Request for Proposals
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Procurement Services Request for Proposals Audio/Visual Product and Installation Request for Proposal Issue Date Date: October 6, 2011 Proposal Submittal Due Date Date: November 7, 2011 Time: 5:00PM CST DePaul University Contact: Abe Reising Assistant Director – Procurement Services 312.362.6359 [email protected] I. Table of Contents Section Heading Page I Table of Contents 2 II Summary 2 III General Information 3 IV Current Situation 5 V Proposal Process and Content Requirements 6 VI Evaluation of Proposals and Negotiations 15 VII Terms and Conditions 16 Appendices A Non-Collusion Certification 20 B Description of DePaul Athletic Partnership Elements 21 II. Summary DePaul University (the “University”) is soliciting proposals from manufacturers and providers of high quality audio and visual equipment for use in classrooms and conference rooms throughout the institution. Following its Vincentian mission of making an extraordinary education accessible, DePaul University’s Vision twenty12 outlines a master plan targeting expansion of the Lincoln Park campus. The master plan includes the addition of several new buildings: a Music Center, Theater School Building, Academic Center and Art Gallery. Audio visual needs for these new buildings are being formalized as the plans for the new buildings are being developed. For more information on DePaul’s Vision twenty12 and the Lincoln Park Master Plan, please visit http://president.depaul.edu/MasterPlan/index.html. DePaul envisions a relationship with an audio visual supplier that encompasses the full range of purchase activity, from product ordering to support administration to equipment disposal, with web-based program management and reporting mechanisms. DePaul is offering competing companies the opportunity to submit proposals and expects to commit to a new three-year preferred supplier relationship. Page 2 of 21 To be considered as a preferred supplier, a proposal must answer all questions in this document. Suppliers selected as finalists will be asked to give a formal presentation at DePaul University in order to further detail capabilities and respond to questions from University technical, financial, and functional personnel. Selection of the successful company will be based upon a variety of factors such as, but not limited to: Pricing Onsite parts and machine inventories (3 locations) Highest quality customer service and support processes Account administration: order/billing procedures, return policies, reporting capabilities, web services Experienced account team with established communication process and escalation procedures Commitment to partnering with DePaul University through sponsorships and support opportunities Consistent lead times / product availability Defined implementation plan backed by appropriate resources Proposals must be received by the University electronically and in hard copy by November 7, 2011 @ 5:00 CST. Mail to (USPS): Deliver to (UPS, FedEx, or Messenger): DePaul University DePaul University Attn: Procurement Services Attn: Procurement Services, 8th Floor 1 E. Jackson Blvd. 55 East Jackson Blvd. Chicago, IL 60604-2287 Chicago, IL 60604 Email to: [email protected] III. General Information Founded in 1898, DePaul University is a private institution of higher education located in the heart of the City of Chicago as well as on four other campuses in Illinois. The university derives its title and fundamental mission from Saint Vincent de Paul, the founder of the Congregation of the Mission, a religious community whose members, Vincentians, established and continues to sponsor DePaul. DePaul is the largest Catholic university in the nation and the 10th largest private university in the United States. DePaul University thrives on being innovative, diverse, connected to the community, pragmatic, a risk taker and a representation of good values. Our Students We are proud of our diverse student body. Our students come from all 50 states and from Page 3 of 21 nearly 100 countries throughout the world, bringing with them a broad range of geographic, ethnic, cultural, religious and economic backgrounds. DePaul was founded upon the principle of providing access to education. In fact, nearly 30 percent of our incoming freshmen are from the first generation in their family to attend college. Our Faculty DePaul faculty create a highly charged academic environment where the clear focus is on creating, growing, and offering only high-caliber, student centered programs. About 88 percent of faculty members hold a Ph.D. or the highest degree in their fields, and many of them are recognized authorities in various disciplines. They are teachers first – but also authors, researchers, consultants and mentors. Their