Courier RFP 2006
The State of Oregon
Acting by and Through the
State Board of Higher Education on Behalf of the
UNIVERSITY OF OREGON ("Institution" or "University")
REQUEST FOR PROPOSAL ("RFP")
RFP # Courier2006 V.2
Library Courier Service
Proposals Due Not Later Than: Friday, April 15, 2005, 3:00 p.m. p.d.t.
at Issuing Office.
Postmarks will not be considered.
Issuing Office: John F. Helmer
Orbis Cascade Alliance
1501 Kincaid (Physical)
1299 University of Oregon (Mailing)
University of Oregon
Eugene, Oregon 97403
Please refer requests for additional information or clarification of requirements to the following:
Technical: John F. Helmer (541) 346-1835
Contractual: Eileen Koehler (541) 346-3149
The Institution will notify all recipients of the RFP of any substantive clarification provided in response to any inquiry. The Institution may extend the due date if such information significantly amends this solicitation or makes compliance with the original proposed closing date impractical.
pre-proposal question-and-answer meeting for all potential proposers will be
All proposals must be received by the Institution's Issuing Office on or before Monday, April 15, 2005, 3:00 p.m. p.d.t. Postmarks will not be considered.
Office hours for receipt of proposals are:
Monday through Friday 9:00 a.m. - 12:00 noon
1:00 p.m. - 5:00 p.m.
Issuing Office mailing and delivery address:
John F. Helmer
Orbis Cascade Alliance
1501 Kincaid (Physical)
1299 University of Oregon (Mailing)
University of Oregon
Eugene, Oregon 97403
Content of Proposal
A. Proposal Procedures.
1. Proposals shall be prepared by typewriter, word processor, or legibly handwritten/printed in ink, and shall be signed by an authorized representative of the proposer. Alterations or erasures shall be initialed in ink by the person signing the Proposal Statement. No oral, telegraphic or telephone proposals will be accepted. Facsimile or Electronic Data Interchange (EDI) proposals will not be accepted.
2. Proposers shall submit three (3) sealed copies of their proposal, following the Institution's outline, and this Request for Proposal, with the Proposal Statement completed and signed.
3. All envelopes in which the RFP/Proposal Statement and your proposal are submitted MUST be clearly marked PROPOSAL, noting the RFP number, and date and time of closing.
4. Proposals shall include the business name, address and telephone number of the organization, and a cover letter summarizing the proposal.
5. Proposals shall set forth the qualifications of the organization to perform the contract. This should include a description of the organization's experience with projects of this type, as well as resources at its disposal to execute the project. Institution reserves the right to request that prior to awarding this contract the successful proposer supply a certified copy of its financial statement for review.
6. Proposals shall include examples of similar projects undertaken and shall include a sample of any forms used along with any other standard logs, labels, reports, containers, etc.
7. Proposals shall include a list of clients for whom similar projects have been completed by the organization. These clients may be contacted by the Institution for an evaluation of the organization's performance.
8. Proposals shall include three (3) current business references.
9. Proposers are strongly encouraged to organize response for Section II A 4, 5, 6, 7, 8 , Section II B 1, 2, 3, and Section IV B Scope of Services by identifying these sections in the proposal and responding to each item accordingly. This will help facilitate evaluation of the proposal in the proper order and with ease.
10. Unless proposers are specifically authorized by the RFP to take exceptions or to leave terms open to negotiation, proposals shall be a complete offer and fully responsive to the RFP, and must include all information required herein to be evaluated and considered for award. Failure to do so may be deemed sufficient cause for rejection of the proposal.
11. Unless expressly authorized in this RFP, proposers shall not make their proposals contingent upon the Institution's acceptance of specifications or contract terms that conflict with or are in addition to those set forth in the RFP.
12. Although the general criteria to be used for final evaluation has been provided, it is not intended to limit imagination or creativeness in preparing a proposal that will accomplish the same goals and expectations.
13. Questions from and answers to any one proposer, not addressed in the pre-proposal meeting, if one is held, will be forwarded to all recipients of the RFP (as soon as resolved and before the submission deadline if feasible), if such questions will clarify any part of this RFP.
14. Proposers may submit more than one proposal. All proposals must comply with the requirements of the RFP, except that additional proposals may incorporate, by reference, repetitive information, which is provided in the complete proposal. Proposals are firm, binding and irrevocable offers for a period of 60 days following proposal opening.
15. Proposals may be withdrawn at any time prior to the scheduled closing date for the receipt of proposals. This can be accomplished by written notification on company letterhead signed by an authorized representative or in person upon presentation of appropriate identification. Envelopes must be clearly marked PROPOSAL WITHDRAWAL, the RFP number, and proposal closing time and date.
