurance is required for any contract resulting from this RFQ. See Attachment D included in this RFQ, Personal Services Contract Insurance Requirements.  FORMCHECKBOX  Additional Terms and Conditions: If checked, this quote is subject to additional University terms and conditions attached and titled: Sponsor Provisions: This project and any contract resulting from this RFQ is funded in whole or in part under the following award(s): Sponsor name(s): Institute of Museum and Library Services (IMLS) Sponsor award number(s): National Leadership Grant LG-07-0290-11 Institution Index number(s): 237451 As this project is funded by the above award, any resulting contract will require the contractor to comply with the provisions of the sponsor award including: Access by the University, IMLS, the Comptroller General of the United States, or any other duly authorized representatives to any books, documents, papers, and records of the contractor which are directly pertinent to the awarded contract for the purpose of making audit, examination, excerpts, and transcriptions. Rights to Inventions and Materials Generated Under a Contract or Agreement (Contracts or agreements for the performance of experimental, developmental, or research work shall provide for the rights of the Government and the recipient in any resulting invention in accordance with 37 CFR Part 401 and any implementing regulations issued by the awarding agency.) Scope of Work University on behalf of the Alliances Northwest Digital Archives (NWDA) Program seeks a qualified contractor to perform a summative evaluation of the Cross-Search and Context Utility (XCU). The summative evaluation will include an assessment of the utilitys design, usability and interface as well as a detailed analysis of system features, technical performance and functional capabilities. The contractor should employ a mixed-methods approach (e.g. surveys, focus groups, observations, interviews, self-reports, think aloud protocols) in order to ascertain an appropriate range of input and feedback from each of the projects primary stakeholders. Overview of the Project The XCU project seeks to build a sustainable tool that brings together digitized content and detailed metadata from archival and manuscript collections. This will create access to digitized objects and their collections in context to better meet the needs of priority user groups (avocational researchers, college and university faculty, administrators, college and university students, and family historians). NWDA is working with eight Partner Institutions on the project: Lewis & Clark College, Oregon State University, Pacific University, Seattle Municipal Archives, University of Montana, University of Oregon, Washington State University, and Western Washington University. Technical team partners with NWDA are the University of Virginias Institute for Advanced Technology in the Humanities and the Oregon Health & Science University. Development of the XCU is funded by a National Leadership Grant from the Institute for Museum and Library Services (IMLS). For details on the Projects scope of work and deliverables, please see the Contractors Proposed Statement of Work (SOW) below. Logistics Surveys will be conducted online through the Alliances Surveymonkey instance. Interviews will be conducted via the Alliances webcasting service (GoToMeeting) or by phone, and fully transcribed for analysis by the contractor. The contractor will meet remotely and at least once in person with Partner Institutions, technical staff, and NWDA staff in Portland, OR, to design evaluation activities and present findings. The contractor will provide testing incentives of $20 Amazon.com gift certificates to test subjects. Budget The budget available for this project shall not exceed $30,000. That budget will include all contractor staff time, travel, interview transcription, and testing incentives. Qualifications The following qualifications are required: Demonstrated and considerable experience in performing summative evaluations for grant-funded projects supported by federal agencies. Contractor must be an evaluator or evaluation firm whose staff have appropriate advanced degrees and are skilled in quantitative and qualitative research methods. Contractor must be available to perform work between 2013 July and 2013 December. Contractor must have demonstrated ability to complete projects on time, to specifications, and at or under budget. The following qualifications are preferred: Demonstrated experience with and expertise in evaluating presentations of information resources from archives and libraries Demonstrated experience with working with a large stakeholder group at a distance Submittals: In addition completion of the Contractors Proposed Statement of Work (SOW) below and the page with containing the Representations and Warranties, Contractors submittals must include the following: A quote that thoroughly addresses the potential contractors required and preferred qualifications; Samples of recent and relevant projects; and Three client references with complete contact information. Contractors Proposed Statement of Work (SOW) Details To streamline the quote and contracting review process, fill in the SOW details below. Project Name: Cross-Search and Context Utility Evaluation