ࡱ>  .ybjbjWW {55:,,$P<-a(  ```````$cfn`9   ``[%[%[% F`[% `[%[%TL\0/+V?] RYlt``0-aDZf VfhL\L\f`\  [%     ``#V   -a    f         , L:  Date: March 14, 2014 RE: Alternative Procurement for Electronic Research Administration System (PCS# 600000-0569-AP) Closing Date/Time: April 4, 2014 at 5:00 p.m. (Pacific Time) Dear Potential Respondent: The State Board of Higher Education acting by and through the University of Oregon (University) is issuing this Alternative Procurement (AP) to acquire an electronic research administration (ERA) software system with the following capabilities and minimum specifications: An open source or source available (redistribution restricted), web-based electronic research administration workflow system that is modular and extensible. System to allow for University modification. Available modules of electronic grant submission; human subjects compliance; conflict-of-interest reporting and management; internal competitions management; events management and registration; and one or more compliance management modules in the areas of biosafety, training oversight (e.g., mandatory training), or export control The necessary tools and ancillary elements to create new or custom modules by the University. Training support of University research technology staff through installation and initial customization support (i.e. a plan support to teach the code) The system should be accessible via web browsers on PC, Mac and Linux computers as well as mobile devices be compatible/support Microsoft SQL Server support our preference for Microsoft Windows Server platform allow for authentication via LDAP or Shibboleth Be implementable over a multiple fiscal-year timeframe (two to three years) to allow for engagement of users in customizing workflow and content to meet University needs and limitations on internal resources. The successful Respondent will provide to the Universitys Research, Innovation and Graduate Education Department the above software and services and provide a framework for implementation and associated milestone billing/acquisition. An example implementation schedule might be: Implementation of Conflict of Interest, Institutional Biosafety Committee and Institutional Review Board (Human Subjects Compliance) modules in year one; Implementation of Event Management System, Content Management (Funding Opportunities, Core Facilities, Communications), Sponsored Programs, Internal Competitions modules in year two; Implementation of IACUC (Animal Compliance) and Responsible Conduct of Research Training modules in year three. It is the expectation of the University that associated partial invoicing for the software and services would occur based upon the implementation plan and associated schedule. For consideration, you must provide all requested information in accordance with the procedures set forth in this AP letter. Please do not respond exclusively by telephone or merely by sending marketing brochures. Please feel free to make suggestions, in addition to responding to the requirements of this AP letter. Respondents submittals must include the following: Cover letter summarizing your Response; Contact information, including name and title of primary contact, business name, address, telephone number and email address; Entity Verification (for entities other than sole proprietorships): Evidence in the form of a Secretary Certificate (or equivalent documentation) that the individual submitting the Response is authorized to act for and bind the Respondent in all matters relating to the Response and possible subsequent contract. This type of written documentation is commonly in the form of a Secretarys Certificate or Officers Certificate issued by the board or committee governing the entity. The written documentation, however, is not required to be in any particular form as long as it clearly shows the individual signing the Response has authority to bind the Respondent. Evidence that Respondent (if not organized or incorporated in the State of Oregon), is in good standing in its state of organization or incorporation. This type of written documentation is commonly in the form of a certificate of good standing. The written documentation, however, is not required to be a certificate of good standing. For