NOTICE Receipt of this Request For Proposal must be acknowledged upon receipt!
Acknowledgements should be sent via email to:
[email protected]
Attention: Terry L. Cutler Include: Name, Company Name, Address, Telephone Number, and Email address on all acknowledgements
Failure to acknowledge receipt may disqualify any submitted proposal.
REQUEST FOR PROPOSAL NUMBER - RP-73-13 DATE ISSUED – FEBRUARY 28, 2013 METHOD OF AWARD - COMPETITIVE NEGOTIATION TYPE OF COMMODITY – MANAGEMENT SOFTWARE
INFORMATION
TECHNOLOGY
SERVICE
NAME OF BUYER – TERRY L. CUTLER TELEPHONE NUMBER - (502) 852-7211 The University of Louisville, Department of Purchasing, will receive sealed Proposals at the address hereon until the time and date shown below. RETURN ADDRESS PROPOSALS SHOULD BE SENT TO THE DEPARTMENT BY ONE OF THE FOLLOWING METHODS: DELIVER BY U.S. MAIL TO: Department of Purchasing University of Louisville Louisville, KY 40292
DELIVER BY COURIER OR OVERNIGHT CARRIER PROPOSALS TO: University of Louisville OR Department of Purchasing 201 East Warnock Louisville, KY 40208
PROPOSALS MUST BE RECEIVED NO LATER THAN: MARCH 28, 2013 @ 2:00 PM (EST) Proposals shall not be opened and read publicly, but the proposals and subsequent negotiations shall be held confidential until a final contract agreement is awarded, at which time the file shall be made a matter of public record and may be reviewed by any interested party. Equal Employment Opportunity - All parties must be in compliance with executive order 11246 of September 24, 1965, as amended by executive order 11375 of October 13, 1967.
AUTHENTICATION OF PROPOSAL AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040: 1.
2.
3. 4.
5
That the attached Proposal covering University of Louisville, Department of Purchasing Invitation No. RP-73-13 has been submitted without collusion with, and without any agreement, understanding or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the invitation designed to limit independent competition. That the proposer is legally entitled to enter into the contracts with the University of Louisville, an agency of the Commonwealth of Kentucky and is not in violation of any prohibited conflict of interest, including those prohibited by the provisions of KRS 45A.325, to 45A.330 to 45A.340, 45A.990 and 164.821(7). Proposer is not delinquent on any state taxes or fees owed to the Commonwealth of Kentucky and will remain in good standing for the duration of any contract awarded. Proposer and its affiliates are duly registered with the Kentucky Department of Revenue to collect and remit the sales and use tax imposed by KRS Chapter 139 to the extent required by Kentucky law: and will remain registered for the duration of any contract awarded. That I have fully informed myself regarding the accuracy of the statements made above.
SIGNED BY___________________________________________________Print Name FIRM___________________________________________________________
_________________________
Email
ADDRESS
________________________________________________________
CITY_________________________________
STATE
AREA CODE (
DATE _____________
ZIP CODE_____________
)TELEPHONE NO
Fax No
DUNN & BRADSTREET
FAILURE TO SIGN AND RETURN THIS COVER SHEET SHALL DEEM YOUR PROPOSAL NON-RESPONSIVE
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NO BID RESPONSE FORM
RP Number __RP-73-13_____ Please be advised that our company does not wish to submit a bid in response to the above-captioned bid for the following reason(s):
Too busy at this time Not engaged in this type of work Project is too large or small Cannot meet mandatory specifications (Please specify below) Other (Please specify)
Company Name
Name
Street Address
Authorized Signature and Date
City, State, Zip
Title
Please return to:
University of Louisville Department of Purchasing Service Complex Bldg Louisville, KY 40292
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INSTRUCTIONS TO PROPOSERS PREPARATION OF OFFERS Each offeror shall furnish the information required by the solicitation. The offeror shall sign the solicitation and print or type his Name, Firm, Address, Telephone Number and Date. Erasures or other changes must be initialed by the person signing the offer. Offers signed by an agent are to be accompanied by evidence of this authority unless such evidence has been previously furnished to the issuing office. In the interest of supporting the University of Louisville’s initiative to reduce waste and extraneous use of natural resources, the University is requesting the following: All proposals should be submitted on two-sided recycled paper containing 30% post consumer waste where possible. Proposers should refrain from using excessive and unnecessary packaging when shipping or mailing their responses. Proposers should refrain from using superfluous binders where possible, especially for the copies being requested. Proposers should present peripheral information (i.e. company and product brochures) on CD or DVD where possible or practical. AUTHORITY TO CONTRACT Contractor and the principal signing on its behalf, certifies that it is validly organized with authority to do business and perform the terms hereunder, is qualified to do business in KY, if applicable, and is not prohibited from entering into or performing the terms of this agreement for any reason. PRE-CONTRACTUAL EXPENSE The University shall not, in any event, be liable for any pre-contractual expenses incurred by the proposers in the preparation of their proposals. Proposers shall not include any such expenses as part of their proposals. Pre-Contractual expenses are defined as expenses incurred by the proposer in: 1) 2) 3) 4)
Preparing its proposal in response to this RFP; Submitting that proposal to the University; Negotiating with the University any matter related to this proposal; Any other expenses incurred by the proposer prior to date of award of the Proposer’s Agreement
MULTIPLE REQUEST FOR PROPOSALS Unless otherwise specified, only one price, brand and/or model may be proposed for each item on this Request for Proposals. Bidders must determine their single best offering based on the quality specified. Proposals not conforming to this requirement will be rejected. AMENDMENTS TO REQUEST FOR PROPOSAL Amendments to this Request for Proposal may be necessary prior to the closing date, and will be furnished in the form of written addenda sent to all prospective offerors. Oral communication with any person(s) will not be construed as providing amending data to the specifications, unless converted to the form of written addenda and conveyed to all prospective offerors. INTERPRETATION OF REQUEST FOR PROPOSAL If any person contemplating the submission of a Request for Proposal has any doubt as to the true meaning of any part of the invitation, he/she should contact Terry Cutler, Buyer Senior (502) 852-7211. Any interpretation of the specifications will be made by written addenda duly issued to each person known to have received a proposal.
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RESTRICTIONS ON COMMUNICATIONS From the issue date of this RFP until a contractor is selected, the proposer’s sole point of contact for this proposal is: • Terry Cutler, University Purchasing (502-852-7211) No campus visits are proposed as a part of the initial phase of this Request for Proposal. If proposers choose to visit the campus, please be aware that no interviews or meetings will be granted by University personnel. Proposers should not attempt to contact or meet with any campus representatives. In order to insure fair and equal treatment, only questions submitted in writing by the date stated within this Request for Proposal will be entertained. Written responses will then be distributed via addendum and posted at http://louisville.edu/purchasing/bids. For violation of this provision, the University shall reserve the right to reject the proposal. QUESTIONS Vendors requesting clarifications to this Request for Proposal may submit in writing questions for official response by the University. Questions should be sent via email to Terry Cutler at
[email protected] no later than end of business day, Friday, March 8, 2013. All questions received shall be addressed by the University via addenda and sent to all known recipients of the Request for Proposal. Addenda may also be viewed at: http://louisville.edu/purchasing/bids SUBMISSION OF OFFERS Offers and modifications thereof shall be enclosed in sealed envelopes and addressed to the Office specified in the solicitation. The offeror shall show the hour and date specified in the solicitation for receipt, the solicitation number, and the name and address of the offeror on the face of the envelope. The Request for Proposal number must appear on the outside of the envelope. *Vendors are required to send One (1) original on paper (clearly marked); Three (3) paper copies and Two (2) copies on CD or flash drive of their proposal. * The Request for Proposal must be signed. FAILURE TO SIGN AND RETURN THE COVER SHEET SHALL DEEM YOUR PROPOSAL NON-RESPONSIVE PROPRIETARY INFORMATION In the event that a response to this RFP contains information which is deemed by an offeror as being of a proprietary nature, the pages containing such information must be clearly marked as PROPRIETARY INFORMATION and placed in a marked envelope. The University will disclose this information only to the members of the evaluation committee. However, an offeror cannot classify any information pertaining to contract terms, experience, proposed products or proposed pricing as proprietary information. All information and material returned with each proposal should become part of any contract, which results from this proposal and will become a public record. All proposals are subject to the Kentucky Open Records Act (KRS 61.881). MODIFICATION OR WITHDRAWAL OF OFFERS Offers may be modified by written notice received prior to the exact hour and date specified for receipt of offers. An offer may be withdrawn in person by an offeror or his authorized representative, provided his identity is made known and he signs a receipt for the offer, but only if the withdrawal is made prior to the exact hour and date set for receipt of offers. Offers received at the office designated in the solicitation after the exact hour and date specified for receipt will not be considered. Proposals that have clerical errors or any irregularity are subject to correction only with concurrence of the Department of Purchasing.
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RECEIPT OF REQUEST FOR PROPOSALS Request for Proposals must be received in the Office of the Department of Purchasing, Belknap Campus, Louisville, Kentucky, in a sealed envelope not later than 2:00 PM. local time, on the specified date, at which time all proposals received will be given to the buyer responsible for the proposal. Proposals received after this time shall be deemed non-responsive as per 200 KAR 5:307 Section 4. and will not be considered for award. FIRM PRICING Except as otherwise provided, proposed prices must be firm. Prices bid subject to qualifications such as: in effect on receipt of contract/order, escalation or other variables, may be rejected as non-responsive. TERMS AND CONDITIONS The only acceptable Terms and Conditions are contained within this Request for Proposal and within the University General Terms and Conditions for a Purchase Order which can be found at: http://louisville.edu/purchasing/vendors/PO_terms_and_conditions.html Bidders shall not include any additional Terms and Conditions. Inclusion of any additional Terms and Conditions of the bidder may be cause for rejection of bid. FOB DESTINATION All offers in response to this Request for Proposal must be on the basis of F.O.B. to the University, all freight prepaid and included in the Unit Price. No other terms are acceptable; any bids that do not comply with the above will be rejected. DELIVERIES When delivery is not made as provided in this contract, the Division of Purchasing reserves the right to make the purchase on the open market, with any cost in excess of the contract price paid by the successful bidder. Failure of the vendor to meet contract delivery dates may also be cause for cancellation, removal from the University Bid list, or both. PARKING Vendors that have entered into a contract and/or agreement with the University of Louisville for sales or service may purchase a Vendor Parking Permit at the established fee. Location of parking will be designated at time of the permit purchase. Service providers on Belknap Campus can park at any designated service vehicle space and may also park in BLUE and GREEN permit designated areas. On the Health Sciences Center, parking may be available in the parking structures upon request. A deposit is required to obtain an access card to these areas. Vendors parking on University property without permits shall be subject to ticketing, booting or impoundment. Fee schedule as of 10-1-12 Annual Rate: Monthly Rate: Weekly:
$436 $ 40 $ 10
Daily permits may be purchased on-line at www.louisville.edu/parking QUANTITIES It is herein set forth that all quantities mentioned are purely estimates and are not to be implied or inferred as being guarantees. The University of Louisville is obligated to buy only that the quantity needed during the term of the contract.
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EXCEPTIONS TO CONTRACT ORDERING The University reserves the right to make purchases for like type products or services from other vendors and firms in the event of, but not limited to, the establishment of; Governmental Contracts, Grants, Sub-Grants which may contain terms and conditions for such contract(s). TAXES The University of Louisville is tax exempt from the provision of the Kentucky six percent (6%) Sales and/or Use Tax on materials and equipment under this solicitation. All offerors or contractors shall take this into consideration when submitting their proposal. Exemption certifications will be furnished to cover excise tax exemption where applicable and when requested by the contractor. Federal Excise Tax The University of Louisville may be entitled to exemption from Federal Excise Tax. All bidders or contractors shall take this into consideration of their bid. Taxes, Workmen's Compensation, Etc. The prime bidder or contractor will be required to accept liability for payment of all payroll taxes or deductions required by local and federal law, including but not limited to old age pension, social security or annuities. Workmen's Compensation Insurance shall be carried to the full amount as required by Kentucky Statutes. SUSTAINABILITY The University of Louisville is dedicated to acquiring products and services that are in accordance with our commitment to sustainability. For the purpose of judging sustainability, the following description applies: Sustainable Development is enhanced through sound Environmental, Social and Economic practices and technologies that minimize or eliminate waste and negative impacts on current resources. UofL seeks products and services that pose no significant risk to human health or environmental quality when compared with competing products or services that serve the same purpose. This comparison, where applicable, may consider raw materials and energy acquisition; production and manufacturing; packaging and distribution; and the operation, maintenance, reuse, recyclability or disposal of a product. Materials, products, and workers from the local region are preferred sources, along with companies/contractors that can demonstrate efforts to ensure worker protections and to restore or enhance the environment. INSPECTION All software shall be subject to inspection or test by the University prior to acceptance. In the event software is defective in material or workmanship or otherwise not in conformity with specified requirement, the University shall have the right to reject the software or require acceptable correction at the vendor's expense. DAMAGES Failure of the University to invoke liquidated damages at the immediate time of the delay of delivery or installation, does not waive the right of the University to invoke said damages at a later date INSURANCE Insurance Requirements for Standard Contracts Before the Contractor becomes entitled to any rights under this contract and prior to taking any action under this contract, Contractor shall have a Certificate of Insurance for Contractor's in-force insurance issued to the University for the following policies and limits.
\
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MINIMUM COVERAGE AMOUNT Type of Insurance Commercial General Liability* Including: Completed Products Personal and Advertising Injury Products/Completed Operations Auto Liability* (all owned, hired and non-owned vehicles) Workers Compensation
Employers Liability
Minimum Limits of Liability $1,000,000.00 Each Occurrence
$2,000,000.00 General Aggregate $1,000,000.00 Combined Single Limit (Bodily Injury, Property Damage) Statutory Limits – Kentucky and the state(s) of domicile of the Contractor and any subcontractors(s). The all state and voluntary compensation endorsement is to be attached to the policy. $1,000,000.00 (each employee, each accident and policy limit)
*Occurrence coverage is required. Claims-made coverage is not acceptable. These policies (except Workers' Compensation) shall name the University, its trustees, officers, employees and agents as Additional Insured and shall contain a covenant requiring no less than thirty (30) days written notice to the University before cancellation, reduction or other modification of coverages. These policies shall be primary and noncontributing with any insurance carried by the University and shall contain a severability of interests clause in respect to cross liability, protecting each Additional Insured as through a separate policy had been issued to each. Certificate of the above policies shall be furnished, to the University, at least thirty (30) days prior to the commencement of services provided under this Contract. All Certificates of Insurance must clearly state that the Contractor's insurance(s) is PRIMARY. If Contractor’s policy has deductibles, self-insured retentions or co-insurance penalties, then all such costs shall be solely borne by Contractor and not by the University. The University will not share in any policy deductibles. It is hereby agreed that in event of a claim arising under this policy, the company will not deny liability by reason of the Additional Insured being a state, county, municipal corporation or governmental agency. The limits listed above may be accomplished through a combination of primary and excess/umbrella liability policies written on a “follow form” basis or forms no more restrictive than the primary policies. AWARD OF CONTRACT - COMPETITIVE NEGOTIATION The contract will be awarded to that responsible offeror whose proposal conforms to the solicitation and will be most advantageous to the University, using the Evaluation Criteria listed herein. The University reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received. A written award (or acceptance of offer) mailed (or otherwise furnished) to the successful offeror shall be deemed to result in a binding contract without further action by either party, and all terms and conditions of this Request for Proposal are hereby incorporated into any such contract.