16. Modifications to a previously submitted proposal, which are made prior to the closing date and time for proposal acceptance, will be considered by the Institution, if received prior to that scheduled closing date and time. Envelopes must be clearly marked as to MODIFICATION, the RFP number, and the proposal closing time and date. Oral or telephone modifications or corrections will not be recognized or considered. Electronic Data Interchange (EDI) or Facsimile modifications will be accepted only if such acceptance is specifically set forth in this RFP.
17. Requests for change or protests of solicitation specifications or contract provisions must be received by the Institution, in writing, no later than ten (10) business days prior to the proposal closing date. No requests for change or protests of solicitation specifications or contract provisions shall be considered after the deadline stated above.
Such request for change or protests shall include the reasons for the request for change or protest, and proposed changes to specifications or provisions. Envelopes containing requests for change or protest must be marked SOLICITATION SPECIFICATION REQUEST FOR CHANGE or CONTRACT PROVISION PROTEST, and must identify the RFP number and proposal closing time and date. The Institution reserves the right to amend the RFP, extend the proposal acceptance closing date, or deny the request or protest.
18. If the Institution deems it necessary to amend the RFP, an Addendum will be prepared and issued to all proposers. Proposers shall be required to sign and attach a copy of the Addendum to their proposal. If the proposer has already submitted a proposal, the proposer shall follow the instructions set forth in Section II, A. 15. above.
19. The Institution reserves the right to inquire in writing, and meet with individuals or representatives of proposing firms, for the purpose of clarification of points made in their proposal.
20. The Institution reserves the right, at its option, to reject any or all proposals. Notification of proposal rejection will be made in writing, sent by certified mail.
21. The Institution is not responsible for any costs of any proposers incurred while submitting proposals, and all proposers who respond to solicitations do so solely at their own expense.
22. Proposers agree that the Institution shall have the right to review and require modification of any terms or definitions used in the final contract. Failure to agree upon acceptable contract definitions or terms may result in cancellation of the proposal award.
23. This RFP and one copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be retained by the Issuing Office for the required Institutional retention period, and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered a "trade secret" under ORS 192.501(2), the proposer must mark each sheet of such information with the following legend:
"This data constitutes a trade secret under ORS 192.501(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192."
Failure to mark a specific page with the legend set forth in this paragraph shall conclusively establish that the information on that page does not constitute a trade secret as defined in O.R.S. 192.501(2).
The Oregon Public Records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.
The above restriction may not include cost or price information, which must be open to public inspection. Proposals in which the entire document is marked or otherwise identified in its entirety as confidential or a “trade secret” will be rejected. The proposer will be requested to mark only specific pages or text and return the proposal prior to closing.
24. The Institution plans to award this project to the firm or individual, which best meets the selection criteria as detailed in Section III. Notification of Institution's decision will be mailed no later than April 29, 2005.
B. Working Relationship.
1. Each Proposer shall designate a Project Manager to be responsible for coordination with Institution's representative, John F. Helmer.
2. Each Proposer shall submit names, titles, and qualifications of individuals who will be assigned to this project. This should include their areas of expertise, and their experience with projects of similar scope and nature and also include projected changes in staff during the contract period.
3. Each Proposer shall submit a detailed description of procedures and other aspects of the working relationship expected between proposer's Project Manager and Institution's representative, John F. Helmer, as well as any other information thought necessary for the fulfillment of the contract.
A. Proposals will be evaluated by a committee consisting of representatives of the requesting University department and, when applicable, other users.
B. Proposals will be evaluated for completeness and compliance with the requirements of this RFP.
C. Those proposals which are incomplete, which do not meet all requirements of the RFP, or otherwise deemed by Institution to be "non-responsive" will be rejected.
D. Proposals considered complete or "responsive" will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, proposers may be asked to provide written clarification.
E. At the option of the Institution, the proposer may be required to demonstrate the proposed product or service.
F. The Institutional committee will evaluate each proposal received; rating each based on the selection criteria as follows:
1. Qualifications & proven ability as demonstrated in Section II A 4-8 10 points
2. Proposal demonstrates fulfillment of mandatory criteria in Section IV B 50 points
3. Proposal demonstrates fulfillment of desired criteria in Section IV B 10 points
4. Price 30 points
TOTAL 100 points
G. Award Notice.
Upon approval of the Institutional evaluation committee's recommendation, a contract will be drawn which will include by reference applicable portions of this RFP, applicable portions of the proposer's proposal, and any additional contractual language as may be required by Institution or by law. Prior to contract award, the apparent successful proposer will be notified in writing of its apparent winning proposal. All other proposers will be notified in writing that the apparent winning proposal has been selected.