example: A corporation incorporated in Delaware could go to the Delaware Secretary of States website, perform a business entity search on itself, and submit with its Response a copy of the record retrieved from that site. Evidence of Respondents 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 Respondents credit rating or financial capability. Detailed information on how the Respondent meets each of the qualifications set forth above, including a firm resume and description of resources available to Respondent to perform under a contract awarded pursuant to this AP letter; Evidence that Respondent has any and all licenses (including, but not limited to, software licenses) necessary for the work contemplated herein or written confirmation from the license holder that it is willing to make the necessary licenses available as part of Respondents bid and the terms under which it will do so; List of key personnel who will be providing the services described in this AP letter. This list should contain each individuals name, title, qualifications, areas of expertise, experience with projects of similar scope and nature, and concise business biography or resume; Detailed description of procedures and other aspects of the working relationship expected between Respondents project manager and University's representative, Patrick L. Jones, Associate Vice President for Research Finance and Business Administration; Full description of all open source or source available, web-based electronic research administration workflow system that is modular and extensible, which Respondent would provide under a contract awarded pursuant to this AP letter; Proposed timeline with breakdown of time allocated for delivery of all open source or source available, web-based electronic research administration workflow system that is modular and extensible, which Respondent would provide under a contract awarded pursuant to this AP letter; Itemized schedule of costs for individual modules comprising ERA software system, hourly rates and fees for training on making system modifications and for customization (and overall total cost of work), which Respondent would provide under a contract awarded pursuant to this AP letter; Copy of any proposed maintenance contract provisions and itemized listing of all costs related to maintenance; Completed and signed Representations, Certifications and Acknowledgements attached to this AP letter as Exhibit A -- If you do not sign the Representations, Certifications and Acknowledgements your Response will not be considered for award. Please submit your Response and direct any questions regarding this procurement to Patrick L. Jones on or before April 4, 2014, at 5:00 pm (Pacific Time) (Closing Date and Time) at the following address: Patrick L. Jones, Associate Vice President for Research & Innovation Research, Innovation and Graduate Education 6213 University of Oregon Eugene, OR 97403 plj@uoregon.edu Submission of a Response constitutes a firm, binding and irrevocable offer for a period of three months following the Closing Date and Time. It will be at Universitys sole discretion (i) to consider Responses submitted after the date set forth above, and (ii) to determine whether a Respondents submittals are sufficient to determine if that Respondent is responsible to perform under a contract awarded pursuant to this AP letter. University reserves the right to request further information as needed for clarification purposes. All Responses to this AP letter become the property of University. By submitting a Response to this AP letter, Respondent 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 Response solely for the purpose of evaluating the Response, negotiating a contract, if awarded to Respondent, or as otherwise needed to administer the procurement process, and to fulfill obligations under Oregon Public Records Laws. Responses, including supporting materials, will not be returned to Respondent. Responses to this AP letter will be retained by the University for a required retention period and made a part of a 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), you must 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 AP letter marked as trade secret is unacceptable, and the Response will be deemed