Contractor Full Legal Name:  FORMTEXT       Contract Term:  FORMTEXT       Proposed Start Date:  FORMTEXT       Proposed End Date:  FORMTEXT       Price Quote for Services:  FORMCHECKBOX Fixed Fee:  FORMTEXT        FORMCHECKBOX Variable Fee  Define Structure (ie. Rate per hour or per deliverable):  FORMTEXT       Maximum Not to Exceed: $30,000.00 Deliverables: Contractor will provide to University the following deliverables: No.Description of Deliverables/Tasks/MilestonesResponsible PartyDue Date or Estimated DurationFee/Rate 1. FORMTEXT  Overview. In concert with NWDA, Partner Institutions, the Technical Team, the contractor will conduct a rigorous analysis of design and usability features of the XCU once development is complete and implementation pending. The research will focus on user interface, online instructions, data entry capability, visual layout, size and readability, screen landscape, and various types of textual and image records display. Usability testing will be conducted through surveys, interviews and observations with participant subjects. Contractor staff will ask subjects to comment on design and usability elements at the end of development and prior to actual implementation of the prototype.  FORMTEXT  Contractor  FORMTEXT   FORMTEXT  2. FORMTEXT Tool Features and Functionality. The contractor will conduct interviews with twenty individuals from identified priority user groups recruited by Partner Institution representatives to explore user perception of the primary features that will available with from the XCU. To this end, participants will be asked to consider these features relative to expectations for effecting optimum inquiry and retrieval for searching across multiple institutions. All participants will be asked to describe whether they think a particular feature is useful and give reasons for their responses. The contractor will assess which features may be unnecessary and those that might be modified or added. In addition to focusing on individual utility features, the contractor will assess variables connected with overall system functionality by assigning subjects with tasks related to more complex search and retrieval activities that typical users from priority groups might conduct. The selection of tasks for this study will be based on a typology of information seeking tasks as recommended by project staff and Partner Institutions. Subjects participating in utility feature and task analysis will be selected based on their fit with the priority user types and the more detailed descriptions of their context and needs at  HYPERLINK "http://orbiscascade.org/index/imls-national-leadership-grant" http://orbiscascade.org/index/imls-national-leadership-grant. Subjects will be compensated with $20 Amazon.com gift certificates. Task analysis will consider elements such as: Search and limit functions; Ability to effectively provide collection-level context for digital objects; Data record display; Breadth and suitability of contact and information; Presentation of metadata; Hierarchical display of record elements; Resolution of data conflicts; Online help  FORMTEXT  Contractor  FORMTEXT   FORMTEXT  3. FORMTEXT  Project Issues. The contractor will also survey and interview Partner Institution representatives on broader project and logistical issues related to the XCU including: Training; Institutional vs. collective consortium needs and requirements; Cost; Applicability for specific type of research requirements; Potential for scalability  FORMTEXT  Contractor  FORMTEXT   FORMTEXT  4. FORMTEXT  The contractor will deliver a written preliminary evaluation report for use by Alliance leadership by 2013 October 15. The final version of the written evaluation report will be delivered no later than 2013 December 31 to the NWDA Program Manager. The evaluation will detail whether the project meets its stated goal to build a sustainable tool that brings together digitized content and detailed metadata from archival and manuscript collections, and whether the XCU creates better access to digitized objects and their collections in context for avocational researchers, college and university faculty, administrators, college and university students, and family historians. Additionally the report will detail where the project meets, exceeds, or falls short of its goal and what measures might be taken so that it would fully meet its goals.  FORMTEXT  Contractor  FORMTEXT   FORMTEXT  5. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT  7. FORMTEXT    FORMTEXT   FORMTEXT   FORMTEXT   FORMTEXT   Additional Expenses:  FORMTEXT       FORMTEXT       Grey Shaded Areas to be Completed by Contractor (Must Complete and submit with your quote by closing date and time.) Contractor:  FORMTEXT       Address:  FORMTEXT       Email:  FORMTEXT       Phone:  FORMTEXT       Fax:  FORMTEXT       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       None of the Above  FORMCHECKBOX  Representations and Warranties. By submitting this quote in response to this RFQ, Contractor represents and warrants that: 1. Prices quoted shall be firm for three months from the date quotes are due. 2. Contractor has the power and authority to enter into and perform the contract awarded as a result of this RFQ. 3. The individual signing for Contractor is authorized to execute this quote on behalf of Contractor. 