H. Award Protest.
Unsuccessful proposers may protest the selection or award. The protest must be in writing, and must be received in the Issuing Office, within seven (7) business days of written notification date of the pending award to another proposer. Protest rights are described in OAR 571-040.
The protest must state with clarity the issue protested, and the rationale and basis for such protest. The envelope containing the protest MUST be marked PROTEST, and MUST identify the RFP number and the closing time and date for acceptance of proposals. The protest will be reviewed by the Director of Business Affairs or designee, and a Final Agency Order will be issued.
Information Regarding Proposal
A. General Information:
1. Purpose: The University of Oregon, as Fiscal Agent for Orbis Cascade Alliance, is issuing this Request for Proposal (RFP) on behalf of the Orbis Cascade Alliance consortium and a larger group of libraries to secure a contract with a vendor to supply courier service to exchange library materials between Dropsites. A “Dropsite” is defined as the location the Program Administrator (John F. Helmer) designates for service. The Orbis Cascade Alliance consortium is a membership organization of 31 private and public academic libraries in Oregon and Washington, including the University of Oregon. Orbis Cascade Alliance will facilitate and administer a contract for the entire group.
a. The intent of this RFP is to obtain the services of a qualified and highly experienced courier service to ship library materials from one Dropsite to another using a single shipping system with a set list of libraries, for regular, daily service. The service will provide pick up and delivery at a fixed set of Dropsites, at least once daily, five days a week (Monday through Friday). Service will occur within a fixed one-hour window within an 8:00 am - 5:00 pm-business day. The system uses a simple method of packaging and labeling, without requiring individual original packaging and labeling for each library item.
While the original contract will be for daily service to a set list of locations, it is contemplated that in the future the level of service may be changed to add additional dropsites (which may be scheduled for daily or less frequent service), and to subtract dropsites. Should such change occur, the parties will negotiate an increase or decrease in cost/service level at that time in accordance with the provisions of Section IV.B.6 below.
b. The initial term of the contract shall commence no sooner than July 1, 2005 and end June 30, 2006. Service start date will be confirmed in writing. Upon mutual agreement of the Parties, the contract may be extended for four (4) additional one-year extension terms. Each extension term shall commence on the day following expiration of the immediately preceding term. Contractor shall give notice in writing not less than 180 days prior to the expiration of the then-current term if it desires to extend for the following year. If such notice is given, and accepted in writing by the Institution, all terms and conditions of this contract shall apply during the extension term, except as to price as provided for in Section IV.B.6.a below.
3. Background, General Information.
a. Scope of Current Service. Sixty-two (62) Dropsites are currently served by a single contract negotiated and administered by Orbis Cascade Alliance, using the service of a single vendor. The courier delivers materials to Dropsites in Oregon, Washington and Idaho, as listed in Attachment A (contains three pages).
b. Volume. The volume of materials sent per Dropsite varies, generally consistent with library schedules: Fall, Winter, and Spring are heavier than Summer; holiday periods and school breaks are relatively light. The group shipped approximately 274,000 packages in FY 04 with a typical weight of 1-10 pounds per package.
c. Packaging. Materials are currently packaged in a variety of ways; many items are enclosed in reusable courier bags with clear windows for pre-printed labels (see Attachment B). Others are sent in plain or padded envelopes or cardboard boxes.
d. Labels. Packages are shipped with a standard label showing Dropsite destination. The label includes a space for Dropsite use (see Attachment C).
e. Materials shipped. Almost all items shipped are library materials such as books, magazines, photocopies, video and audiotapes, microfilm, educational kits, etc.
B. Scope of Services Required:
The following services are to be provided by the Contractor and, unless otherwise noted, are Mandatory:
1. Materials shipping and delivery.
a. Contractor shall ensure the delivery of all materials shipped in accordance with the terms of the contract.
b. Contractor shall ensure the return of any undeliverable items to the sender, at no additional cost.
c. Contractor shall be responsible for parcels, including the library materials and containers (such as reusable shipping bags) while such materials are in the possession of Contractor or Contractor’s courier.
d. Materials shall be delivered to a designated location inside each Dropsite.
e. Transit Equipment. Contractor shall provide all equipment necessary to move materials to and from vehicles and in transit, such as hand trucks or transit cartons.
f. Packaging. Contractor shall accommodate the use of reusable courier bags and accept padded envelopes and boxes.
g. Labeling. Contractor shall accommodate the use of standard labels (see Attachment C) indicating originating and destination library, of size(s) and format(s) approved by Program Administrator.