available for disclosure to the public. Price will be one of many factors considered in any purchase. The factors considered are not limited to those addressed in this AP letter, the Responses to this AP letter, or any other inquiries the University might make and Responses it might receive. The University reserves the right to request ERA software system demonstrations, if in its sole discretion, the University determines that ERA software system demonstrations are in its best interest. Once the University receives all information it wishes to obtain, it will evaluate the information and determine whether to negotiate with you. The University may negotiate with no vendors, one vendor, or more than one vendor. It is the Universitys intent to purchase ERA software system it deems, in its sole discretion, to provide the best value to the University, though the University may choose not to purchase any ERA software system. The University is under no obligation to share additional information with you beyond that contained in this AP letter but may do so if the University, in its sole discretion, deems it advantageous. It is hoped that the result of this process will be a binding contract between the University and a vendor which will include terms and conditions substantially set forth the Personal Services Contract Standard Terms and Conditions found at HYPERLINK "http://pcs.uoregon.edu/content/forms"http://pcs.uoregon.edu/content/forms. If you have questions, concerns or proposed revisions to any of the terms and conditions referenced above, you must address those in your Response. Additional or supplemental terms and conditions submitted by a Respondent as part of its Response may be evaluated or considered at the sole discretion of University. If Respondent conditions its Response on any additional terms and conditions, which have not been accepted by a written Addendum to the AP, your Response may be deemed non-responsive. Thank you for your prompt attention to this AP letter and your interest in the University of Oregon. Sincerely, University of Oregon EXHIBIT A Alternative Procurement for Electronic Research Administration System PCS# 600000-0569-AP (Must Complete, Sign and Submit with your Response by the Closing Date and Time) REPRESENTATIONS, CERTIFICATIONS, AND ACKNOWLEDGEMENTS By submitting your Response to this AP letter, Respondent represents and warrants that: 1. Respondent has read all of the terms and conditions of this AP letter; Respondent understands that by signing below and submitting a Response, if awarded the contract, Respondent will be bound by the terms and conditions of this AP letter and its Response. 2. Prices provided shall be firm for three (3) months after the Closing Date and Time; and, if awarded the contract, Respondent must furnish any and all goods and/or services at the prices offered within the terms and time specified. 3. Respondent has the power and authority to enter into and perform the contract awarded as a result of this AP letter. 4. The individual signing for Respondent is authorized to execute this Response on behalf of Respondent. 5. Respondent is an independent contractor and not an employee, partner, or agent of University. 6. Respondents name, as it appears in this Response, is Respondents legal name, as it will appear in the Respondents W-9, and if Respondent is an entity rather than an individual that the entity named in this Response is validly-existing and in good standing. 7. Respondent has not discriminated against Historically Underrepresented Businesses (defined in OAR 580-061-0010) in obtaining any required subcontracts. 8. No officer, agent or employee of University has participated on behalf of University in preparation of the Response, that the Response is made in good faith, without fraud, collusion, or connection of any kind with any other respondent for the same work, and that the Respondent is competing solely on Respondents own behalf without connection with, or obligation to any undisclosed person or firm. Acknowledgment of Addenda  FORMCHECKBOX  By checking this box, Respondent acknowledges Respondent has received, reviewed, and agrees to the all terms and conditions added to this AP letter via any Addenda that were posted on the OUS website, under