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RECIPROCAL PREFERENCE In accordance with KRS 45A.490 to 45A.494, a resident Offeror of the Commonwealth of Kentucky shall be given a preference against a nonresident Offeror. In evaluating proposals, the University will apply a reciprocal preference against an Offeror submitting a proposal from a state that grants residency preference equal to the preference given by the state of the nonresident Offeror. Residency and nonresidency shall be defined in accordance with KRS 45A.494(2) and 45A.494(3), respectively. Any Offeror claiming Kentucky residency status shall submit with its proposal a notarized affidavit affirming that it meets the criteria as set for in the above referenced statute. Forms can be found at http://louisville.edu/purchasing/forms. OTHER STATE AGENCIES Upon mutual consent of all parties the established contract may be extended for use to other Commonwealth of Kentucky Agencies and Universities. INTERVIEW AND NEGOTIATION SESSIONS Request for additional information and /or interviews may be required with any firm submitting a responsive proposal. The University does however reserve the right to limit any on campus and /or teleconference interviews to the top two or three evaluated proposals based upon the original evaluation criteria listed, or may elect to proceed with contract negotiations with the highest evaluated proposal if deemed to be in the best interest of the University and that proposal was clearly the best/only proposal received. Should negotiations with the highest evaluated proposal fail to produce a formalized contract the University reserves the right to enter into negotiations with the next highest evaluated proposal or cancel the original RFP which ever would best serve the interest of the university. Regardless, all proposals and additional sessions shall be governed by KRS45A.085. DISPOSITION OF PROPOSALS All proposals become the property of the University of Louisville. The successful proposal will be incorporated into the resulting contract by reference. CONTRACT CHANGES During the period of the contract, no change will be permitted in any of its conditions and specifications unless the Contractor receives written approval from the University. Should the Contractor find at any time that existing conditions make modification in requirements necessary he shall promptly report such matter to the Department of Purchasing for consideration and decision. AMENDMENTS It is recognized that subsequent written amendments to the awarded contract may be necessary; and all such amendments will require the mutual agreement of the parties. COMPLETION OF CONTRACT Time is of the essence. Completion of the work is understood to mean that the Contractor has been completed the work described and that is has been accepted by the Owner. For any delay in completion, the Contractor and their sureties shall be liable for, and shall pay to the Owner, the aggregate sum of Two Hundred Dollars ($200.00) as fixed, agreed and liquidated damages for each calendar day of delay until the contract work is completed and accepted.
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CONTRACT CANCELLATION TERMINATION OF CONTRACT FOR CONVENIENCE The University of Louisville, Department of Purchasing, reserves the right to terminate this contract for its own convenience without cause upon a thirty (30) day written notice to the Contractor. Upon receipt from the University Department of Purchasing, “Notice of Termination”, the Contractor shall discontinue all services with respect to the applicable contract. The contractor will be compensated for all products shipped and received, work performed, services completed in whole or in part, and for material(s) which have been shipped (or which was otherwise allocated to the project which was terminated). Compensation for services provided by the Contractor will be calculated at a mutually agreed upon amount for services performed prior to “Notice of Termination”. A fixed fee contract will be pro-rated (as appropriate). The University reserves the right to cancel any established contract if any policy or procedural changes occur that would warrant discontinued use of the established contract. Additionally if a protest if filed, depending on the outcome of the protest, the contract/order may be cancelled or confirmed. TERMINATION OF CONTRACT FOR NON-PERFORMANCE The Director of Purchasing may terminate this contract for non-performance, as determined by the University for such causes, but not limited to: •
Mal-performance, non-performance, substitution of commodities, or failure to comply with specifications given herein in whole or part by the Contractor.
•
Failure to provide satisfactory quality of; product or service, including, failure to maintain adequate personnel, whether arising from labor disputes, or otherwise any substantial change in ownership or proprietorship of the Contractor, which in the opinion of the University is not in its best interest, or failure to comply with the terms of this contract.
•
Failure to keep or perform, within the time period set forth herein, or violation of, any of the covenants, conditions, provisions or agreements herein contained.
•
Adjudication as a voluntarily bankrupt, making a transfer in fraud of its creditors, filing a petition under any section from time to time, or under any similar law or statute of the United States or any state thereof, or if an order for relief shall be entered against the Contractor in any proceeding filed by or against contractor thereunder. In the event of any such involuntary bankruptcy proceeding being instituted against the Contractor, the fact if said petition in order that Contractor might during the sixty (60) days period have the opportunity to seek dismissal if the involuntary petition or otherwise cure said potential default.
•
Making a general assignment for the benefit of its creditors, or taking the benefit of any insolvency act, if a permanent receiver or trustee in bankruptcy shall be appointed for the Contractor.
TERMINATION OF CONTRACT FOR CONTRACTOR VIOLATIONS •
Failure by Contractor for violations including but not limited to: 1. Commonwealth and University, Conflict of Interest Policies 2. Commonwealth Campaign Finance Laws 3. OSHA, Labor and Tax Collection Violations 4. Governmental Program Certification 5. Failure to register firm with the Kentucky Secretary of State 6. Failure to post requested bond if required 7. Failure to maintain required Insurance
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FISCAL FUNDING OUT CLAUSE The University reserves the right to cancel and/or suspend the established contract if funds for the continuation of these contracted services are eliminated or are not fully appropriated in subsequent years. The University will make all efforts, though annual budget requests to meet financial obligations for continuing contractual obligations; however this does not guarantee that funds will be made available from one fiscal year to the next. The University also reserves the right to cancel and/or suspend the established contract if changes in University policy and/or the way business are conducted regarding contracted services. PAYMENT OF INVOICES The vendor shall be paid, upon the submission of proper invoices, to the "Billing Address" shown on the purchase order, at the prices stipulated for items delivered and accepted, or services rendered. Unless otherwise specified, payment will not be made for partial deliveries. The University reserves the right to make payment for orders via the University credit card program which is Visa. REQUEST FOR PROPOSAL PROTESTS (KRS45A.285; KRS164A.555 TO 164A.630) Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or selection for award of a contract by the University of Louisville, may file a protest via Certified Mail with the Director of Purchasing within two calendar weeks after such aggrieved person knows or should have known the facts giving rise thereto. An up to date posting of current awards can be found at http://louisville.edu/purchasing/bids/awarded_bids.html. All protests must be in writing and must use the phase "Request for Proposal Protest" in the letter. The Director of Purchasing shall review all facts presented and render a determination in writing promptly to the aggrieved person. The aggrieved person may appeal the determination in writing via Certified Mail within four calendar days to the Associate Vice President for Business Affairs who shall promptly issue a ruling in writing. A copy of such appeal must also be sent via certified mail to the Director of Purchasing. The ruling of the Associate Vice President shall be the final action on behalf of the University. Copies of the bid procedure are available on request from the University of Louisville Purchasing Department. In the event of a bid protest, the University may notify the successful bidder to suspend the contract/order while the protest is being reviewed. Depending on the outcome of the protest, the contract/order may be cancelled or confirmed. Any questions regarding this procedure should be addressed to the Director of Purchasing, (502) 852-8220. INDEMNIFICATION Any liability of the University to indemnify the Contractor as specified, shall be in accordance with Kentucky Revised Statutes KRS 44.070 to 44.160 (board of claims act) and KRS 45A.245 through 45A.275 (control claims act.) The Contractor shall defend, indemnify and hold harmless the University, its trustees, officers, employees and agents from and against all losses and expenses (including reasonable cost of attorney’s fees) by reason of liability imposed by law upon the Contractor for damages because of bodily injury, personal injury, including death at any time resulting there from, sustained by any person or persons including the Contractor’s employees, or on account of damage to property, including loss of use thereof, arising out of or in consequence of the negligent or intentional action or omission, or willful misconduct of the Contractor, provided however, that nothing contained herein shall require the Contractor to indemnify the University for such injuries to persons or damage to property arising out of, or in consequence to the negligent or intentional action, omission or willful misconduct of the University, its officers, employees and agents. CONFLICT OF INTEREST Firms responding to this Request for Proposal are required to disclose any potential conflict of interest. If the owner of the bidding firm is related to a University of Louisville employee, that relationship must be disclosed in writing and made a part of the bid response. Definition Related Person: Related person to a University employee means a spouse or dependent child
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of such employee. The term extends to other individuals sharing the same household as well as siblings, parents and nondependent children (including step and in-law variations of those relationships) in circumstances where the University employee has actual knowledge that such relative is likely to or will benefit from a particular University transaction. KENTUCKY CAMPAIGN LAWS: By signing this proposal document, the vendor representative certifies that neither he/she nor any member of his/her immediate family hold an interest of 10% or more in any business entity involved in the performance of this contract; or has contributed more than the amount specified in KRS121.056(2) to the campaign of the gubernatorial candidate elected at the election last preceding the date of this contract. The signee further swears under the penalty of perjury that neither he/she or the Company which he/she represents has knowingly violated any provisions of the campaign laws of the Commonwealth; and, that the award of a contract to him/her or the Company which he/she represents will not violate any provisions of the campaign finance laws of the Commonwealth. COMPLIANCE - STATE LAWS It is agreed and understood that any contracts and/or orders placed, as a result of this proposal shall be governed under state laws. The rights and obligations of the parties shall be determined in accordance with the laws of the Commonwealth of Kentucky. VIOLATIONS OF AND COMPLIANCE WITH KENTUCKY LAWS The contractor shall reveal to the owner any final determination of a violation by the contractor or subcontractor with the previous five (5) year period pursuant to KRS Chapters 136, 139, 141, 337, 338, 341, and 342 that apply to the contractor or subcontractor. The contractor shall be in continuous compliance with the provisions of KRS Chapters 136, 139, 141, 337, 338, 341 and 342 the apply to the contractor or subcontractor for the duration of the contract. Awarded Contractor will be required to register with the Department of Revenue to collect and remit the sales and use tax imposed by KRS Chapter 139 and in compliance with House Bill 609, date May 21, 2008. ANTI-KICK BACK All Bidders shall comply with the Copeland "Anti-Kick Back" Act (18 USC 874) as supplemented in the Department of Labor Regulations (29 CFR, Part 3). This Act provides that each Bidder, subcontractor or subgrantee is prohibited from inducing, by any means, any person employed in the construction, completion or repair of public work to give up any part of the compensation to which he is otherwise entitled. ELIGIBILITY TO PARTICIPATE IN GOVERNMENTAL PROGRAMS CERTIFICATION Vendor’s signature on this solicitation response certifies that the vendor, and where applicable subcontract vendor, or any person performing services under this agreement (i) is not now nor have ever been excluded, suspended, debarred or otherwise deemed ineligible to participate in governmental healthcare, procurement, or other programs; (ii) is not now nor have ever been charged with or been convicted of a criminal offense related to the provision of government healthcare, procurement, or other programs and have not been reinstated in such programs after a period of exclusion, suspension, debarment, or ineligibility. If the vendor, and where applicable subcontract vendor, or any person performing services under this agreement becomes ineligible for participation in such governmental programs in the future, vendor will have a process in place such that subcontract vendor(s) and any person performing services under this agreement will promptly notify the vendor of such ineligibility. The vendor will notify the University buyer of record within seventy-two (72) hours of the vendor becoming aware of the governmental ineligibility of the vendor, any subcontract vendor, or any person performing services under this agreement. AUDITED FINANCIAL STATEMENTS The University reserves the right to request Audited Financial Statements from any and all firms submitting proposals in order to adequately evaluate firm(s) financial stability in performing the services as outlined within this request for proposal. Upon request from the University, firm(s) shall provide the last two (2) years audited financial statements for review by the University. These statements shall be treated as Proprietary Information. They will be marked so in the bid file and will not be subject to open records inspection/requests.
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SUPPLIER CODE OF CONDUCT The University of Louisville is committed to conducting its contract administration and procurement business in an ethical, legal and socially responsible manner. The University expects its suppliers to share in this commitment and, therefore, has established a Supplier Code of Conduct. Vendors should review this Code of Conduct prior to submission of bid. Submission of Bid/Proposal and signature on this document indicates vendor’s acceptance to this policy. Supplier Code of Conduct: http://louisville.edu/purchasing/policies/supplier-code-of-conduct.html SMOKE FREE BUILDINGS All University of Louisville buildings and grounds are smoke free. Contractors shall take this into consideration when assigning personnel. SUPPLIER CERTIFICATION The awarded contractor will be required to sign and execute the "Supplier Certification” upon request by the University of Louisville Human Resources Department. A sample copy is attached to this document. INFORMATION TECHNOLOGY DOCUMENTS The awarded contractor will be required to sign and execute the documents listed below, copies of which are attached for reference. -Appropriate Use Agreement -Risk Analysis & Security Compliance Questionnaire
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Table of Contents Section I
Scope of Work
1.0
Project Description and Goal
2.0
Implementation Schedule
Section II
General Requirements
3.0
Overview
4.0
Corporate Background
5.0
Software Application Specifications
6.0
Implementation Assistance
Complete Pricing Information 7.0
General Price List
Other Information 8.0
Project Management
9.0
Reference List
Section III
Processing Requirements
Project Objectives and Requirements include (but are not limited to): 10.0
Audit (Contracts and Invoices)
11.0
Billing and Finance
12.0
Performance
13.0
Call Accounting
14.0
Change Management
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15.0
Facilities (Network, Wireless, Cable)
16.0
HelpDesk / Knowledge Base / Incident (Trouble Tickets)
17.0
Inventory / Assets / Lifecycle Management
18.0
Printing
19.0
Procurement / Service Catalog / Communications
20.0
Reports
21.0
Security / Authentication
22.0
Support Management (Production)
23.0
Work Flow Management
Section IV 24.0
Proposal Evaluation Selection Criteria
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Section I 1.0
General Information
Project Description The Department of Information Technology provides a wide variety of technology-based services in support of the University of Louisville’s research, instruction and service goals. The Information Technology vision is to create an environment of empowerment, efficiency, and effectiveness by providing the University of Louisville and its extended community with technology solutions and services of demonstrated value. Information Technology is comprised of ten departments that work together to deliver technology services to the university. IT DEPARTMENTS Communications Services -- Voice and Data Network Management - Installation and Support - Customer Support – Digital Signage Enterprise Security -- Support the academic and business goals of the University of Louisville. Also, strives to maintain and protect the availability, integrity and confidentiality of information for students, faculty and staff. Secure Access Mgmt IT Administrative Support -- Office of VPIT Finance and Administration Next Gen Services -- Application and Web Development - Document Management Digital Media Lab - Video and Photography Research Computing -- High Performance Computing - Research Consulting Support Research Networking - Research Software and Support
IT DEPARTMENTS Consulting Services -- iTech Connect Technology Consulting - Research and Development - Documentation - Training – HelpDesk IT Technical support & Operations -- Tech Support – Data Center Operations - Disaster Recovery - Capacity Planning - Disk Storage – Change Mgmt – Database Team
Information Systems -- Enterprise Applications - Data Warehousing – Production Support Printing and Copier Management -- Printing Copier Management Student & Classroom Services -- iTech Xpress – Computing Centers - Desktop Support Classroom Support
Today’s business practices are so dynamic, it is almost impossible to keep up with the many changes demanded from within the University and the Information Technology industry in general. It has been determined that IT should expand to an Information Technology Service Management (ITSM) toolset to introduce more automation and optimization. The acquisition of a commercial ITSM system would not only give the users an immediate upgrade in functionality, but would also be more cost-effective in maintaining an integrated enterprise system. Our goal is to obtain an ITSM hosted solution that will help automate routine processes, establish clear baselines for measuring performance and determine whether we are meeting 15
business goals and customer requirements. We are seeking a complete ITSM solution—one that has a full set of Information Technology Infrastructure Library (ITIL) modules. The initial ITSM capabilities we are seeking from our vendor include: 2.0
Incident Management Problem Management Change Management Service Level Management Self Service Management Knowledge Management Workflow Management Finance and Billing Management
Implementation Schedule The target date to have the system in full or partial production is no later than June 30th, 2013. Provide an installation/implementation schedule with your proposal to coincide with our implementation schedule. Issue Request for Proposal
February 28
Questions due
March 8
Issue Addenda
March 14
Proposal due
March 28
Begin Evaluations
April 1
Shortlist Firms
April 15
Interviews / Presentations
May 6
Award
May 13
ALL DATES SUBJECT TO CHANGE
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Section II
General Requirements
Responses to this RFP should comply with the instructions that follow.