i. Desired: web-based, automated label-making system so Dropsite can prepare labels to/from each Dropsite.
a. Contractor shall ensure pick up and delivery at each Dropsite at least once each business day (Monday – Friday). Permitted exceptions to daily pick up and delivery schedule are road closures and severe inclement weather, as evidenced by school or other public building closures. Such service shall be within a fixed 1-hour period between 8:00 a.m. and 5:00 p.m. each business day.
i. Desired: Notify affected Dropsite of expected delayed or missed service due to emergency or exceptions noted above.
b. Contractor shall work with Program Administrator to set the service schedule for Dropsites. Program Administrator may require Contractor to contact Dropsites to discuss location or schedule details. Service schedules may be changed occasionally with no less than one-week (7 days) prior written notice. Such proposed changes shall be discussed with the Program Administrator and agreed to prior to implementation. Written notice may be delivered via email to the email account(s) designated by the Program Administrator (preferred) or USPS to the Program Administrator’s mailing address.
c. Contractor shall supply Program Administrator with delivery schedules, and updates as necessary, for all Dropsites.
3. Transit time. Transit will not take longer than four (4) working days.
a. Desired: Contractor will ensure that shipments between Dropsites are delivered:
· 80% or more will arrive within two (2) working days,
· 15% may arrive within three (3) working days,
· 5% may arrive within four (4) working days (to account for the occasional sorting error, regional weather problem, etc; not as the regular time for certain routes).
a. Contractor shall communicate directly with the designated Dropsite contact person to resolve routine service problems. Program Administrator may, from time to time, communicate with Contractor regarding service problems.
b. Contractor shall communicate with Program Administrator regarding the program, including service issues and potential changes in service.
c. Contractor will provide a toll-free phone number and email address for Dropsite and Program Administrator to report problems or inquire about packages, invoices, or other service issues.
d. Contractor will notify Program Administrator in writing via email, to the email account(s) designated by the Program Administrator, of proposed organizational changes, major route re-structuring, etc. no less than two weeks (14 days) prior to anticipated implementation.
e. Contractor will contact Program Administrator in a “pro-active” manner about system service problems to include how and when they are being resolved.
f. Contractor will supply a map and list of routes and hubs, providing updates as changes are made.
g. Contractor must guarantee uninterrupted service.
h. Desired: Contractor will maintain a website for reporting problems.
i. Desired: Contractor will supply quarterly service reports (problems and solutions; statistics, or narrative describing types and locations or areas of service problems).
j. Desired: Contractor will conduct transit time surveys on a semi-annual basis.
a. Contractor will serve current Dropsites (see Attachment A, three pages).
b. Program Administrator has the ability to discontinue service to a Dropsite with fourteen (14) days notice to vendor.
c. Program Administrator has the option to add new Dropsites in Oregon and Washington.
d. Contractor will meet with each Dropsite prior to the start of service for that Dropsite (a “dry run” to get acquainted, become familiar with access to site and building, etc.).
e. Desired: Program Administrator has the option to add the following new Dropsites in Idaho: University Place in Idaho Falls, Idaho State University in Pocatello, College of Southern Idaho in Twin Falls, Boise State University in Boise, Caldwell Public Library in Caldwell, Meadows Valley District Library in New Meadows. Program Administrator may also add other Dropsites in Idaho.
a. Price shall remain firm for the first twelve (12) months of the contract. For contract extension terms, price changes are limited to once per year, and restricted to a rate increase no higher than the Producer Price Index for the most current 12-month period ending on March 31 for which final PPI data is available. The Producer Price Index to be used is provided by the U.S. Department of Labor, Bureau of Labor Statistics. The designation for the correct Series, Industry and Product are as follows – Series ID is “PCU4921104921101,” Industry is “Couriers,” Product is “Hub and spoke, intercity courier services.” Any price increase must be agreed to prior to a contract extension.
b. Fixed price. Price shall be fixed annually for each Dropsite. Please provide your price quote on a per site, monthly format. Implications: during the contract period, fuel surcharges are not allowed; price cannot be changed according to volume or other factors.
c. Desired: If possible, proposer should provide pricing in the alternative manner of a per site, per day cost. Pricing in this fashion is in addition to the format set forth in IV.B.6.b above.
d. Changes to Dropsites serviced during a given contract term. Should service to any Dropsite(s) be terminated by the Program Administrator, then the amount owed to the Contractor will be reduced by a prorated amount reflecting the charges for the remainder of the then-current contract term attributable to the terminated Dropsites. Contractor’s invoice shall reflect the reduction in charges attributable to terminated Dropsites. Should a Dropsite be added by the Program Administrator, then the Contract will be amended to show the agreed-upon charges for the added Dropsite for the remainder of the then-current contract term.