4. Contractor is an independent contractor and not an employee, partner, or agent of University. 5. Contractors name, as it appears in this quote, is Contractors legal name, as it will appear in the Contractors W-9, and if Contractor is an entity rather than an individual that the entity named in this quote is validly existing and in good standing. 6. Proposer has not discriminated against Historically Underrepresented Businesses (defined in OAR 580-061-0010) in obtaining any required subcontracts. 7. No officer, agent or employee of University has participated on behalf of University in preparation of the proposal, that the proposal is made in good faith, without fraud, collusion, or connection of any kind with any other proposer for the same work, and that the Proposer is competing solely in Proposers own behalf without connection with, or obligation to any undisclosed person or firm Signature: Date:  FORMTEXT       Print Name:  FORMTEXT        FORMCHECKBOX No Quote. Date Contacted:  FORMTEXT       Reason:  FORMTEXT       ATTACHMENT D PERSONAL SERVICES CONTRACT INSURANCE REQUIREMENTS (Only complete when insurance is required) During the term of this Contract, Contractor will maintain in full force at Contractors own expense the insurance indicated below and fulfill the following requirements: 1. General Liability Insurance  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Contractor will obtain comprehensive general liability insurance with a broad form CGL endorsement or broad form commercial general liability insurance, with a minimum combined single limit of not less than  FORMCHECKBOX  $1,000,000 for each occurrence and $2,000,000 aggregate or  FORMCHECKBOX  $2,000,000 for each occurrence and $5,000,000 aggregate covering bodily injury and property damage, and will include personal and advertising injury liability, products liability, and contractual liability coverage for the indemnity provided under this Contract. It will provide that University and officers and employees are additional insureds but only with respect to the Contractor's services to be provided under this Contract (See Paragraph #4 of this Attachment). 2. Commercial Auto Liability Insurance:  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Commercial automobile liability insurance with a minimum combined single limit of $1,000,000 for each accident and $2,000,000 aggregate for bodily injury and property damage, including coverage for owned, hired and non-owned vehicles, as applicable. 3. Professional Liability Insurance: FORMCHECKBOX  Required by University  FORMCHECKBOX  Not Required by University Examples to consider: attorney, physician, dentist, counselor, architects, etc. Professional Liability insurance with a combined single limit, or the equivalent, of not less than  FORMCHECKBOX  $1,000,000 per occurrence and $2,000,000 aggregate or  FORMCHECKBOX  $2,000,000 per occurrence and $5,000,000 aggregate. This is to cover damages caused by error, omission, or negligent acts related to the professional services to be provided under this Contract. If this insurance is arranged on a claims made basis, tail coverage will be required at the completion of this Contract for a duration of 24 months. Only a certificate is required. If in the presence of minors:  FORMCHECKBOX  Required by University  FORMCHECKBOX  Not required by University In addition to the above professional liability insurance requirements, above, Contractors professional liability insurance policy will contain provisions for coverage of allegations of corporal punishment, sexual abuse, and molestation. 4. Insurance; Certificates of Insurance and Endorsements. Contractor will obtain insurance policies issued by an insurance company authorized to do business in the State of Oregon with a minimum financial rating of an AM Best rating of A- or higher. 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The Contractor will be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. Upon request by University, Contractor must provide to University a Certificate of Insurance from the insuring company evidencing insurance coverage required by this Contract. The Description of Operations must include (using the following exact language) the State Board of Higher Education acting by and through the University of Oregon, their officers and employees as additional insured. The certificate will provide that the insurance company will give a 30-days written notice to University if the insurance is cancelled or materially changed. Upon request by University, Contractor will provide to University an endorsement from the insuring company, naming (using the following exact language) the State Board of Higher Education acting by and through the University of Oregon, their officers and employees as additional insured. If requested, complete copies of insurance policies will be provided to University. 5. Notice of cancellation or change. Contractor will not cancel, materially change, reduce limits, or fail to renew the insurance coverage(s) without 30-days' written notice from the Contractor or insurer(s) to University, Contract Manager at the following address: 720 E. 13th Avenue, Suite 302, Eugene, OR 97401.     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