3.0
Overview Vendors should respond in writing to all the questions, requests, requirements, and statements contained in the following sections of this RFP unless otherwise stated. All proposals must be submitted in a format which mirrors this RFP format and respond to information in the order requested. Items that do not require a detailed formal response should at a minimum be acknowledged.
3.1
The vendor is free to include any additional documents or other exhibits felt necessary to support and enhance the presentation.
3.2
All proposals submitted should comply with, as a minimum, the general requirements.
3.3
All costs incurred by the vendor in the preparation of, and submission of a response to this RFP are the responsibility of the vendor, and will not be reimbursed by the University of Louisville.
3.4
Requirements:
3.5
3.4.1
Specification of all software, both vendor provided, and 3rd party required.
3.4.2
Software should integrate with PeopleSoft Human Resources, Financials and Student Administration applications.
3.4.3
Software/system should be scalable and able to accommodate growth.
3.4.4
Software should include business process automation that has drag and drop tools, wizards, debugging tools and reusable process libraries.
3.4.5
The vendor should have a robust portfolio of ITIL-certified version 3 and Pink-verified modules.
3.4.6
Software user interface should be role-based and easily configured to support different user group perspectives.
3.4.7
Compatibility with the TCP/IP networking protocol.
3.4.8
Availability of maintenance and/or service agreements for all software.
3.4.9
Availability of technical support on a 24X7 basis, including weekends and holidays.
Work with Centrex and SMDR-P (Station Message Detail Recording-premise).
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3.6
Consist of a set of modules integrated so that updates to one module will automatically update the others.
3.7
Hosted environment featuring an industry standard RDBMS such as Oracle. Solution should be ODBC compliant so that standard desktop applications can be utilized to access the data for additional reporting/querying/processing.
4.0
Corporate Background
4.1
Corporate Background/Executive Summary. Provide a brief overview of your organization and its history, including but not limited to: 4.1.1
The number of years in business
4.1.2
State of incorporation
4.1.3
Office location(s)
4.1.4
Number of clients served
4.1.5
Revenues, financial stability
4.1.6
Stock exchange (if applicable)
4.1.7
D&B number
4.12.8 Types of services offered and their corresponding volumes, etc. 4.2
Include any information that you believe will help Information Technology department assess your organization’s capability to administer an ITSM System as your experience with delivery of this type of solution, including technical capabilities, any industry experts employed, clients, references, etc.
4.3
Explain your approach to assuming responsibility for the services noted above including but not limited to: 4.3.1
The number, education and experience level and skill sets of employees who would be assigned the IT Service Management account.
4.3.2
The roles and responsibilities of each person assigned to the account.
4.3.3
Quality assurance programs to ensure the accuracy of the effort. Include an explanation of the performance metrics that you typically use.
4.3.4
Your organization’s specific experience with ITSM systems or related services. Include relevant experience with customers in the Higher Education/College industry. 18
4.4
Describe your network infrastructure and technical support team.
4.5
Are you the developer or distributor? If a distributor, describe which portions of the solution are provided by the developer, and which portions are provided by you?
4.6
State the portion of your RFP response that involves and relies on third party integrators contracts. If, for the purposes of the services described herein, the vendor is dependent on a non-wholly owned sub-contractor to deliver any service, the relationship should be clearly defined with specific areas of responsibility clearly stated.
4.7
The scope and character of all strategic alliances you maintain with other hardware and/or software vendors--in particular, PeopleSoft, Microsoft Outlook email.
4.8
Are you willing to customize your software to fit our requirement? Explain your philosophy on customizations. Are you willing to provide an implementation guarantee for customizations and system enhancements? Provide any additional information, sample documentation, and reference materials that you think would help demonstrate your organization’s capabilities.
4.9
Integration with other existing applications and services. For each of the following, describe how your proposed solution will integrate with:
4.10
4.9.1
Currently installed application or service (if applicable) and respond to additional requests for desired and/or required features following each section.
4.9.2
Real time integration is preferred. Describe how the proposed solution meets this requirement, including an explanation of version compatibility as PeopleSoft applications are upgraded.
Describe your company’s experience/competencies with these existing applications and services: 4.10.1 PeopleSoft Human Resource 4.10.2 PeopleSoft Financials 4.10.3 People Student Administration 4.10.4 Autodesk’s AutoCAD 4.10.5 Microsoft Outlook email and Active Directory 4.10.6 Oracle 4.10.6.1 OIM (Oracle Identity Management) 4.10.6.2 OAM (Oracle access Management) 19
4.10.6.3 OID (Oracle Internet Directory) 4.10.6.4 OVD (Oracle Virtual Directory)
5.0
Software Application Specifications
5.1
Describe and highlight each separate licensed operating and application software component, which you would propose to fully meet the requirements, outlined by Information Technology Services in this RFP. Include any information relating to:
5.2
System utilities Communication software Developer's name Programming language History of application upgrades and/or changes
Provide a layout of data files with data definitions, based on what data you may require, along with potential projected setups for data transition between the systems and those outlined by Information Technology Services: 5.2.1
Data Conversion Methodology – describe how you will convert our existing database, customer records (service, billing, etc.) onto the system. What resources are required to accomplish this conversion?
5.2.2
System Specifications and Requirements -- the ITMS system should have the capability to automate as many of the processes as possible. This includes, but is not limited to: 5.2.2.1 Setting up templates for workflow, workgroups and notifications. 5.2.2.2 The system should have the ability to log all activity in the system at all times. This is to provide an audit trail of activity and access.
5.3
The proposed solution should meet all applicable ANSI and ISO standards governing telecommunications / telecom expense management systems.
5.4
Browser compatibility
5.5
Database Platform: University of Louisville supports Oracle 11g version 203, running on AIX. The proposed Solution should: 5.5.1
Be compatible with the supported database platform. If not, please list all supported ODBC (Open Data Base Connectivity) compliant platforms.
5.5.2
Maintain a database of unlimited account entries. Please specify any limitations that may exist.
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5.6
Network Environment: UofL supports a single networking protocol (TCP/IP) on a Cisco-based router backbone, providing 10/100 MB Switched-Ethernet connectivity to the desktop, and utilizing DHCP for IP addressing. The proposed solution should run over the TCP/IP protocol and should be compatible with all other facets of the supported networking environment.
6.0
Implementation Assistance
6.1
Describe assistance you will provide as part of the implementation / integration. 6.1.1
List the names, professional backgrounds and locations of employees who will be responsible for managing / servicing the Information Technology and IT Communication Services account.
6.1.2
If the support is an additional cost, include it separately in the pricing information.
6.2
The approach to transitioning the responsibilities of the ITSM system, including a general timeline, project oversight including sign off on completion of each phase.
6.3
Implementation schedule. Provide details.
7.0
Complete Pricing Information Proposal must include specific pricing for each of the modules in the solution. Consolidate all project costs into a summary total cost quotation, showing:
7.1
7.2
General Price List 7.1.1
Your general price list should be included, even if it differs from prices quoted.
7.1.2
Indicate all available volume discounts.
7.1.3
Total costs should be projected for the total implementation of a "turnkey" package.
Purchase Costs by Category 7.2.1
Software 7.2.1.1 Provide price breakdown by feature, where applicable. 7.2.1.2 Provide price breakdown functionality, where applicable.
7.2.2
Services 7.2.2.1 Training. Provide your employee training approach including the amount, timing, frequency and the key components thereof.
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7.2.2.2 Support 7.3
7.4
Custom programming costs to support Information Technology services-specific requirements. 7.3.1
Software
7.3.2
Services
Business Continuity & Disaster Recovery 7.4.1
Pricing should be flexible to either include or exclude development, implementation and maintenance of current and future business continuity procedures.
7.4.2
Standardized disaster recovery procedures and the execution of periodic fail-over testing plans are normal technological requirements; however, for purposes of this RFP it should be priced separately as an add-on option when quoting the total unit cost.
7.5
Alternatives to hosted model may be presented in detail.
8.0
Project Management
8.1
Summarize your project management approach. Provide a typical project timetable based on your best estimates.
8.2
Proposed solution should outline in detail:
8.3
8.2.1
Timelines for development activity
8.2.2
Potential risks
8.2.3
Associated deliverables
Discuss roles and relationships for managing the implementation. 8.3.1
Describe project phases and management of phases.
8.3.2
Describe status tracking and reporting process.
9.0
Reference List
9.1
Provide a list (at least 5) of customers who currently use the system proposed. 9.1.1
Indicate when each customer began using the system and services.
9.1.2
Include the name, title and phone number of a knowledgeable employee of the customer who can be contacted.
9.1.3
It is preferable that some of these customers be a College or University.
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9.2
Provide additional information relating to your organization’s track record: 9.2.1
Number of implementations completed to date
9.2.2
Number of implementations completed in Colleges and Universities
9.2.3
Detail size and complexity of implementations.
9.2.4
Detail your largest implementation. State how long it took.
Section IV
Processing Requirements
The solution should meet the requirements in the following sections. All proposals must be submitted in a format which mirrors this RFP format and respond to information in the order requested. Items that do not require a detailed formal response should at a minimum be acknowledged.
10.0
Audit, Contract and Invoice Management
10.1
The system should meet the following minimum auditing requirements: 10.1.1 Transaction logging by userid and date across all modules. 10.1.2 Complete audit trail of batch changes. 10.1.3 Maintain audit trail on all import & export files. 10.1.4 Edit errors found with any file or file structure.
10.2
All information requires only single entry. (Not single point of entry.)
10.3
Allow site defined default values for any field.
10.4
Utilize a file structure method that minimizes drive access and maximizes response time.
10.5
Export any file (or portion of a file) to ASCII format.
10.6
Allow for simple and rapid switching between different user screens (i.e. hot keys): 10.6.1 Ability to query from additional windows while maintaining current input. 10.6.2 The ability to fill input from data found in related screens.
10.7
A work order that is closed may not be changed or appended.
10.8
A Trouble Ticket that is closed may not be changed.
10.9
A charge record that has been invoiced may not be changed. 23
10.10 The system should include tools to check system database integrity. State expected time to test systems integrity while having exclusive and shared access. 10.11 Contract Management and Service Level Agreements. Describe the expectations as it pertains to Contract Management. 10.12 Support access to contract terms that impact rates and one-time fees. 10.13 Support identification of penalties (ex. early termination; volumes, commitments, etc.). 10.14 Support the automatic notification of contract expiration as defined by terms of contract, and support auto renewal, when appropriate. 10.15
Support invoice-to-contract and order-to-contract capabilities.
10.16
Support the ability to allow comparison of product costs across vendors.
10.17
Support the ability to calculate and display trends of product cost – both total and per unit – over time.
10.18 Invoice Validation & Dispute Management. Address all critical analysis and dispute management requirements, including: 10.18.1 Analysis of services 10.18.2 Contract compliance 10.18.3 On-going invoice audits 10.18.4 Dispute management 10.18.5 Settlement activities 10.18.6 Management and control reporting 10.18.7 Accounting reporting 10.18.8 Payment processing 10.19 General Requirements: 10.19.1 Provide an ability to scan and convert paper invoices into a data format. 10.19.2 Support electronic receipt of invoices. 10.19.3 Support data format changes from the vendors. 10.19.4 Support multiple invoices from a single vendor on multiple bill dates.
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10.19.5 Support the ability to track received invoice against expected invoices throughout the month. 10.19.6 Support allocation of bills to multiple departments/cost centers with account numbers that are 10 or more digits long. Give your maximum number or indicate if the field is “unlimited”. 10.20 Invoice Validation 10.20.1 Provide reporting (production and ad hoc) on all reconciliation items. 10.20.2 Have the ability to verify appropriate rate application for service type. 10.20.3 Have the ability for identifying any missing invoices. 10.20.4 Describe the typical processing timeframes for a monthly invoicing cycle. 10.20.5 The system has the ability to add new providers as contract needs change. 10.21 Dispute Management 10.21.1 The system will identify and document disputes before submitting them to a vendor. 10.21.2 The system should transmit dispute notification and appropriate details to a vendor by e-mail. Describe how your solution will manage communications with vendors and internal parties within the University. 10.21.3 The system will track and trend disputes by state, vendor, invoice, age, and billing period. 10.21.4 The system will support historical tracking of dispute resolution and trends for assessing risk factors. 10.21.5 The system will support an ability to validate late payment charges, surcharges, and taxes. Describe your process. 10.21.6 The system has an ability to process corrected invoices after a dispute is settled. Describe this process. 10.21.7 Provide examples of how exception reports are handled within the module. 10.22 Management & Control Reporting on Invoices and Accounting 10.22.1 Provide ability to report on variances in accounting codes. 10.22.2 Provide reporting on invoices that have been verified and are ready for payment. 10.23 Accounting Reporting 25
10.23.1 Provide the ability to match appropriate accounting codes, as assigned by Finance, to costs associated with invoices. 10.23.2 Provide flexibility to alter reporting cycles based on business needs. 10.24 Payment Processing 10.24.1 Transfer invoice information to Accounts Payable electronically upon electronic review and approval by University. 10.24.2 Provide payment tracking mechanism. 10.24.3 Support payment approval process by appropriate authority level based upon defined roles in system. 10.24.4 Provide reporting (production and ad hoc) of all reconciliation items.
11.0 11.1
Billing and Finance Management Integration with PeopleSoft Financials. All computer accounts that get created, updated or deleted go through University of Louisville business rules, defined in the university PeopleSoft Campus Solutions database. These rules are defined in the university’s CAMS (Computer Account Management System) bolt-on application to Campus Solutions. 11.1.1 Enumerate your experience with (people/years) with the PeopleSoft Campus Solution _9.0__ and higher toolset. 11.1.2 Detail any additional PeopleSoft experience, including database platforms.
11.2
Module coordinates all services with the University’s accounting system.
11.3
The system should accurately reflect all services or products provided by the University of Louisville: call accounting, monthly equipment charges, work order charges and billable trouble tickets.
11.4
Ability to add a markup to charges for any outside service/product coordinated through the University of Louisville, as a percentage or flat rate calculation.
11.5
Maintain unique billing cycles for different user groups.
11.6
Verify all student IDs and account numbers at the time of entry.
11.7
Maintain either an accounting number or student ID for all charges.
11.8
Maintain a minimum 140-character text area that provides a description of the type of charge.
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11.9
Maintain a proper audit trail for any charges that are manually altered before invoicing.