expertise and credentials reflect DePaul’s commitment to quality teaching. Our Alumni DePaul's alumni network numbers over 130,000 worldwide and our alumni live in 55 countries. More than 86,000 live and work in the metropolitan Chicago area — opening the door to an unparalleled network of potential mentors, colleagues and employers. Prominent alumni can be found in every industry: • Notable DePaul alumni working in government include: Chicago mayors Richard M. Daley and the late Richard J. Daley; Chicago Library Commissioner Mary Dempsey and Cook County Board President John Stroger. • Business leaders with DePaul degrees include: former Kellogg Co. CEO James Jenness; ComEd CEO Frank Clark; Smurfit-Stone Container Corp. CEO Patrick J. Moore; Driehaus Capital Management CEO Richard Driehaus; and Navistar International Corp. Chief Executive Daniel Ustian. • DePaul alumni in the arts include: actor John C. Reilly (THE '87); Pulitzer Prize- winning composer George Perle (MUS '38); Chicago Symphony Orchestra concertmaster Samuel Magad (MUS '55); Chicago Children's Choir Artistic Director Josephine Lee (MUS); and actress Gillian Anderson (THE '90). • More than 250 judges throughout the Chicago metropolitan area are graduates of DePaul's College of Law. Top corporate employers for DePaul graduates include: J.P. Morgan Chase, Northern Trust, Harris Trust & Savings Bank, Motorola, Deloitte, AT&T, BP, Accenture, Abbott Laboratories, SBC, CNA Insurance and Allstate Insurance. Page 4 of 21 IV. Current Situation The University has approximately 350 classrooms currently equipped with audio visual technology and will be increasing to over 400 when our new academic space open in January 2012. Each room is equipped with, but not limited to, an LCD projector, VHS/DVD combo player, computer, and overhead transparency projector. It is anticipated that approximately 60% of the projectors will be replaced within 3 years, with the goal to replace 100% in 5 years. In addition, several new buildings currently under construction and planned for construction (music school, theater school, loop classroom renovations) will be equipped with audio/video technology as needed. The following are the standard models deployed throughout the university: Display Sharp Aquos LC52D78UN Sharp Aquos LC40D78UN Samsung LN32C530F Mitsubishi MDT651S Projector Sharp XG-PH50x Sharp XG-PH70x Mitsubishi WD620 WXGA Speaker JBL Control 25AV-B Speakers VCR/DVD Combo Toshiba SD V296 Blue Ray Player Panasonic DMPBD65K Video Conferencing Polycom HDX7000 Miscellaneous Extron P2/DA2 VGA distribution amps Extron MTP T15 HD A transmitters Extron MTP RL 15HD A receivers In addition to classroom spaces, individual departments will have need for audio/visual equipment for conference and office spaces. In the past, procurement processes at DePaul have been highly decentralized, with each department making individual selection decisions. DePaul is moving towards a central-led relationship with a preferred supplier to leverage purchase Page 5 of 21 volumes and to move toward standardized audio visual equipment in both university classrooms and individual departments. V. Proposal Process and Content Requirements Proposals will consist of several sections of relevant information. An original and five (5) copies of the complete proposal are required. The original must be clearly marked and contain original signatures and must be easily reproducible on a standard copying machine. Failure to clearly mark the original and provide original signatures may result in a proposal being found non- responsive and given no consideration. All respondents are encouraged to be creative and innovative to responding to this RFP. Please discuss any creative products, services, pricing, and sponsorship programs you can provide. Describe alternate approaches to the requested services where feasible or additional services offered or recommended, which may not be specifically requested but of benefit to the University. The University reserves the right to consider other ideas and solutions, or only a restricted subset of this document. Proposal Terms: The proposals submitted must remain in effect for a minimum period of ninety (90) days after the closing date to allow time for evaluation, approval and award of the contract. All information provided will be kept confidential. Please review the attached Terms and Conditions referenced below in Section VII. Proposal Format: A proposing Company must follow the instructions for preparing the proposal in the prescribed format. For the original proposal and the 5 copies, section tabs must be produced using 8.5” x 11” paper, with the responses following the same order of the RFP. Each question in the RFP should be repeated with the Company response following. In addition to