e. Pro-rate, service start. Price charged for a Dropsite will be prorated based on their service start date.
f. Contractor shall make all available price decreases, cost reduction incentives, or other discounts available to Institution. If Contractor enters into other contracts for like services on more favorable terms, Contractor shall make said terms available to Institution.
a. Claims. Dropsite will submit claims for lost or damaged materials directly to the Contractor. Within forty-five (45) days of receipt of the claim, Contractor shall reimburse the Dropsite.
i. Desired: Contractor will also make a web-based claim form option available to Dropsites and Program Administrator.
b. Unsatisfactory service. Institution shall be compensated by a pro-rated reduction applied to the current or next invoice amount in the contract period for unsatisfactory service. “Unsatisfactory Service” includes (but is not limited to):
· Contractor’s failure to meet the agreed upon schedule (delivery window) for any one Dropsite for five (5) or more days during any 30-day period,
· failure to pick up or deliver materials to any one Dropsite three (3) or more times in a 30-day period, or
· transit times in excess of four (4) days three (3) or more times in a 30-day period.
8. Contract administration and Billing.
a. Contractor will supply reports of activities, invoices, and claims for lost or damaged materials to Program Administrator, on request, at no additional charge.
b. Contractor will hold an annual meeting with the Program Administrator.
c. Payment to Contractor will be made monthly after service is rendered (see Section IV C 4 for details).
d. Desired: Contractor shall submit an invoice to Program Administrator at the end of each month for services performed during the month.
C. Institutional responsibilities and prerogatives:
1. Program Administrator will supply Contractor with vicinity map, parking instructions, etc. upon request.
2. Program Administrator will notify Contractor within 14 days’ written notice if a Dropsite is to be removed; such written notice may be given via email or USPS.
3. Program Administrator may notify the Contractor to add a Dropsite, depending on acceptance of price for additions as set forth in the Contract.
4. Upon receipt of invoice, Program Administrator will make payment to Contractor in accordance with Institution’s regular payment procedures. Payment will be made within 30 days of the end of the invoice service month provided an accurate invoice has been received. No prepayments shall be made.
1. The contract, including extensions, may be terminated by the Institution in its sole discretion, upon 30 days written notice.
2. After the initial twelve-month term of this contract, Contractor may terminate this contract, with the mutual consent of Institution. Contractor shall provide at least ninety (90) days’ notice to Institution of its desire to terminate under this clause.
Standard Contractual Requirements
The "Standard Contractual Requirements - Solicitation Attachment" is attached hereto, and by this reference made a part hereof. In addition to the above, the contract award will be contingent upon compliance with, and the Contractor and Institution agree to, the terms set forth therein.
For the purpose of this contract, Contractor shall include any courier or other services subcontracted by Contractor; however, this contract is between the Institution and the Contractor, and all responsibility for compliance with the terms of this contract and liability associated with this contract reside with the Contractor. The Contractor shall be considered the sole point of contact with regard to contractual stipulations, to include payment of any and all charges resulting from the purchase of subcontractor(s) services or goods necessary for fulfillment of this contract, and the Contractor shall be responsible for meeting all requirements of the Contract.
I have read all of the terms and conditions of this Request for Proposal, and I understand that if awarded the contract, I shall be bound by its terms and conditions, and by my response, which is incorporated herein or attached hereto, and by this reference made a part hereof. I certify that I have not and will not discriminate against minority, women, or emerging small business enterprises in obtaining any required subcontracts.
Certificate of Compliance with Tax Laws
I, the undersigned, being first duly sworn,
Check one box: __ hereby certify under penalty of perjury that I am not in violation of any Oregon tax laws.
__ hereby certify under penalty of perjury that I am authorized to act on behalf of Contractor
and to the best of my knowledge, Contractor is not in violation of any Oregon tax laws.
Business Designation (check one):
___ Corporation ___ Partnership ___ Sole Proprietorship
___ Governmental/Non-Profit ___ Limited Liability Company
Social Security No. or Tax Identification No. _____________________
(Above information must be provided prior to contract approval. If awarded the contract, this information will be reported to the Internal Revenue Service under the name and taxpayer I.D. number submitted. Information not matching IRS records could subject Contractor to 31 percent backup withholding.)
The individual signing this Proposal Statement warrants they have authority to bind the Proposer by their signature.
Signature: ____________________________ Dated: ____________________
Name: _________________________________ Title: ____________________
City/State/Zip: ________________________ Phone: ( )_____________