11.10 Once invoiced, a charge may not be changed. 11.11 Ability to calculate various charges, rates and taxes for any service rendered. All charges should be associated with a revenue account. When posting transactions, revenues from this charge will fall into the designated 35-digit revenue account. 11.12 All revenue accounts should be associated with a 10-digit product line code. 11.13 For all account numbers, revenue accounts and product line codes, a minimum 140-character description should be maintained. 11.14 Ability to generate rebate charges for charges having particular revenue accounts and account number ranges. 11.15 The system should allow us to group bills into different rate structures. This will allow for different rate on call records, recurring charges and one-time charges. 11.16 All account numbers should have the following information associated with it: 11.16.1 Description 11.16.2 Account administrator 11.16.3 Executive number 11.16.4 Executive name 11.16.5 Department number 11.16.6 Department name 11.16.7 Status 11.16.8 E-mail 11.17 All associated information for an account should be updateable by import. 11.18 One Time charges 11.18.1 May be created as a result of a work order. 11.18.2 May be created as a result of a billable repair. 11.18.3 May be manually entered if an audit trail is maintained. 11.18.4 Should contain the following minimum information: 27
11.18.4.1 Rate type (i.e. labor, overtime, and supplies) 11.18.4.2 Account number for labor 11.18.4.3 Related work order or repair number 11.18.4.4 Date billed 11.18.4.5 Credit account 11.18.4.6 Charge description 11.18.4.7 Associated phone number 11.18.4.8 Associated phone name 11.18.4.9 Quantity 11.18.4.10 Unit cost (from -$99,999 to $Infinity) 11.18.4.11 Total charge amount (from -$99,999 to $Infinity) 11.18.4.12 Invoice date (after submission to accounting system) 11.18.4.13 “Manual edit” userid (when applicable) 11.19 Recurring Charges 11.19.1 May be created as a result of a work order. 11.19.2 May be manually entered if an audit trail is maintained. 11.19.3 Should contain the following minimum information: 11.19.3.1 Rate type (i.e. Analog Phone, Speakerphone, Pager, VoiceMail) 11.19.3.2 Account number for monthly charge 11.19.3.3 Related work order number 11.19.3.4 Date billed 11.19.3.5 Credit account 11.19.3.6 Charge description 11.19.3.7 Associated phone number 11.19.3.8 Associated phone name
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11.19.3.9 Quantity (from -$99,999 to $Infinity) 11.19.3.10 Unit cost 11.19.3.11 Total charge amount (from -$99,999 to $Infinity) 11.19.3.12 Invoice date (after submission to accounting system) 11.19.3.13 “Manual edit” userid (when applicable) 11.19.3.14 Equipment being charged 11.19.3.15 Begin date 11.19.3.16 End date 11.19.3.17 To and from location on circuits 11.19.3.18 Box or screen for special instructions on equipment service records 11.19.4 Charges should be calculated by prorating over the number of days in the billing cycle. 11.19.5 Will generate once per billing cycle from the start date until the stop date is reached. 11.19.6 Will associate back to the originating inventory record. 11.20 Call Records 11.20.1 May be entered via call accounting module, manually, or electronic media. 11.20.2 Should be maintained in both summary and detail forms. Summaries are per user, per call type, per billing cycle. 11.20.3 Contain the following minimum information: 11.20.3.1 Date billed 11.20.3.2 Credit account 11.20.3.3 Charge description 11.20.3.4 Associated phone number 11.20.3.5 Associated phone name 11.20.3.6 Quantity (for summary records) 11.20.3.7 Total charge amount (from -$99,999 to $Infinity) 11.20.3.8 Invoice date (after submission to accounting system) 29
11.20.3.9 All call information data defined in Call Accounting section 11.21 Keep historical detailed records of all data submitted into the University, and Bursar. 11.22 All charges on itemized lists should reference an appropriate source document—Work Order Number, Trouble Ticket, Authorization Number. 11.23 The system should allow for changes in accounting numbers associated with a piece of equipment or Authorization number. After any change in account number there should be a clear and simple path to find the requesting order, identify old charges with the previous account number and new charges with the new account number. 11.24 The system should allow for name changes on equipment. There should be an appropriate audit trail to identify that any old charges were associated with this same piece of equipment under a different name. 11.25 Billing verifications and queries: 11.25.1 Track and verify vendor invoices associated with work order number. 11.25.2 Compare account receivables and account payables for unusual variances. 11.25.3 Print account summaries of all accounts with activity during the current billing cycle. 11.25.4 Allow lookups within 2 seconds on the following fields: 11.25.4.1 Extension 11.25.4.2 Work Order number 11.25.4.3 Account/GL Number (including wild cards and partial numbers) 11.25.4.4 Authorization numbers 11.25.4.5 Calling Card number 11.25.4.6 Userid 11.25.4.7 Name 11.25.4.8 Building/Room/Jack 11.25.4.9 Type of service 11.26 Allow lookups on historical billing data in less than 2 seconds. (Minimum--current + previous fiscal year) 11.27 Capable of producing a variety of standards as well as user-defined reports including:
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11.27.1 All information concerning a specified extension 11.27.1.1 Original installation date 11.27.1.2 History of all changes to phone 11.27.1.3 Listing of all charges and station equipment associated with the extension 11.27.2 Product line analysis reports 11.27.3 Exhaustive audit report by account number 11.27.3.1 All phones and associated station equipment 11.27.3.2 All services/equipment types 11.27.4 Reports to assist in error/duplication checking 11.27.4.1 All account numbers being billed for the same phone or circuit 11.27.4.2 All call records that were made from a phone that is not being billed equipment charges 11.28 Accommodate billing on a partial, monthly and annual basis. 11.29 Have a ‘projection/forecasting’ function. 11.30 Accommodate ‘lease-purchase’ function/application. 11.31 Allow ‘splitting charges’ between accounts--percentage and/or amounts. 11.32 Provide credit card and other conversion programs so that long distance, credit cards, calling cards, third party, collect, and other charges available on service provider DVDs, CDs, and files can be added to the system for allocation purposes. 11.33 Have a mechanism for adding unlimited miscellaneous recurring and non-recurring charges to the system. 11.34 Allow the online modification of rate tables and the creation of new rate tables. 11.35 Provide billing to authorization codes. 11.36 Provide multiple organizational grids of up to 20 levels so that multiple structures such as “Department/Account Code” and “Provost/School/Department/Account” can be used simultaneously for flexible billing. 11.37 Provide for Billing of tax amounts. Allows one group to be taxed or not taxed. 11.38 Allows calls to be re-costed before bills are rendered. 31
11.39 Allow the period ending billing reports be busted electronically and emailed. 11.40 Provide a menu driven way to archive and restore previous billing period’s data. 11.41 Allow a single person’s bill, or an organization’s summary reports, or the entire billing run to be reprinted easily from archived data. 11.42 Capability to back out billing cycle. 11.43 Allow work order, trouble ticket, inventory, and miscellaneous charges appear on the monthend billing report, thereby providing a single consolidated ITSM statement. 12.0
Performance
12.1
Detail the capacity of the hosted solution to process the following information or greater: 12.1.1 1,300,000 calls per day (billable and non-billable). 12.1.2 41,000 billable calls per day. 12.1.3 2,000,000 calls per billing cycle. 12.1.4 24 months online archiving of billable call records. 12.1.5 13,500 work orders per year with 4 years online history. 12.1.6 20,000 trouble tickets per year with 3 years online history. 12.1.7 18,000 extensions requiring cable records and button template information. 12.1.8 80,000 monthly recurring equipment charges with 24 months online history. 12.1.9 5,000 student accounts. 12.1.10 All data tables needed to implement the proposed system. 12.1.11 30,000-directory record. 12.1.12 The system should allow data to be encrypted while transmitting over the network.
12.2
System Interfaces on General Technical Questions. This section describes the expectations as it pertains to how data may be moved in and out of different software modules on the system. 12.2.1 Confirm that the system utilizes a web-based user interface. Describe the technology that you have in place. Support access to all call detail records in a consistent data format.
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12.2.2 The system should interface with telephone systems and in-place call accounting systems from various vendors, access and utilize call accounting buffer devices, and integrate call accounting data with billing information and reports. Describe this capability and any experience in this area. Include any “exceptions” that are unsupported. 12.2.3 The system should electronically accept, log, and track all invoices, credits, refunds, commissions and other billing-related activity. 12.2.4 Provide technical specifications for moving data into and out of the Work Order Management Software Module. 12.2.5 Provide technical specifications for moving data into and out of the Inventory Management Software Module. 12.2.6 Provide technical specifications for moving data into and out of the Invoice Processing Software Module. 12.2.7 Provide explanation what is supported for user sign-on to the system (e.g., Shibboleth LDAP, etc.) 12.2.8 The system should be modular in design to facilitate maintenance and to minimize problems when one module is temporarily out of service. 12.3
Capability to run programs and reports in interactive and batch mode.
12.4
The system should be capable of mouse operations.
12.5
The system should be able to accept the cut and paste commands from a client station’s clipboard.
12.6
The environment should require a minimal number of keystrokes for data entry.
12.7
Screen layouts/design should be clear and consistent to enhance user productivity.
12.8
Terminology, function keys, icons, etc. should be consistently applied across all modules.
12.9
Capability to verify manually entered data before commitment to database.
12.10 Allow multiple clients to run simultaneously from a single workstation. 12.11 The system should have complete context sensitive online help documentation. Online help documentation should be complete and consistent throughout the system. Changes and updates to the system should be delivered with updates to online help. 12.12 Scrolling window capability for lookups with multiple answers. 12.14 Provide printed user documentation that is consistently updated in a timely manner. 33
12.15 Describe error detection/correction capabilities. 12.16 Verify field contents and format on all input before acceptance. 12.17 All input fields require appropriate prompts. 12.18 Detection of duplication/reassign records such as: 12.18.1 Attempting to assign a cable pair that is reserved for another extension. 12.18.2 Attempting to assign a phone or circuit to multiple departments. 12.19 Warnings and verification of improbable data. 12.20 Warnings and verification of data that chronologically ambiguous. 12.21 Error messages should be obvious and clearly explain mistakes. 12.22 The system should allow and accommodate multiple/simultaneous users within each module with the following minimum-security considerations: 12.22.1 Appropriate record locking to insure data integrity. 12.22.2 Deadlock detection and prevention. 12.22.3 Password protection per userid. 12.22.4 Administrative controls: 12.22.4.1 Ability to store standard user profiles. 12.22.4.2 Limit transaction Add/change/deletion by userid. 12.22.4.3 Ability to restrict access, modifications, additions and deletions to fields, screens and modules based on userid. 12.22.5 Individuals should be able to set their basic environmental parameters (i.e. colors, sort orders, etc.). 12.22.6 Should allow for user defined function keys. 12.23 History on all screens. It should include: 12.23.1 Userid 12.23.2 Timestamp (date and time) 12.23.3 Before and after change 12.24 The system should allow for the attachment of embedded documents. 34
12.25 Provide an API for interfacing with other systems. 12.26 Input / Output -- The system should be able to accept electronic input via electronic file transfer (both UUCP and FTP), bar code readers, DVDs or CDs. Some sample uses for electronic input are: 12.26.1 Station Message Detail Records (SMDR) 12.26.2 Rate tables for toll calls 12.26.3 Inventory control bar code 12.26.4 Student IDs 12.26.5 E-mail 12.26.6 Web based order/repair request processing 12.26.6.1 Provide validation on required fields. 12.26.6.2 Return to user a confirmation number for request. 12.26.9 IVR Systems 12.26.10 University imports. Several IT areas provide monthly feed files that are imported via Data Integrator to consolidate all charges within current billing system. 12.27 System backup abilities should include the following minimum capabilities: 12.27.1 Automatically initiated, unattended & pre-scheduled backups. 12.27.2 Backups run concurrently with online users and appropriate locking mechanisms. 12.27.3 System wide or single module backups of databases or transactions. 12.27.4 Ability to warn system operator of unsuccessful backups. 12.27.5 Transaction tracking by userid, date, and time, for applying incremental changes since last backup. 12.27.6 The ability to update a restored backup with transaction logs since the creation of that backup. 12.28 Basic cables and billing information on any extension or general ledger number should be accessible within 1 second of a request. 12.29 All work order requests should be accessible within 2 seconds of a request. 12.30 All field entries in billing, work order or trouble ticket should: 35
12.30.1 Be accepted and have field contents verified for validity in less than 3 seconds during busy hour. 12.30.2 Allow for keyboard buffering, regardless of system response time. 12.31 Updating/Committing data to any file should never take over 2 seconds. 12.32 All updates made should be reflected system wide on a real time basis. (Up to 10 second delay is acceptable if a RECORD BEING UPDATED message is displayed to all stations trying to access records are currently being updated by another user.) 12.33 To create a recommended cable path will not exceed 6 seconds. 12.34 Order scheduling suggestions should be created for any order in less than 4 seconds. 12.35 Batch processing is considered to be routines that run unattended and without user interaction. 12.36 When any batch routine is started after 6:00PM, it should be able to run to completion by 7:00AM the following day. 12.36.1 Call collection, pricing and submission into billing files for all records through 11:59:59 PM of the previous day should be completed by 7:00AM every day. 12.36.2 All daily, weekly, monthly or annual processing started after business hours should be ready for use by 7:00AM the next day. (Ready is defined as no more than 30 seconds delay before the data starts displaying/printing/exporting after a request.) 12.36.3 Complete system backups should run every night and be completed by 7:00AM the next day. 12.36.4 If any or all modules are down for any period of time, the time needed to catch up should not exceed the amount of time that it was down. (EXAMPLE: if call collection is down 2 days, then 2 days after the module is brought in line all processing for the entire 4 day period should be complete.) 12.36.5 Daily, weekly, monthly or annual purging of (call data, invoices, trouble tickets or invoices, charges) should be finished by 7:00AM the next day when started at 6:00PM. 12.37 After initial acceptance of any module there should be no more than 0.1% scheduled or unscheduled downtime with no more than 0.3% scheduled or unscheduled downtime for the total system. 12.38 Detail the capabilities to do adjustments. 12.39 Each major module (Facilities, Call Accounting, Billing, Work Order and Trouble Tickets, etc.,) should have its own adjustment interface.
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12.40 Each adjustment interface will have limited access based on userid. 12.41 Adjustment records will include an area to allow comments describing the reason for the change and the ID of the user making the change. 12.42 All adjustments will create an appropriate audit trail.
13.0
Call Accounting and Tracking Management This section describes the expectations as it pertains to Call Accounting. Provide examples of configurable call accounting report templates.
13.1
Provide examples of dashboards that allow you to view graphical displays of calling activity.
13.2
Detail the Call Accounting function scale in terms of devices tracked, records retained and reported.
13.3
Demonstrate whether software is compatible with TDM, IP, SIP Trunking and PRI (i.e. multiple services) simultaneously.
13.4
Indicate which Cisco Call Manager your Call Accounting product is compatible with.
13.5
Provide a list of standard CDR reports for calling patterns.
13.6
Provide a list of standard CDR reports for station, authorization number, department summary, business summary.
13.7
Provide a list of Ad-Hoc, on-demand reports for system management.
13.8
Provide a list of standard CDR reports for applied usage charges.
13.9
Call records should be available from current or previous 3 billing cycles in less than 5 seconds.