Business Opportunities, accessible at  HYPERLINK "https://secure.ous.edu/bid/" https://secure.ous.edu/bid/. Business Designation (check one):  FORMCHECKBOX  Corporation  FORMCHECKBOX  Partnership  FORMCHECKBOX  Sole Proprietorship  FORMCHECKBOX  Governmental/Non-profit  FORMCHECKBOX  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       None of the Above  FORMCHECKBOX  Signature: ______________________________________________ Dated: ______________________________________________ Name: ______________________________________________ Title: ______________________________________________ Firm: ______________________________________________ Address: ______________________________________________ ______________________________________________ ______________________________________________ E-mail: ______________________________________________ Phone: (____) _________ 7`grsuvwȾҧygXgIg:hrOJQJ^JmHnHuh(OJQJ^JmHnHuhQIYOJQJ^JmHnHu#h(h(OJQJ^JmHnHuhm=OJQJ^Jh.IOJQJ^Jh9lheOJQJ^Jh9lhIqOJQJ^Jh+OJQJ^Jh}0h}0OJQJ^Jh*fOJQJ^Jh}0OJQJ^JhsOJQJ^Jh9lh+OJQJ^Jh9lh9lOJQJ^JhV@OJQJ^Jx + N w ^ & FxgdWz & Fxgd= & Fxgdp & Fxgd=gdIq^gdIq 0^`0gd=gd(wx  1 5 _ b n x y 滮vvvlbvXXhV@OJQJ^JhgY@OJQJ^JhmOJQJ^Jh^y#OJQJ^Jh[-OJQJ^Jh9lh[-OJQJ^Jhi/oOJQJ^Jh9lh OJQJ^Jh9lhi/oOJQJ^JhIqOJQJ^Jh6OJQJ^Jh@ h}0OJQJ^Jh*fOJQJ^JhQIYOJQJ^JhIqOJQJ^JmHnHu!   + K L M N U r v  I [ ] ^ o r ~   d s HhK=OJQJ^JhWzhWzOJQJ^JhWzOJQJ^JhWzh=OJQJ^JhV@OJQJ^JhS%OJQJ^JhQIYOJQJ^JhphpOJQJ^JhpOJQJ^Jh=h=OJQJ^Jh=OJQJ^J4 d 7Wn9 & Fxgd4~ $ & Fxgd4~ & Fxgd4~gdm=xgdK= & FxgdK= & FxgdTr & Fxgd}gd( & FxgdWz & FxgdWz 4?W` 04Njqr  ()567Nvvlvvbh[-OJQJ^JhS%OJQJ^JhTrOJQJ^JhGmOJQJ^JhTrhKOJQJ^JhTrhTrOJQJ^JhTrh}OJQJ^JhTrhK=OJQJ^JhV@h[-OJQJ^Jhm=OJQJ^JhV@h(OJQJ^Jh(OJQJ^JhWzOJQJ^JhK=OJQJ^J%NbVWtn#,R]|sdsdsdsdVhdeh[-OJQJ\^Jhdeh[-@OJQJ^Jh[-@OJQJ^Jh?yh[-OJQJ^JhSx]OJQJ^Jhm=OJQJ^Jh9lhi/oOJQJ^JhmOJQJ^Jh[-OJQJ^JhK=hK=OJQJ^Jh$OOJQJ^Jho%OJQJ^JhGmOJQJ^JhK=OJQJ^Jh+OJQJ^J #WY 89:ERPcfn.6沦͍̓vlblblblblh#@OJQJhK=@OJQJhmh[-@OJQJh[-@OJQJhmOJQJ^JhZYhm@OJQJ^Jhm@OJQJ^Jh'j>h[-OJQJ^Jh~h[-OJQJ\^Jh[-OJQJ^Jhdeh[-@OJQJ^Jh'j>h[-OJQJ\^Jh[-OJQJ\^J&9n !O"@# $Q$}$$$$E%&gd/gd4~$ ^a$gd4~$ x^a$gd4~gd( & FxgdIq & Fxgd4~ & Fxgdm`"-`pQj ! !i!!!!!"1"6"M"N"O""ˠˠ$hIqh[-5B*OJQJ^JphhIqOJQJ^JhpOJQJ^Jhnuh[-OJQJ^JhKOJQJ^JhVOJQJ^Jhm=OJQJ^JhmOJQJ^Jh?yhV@OJQJ^JhV@OJQJ^Jh[-OJQJ^J,"""""""#?#@#T#[#\#########I{{qg]PF<h*fOJQJ^JhpOJQJ^Jh9lhTOJQJ^Jh `OJQJ^Jh;yOJQJ^Jho%OJQJ^Jh9lhi/oOJQJ^Jh[-OJQJ^JhSx]OJQJ^JhIqh'j>OJQJ^J$hIqhSx]5B*OJQJ^Jph$hIqh[-5B*OJQJ^Jph#hIqh[-5>*B*OJQJphhm5B*OJQJph hIqh[-5B*OJQJph####### $ $:$;$C$D$P$Q$|$}$$$$$$$մ{mcUcHcHc>hG1*OJQJ^Jh"4hm(OJQJ^Jh"4hm(5OJQJ^Jh^y#OJQJ^JhVhm(5OJQJ^JhyhOJQJ^JhOJQJ^JhVhVOJQJ^JhV5OJQJ^JhVOJQJ^Jh9lhm(OJQJ^Jhm(OJQJ^Jh[-OJQJ^Jh `OJQJ^JhpOJQJ^Jh}0OJQJ^Jh}0h}0OJQJ^J$$$%!%D%E%]%_%p%%%%&<&=&F&h&&&&&&&&&&&!'"'2'5';'='H'S'ƺƺƺƺƺƺxxk^hhoiOJQJ^JhKDuhoiOJQJ^JhmOJQJ^JhhoiOJQJ^JhNp6hoiOJQJ^JhSx]OJQJ^JhoiOJQJ^Jh/OJQJ^Jh/@OJQJ^JhZYh/@OJQJ^JhV@OJQJ^JhyOJQJ^Jh7OJQJ^Jh{:hV@OJQJ^J#S']'c'''''' ((()(0(>(?(@(H(X(b((((("),)-).)@)C)))y**L+d++ ,,,8,X,h,,,,¸¸̮yhG1*OJQJ^Jhj6OJQJ^JhV@OJQJ^JhmOJQJ^Jh9lhG1*OJQJ^JhC'OJQJ^JhSx]OJQJ^JhoiOJQJ^JhNp6hoiOJQJ^JhKDuhoiOJQJ^JhhoiOJQJ^JhhOJQJ^J+&.)*,].0044444444 5Z5$ 0da$gd7$ <a$gd4~$ Hdxa$gd4~$ a$gd(gd4~/gd4~$gd4~gd4~gd7,,,---'-8-;-Y-y------.-.2.3.\.].j/x/}////000000000I1ŻŻŋ|xx|xqmqib h9lhi/oh hm h*h hV@h^y#hbW h9lhV@hV@hm(@OJQJ^Jh.OJQJ^Jh*h*OJQJ^Jh^y#OJQJ^JhbWOJQJ^Jh*hi/oOJQJ^JhmOJQJ^JhSx]OJQJ^Jh9lhNOJQJ^Jh9lhi/oOJQJ^J%I1[111122%2&2)222222223333"3=3b3c333344444I4L4444444zmh5>*OJQJ^JhOJQJ^Jh OJQJ^Jh9lh OJQJ^JhV@OJQJ^JhmOJQJ^Jh9lhi/oOJQJ^JhWIhV@ hNp6hbW hnuhbWhSx] h9lhNhImhbW0JjhbWUhbW h9lhi/o h9lhyC(444444555 535;5B5Y5Z555ɻt]t]C6*h7@OJQJ^Jh75@OJQJ^J3hy&h756@B*CJOJQJ^JaJph-h756@B*CJOJQJ^JaJph3h8Uh756@B*CJOJQJ^JaJph,hV@h$5OJQJ^JfHq h5OJQJ^JhbW5OJQJ^Jh& h5OJQJ^Jh^y#h5OJQJ^Jh^y#h^y#5OJQJ^Jh'5OJQJ^Jhuhh5>*OJQJ^JZ55567N889 ::N<h<==B> $ xgd7 $ gd7 0dgd7 0*$^`0gd7 0^`0gd7 0dgd7$ 0da$gd755555555555555'6*6=6G6H6N666666666666667777崧rgrg\ghy5OJQJ^Jh75OJQJ^Jh Jh75OJQJ^Jh Jh75@OJQJ^Jhy&h7OJQJ^JhmOJQJ^Jhnuh7OJQJ^Jh7OJQJ^Jhy&h7@OJQJ^Jhm@OJQJ^JhSx]@OJQJ^Jh7@OJQJ^JhU h7@OJQJ^J$7,7A7777B8C8F8Q8l8w8888899)989E9M9R9_999999::M<h<i<w<ôèÛܛܛôôÌÌÌÌÌnah >>>>+>,>->A>B>C>Q>R>S>l>m>{>|>}>>>>>>ڎzf͎XMh75OJQJ^JhIh75OJQJ^J'jDh>>@@AAA9BpBBBCNCCCCxx}x$ a$gd7 dgd7 0dgd7 gd7 dxgd7 gd7 xgd7>>>>????? 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