Auburn University Department of Athletics Request for Proposal
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Auburn University Department of Athletics Request for Proposal ATM (Automated Teller Machines) Contract RFP No. B0006812 Due: 11:00a.m. CST on August 3, 2012 TABLE OF CONTENTS Section I Request for Proposal Section II Instructions to Proposers Section III Form of Proposal Section IV Bid Conditions Section V Evaluation Criteria Section VI AU General Terms and Conditions Attachment A RFP Contract Form Attachment B Calendar of Events Attachment C Disclosure Statement Attachment D Pricing Matrix Attachment E ATM Locations Offered 2 Auburn University Athletics ATM Services Contract Section I. Request for Proposal A. Expectations for the Auburn University ATM Services Contract This Request for Proposal (RFP) is issued to solicit proposals from qualified, experienced, financially sound and responsible financial institutions, as defined below, to provide comprehensive automated teller machine (ATM) services for Auburn University’s Department of Intercollegiate Athletics. The primary objective of this RFP is to provide the highest level of ATM service and convenience for students, faculty, staff and campus visitors at on-campus athletics venues, at the best offer. It is the intent of Auburn University Athletics to award a single contract to one successful Supplier of ATM services at the following three (3) campus locations: A minimum of (8) ATMs located at Jordan-Hare Stadium. A minimum of (2) ATMs located at Auburn Arena. A minimum of (1) ATM located at Plainsman Park. NOTE: While we have only identified the locations listed above, AU’s intent is to add more locations in the future when new locations are identified by AU or Supplier. ATMs can be moved from location to location depending on the time of year. For example, the ATMs inside Jordan-Hare Stadium can be removed following football season. The Suppliers will supply all labor, equipment, support services, maintenance and materials for the ATMs. 1. Scope of Services See Attachment E for ATM locations offered. Full service ATM services, at a minimum must include cash withdrawals. The Supplier may provide additional ATM services to users that are unique to its product lines or that are common to normal ATM services offered. The Supplier must be a member of one or more national and/or regional real-time processing and financial information management systems (i.e., Cirrus, Mac). Even though the Supplier will make its own determination of the brand and model of ATM equipment to be provided, that equipment must adhere to reasonable standards of quality, functional efficiency and appearance. Also, the Supplier, in providing ATM services, must adhere to all requirements of the American with Disabilities Act. 2. Installation Complete Date The ATM machinery must be 100% installed and operational by September 1, 2012, or at a later date if permitted in writing by the University due to circumstances beyond the control of the Supplier. A timeline outlining the schedule for installation must be included in the proposal. 3. Equipment As indicated above, the Supplier shall make its own determination of the brand and model of the ATM’s to be provided as long as said equipment adheres to reasonable standards of quality, functional efficiency and appearance. The Supplier will be required to service, provide supplies and maintain all equipment during the contract period. The Supplier will also be required to 3 prominently display their name and contact information, via telephone and email, on the ATM, preferably on the top of the machine. 4. Installation and Maintenance Costs The Supplier will agree to either replace faulty equipment where such is found to have a history of poor service or provide and install additional pieces of equipment within fourteen (14) days of the request by the University. Neither the Supplier nor Auburn University will undertake any addition, subtraction, removal or relocation of any equipment without prior approval or consent of both parties. Auburn University will provide the necessary utility service required for the operation of the equipment. The University will make every attempt to deliver electrical service within 10 (10) feet of equipment requiring such service. The Supplier will be responsible for the cost of installing the ATM, including but not limited to, electrical hookup and installation of a dedicated phone line, coordinated with the University Office of Information Technology, Telephone Services. Following installation, the Supplier will be responsible for coordination and approval of any additional work efforts with the AU Athletics Facilities Division, all service and repair costs of the ATM, and all charges related to phone line services. Installation of electrical power, communications via telephone lines and any other installation requirements will be coordinated with and approved by AU Athletics Facilities Division. The Supplier will be responsible for the cost of all work done by the University or others as the University may assign for the installation. The University reserves the right to request replacement of any equipment that is not meeting the University expectations. 5. Liability The Supplier will bear any losses sustained due to theft of monies and/or damage to its equipment due to vandalism, robbery, or any other cause or action while installed at Auburn University. The University will reasonably cooperate in protecting against such occurrences. All equipment repairs shall be performed in a timely manner satisfactory to the University. B. Background Information The University currently provides a total of ten (10) ATMs in Jordan-Hare Stadium, the Auburn Arena and Plainsman Park. Service is currently provided by a single supplier. C. Proposal Overview and Definitions Auburn University is requesting sealed proposals from qualified financial institutions to establish a pricing agreement (contract) with a supplier to service the University’s needs for ATM services with a minimum of administrative effort and the best offer. Proposals will be received in the AU Procurement and Payment Services office at 311 Ingram Hall, Auburn University, AL until 10:30am CST on August 3, 2012. After 10:30 and until the 11:00am CST bid opening, bids must be hand delivered to 138 S. Gay St. Proposals will be publicly opened at 11:00am CST on August 3, 2012. Throughout the remainder of this Request for Proposal, all entities involved will be referred to as follows: • Auburn University will be referred to as “University” or “AU”. • ATM provider will be referred to as “Contractor” or “Supplier”. • This document will be referred to as “RFP”. • Area for deliveries to be referred to as “Campus-wide”. It is expected, however, that the Supplier will service only those ATM locations in the Athletics-designated areas of campus. Financial institutions will be defined as a bank or savings association which is organized and existing under 4 the laws of this state, any other state of the United States, or the United States, and which is authorized pursuant to the laws of this state or the United States to conduct, and is conducting, the business of making loans and taking deposits in this state. Code of Alabama (1975) Section 41-14A-2 All inquiries regarding this proposal and its contents should be directed to: Missty C. Kennedy Manager, Procurement Services (334) 844-7771 E-mail: [email protected] 5 Section II. Instructions to Proposers A. Proposal Response • Proposals should be addressed and delivered to the Procurement and Payment Services office, Auburn University, 311 Ingram Hall, Auburn University, Alabama, 36849-5101, on or before the time and date set for closing. Proposals should be in a sealed envelope marked: Company Name RFP Number Data and Time Proposal is Due • Proposers may withdraw proposals at any time prior to the time and date set for opening. • The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer. • No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Payment Services. All solicitation is performed under the direct supervision of the Executive Director of Procurement and Payment Services and in complete accordance with the University policies and procedures. • The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information but all records are subject to State of Alabama open records laws. • Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Payment Services will schedule the presentations. • The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation. • PCI COMPLIANCE • SECURITY (BACKGROUND CHECKS, ETC) • The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from