13.10 Authorization numbers should be maintained in a way that they are only associated with one account number at any given point in time. 13.11 The system should be able to generate and assign authorization numbers to users using the following rules: 13.11.1 New authorization numbers should be unique. 13.11.2 Authorization numbers for administrative users. 13.11.3 Authorization numbers for student users. 13.11.4 Authorization numbers should have a specific start date and time associated with them. 13.11.5 When generating new authorization numbers, user specifies the range generated. 37
13.12 Cancelled authorization numbers should be maintained in history to prevent reuse. 13.14 Cancelled numbers should have associated stop date and stop times. 13.15 One extension record should be associated with every directory number. The extension record will give the proper billing information for calls made without an authorization number (i.e., local, third party, collect). 13.16 Calling card numbers should be maintained with valid start and stop dates to chargeback associated calling card records. 13.17 Any call record that was made before the start date or after the stop date of an authorization number, extension record or calling card number should be held in a suspense file until valid costing information is available. 13.18 The system should be able to trigger an alarm if there are no call records from one of the switches for a set period. (Trigger a UNIX script to call a pager is acceptable.) 13.19 A display of call records should be visible to verify input is working. 13.21 Call lookups should be done on any extension; authorization number, calling card or accounts with no more than a 5 second delay. 13.22 Call accounting module should be fully integrated with other modules. 13.23 The system should be able to associate any billable call records into one of the following categories: 13.23.1 Interstate-Interlata 13.23.2 Interstate-Intralata 13.23.3 Intrastate-Interlata 13.23.4 Intrastate-Intralata 13.23.5 Mexico 13.23.6 Canada 13.23.7 Puerto Rico/Virgin Islands 13.23.8 Caribbean 13.23.9 International
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13.23.10 Local 13.23.11 Local Assist 13.23.12 Interstate Assist 13.23.13 Intrastate Assist 13.23.14 900 Numbers 13.23.15 Calling Card 13.23.16 Collect 13.23.17 Third Party 13.24 Each call records will fall into a revenue account based on its call category. 13.25 Local call records should be rated using the University’s self-defined rates. 13.26 Ability to bill Centrex, local, collect, third party and 900 calls from AT&T’s file format. These calls should be billed based on a markup percentage of the rate on the file. 13.27 Ability able to maintain call rates at the University’s rate and 2 additional national carriers for comparison. 13.28 The system should be able to cost SMDR by matching them to corresponding AT&T’s file records. 13.29 Call collection should be done throughout the day. Costing should occur at least once a day. 13.30 The system should allow duration rounding to the nearest tenth of a minute or whole minute based on call type. 13.31 Call record modification/deletion should require user password as well as deletion password. 13.32 The system should have error catching routines for unusually long duration. 13.33 The system should have error catching routines for duplicate call records. 13.34 The system should have routines to track unusual calendar events (Daylight savings, February 29th). 13.35 The system should be able to discount automatically on holidays. 13.36 The system should include at least the following standard reports:
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13.36.1 Log/Audit trail of all call collection activity. 13.36.2 Trunk/route utilization over any period of time during current or previous month (peg count & CCS). 13.36.3 Problem trunk report (variance of 1 standard deviation for # of calls, total time, or average time calculated per T-span). 13.36.4 Route advances data and associated costs. 13.36.5 Peak level traffic over a period. 13.36.6 Average incoming call statistics per a given extension. 13.36.7 Cost analysis per NPA and route. 13.36.8 NPA/Country Code summary. 13.36.9 Traffic study ability on a pre-selected group of extensions. 13.36.10 Rate sheet. 13.36.11 NPA/NXX location description information. 13.36.12 Calls currently in suspense. 13.36.13 Other user defined reports. 13.37 Given NPA/NXX information the system will return location and rate. 13.38 Given NPA/NXX, date/time and duration information the system will return location and call cost. 13.39 Allows creation of unlimited drop parameters based on complex logical statements, testing the values in: 13.39.1 SMDR-P field layout 13.39.2 Switch types or calls record source 13.39.3 Originating number 13.39.4 Destination number 13.39.5 Call duration 13.39.6 Answer supervision level 13.39.7 Trunk group number 40
13.40 Ability to do real time costing while still meeting the minimum performance and availability criteria defined previously. 13.41 Define any toll fraud features in the software that would be applicable to the University of Louisville’s high volume, multi-campus environment. 13.42 Allow for a table of special destination numbers that have unique costing value. (Example: 976 numbers or reverse Name & Address) 13.43 Contains a single screen to quickly process student walk-in traffic. This screen should have the following minimal capabilities 13.43.1 Sign up a student for resale services; includes billing information, and service type. 13.43.2 Assign and cancel authorization codes or recurring charges. 13.43.3 Process room changes and service cancellation. 13.43.4 Allow simple documentation/history of events (i.e., new code issued, credit given). 13.43.5 Allow for crediting invoiced call records. 13.43.6 Print call record summary for a student account. 13.44 Vertical and Horizontal (V&H) Tables and Tariffs: The contractor should supply and make operational the ability to utilize vertical and horizontal (V&H) tables to determine mileage between calling locations and called locations, and to identify City/State locations. The ITSM should bill according to user administered rate tables. 13.44.1 The tables should be designed to implement the North American dial plan to provide discount rates for day, evening, and night. 13.44.2 The ITSM should also have the ability to assign a flat per minute rate, by: 13.44.2.1 Type of call (local, intrastate long distance, interstate long distance, etc.) to each call transaction. 13.44.2.2 Minute rating should be assignable to the CDR/SMDR in increments of one tenth of a minute. 13.44.3 The contractor should provide and load the latest V&H tables and tariffs required to calculate tolls charges for distance calls placed within the US, to Canada, and international.
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13.44.4 The contractor should also provide and load V&H call destination names associated with the V&H tables. V&H table and tariff updates should be provided for full term of the contract from the time of final acceptance. 13.45 Wireless Optimization (Mobility) Management 13.45.1 Inventory for wireless will be at the device level. 13.45.2 Monthly billing should be easily imported from carrier electronic billing. 13.45.3 The wireless optimization solution will include the following functions for all mobile carriers: 13.45.3.1 Define wireless rate plans and pools within the system. 13.45.3.2 Track usage against these plans and pools. 13.45.3.3 Identify plans and pools that are not matched to actual usage. 13.46 The wireless optimization solution will provide the following usage and spend information for voice, data, text mobility and cellular service by carrier: 13.46.1 Plan over/under utilization. 13.46.2 Category overage charges. 13.46.3 Effective cost per minute. 13.46.4 Use of a zero allowance category. 13.46.5 Master account number, invoice source, plan name and monthly access charge, and whether pooled or not. 13.46.6 Usage averaged over the last three invoices. 13.46.6.1 Invoice date, usage, and overage charges for invoices in the selected time period. 13.46.6.2 Up to 12 months of historical spend and usage data. 13.47 The system should provide analysis of contracted wireless plans against billed usage for each account, with recommendations when a different contracted plan would prove more cost effective. Provide samples.
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14.0
Change Management
14.1
The contractor shall provide a method of collecting, routing and approving all requests for Moves, Adds and Changes (MACs) for all enterprise applications and infrastructure devices. Data elements collected at a minimal should contain: 14.1.1 Change Request Number (for tracking) 14.1.2 Description of request 14.1.3 Customer Impact statements 14.1.4 Date Scheduled 14.1.5 Date Completed 14.1.6 Responsible Team 14.1.7 Request By 14.1.8 Request Category 14.1.9 Approval Date 14.1.10 Notification Date 14.1.11 Notification Team
14.2
Request and notifications should be routed via the organization’s email system (Microsoft Exchange) to appropriate team/department for approval as required.
14.3
A web accessible calendar of scheduled changes should: 14.3.1 Allow for review of past changes and future changes. 14.3.2 Have un-authenticated access for review only. 14.3.3 Allow authorize/authenticated team members to request, edit or cancel request prior to approval.
14.4
Report and search capabilities must provide the ability to extract the change request information on an as needed basis.
15.0
Facilities
15.1
The system should be able to map/maintain cable records including the following critical wire & cable plant data objects: 15.1.1 T1, DS3, 56kb and other high speed multiplexed circuits 43
15.1.1.1 Multiplexed point to point circuits 15.1.1.2 Intercom nailed data connections 15.1.2 Ethernet 15.1.3 Single Line phones 15.1.4 PBX Line Equipment Numbers [Line Equipment Number (LEN)] 15.1.5 PBX ports 15.1.6 Single or multiple MDF, BDF, IDF paths 15.1.7 Route and trunks 15.1.8 Multi-line phones 15.1.9 Software phone features 15.1.10 Building, floors and room numbers 15.1.11 Underground cable pairs and splits 15.1.12 Jack numbers 15.1.13 Jack plate numbers 15.1.14 Originating switch 15.1.15 Multiple telephone formats 15.1.16 Paging circuits 15.1.17 Video circuits 15.1.18 Multi stack fiber 15.1.19 Multiple PBXs 15.1.20 Remote PBX cabinets 15.1.21 External vendor Demarc locations and service lines 15.1.22 ISDN 15.1.23 Bridged Analog Phones 15.1.24 Dry pair alarms & point to point circuits
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15.1.25 Station Cables 15.2
Cable Facilities Cable facilities should have a status code associated with them. The status codes should be a dynamic set consisting of at least: 15.2.1 Reserved 15.2.2 Proposed 15.2.3 Used 15.2.4 Free 15.2.5 Bad
15.3
When recommending cable with multiple cable pairs, the system should take into account that cables are allocated in 25 pair bundles and pairs should not be allocated from multiple bundles for a single phone.
15.4
The system should be able to flag facilities and warn users when utilization reaches certain preset levels per building or IDF.
15.5
The Facilities module should be fully integrated with Work Order and other modules to allow for current capacity updates and to ensure data integrity.
15.6
The system should have its own user audit interface (restricted on ID and separate from work order) to be able to handle cable changes and movements not associated with work orders or trouble tickets.
15.7
The system should have the capability to easily change cable paths for multiple extensions.
15.8
The system should have the capability for single entry on large cable throws.
15.9
The system should be able to edit cable pairs associated with an extension.
15.10 The system should be able to edit extensions associated with a cable pair. 15.11 On phone removals only MDF cross connects should be removed automatically. 15.12 The system should have the ability to find cable pair status from a given cable pair, jack, port, or extension number. 15.13 Cable recommendations should take into account the distributed nature of the Intercom PBX. 15.14 Query capabilities should include:
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15.14.1 All facilities per given building, floor or room 15.14.2 All facilities fed out of a given MDF 15.14.3 All facilities associated with a given LEN or partial LEN 15.14.4 All facilities with a given status code per building, floor, room, MDF or IDF 15.15 Percentage of cable in each of the five status codes. 15.16 User defined queries. 15.17 The system should have an AutoCAD interface allowing all data objects to display correctly on AutoCAD drawings of the University of Louisville campus. 15.18 The contractor should supply and make operational, the ability to manage copper and fiber cables to include cable routes and pair assignments for multiple cables and multiple sites. 15.19 The system should also be able to manage conduit and access points. 15.20 The system should be able to allow attachments to this equipment and service. 15.21 Data Facilities The system should be able to track and differentiate between voice and data facilities. All jacks should have the following characteristics associated with them: 15.21.1 Unique ID (required) 15.21.2 Status: 15.21.2.1 Active 15.21.2.2 Reserved 15.21.2.3 Bad 15.21.2.4 Inactive 15.21.2.5 User Controlled 15.21.3 Building Code (required-- validated against a predefined list) 15.21.4 Building (populated from building code) 15.21.5 Room 15.21.6 Stack (not required--warning if not used) 15.21.7 Type (required--one of the following): 46
15.21.7.1 Data 15.21.7.2 Voice 15.22
All needed fields to plot onto the University of Louisville’s AutoCAD maps of campus.
15.23
Station cable grade (Ex. Category 5)
15.24
All ports should have the following characteristics associated with them: 15.24.1 Unique ID (required) 15.24.2 Stack (required) 15.24.2.1 Class of Service (COS) (required--should default from stack COS)
15.25 User (to link back for billing). 15.26 Status (required--one of the following): 15.26.1 Active 15.26.2 Inactive 15.26.3 Bad 15.26.4 Reserved 15.26.5 User Controlled 15.27
All needed fields to plot onto the University of Louisville’s AutoCAD maps of campus.
15.28
All stacks should have the following characteristics with them: 15.28.1 Unique ID (required) 15.28.2 IP Address (required) 15.28.3 Ethernet ID or MAC ID 15.28.4 Links to associated ports (dynamic set) 15.28.5 Building code (required--validated against a predefined list) 15.28.6 Building (populated from building code) 15.28.7 Room 15.28.8 Access instructions (free text at least X (30))
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15.28.9 COS (required--validated against a predefined list) 15.29 All needed fields to plot onto the University of Louisville’s AutoCAD maps of campus. 15.30 Active data jacks should track back to a data port. (No house pair required) 15.31 All data jacks, regardless of status, should associate back to the stack where they terminate. 15.32 When billing for monthly service, the rate and revenue account for the monthly data port charge will be determined from the port COS. 15.33 Stacks should have dynamic addition or subtraction of ports. Error messages should prevent the removing of an active port from a stack. 15.34 Data ports that have a status of active or user control should require the COS and User fields to be populated. 15.35 The system should be able to import new jacks and/or ports from comma delimited files. Standard data validation should be used and a log generated showing rejected records and import summary. 15.36 Inactive data ports may only be connected to jacks that are on the same stack. 15.37 When entering a jack, the user should first be prompted for building code and room. The unique ID field should then be populated with the building code + room with the cursor after the last character and waiting the completion of the unique ID. 15.38 New jacks should default to a status of Inactive. Their status should automatically change to Reserved for pending work orders and Active when install orders are closed. 15.39 When a work order is used to activate a data port: 15.39.1 If data port and jack statuses are not currently Inactive or Reserved with a Pending deactivation order, an error should be given. 15.39.2 Once entered, the port and jack status should change to Reserved. If the original status was Reserved, then it should be reserved with a generation number or some method to preserve integrity of both the new and old orders. 15.39.3 Once the order item is closed, the port and jack status should be Active and associated with each other. If a supplemental order has been entered to Deactivate, then the status should remain as Reserved until completion off the supplemental order. 15.39.4 When a work order is used to deactivate a port: 15.39.4.1 If port and jack are not currently Active, an error should be given. 48
15.39.4.2 Once entered, the port and jack status should change to Reserved. 15.39.4.3 Once the order item is closed, the port and jack status should be Inactive and disassociated from each other. If a supplemental order has been entered to reactivate, then status should remain as Reserved until completion off the supplemental order. 15.40 The system should have the following standard reports: 15.40.1 To report active and/or inactive jacks terminating at a stack. 15.40.2 To show user account number per stack/building. 15.40.3 To show ratio of active/inactive/bad/reserve/user ports at a given stack. 15.40.4 To show active and/or inactive jacks in a given room/floor/building. 15.41 Network Management Graphical -- The contractor should supply and make operational Network Management function to manage all voice and data circuit network elements for the network infrastructure. 15.41.1 Provide integration of the input and retrieval of related network elements for improved information flow between support workgroups. 15.41.2 Provide asset management of all network components, including reporting for capacity planning, inventory control, equipment maintenance, resource management, configuration management, and software/hardware upgrade control. 15.42.3 The Graphics component should support the graphical illustration of system/circuit configurations with drill down to each individual component from the graphic screen. 15.43 VOIP The number in parenthesis represents how many of that particular item the system should address:
(62) VG 224’s analog gateways running 12.4 code (2) 3925E routers as the PRI VGs running 4.1.3T 2811 router CAMA trunk running 12.4 (7) Call Managers running 146.2.21900-5 Test Call Managers running 9.0.1.10000-36 SME running 146.2.21900-5 (2) UCCX running 145.1.11003-32 (2) UCXN running 146.2ES25.21900-25 (2) CER running 146.1.10000-11 (2) SIS (InformaCast) running 14
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(2) CUPS running 146.4.10000-28 Test CUPS running 9.0.1.10000-21 UCS Chassis managed by VMWare ESX version 4.1
16.0 Helpdesk / Knowledge Base / Incident (Trouble Tickets) 16.1
HelpDesk Trouble Ticket system that will allow creation of uniquely identified record/ticket.
16.2
Allow searching on any field in the ticket.
16.3
Allow profiles keyed from University userID that will populate basic information for faculty, staff and students.
16.4
This information must be updateable “on the fly” for the current and future tickets.
16.5
Provide an area in the ticket to record, in free-form text or auto-fill choices: 16.5.1 Call/problem description 16.5.2 Call/problem resolution
16.6
Additional information (journals), individually date/time stamped and capturing the userid of the person entering the information (so that multiple people can contribute to the resolution).
16.7
Provide an area where the ticket can be assigned to a group or individual. Allow for multiple assignments, and provide a record when: 16.7.1 Assignment is created (date and time). 16.7.2 Who created the assignment (assigner). 16.7.3 Who it was assigned to (assignee). 16.7.4 Additional information for assigner to provide to assignee. 16.7.5 Date and time that the assignment was acknowledged by the assignee. 16.7.6 Resolve the assignment (so that it may be assigned to another group).
16.8
Allow for specific call types.
16.9
Ability to create detailed/required information based on the call type.
16.10 Allow reporting. 16.11 Allow for levels/rights/permissions (ability to make changes/delete) of users/creators of tickets: (examples) HelpDesk 50
Tier 1 Power Users Technicians 16.12 Provide for the automation of creation of tickets: 16.12.1 Email from Microsoft Exchange/Outlook 16.12.2 From web forms 16.12.3 Text files in a network folder 16.13 Provide for automation of assignment based on: 16.13.1 Call type 16.13.2 Description/subject of email/web form 16.14 Provide a viewable activity log per ticket, date and time stamped and userid/identity: 16.14.1 Assignments 16.14.2 Call types 16.14.3 Changes to original call description or closing fields 16.15 Alerts: send alerts to a wireless phone. 16.16 The contractor must supply and make operational a trouble ticket function that provides the ability to create and manage trouble reporting. 16.17 The trouble ticket system must be fully integrated to provide the automatic population of data fields with the current applicable customer, system, and maintenance information to minimize key entry of existing data and to aid in the clearing of the reported trouble. 16.18 The system must assign equipment inventory, cable inventory, station maintenance (to populate a Trouble Ticket), and billing account information to charge departments for billable repair of communication equipment or services. 16.19 The system must verify vendor billing, track warranty, and identify repair teams assigned. 16.20 The trouble ticket module must have the ability to create trouble ticket codes to assist in assigning and tracking of troubles, status of tickets (both open and closed), and billing to charge departments for billable repair of communication equipment or services. 16.21 The tables must allow for new trouble codes to be created by the system administrator.
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16.22 As a minimum, the trouble ticket module must manage and track the following parameters: 16.22.1 Ticket Number 16.22.2 Cleared By 16.22.3 Station Number or Circuit ID 16.22.4 Employee Name 16.22.5 Line Type 16.22.6 Hierarchy 16.22.7 Site ID 16.22.8 Building ID, Floor, Room, Street Address, City, State, Zip 16.22.9 Contact Name and Phone Number 16.22.10 Vendor ID 16.22.11 Technician Name 16.22.12 Reported Trouble Code 16.22.13 Resolution Trouble Code 16.22.14 Cause Trouble Code 16.22.15 Test Result Trouble Code 16.22.16 Stop Reason Trouble Code 16.22.17 Late Reason Trouble Code 16.22.18 Taken Date and Time 16.22.19 Start Date and Time 16.22.20 Dispatch Date and Time 16.22.21 Arrival Date and Time 16.22.22 Restore Date and Time 16.22.23 Close Date and Time 16.22.24 Stopped Date and Time
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16.22.25 Restart Date and Time 16.22.26 Remarks 16.22.27 Cable Inventory Assignments 16.22.28 Billing Information relating to chargeable repair costs 16.22.29 Total Technician Time as reported by the Technician 16.22.30 Identify if Equipment is under warranty 16.22.31 Assigned Equipment and Services 16.23 The administrator must have the ability to search and report the status of each trouble ticket.
17.0
Inventory/Asset Management / Life Cycle Inventory/Asset Management addresses all critical inventory management requirements, including services, billing, and order management. All requirements are geared to functions within the enterprise business objectives. The ITSM application must have the ability to track all inventory with complete detail information of each item. The ability to track warranty, maintenance, costs, installation times, and other equipment, services or software applications that are related to each item in a parent child relationship.
17.1
Provide real-time access to current and historical inventory for telecom services and mobile services/phones.
17.2
Should have an ability to deactivate old services while still maintaining the history.
17.3
Supports inventory at a location level.
17.4
Ability to enter inventory items manually.
17.5
Ability to electronically update inventory from Excel spreadsheet.
17.6
Electronic interface to the Invoice Verification application.
17.7
Electronic interface to Work Order Management application.
17.8
Create an inventory change report for internal use; distribute through email as needed.
17.9
Allow the transfer of inventory information from one account to another, i.e. carrier or internal chargeback accounts.
17.10 Support the addition of new services or products to an existing carrier account.
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17.11 Inventory should include: 17.11.1 Validation of service 17.11.2 Item status 17.11.3 Circuit 17.11.4 Line number 17.11.5 Service type 17.11.6 Cost 17.11.7 Contract information 17.11.8 Data ranges 17.11.9 Status lookup 17.11.10 Vendor’s charge 17.11.11 Department charge (overhead included) 17.11.12 Description 17.11.13 Transaction code 17.11.14 Rental amount, lease amount, and purchase amount 17.12 Permit "wild card" inquiry where system searches on a partial field. 17.13 Support easy online access to and navigation to view all telecom services and equipment to a location level. 17.14 Inventory of installed products and services should be able to integrate with ordering processes for one-time and recurring product purchases including: 17.14.1 Telephone systems 17.14.2 Telephone lines 17.14.3 Trunk facilities 17.14.4 Data circuits 17.14.5 Wireless devices 17.14.6 All telecommunications products and services
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17.14.7 Confirm compliance for each item type 17.15 Inventory should be usable at all levels of the enterprise including data such as: 17.15.1 Installation location 17.15.2 Date put into service 17.15.3 Warranty / maintenance status 17.15.4 Contract start and end-dates 17.15.5 Timestamp of most recent: 17.15.5.1 Update 17.15.5.2 Responsible party 17.15.5.3 Responsible carrier 17.15.5.4 Other pertinent parameters on a real time basis 17.15.5.5 Explain inventory structure and expandability with custom fields 17.16 Cellular 17.16.1 The system should be able to maintain and update user locations. 17.16.2 Contact information and authorization. 17.16.3 Explain how the system maintains these profiles. 17.17 Standard and customized inventory reports are required from: 17.17.1 Enterprise 17.17.2 Department / cost center 17.17.3 Location 17.17.4 Vendor levels 17.17.5 Provide samples for the above 17.18 The system should include comparisons historical reporting of current and selected periods of spending with that of the previous year(s) or other selected periods for each vendor, department/cost center, and service type. Provide samples.
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17.19 Provide samples of reports and graphs to illustrate monthly / yearly cost of each type of service, including: 17.17.1 Voice and data circuits 17.17.2 Usage 17.17.3 International by: 17.17.3.1 Country 17.17.3.2 Cell phone 17.17.3.3 Toll-free services 17.17.3.4 Air card 17.17.3.5 Calling card 17.17.3.6 Blackberry 17.17.3.7 Landline phone 17.17.3.8 Directory assistance 17.20 Provide samples of included reports and graphs to illustrate usage of service at enterprise, department/cost center, location, and vendor levels by period indicated. 17.21 Provide samples of included reports and graphs to illustrate chargeback comparison by period indicated. 17.22 Provide samples of included reports and graphs to illustrate cancellation of any services or equipment versus removal of charges by period indicated. 17.23 Provide samples of included reports and graphs to illustrate items reported as lost, unused services (where usage applies) or any unresolved issues by period indicated. 17.24 Standard and customized inventory reports are required from enterprise, department/cost center, location, and vendor levels. Provide samples. 17.25 Explain how the system will provide the ability to execute operations with minimal manual intervention through automated email alerting and reporting capability for routine tasks. 17.26 The system should provide the ability for storage of historical billing, usage details, payment information and invoicing data for auditing and analysis purposes. Explain.
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18.0
Printing Overview -- The system must provide a customer interface for printing operations including work order creation, logging, processing, tracking, pricing, and report creation for invoices, delivery tickets, reconciliation and analysis as well as electronic posting of billing to enterprise financial system. While much of this functionality overlaps with telecommunications functionality it serves a unique and separate printing cost center.
18.1
Customer interface must be accessible from a standard web browser.
18.2
System must support multiple simultaneous customer logins and requests.
18.3
Customer sign on must be managed with existing University authentication systems, userids and passwords.
18.4
System must save customer contact and billing data to auto-fill subsequent requests from the same customer. Must allow customer to override or turn this feature off to submit requests on behalf of others.
18.5
System must send customer a confirmation e-mail with work order number for each request.
18.6
System must display a list of previous work orders to the customer and sort by userid, date or job name.
18.7
Customer interface must provide data entry fields for all information and default settings currently collected by the existing system including: 18.7.1 Name of job 18.7.2 Previous (repeat) work order number 18.7.3 Description 18.7.4 Contact 18.7.4.1 Contact name; phone 18.7.4.2 Contact userid; e-mail 18.7.5 Speedtype 18.7.6 Cash or speedtype 18.7.7 Tax exempt 18.7.8 Delivery type 18.7.8.1 Delivery address 57
18.7.8.2 Delivery instructions 18.7.8.3 Proof requirements 18.7.9 Quantity number of originals (pages) 18.7.9.1 Size 18.7.9.2 Color 18.7.9.3 Ink 18.7.9.4 Bleed 18.7.9.5 Folding 18.7.9.6 Cutting 18.7.9.7 Binding 18.7.9.8 Addressing 18.7.9.9 Special features 18.7.9.10 Paper type(s) 18.8
Customer must be able to upload or send graphics files as a part of the work order creation process. Files must be identified with the work order number.
18.9
Work orders must be time stamped, dated and assigned a unique number when created by the customer.
18.10 System must not allow customer to make changes to printing work orders once submitted. 18.11 System must provide the ability for a customer to communicate desired changes to the Customer Service Representative (CSR), such as a template driven e-mail interface that references the appropriate work order number and details. 18.12 System must identify the CSR who opens a work order as the owner of this order by userid. 18.13 System must allow CSR to edit the order and add required items and services from an inventory list. 18.14 System must allow CSR to run reports that serve as a job/delivery ticket and a proof approval form. 18.15 Reports must display as a printable document that can also be exported to electronic files including pdf.
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18.16 Closed work orders must automatically generate billing transactions for upload to University Financials. 18.17 Closed work orders may not be edited by an operator. 18.18 System must provide a facility for CSR with appropriate privileges to change billing criteria prior to billing cycle. Current process requires participation of DBA to reopen a closed work order and delete transactions so the CSR can edit the work order and reclose the order. This function must only be available before the billing has cycled at month end. Once billing has cycled and the transactions have been uploaded any editing would create a discontinuity between systems. 18.19 System must provide ability for CSR with appropriate privileges to add, delete and price inventory items. 18.20 System must support price calculations based on multiple variables such as item type, item size, total number of items and number of operations. For example cutting = entered value for number of pages x entered value for number of cuts x stored value from price list for rate. 18.21 System must provide summary reports for management and analysis, with date ranges from a single day up to a fiscal year. Examples include total items produced by item number, total amount billed for service center by item number and total amount billed to customer account number by work order and item.
19.0
Procurement / Service Catalog / Communications
19.1
Requirements 19.1.1 PCI Compliant – Top Priority. 19.1.2 Product/Item Sales (includes pictures, descriptions, and website links). 19.1.3 Categories and subcategories for products/items. 19.1.4 Produce product/item list based on PeopleSoft category (e.g., Student, Student Employee, Employee, etc.). 19.1.5 Must be able to accept 32 & 64 PIN provided by bank for credit card processing.
19.2
Customization to accommodate: 19.2.1 New software downloads 19.2.2 New links in category list 19.2.3 New PeopleSoft category roles 19.2.4 Modifying outgoing email text 19.2.5 Remove obsolete items 59
19.2.6 Add/remove/modify delivery options 19.2.7 Add/remove payment methods 19.2.8 Change credit card processing account info and ability to close store for maintenance without contacting vendor. 19.3
One-time purchase items, with the ability to remove these items after they are purchased from the list of available items during current or future sessions/logins.
19.4
Hours, Location and Contact Info on front page after login.
19.5
Featured Products list (on front page beneath Contact info).
19.6
ESD (Electronic Software Distribution) Ability to auto validate the customer (based on PeopleSoft and sales history if not able to provide list as mentioned in One-time purchase items) or wait for manual verification process prior to sending the email with the dynamic link.
19.7
Generates an email with a dynamic link that is valid for a customized amount of time (currently used for sale of hi-res photos).
19.8
Automated Email Confirmations 19.8.1 Confirmation order is complete.
19.9
Free Downloads (Includes Speed School, SPHIS, and Med School).
19.10 Need to have categories for this list of software: 19.10.1 Speed School, SPHIS, and Med School need to be restricted access based upon Student Enrollment status (e.g., Speed School students can only see the Speed School download category). 19.10.2 Vendor websites in Category list. 19.10.3 A link to vendor’s websites for discounted personal computer purchases and school required/recommended computers. 19.10.4 Class Registrations (Free and Paid Classes). 19.10.5 Payment Types: 19.10.5.1 Credit Card (MasterCard, Visa, Discover, and American Express). 19.10.5.2 Procurement Card
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19.10.5.2.1 Field for 10-digit Departmental Number Entry found on Pro Card. (Sales tax is removed when this option is selected.) 19.10.6 Speedtype (Sales tax is removed when this option is selected). 19.10.7 IT Classes Only (null if Classes will not be included). 19.10.8 Payment method dependent upon qualifying purchase. 19.10.9 Speedtypes must include a field to accept the Speedtype entry. 19.10.9.1 Must be able to validate Speedtype. 19.10.10 Shipping: 19.10.10.1 On-Campus Shipping ($5.00) 19.10.10.2 Off-Campus Shipping ($5.00) 19.10.11 Will Call (pickup is Free): 19.10.11.1 MITC 19.10.11.2 HSC 19.11 Must require customer to select method before completing purchase. 19.11.1 Must confirm shipping method before close of order. 19.12 Sales Tax: 19.12.1 Applied when shipping method is Will Call. 19.12.2 Applied when shipping method is On/Off Campus and shipping address is in Kentucky. 19.12.3 Inventory. 19.13
Ability to send/receive inventory changes to/from the POS system.
19.14
Communicate with License Database.
19.15 Send data to License Database upon completion of qualifying orders to provide product key information to customer. 19.16 Allow attachments. 19.17 Communications: 19.17.1 Ability to provide and broadcast information:
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19.17.1.1 Announcements 19.17.1.2 Alerts 19.18 Auctions
20.0
Reporting
20.1
Explain all reporting options, including how reports are created, any quick access to data and exporting information to other application. For example, contractor should supply and make operational the ability to produce, send, and archive reports for the information collected by the system.
20.2
The system should have the ability to present complete information on each search; this includes equipment, services, billing as well as the history log of all pending and completed service orders and incident reports related to the search.
20.3
Allow standard and custom report generation based on certain call-type search parameters and retrieval of selected individual records.
20.4
As a minimum, the system shall allow reports to be generated for the following: billing, trouble tickets, service orders, call detail records, exceptions, user type, call type, time, date, account code, inventory, and equipment.
20.5
Ability to sort and automatically schedule the distribution of bills and reports to customers by department, electronically or hard copy.
20.6
The format of each report should be compatible with each user and administrator personal commuter, workstation, or terminals so that all reports can be properly viewed and printed.
20.7
The contractor should provide any client and administrator software and system configurations necessary to properly view and print each report by each user.
20.8
The system should supply a report writing system: 20.8.1 State the name of reporting system and if it is written/supported by a third party. 20.8.2 Allow a variety of reports with optional styles and user entered run time parameters. 20.8.3 Allow multiple reports to be run simultaneously without system performance degradation. 20.8.4 Allow a choice of output to screen, printer queue, file or SMTP email service. 20.8.5 The system should be SQL compatible:
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20.8.5.1 Allowing data extracts using SQL standard report writing tools. 20.8.5.2 Allowing table inserting and updating from external SQL systems. 20.8.6 When a report is being generated, system performance may not drop below the minimum performance criteria. 20.8.7 Include useful standard management reports such as: 20.8.7.1 Monthly audit reports. 20.8.7.2 Total transactions by module and/or user per any period. 20.8.7.3 Billing updates of current billing cycle to date. 20.8.7.4 Include standard transaction/audit reports. 20.8.7.5 Cable tracking reports by jack, port, pair and LEN. 20.8.8 Have the ability to save/flag/reserve reports for specific userids. 20.8.9 Have the ability to report on any field or defined relationship in the database.
21.0
Security / Authentication
21.1
Security Management and authentication: 21.1.1 LDAP 21.1.2 Active Directory 21.1.3 Oracle Identity Manager (OIM) 21.1.4 Support for role base access control
21.2
Any staff that will provide services from the vendor will have a documented background check.
22.0
Support (Production) Management
22.1
Dashboards
22.2
Version Control
22.3
Time and resource tracking
22.4
Request facility
22.5
Report generator
22.6
Priority setting (scheduling) facility 63
22.7
Integration – interfacing capabilities
22.8
Alert system
22.9
Root type application
22.10
Stress testing facility
22.11
Test script generator
22.12
Workflow email communication
22.13 Project Management / Scheduling: 22.13.1 Workflow – send email 22.13.2 Time and effort tracking 22.13.3 Resource allocation 22.13.4 Group project management 22.13.5 Task management 22.13.6 Security and access levels (role based) 22.13.7 Training management systems 22.13.8 Reminder notification process 22.13.9 Queries development
23.0
Work Flow Management This section describes the expectations as it pertains to Work Flows within and between vendor software modules.
23.1
Service Management: 23.1.1 Integrates into ITIL best practices for service management. 23.1.2 Request a service or change. 23.1.3 Plan for appropriate remediation measures.
23.2
Implement the change to the users.
23.3
Audit the successful completion of SLA(s) associated with the change.
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23.4
Control services portfolio on an ongoing basis to ensure enhanced service quality and customer satisfaction.
23.5
Self-Service: 23.5.1 Permits design and creation of a wide variety of service offerings to be requested and/or ordered through Web Self-Service: 23.5.1.1 HelpDesk 23.5.1.2 Change Management 23.5.1.3 PULSE 23.5.1.4 Printing 23.5.1.5 iTech Xpress 23.5.1.6 Communications Services requests
23.6
Provides a consistent front-end for University customers.
23.7
Can specify all costs and requirements for a service.
23.8
Visibility for all service costs and chargeback policies.
23.9
Intuitive design/workflow tools.
23.10 Design workflow across multiple departments/areas. 23.11 Publish and optimize a portfolio of IT services to the University. 23.12 Design fulfillment workflow. 23.13 Work Flow Automation. 23.14 Indicate if solution supports each of the following processes. Provide a description and sample process flowchart for each supported workflow type: 23.14.1 MACD (Moves, Adds, Changes, Deletes) process workflow 23.14.1 Ordering process workflow 23.14.1 Dispute management workflow 23.15 Confirm that workflows integrate with other components of the solution, such as inventory and invoice management. 23.16 Confirm that workflows may be configured to also handle: 65
23.16.1 Status transitions 23.16.2 Permitted pending actions 23.16.3 Auto Close 23.16.4 Self-Assignment 23.16.5 Form Configuration 23.16.6 Default field values 23.17 List any provided tools for editing workflows and creating custom workflows. 23.18 Work Order / Service Processing General Requirements: 23.18.1 Provide template for required data to facilitate a Data order. 23.18.2 Provide template for required data to facilitate a Voice order. 23.18.3 Provide template for required data to facilitate a Mobile order. 23.19 Provide a list of carriers where order management processes can be shared with carrier and your software. 23.20 Provide ability for client to enter data directly into the Order Management application. 23.21 Describe experience or integration required to process cellphone or end-user asset orders. 23.22 Provide the ability to order similar services from multiple carriers, i.e. ATT, Verizon, Sprint, etc. 23.23 Order Tracking: 23.24.1 Support tracking and reporting on feeds received from carriers, i.e. AT&T Business Direct. 23.24.2 Provide ability to track, query against, and update all confirmed orders entered online. 23.24.3 Allow for real-time status of Service Requests or explain how services requests are tracked or reported. 23.25 Services Supported - Order Processing and Provisioning: 23.23.1 Process a wireless order for a new subscriber. 23.23.2 Process a wireless order for a change in service and/or features. 23.23.3 Process a wireless order to disconnect a subscriber. 23.23.4 Process a new location’s services order. 66
23.23.5 Process a Move order. 23.23.6 Process a Change order. 23.23.7 Process a Disconnect order. 23.26 When vendor is billing the University; support billing detail for enhanced features such as: 23.23.1 Caller ID 23.23.2 Call waiting 23.23.3 Other local service enhancements 23.27 Costs for contract rates and items ordered should be automatically calculated. Explain this function in detail. 23.28 Serial number, warranty information, and part numbers of telecommunications assets should be associated with specific locations and department/cost centers as part of the inventory system. Explain. 23.29
Process an order for Long Distance services both switched or dedicated.
23.30
Process and provision a Voice over IP, or SIP Trunking, Change Order.
23.31
Process data orders.
23.32
Process an order for 800 services.
23.33
Process a Move order from one location to another.
23.34 Support automated number activation/change/deactivate. 23.35 Support the identification of deactivated telephone numbers and mobile numbers. 23.36 Acceptance and Validation of Order Data. 23.37 No table of contents entries found. Provide table driven order processing edit validation process. 23.38 The system should have the ability to create and track work orders. 23.39 Orders should have the ability to be categorized into user-defined categories. Each category should have the ability to maintain its own routing scheme for processing the order. 23.40 All work orders will be auto assigned a unique transaction ID (work order number). 23.41 Each work order should be accessible within 2 seconds when searching by the following fields: 67
23.41.1 Work Order number 23.41.2 Requester 23.41.3 Billing Account number 23.41.4 Department 23.41.5 Schedule Date 23.41.6 Creation Date 23.41.7 Assigned Analyst 23.41.8 Extension 23.41.9 Jack ID 23.42 The ability to cross check with existing orders based on extension and jack ID to warn of already open orders that may be in conflict while entering an order. 23.43 The system should contain routing routines to route entire orders or dissect an order down to the line item level and distribute the work to be done to the appropriate user/class ID. 23.44 Allow for independent and dependent routing per item. (Ex. Billing information need not wait on the cable information while directory information may not be done until cable is done). 23.45 Permit work orders to be flagged for special handling and routing based on: 23.45.1 Billing Account number 23.45.2 Building 23.45.3 Contractor required 23.45.4 Dependent on the completion of another work order 23.45.5 Size of Order 23.45.6 Overtime Approved 23.46 Ability to classify an order as pending and track it with the following considerations: 23.46.1 The reason for pending status on an order should be maintained. (i.e. insufficient inventory / facilities, customer request, bad account number, invalid signatures, etc.) 23.46.2 The assigned analyst should be notified when no activity has occurred on a pending order for a period defined by the system administrator. 68
23.47 The system should contain a closing routine to close all non-pending orders when all field tickets are closed and the order has completed its routing scheme. 23.48 The system should allow lookup of historical work order data. (Minimum 4 years) 23.49 Work order editing should be allowed / disallowed based on work order status and userid. 23.50 Capability to recommend and allocate facilities automatically. 23.51 Generate automatic notification of insufficient or low facilities levels. 23.52 An automatic facilities allocation may be overwritten if userid allows this action. 23.53 Allocate/reserve/receive inventory automatically from work order. 23.54 Generate automatic notification of insufficient or low inventory levels. 23.55 The system should allow selection of unassigned extension numbers to new phones. 23.56 Allow 10 digit alphanumeric extension numbers. 23.57 Reassign station numbers using a FIFO schedule. 23.58 The system should allow extensions outside the University’s number plan to be reserved and assigned. 23.59 Allow for multiple phases per order with the ability for each phase to complete processing, billing and facilities allocation independently of the rest of the order. Each phase should be easily identifiable from a unique Work Order number or field ticket. 23.60 Tracks orders requesting services that are outsourced by the University of Louisville (i.e. cellular phone service). 23.61 Each work order should maintain the following minimum information: 23.61.1 Requester 23.61.2 Contact number 23.61.3 Contact e-mail 23.61.4 Department Name 23.61.5 Billing Account for installation charges 23.61.6 Billing Account for recurring monthly charges 23.61.7 Date Received 69
23.61.8 Priority 23.61.9 Location (building & room) where work is to be done 23.61.10 Add/Move/Change/Removal information of each item of the work order 23.61.11 Contracted products/services (i.e. Cell phones, Centrex Lines, Trenching, etc.) 23.61.12 Special instructions or comments 23.61.13 New equipment required (system generated) 23.61.14 Expected returned equipment 23.61.14.1 Line Equipment Number 23.61.14.2 Port 23.61.14.3 Specific pairs at IDF, BDF & MDF 23.61.14.4 Class of Service 23.61.14.5 Jack number 23.61.14.6 Location 23.61.14.7 Station Equipment 23.61.15 Scheduled hours 23.61.16 Schedule date 23.61.17 Associated requisitions or field tickets 23.61.18 Associated vendor contract/orders 23.61.19 Software features (i.e. hunt groups, pickup groups) 23.61.20 Directory Changes 23.61.21 Field contact person, number and location 23.61.22 Analyst(s) & Installer assigned 23.61.23 Order status (system generated) 23.61.24 Notes - allow comments to be added throughout processing of order (unlimited text) 23.61.25 Billable charges (system generated)
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23.61.26 Actual hours worked 23.61.27 Billable hours 23.61.28 Associated Material/Vendor charges and invoice numbers 23.61.29 Associated text and image files 23.61.30 Work order type (data, voice, etc.) 23.61.31 Description of work request (text unlimited) 23.61.32 History (all screens) 23.61.33 Review plan (review from work order); add and remove review steps from work order 23.61.34 Export, email and print from work order 23.61.35 View log of emails from work order 23.61.36 Allow attachments 23.61.37 Journal page (text unlimited) 23.62 Generates automatic user defined confirmation for all new orders. 23.63 The system should be able to generate labor charges base on time spent and materials used. 23.64 Track inventory stored in multiple locations with optional tracking by serial number. The system should also be able to track equipment warranty by serial number.
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Section IV 24.0
Proposal Evaluation
Evaluation Criteria
Experience and Past Performance as determined by Background and References
15%
Implementation/ Integration / Customer Service Support
15%
Pricing Schedule
15%
Ability to meet Processing Requirements
50%
Organization and Completeness of RFP
5%
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University of Louisville Appropriate Use Agreement For Third Party Vendor
2013 Purpose All vendors, who are granted access to data of the University of Louisville and/or its affiliated corporations (e.g. “University of Louisville Research Foundation, Inc.”), (“University”), are entrusted with the maintenance of the security and confidentiality of the University’s institutional systems, records and information. Article I: Security Policies and Standards All vendors agree to follow the University Information Security Policies and Standards in respect to systems and data access. These policies and standards are located at security.louisville.edu
Article II. Appropriate Use of Access All vendors agree to the following Appropriate Use of Access requirements: 1. Unauthorized use or access to the University’s institutional system records and information is prohibited. 2. University information will be held in strict confidence, and vendors will access and use information only for the explicit business purposes outlined in its contract with the University. 3. The University is hereby authorized and shall have the right to investigate suspected or potential abuse of its Appropriate Use Policy. If the University becomes aware of possible abuse of access, vendor access can be revoked, including all accounts, and associated passwords. 4. If system administrator rights are granted, they will apply only to the specific actions identified in this document and the vendor’s contract with the University. Performance of any unrelated and/or unauthorized actions will result in the immediate termination of system administrator rights. 5. Vendor personnel must report any potential or real security instances to University personnel immediately. 6. Violation of security precautions to protect confidential information may be a crime, and may be subject to appropriate legal action and/or criminal prosecution. 7. To maintain account and password security, disclosure of any account information and passwords to anyone other than the account owner is prohibited. 8. Directly or indirectly causing the inclusion of any false, inaccurate, or misleading entries into any records or reports is prohibited.
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9. Vendor must protect any accessed confidential information according to industry-accepted standards and no less rigorously than it protects its own customers´ confidential information. 10. The University must be notified immediately of any breach of confidentiality or failure to adhere or abide by these rules by the Vendor. Vendor will assume all costs associated with the breach, including notification of any and all affected users. 11. Vendor will return or securely destroy all confidential information upon completion of its contract with the University. 12. Vendor must notify the University immediately upon the termination of any system administrators connected with this contract so that account access and passwords can be revoked. 13. Vendor’s system administrator is responsible for immediately removing any account access they may have set up for their employees upon termination of employment with said Vendor. I have read and understand the rules listed above, and I agree to abide by them. I will maintain the security and confidentiality of any institutional records and information entrusted to me in the manner stated in the rules above. If there is reason to believe there is a violation of University computer security and/or state and federal laws, statutes, and regulations, I understand that my access, account(s), and account contents may become subject to monitoring and examination by authorized personnel. This agreement does not preclude any other contractual agreements that I may have with University, but a violation may render my performance in breach of such agreements. Signature of Vendor
Date
__________________________
______________________
Printed Name and Title Name _________________________ Title
_________________________
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University of Louisville Information Technology Risk Analysis and Security Compliance Questionnaire for 3rd Parties 2013
Risk Management Is there a risk assessment program? ___ Is there an owner to maintain and review the Risk Management program? ___ (If yes specify) Owner:__________ Does the risk assessment program include: • A Risk Assessment? ___ o If yes, has an assessment been done within the last 12 months? ___
Security Management Is there an information security policy? • • •
Is the policy in writing and published? ___ Is there an owner to maintain and review the policy? ___ Owner: __________ Does the policy include: (Check all that apply) o Acceptable use? ___ o Access control? ___ o Application security? ___ o Change control? ___ o Clean desk policy? ___ o Computer and communications access and usage? ___ o Confidentiality? ___ o Data handling? ___ o Disaster recovery? ___ o Email? ___ o Encryption? ___ o Equipment disposal? ___ o Information classification? ___ o Internet/intranet usage? ___ o Mobile computing? ___ o Network security? ___ o Operating system security? ___ o Personnel security and termination? ___ o Physical access? ___ o Privacy? ___ o Remote Access? ___
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University of Louisville Information Technology Risk Analysis and Security Compliance Questionnaire for 3rd Parties 2013 o o
Security incident response? ___ Vulnerability management? ___
Organizational Security Is there an information security function responsible for security initiatives within the organization? ___ If yes Are all employees required to sign and abide by a confidentiality agreement? ___ Are background checks performed on all employees? ___
Systems/Technical Safeguards 1. What are your password requirements for user and system accounts? 2. How is a password change requested? 3. Do users have a unique identifier for system access? 4. How are users authenticated to the system? 5. Do you have an encryption/decryption method for electronic PHI and other sensitive information via email? 6. Are laptops and removable media encrypted? 7. Is data that is transmitted encrypted?
If so how?
8. How do you guard against, detect, and report malicious software? 9. Do you use anti-virus software on workstations and servers, and how is it updated? 10. Are logs of logins kept and periodically reviewed, and how are discrepancies reported? What login logging mechanism is used, and how long are logs kept? 11. What are your password requirements? 12. How is data backed up, and what is the data backup plan?
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University of Louisville Information Technology Risk Analysis and Security Compliance Questionnaire for 3rd Parties 2013 13. What is your patching schedule, and how are required patches monitored? 14. Do you have procedures for terminating access to information and accounts when the employment of a staff member ends or when access is no longer appropriate? 15. Do you have policies including sanctions regarding violations of Standards and policies? 16. Do you have a security incident response plan that addresses and documents suspected or known security incidents and how the damages are communicated and mitigated? 17. How are suspected or known security incident s dealt with? 18. Are all incidents documented? 19. Do you have a documented data breach notification plan? 20. Are there firewalls in place to protect enterprise systems? 21. Are regular Penetration tests scheduled, reviewed and issues mitigated. 22. Are external Penetration tests done on a regular basis? 23. Have you implemented policies and procedures to safeguard the facility and equipment from unauthorized physical access, tampering and theft? 24. Have you implemented procedures to control and validate a person’s access to facilities based on their role or function, including visitor control. Please provide copies of any relevant policies, standards and procedures related to the aforementioned items. IT Enterprise Security
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SUPPLIER CERTIFICATION 1. EQUAL OPPORTUNITY CLAUSE (Applicable to contracts and purchase orders exceeding $10,000.) This Contract is subject to the requirements of Executive Orders 11246 and 11375 and the rules and regulations of the U.S. Secretary of Labor (41 CFR Chapter 60) in promoting Equal Opportunities. During the performance of this contract or purchase order, the Bidder, Offerer, Applicant, Seller, or Subcontractor (hereupon referred to as Supplier) agrees as follows: a. Supplier will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. Supplier will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation, and selection for training, including apprenticeship. Supplier agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Government setting forth the provisions of this nondiscrimination clause. b. Supplier will, in all solicitations or advertisements for employees placed by or on behalf of the Supplier, state that all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, or national origin. c. Supplier will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or workers’ representative of Supplier’s commitments under Section 202 of Executive Order 11246 of September 24, 1965, as amended, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. d. Supplier will comply with all provisions of Executive Order 11246 of September 24, 1965, as amended, and of the rules, regulations, and relevant orders. e. Supplier will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by the rules, regulations, and orders, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Affirmative Action Office for purposes of investigation to ascertain compliance with such rules, regulations, and orders. f.
In the event of Supplier’s noncompliance with the nondiscrimination clauses of this contract or purchase order or with any of such rules, regulations, or orders, this contract or purchase order may be canceled, terminated, or suspended in whole or in part, and Supplier may be declared ineligible for further Government contracts in accordance with the procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
g. Supplier will include the provisions of Paragraphs (a) through (g) in every subcontract or purchase order unless exempted by the rules, regulations, or orders issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provision will be binding upon each subcontractor or vendor. Supplier will take such action with respect to any subcontract or
purchase order as the Government or Buyer may direct as a means of enforcing such provisions including sanctions for noncompliance; provided, however, that in the event Supplier becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction, Supplier may request the United States to enter into such litigation to protect the interests of the United States. 1 2. AFFIRMATIVE ACTION FOR DISABLED VETERANS AND VETERANS OF THE VIETNAM ERA (Applicable to contracts and purchase orders exceeding $10,000.) This contract is subject to the requirements of Executive Order 11701 and the regulations of the U.S. Secretary of Labor (41 CFR Chapter 60, Part 60-250) in promoting employment opportunities for disabled and Vietnam veterans. During the performance of this contract or purchase order, Supplier agrees as follows: a. To provide special emphasis to the employment of qualified disabled veterans and veterans of the Vietnam era. The Supplier also agrees that all suitable employment openings of the Supplier which exist at the time of execution of this contract or purchase order and those which occur during the performance of this contract or purchase order, including those not generated by this contract or purchase order and including those occurring at an establishment of the Supplier other than the one wherein the contract or purchase order is being performed but excluding those of independently operated corporate affiliates, shall be offered for listing at an appropriate local office of the State Employment Service system wherein the opening occurs and to provide such reports to such local office regarding employment openings and hires as may be required: provided, that if the contract or purchase order is for less than $10,000 or if it is with a state or local government, the reports set forth in Paragraphs (c) and (d) of this clause are not required. b. Listing of employment openings with the employment service system pursuant to this clause shall be made at least concurrently with the use of any other recruitment service or effort and shall involve the normal obligations which attach to the placing of a bona fide job order, including the acceptance of any particular job applicant or from any particular group of job applicants, and nothing herein is intended to relieve the Supplier from any requirements in Executive Order or regulations regarding nondiscrimination in employment. c. The reports required by Paragraph (a) of this clause shall include, but not be limited to, periodic reports which shall be filed at least quarterly with the appropriate local office or where the Supplier has more than one establishment in a state, with the central office of the state employment service. Such reports shall indicate for each establishment (1) the number of individuals who were hired during the reporting period; (2) the number of those hired who were disabled veterans; and (3) the number who were nondisabled veterans of the Vietnam era. d. The Supplier shall submit a report within 30 days after the end of each reporting period wherein any performance is made on this contract or purchase order. The Supplier shall maintain copies of the reports submitted until the expiration of one year after final payment under the contract or purchase order, during which time they shall be made available, upon request, for examination by any authorized representatives of the contracting officer or of the University’s Affirmative Action Office.
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For federally-assisted construction contracts, the Supplier further agrees that it shall comply with the requirements of 41 CFR 60-1.4(b), which is specifically incorporated by reference herein.
e. Whenever the Supplier becomes contractually bound to the listing provisions of this clause, he shall advise the employment service system in each state wherein he has establishments of the name and location of each such establishment in the state. As long as the Supplier is contractually bound to these provisions and has so advised the state system, there is no need to advise the state system of subsequent contracts or purchase orders. The Supplier may advise the state system when it is no longer bound by this contract clause. f.
This clause does not apply to the listing of employment openings which occur and are filled outside of the 50 states, the District of Columbia, Puerto Rico, Guam, and the Virgin Islands.
g. This clause does not apply to openings which the Supplier proposed to fill from within his own organization or to fill pursuant to a customary and traditional employer-union hiring arrangement. This exclusion does not apply to a particular opening once an employer decides to consider applicants outside of his own organization or employer-union arrangement for that opening. h. As used in this clause: 1. “All suitable employment openings” includes, but is not limited to, openings which occur in the following job categories: production and nonproduction; plant and office; laborers and mechanics; supervisory and nonsupervisory; technical, and executive administrative, and professional openings which are compensated on a salary basis of less than $18,000 per year. This term includes full-time employment, temporary employment of more than three days’ duration, and part-time employment. It does not include openings which the Supplier proposes to fill from within his own organization or to fill pursuant to a customary and traditional employer-union hiring arrangement. Under the most compelling circumstances an employment opening may not be suitable for listing, including the situations where the needs of the Government cannot reasonably be otherwise supplied, where listing would be contrary to national security, or where the requirement of listing would otherwise not be for the best interest of the Government 2. “Appropriate office of the state employment service system” means the local office of the federal-state national system or public employment offices with assigned responsibility for serving the area where the employment opening is to be filled, including the District of Columbia, Guam, Puerto Rico, and the Virgin Islands. 3. “Openings which the Supplier proposes to fill from within his own organization” means employment openings for which no consideration will be given to persons outside the Supplier’s organization (including any affiliates, subsidiaries, and the parent companies) and includes any openings which the Supplier proposes to fill from regularly established “recall” or “rehire” lists. 4. “Openings which the Supplier proposes to fill pursuant to a customary and traditional employer-union hiring arrangement” means employment openings for which no consideration will be given to persons outside of a special hiring arrangement, including openings which the Supplier proposes to fill from union halls, which is part of the customary and traditional hiring relationship which exists between the Supplier and representatives of his employees. 5. “Disabled veteran” means a person entitled to disability compensation under the law administered by the Veterans’ Administration for disability rates at 30 per centum or more, or a person whose discharge or release from active duty was for a disability incurred or aggravated in line of duty. 6. “Veterans of the Vietnam era” means a person (1) who (i) served on active duty for a period of more than 180 days, any part of which occurred after August 05, 1964, and was discharged or released therefrom with other than a dishonorable discharge, or (ii) was discharged or
released from active duty for service-connected disability if any part of such duty was performed after August 05, 1964, and (2) who was so discharged or released within the 48 months preceding his application for employment covered under this part. 3. CERTIFICATE OF NONSEGREGATED FACILITIES (Applicable to contractors exceeding $10,000 in contracts with the University of Louisville.) This contract is subject to the requirements of Executive Order 11246 and the regulations of the U.S. Secretary of Labor (41 CFR Part 60-1.8) prohibiting segregated facilities based upon race, color, religion, sex or national origin. The undersigned Supplier certifies to the University of Louisville and the Federal Government agencies with which it contracts that he does not maintain or provide for his employees any segregated facilities at any of his establishments, and that he does not permit the employees to perform their services at any location under his control where segregated facilities are maintained. Supplier certifies further that he will not maintain or provide for his employment any segregated facilities at any of his establishments, and that he will not permit his employees to perform their services at any location under his control where segregated facilities are maintained. The undersigned bidder, offerer, applicant, supplier, or subcontractor agrees that a breach of this certification is a violation of the Equal Opportunity Clause in this contract. As used in this certification, the term “segregated facilities” means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time clocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation and housing facilities provided for employees which are segregated by explicit directive or are, in fact, segregated on the basis of race, creed, color, or national origin, because of habit, local custom, or otherwise. He further agrees that (except where he has obtained identical certifications from proposed subcontractors for specific time period) he will obtain identical certifications from proposed subcontractors prior to the award of subcontractors exceeding $10,000 which are not exempt from the provisions of the Equal Opportunity Clause, that he will retain such certification in his files, and that he will forward the following notice to such proposed subcontractors (except where the proposed subcontractors have submitted identical certification for specific time periods): NOTICE TO PROSPECTIVE SUBCONTRACTORS OF REQUIREMENT FOR CERTIFICATION OF NONSEGREGATED FACILITIES A Certification of Nonsegregated Facilities must be submitted prior to the award of a subcontract exceeding $10,000 which is not exempt from the provision of the Equal Opportunity Clause. The Certification may be submitted either for each subcontract or for all subcontracts or for all subcontracts during a period (i.e., quarterly, semiannually, or annually). Note: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001. 4. EMPLOYMENT OF INDIVIDUALS WITH DISABILITIES (Applicable to contractors exceeding $10,000 in contracts with the University of Louisville.) This contract is subject to the requirements of Executive Order 11758, section 503 of the Rehabilitation Act of 1973, as amended, and the regulations of the U.S. Secretary of Labor (41 CFR Part 60-741.5) to promote the employment and advancement of qualified handicapped individuals. During the performance of this contract or purchase order, Supplier agrees as follows:
a. that it will not discriminate against any employee or applicant for employment because of physical or mental disability in regard to any position for which the employee or applicant for employment is qualified. The contractor agrees to take affirmative action to employ, advance in employment and otherwise treat qualified individuals with disabilities without discrimination based on their physical or mental disability in all employment practices, including the following: i. Recruitment, advertising, and job application procedures; ii. Hiring, upgrading, promotion, award of tenure, demotion, transfer, layoff, termination, right of return from layoff and rehiring; iii. Rates of pay or any other form of compensation and changes in compensation; iv. Job assignments, job classifications, organizational structures, position descriptions, lines of progression, and seniority lists; v. Leaves of absence, sick leave, or any other leave; vi. Fringe benefits available by virtue of employment, whether or not administered by the contractor; vii. Selection and financial support for training, including apprenticeship, professional meetings, conferences, and other related activities, and selection for leaves of absence to pursue training; viii. Activities sponsored by the contractor including social or recreational programs; and ix. Any other term, condition, or privilege of employment. b. that it will comply with the rules, regulations, and relevant orders of the Secretary of Labor issued pursuant to the act. c. that in the event of noncompliance with the requirements of this clause, actions for noncompliance may be taken in accordance with the rules, regulations, and relevant orders of the Secretary of Labor issued pursuant to the act. d. that it will post in conspicuous places, available to employees and applicants for employment, notices in a form to be prescribed by the Deputy Assistant Secretary for Federal Contract Compliance Programs, provided by or through the contracting officer. Such notices shall state the rights of applicants and employees as well as the contractor's obligation under the law to take affirmative action to employ and advance in employment qualified employees and applicants with disabilities. The contractor must ensure that applicants and employees with disabilities are informed of the contents of the notice (e.g., the contractor may have the notice read to a visually disabled individual, or may lower the posted notice so that it might be read by a person in a wheelchair). e. that it will notify each labor organization or representative of workers with which it has a collective bargaining agreement or other contract understanding, that the contractor is bound by the terms of section 503 of the Rehabilitation Act of 1973, as amended, and is committed to take affirmative action to employ and advance in employment individuals with physical or mental disabilities. f. that it will include the provisions of this clause in every subcontract or purchase order in excess of $10,000, unless exempted by the rules, regulations, or orders of the Secretary issued pursuant to section 503 of the act, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the Deputy Assistant Secretary for Federal Contract Compliance Programs may direct to enforce such provisions, including action for noncompliance. 5.
AFFIRMATIVE ACTION PROGRAM REQUIREMENT (Applicable to Suppliers employing 50 or more employees and exceeding $50,000 in contracts with the University of Louisville.)
This contract is subject to the requirements of Executive Order 11758, section 503 of the Rehabilitation Act of 1973, as amended, and the regulations of the U.S. Secretary of Labor (41 CFR Part 60-741.40) in promoting affirmative action in Employment of the Handicapped. Supplier agrees to conform to its requirements as outlined in 41 CFR Part 60-741.44. Furthermore, Supplier agrees to develop a written Affirmative Action Compliance Program for each of its establishments as required by 41 CFR 60-2.1. 6. FILING CERTIFICATE (Applicable to Suppliers employing 50 or more employees and exceeding $50,000 in contracts with the University of Louisville.) Supplier has filed or will file the necessary compliance reports, including Standard Form 100 (EEO1) where and when required by law and applicable regulations, including, without limitation, the Civil Rights Act of 1964 as amended by the Equal Employment Opportunity Act of 1972 and regulations in 41 CFR 60-1.7. Supplier further agrees that it shall require similar certification and filing from its nonexempt subcontractors and suppliers. The Supplier agrees to submit a copy of his Affirmative Action Program to the Affirmative Action Office, University of Louisville, within 30 days after the award to him of a contract or subcontract. Subsequent reports shall be submitted annually in accordance with 41 CFR 60-1.7(a)(1). 7. AFFIRMATIVE ACTION CERTIFICATE (Applicable to Suppliers employing 50 or more employees and exceeding $50,000 in contracts with the University of Louisville.) Supplier has developed, is maintaining, and will continue to maintain the written affirmative action compliance program to guarantee eequal employment opportunity to minority groups required by applicable laws and regulations, including, without limitations, those appearing in 41 CFR 60-1.40. Supplier further agrees that it shall require similar certification and filing from its nonexempt subcontractors and suppliers. 2
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Nonconstruction contractors should refer to 41 CFR Part 60-2 for specific affirmative action requirements. Construction contractors should refer to 41 CFR Part 60-4 for specific affirmative action requirements.
_______________________________________ The undersigned Supplier agrees that the clauses set forth herein are, where applicable, hereby incorporated in every nonexempt contract or purchase order between us currently in force or what may be issued. This form is being sent to all entities doing business with the University of Louisville. Not all sections apply to all suppliers. Your signature hereon will signify your acceptance of the provisions of those sections legally applicable to you and not to those sections which are inapplicable. FIRM NAME _______________________________________________________________________
STREET ADDRESS _________________________________________________________________
CITY, STATE, ZIP __________________________________________________________________
NAME OF AUTHORIZED REPRESENTATIVE _________________________________________
SIGNATURE OF AUTHORIZED REPRESENTATIVE ____________________________________
DATE OF EXECUTION _____________________________________________________________
