REQUEST FOR PROPOSAL

Transcription

1 Procurement and Travel Services Young Building, Suite West O Street Russellville, AR REQUEST FOR PROPOSAL Branding Services RFP Request for Qualifications must be received by 4:00 p.m., April 3, 2018 Issuing Officer: Jessica Holloway, APO Director of Procurement & Travel Services jholloway@atu.edu Page 1 of 11

2 Project Scope: Arkansas Tech University is seeking proposals from qualified firms to provide branding research, strategy, and design services. Arkansas Tech University has identified university image as a focus in its strategic plan. In order to address this priority, Arkansas Tech looks to engage in consulting services to assist in refining the university narrative. The capabilities and attributes being sought include: Brand research research existing perceptions and brand awareness of the university among key constituencies Brand strategy, platform and positioning analyze market research to develop a brand strategy, platform and positioning points that speak to the unique story of Arkansas Tech Brand messaging develop core university messaging that speaks to the brand strategy and positioning Brand identity Review academic and athletic logos and tighten or revise university visual identity in order to be consistent with university brand Background: Arkansas Tech is a state-supported, SREB four-year level III, liberal arts institution; the thirdlargest in the state with an enrollment close to 12,000 students. The Russellville campus, located in the scenic Arkansas River Valley between the Ozark and Ouachita Mountains, is just one hour from the capital city of Little Rock. Offering over 100 undergraduate and more than 25 graduate degree programs across seven academic colleges and two campuses, Arkansas Tech strives to provide a solid educational foundation for life-long learning to a diverse community. Arkansas Tech University-Ozark Campus is the regional provider for technical and career education, offering more than 25 programs with a variety of industry-specific options, as well as certificates of proficiency, technical certificates, associate degrees and general education coursework. Arkansas Tech University is dedicated to student success, access, and excellence as a responsive campus community providing opportunities for progressive intellectual development and civic engagement. Embracing and expanding upon its technological traditions, Tech inspires and empowers members of the community to achieve their goals while striving for the betterment of Arkansas, the nation, and the world. Scope of Services to Be Provided: Phase I Research Quantitative research exploring awareness of Arkansas Tech and its programs among key constituents. Qualitative research to determine perceptions regarding Arkansas Tech and its programs and offerings among target audiences locally, regionally and nationally. This should include on-site visits with students, faculty, staff and alumni of both the Russellville and Ozark Campus. Page 2 of 11

3 Study and review of existing university branding research in order to better understand the institution. Phase II Brand Strategy, Platform and Positioning Develop a brand platform for Arkansas Tech that includes positioning, personality, promise, differentiation, and value proposition that is unique to Arkansas Tech. Develop a comprehensive brand strategy for a multifaceted brand that addresses relationships between brands, naming conventions, and service/program entities at the university. Phase III Brand Development, Messaging and Identity Develop language, tone and style for the Arkansas Tech brand. Develop core messaging and boilerplate statements regarding key brand components that can be shared among university constituents when telling the Arkansas Tech story. Review and make recommendations regarding the university visual identity to include both academic and athletic marks. As needed tighten or revise university marks to be consistent with university branding. Proposal and Selection Criteria: All proposals should provide the following information. Evaluation of proposals will be scored according to the point references provided. 1. General Company Overview (20 points) Provide a brief background on your company including your vision and values as a firm. Introduce your project team and provide a brief biography of each member including the specific experience that individual would bring to this project. 2. Capabilities and Qualifications (40 points) Include a statement of what can be expected during the on-boarding process of a new client. Describe in detail your approach and process for brand development from on-boarding through presentation of deliverables. Provide examples where your firm provided similar services on a project with like scope and size. Submit a detailed timeline of this project including critical milestones with a start date of July 1, Other Items (15 points) Provide three references that have used your agency for a similar project. The project should be similar in size and scope. Include a contact name, address, phone number and . List all services provided in-house and services provided by any outside consultants. If any services are to be provided by outside consultants, please provide a brief description of the firm, its role, and capabilities. 4. Cost (25 points) Provide an estimated fee proposal which outlines costs associated with each phase of the branding study process. IN A SEPARATE SEALED ENVELOPE, provide a list of charges and/or hourly rates. What services may the University expect at no charge? Page 3 of 11

4 Other relevant information: Information about the university is available at: o o o o Arkansas Tech University is located in Russellville Arkansas, which is grouped into the 56 th market in terms of media market size across the United States. Arkansas Tech will share with the selected successful vendor its marketing and research survey results. Arkansas Tech University will retain ownership rights of all materials developed during the relationship. Arkansas Tech University expects that personnel assigned to its account management team will serve diligently throughout the term of the contract. Any changes to the account team must be discussed, and any proposed replacements must be approved in writing by the university. Any marketing research will become the property of Arkansas Tech University and may not be shared without prior written consent of the university. If requested, firm must be willing to make an oral presentation to the University s evaluation committee. # Criteria Weighting Pts. 1 General Company Overview 20 2 General Capabilities & Qualifications 40 3 Other Items - references 15 4 Cost Term of Contract: The university anticipates the work will take place in multiple phases. The term of any contract resulting from this RFP ( Term ) will be for a period of one (1) year. The University reserves the option to renew the contract on a yearly basis, each renewal a Term, not to exceed an aggregate total of six (6) renewals or seven (7) years if mutually agreed upon in writing by the Contractor and the University. The University may terminate the Agreement without cause, at any time during the Term (including any renewal periods); by giving the other party sixty (60) days advance written notice of termination. Additionally, in the event of non-appropriation of funds necessary to fulfill the terms and conditions of the Agreement during any biennium period of the Term (including any renewal periods), the parties agree that the Agreement shall automatically terminate without notice. Arkansas Tech University seeks to enter into a contract with a consulting firm to provide the services described with an anticipated beginning date of July 1, The University reserves the right to reject any or all proposals, or any portion thereof, and re-advertise if deemed necessary. Awards will be made to the proposer whose proposal conforms to the RFP and, in the sole judgement of the University, will be the most advantageous to the University. Page 4 of 11

5 Cancellation: The University reserves the right to cancel any resulting contract, in part or in whole, without penalty upon thirty (30) days written notice to the Contractor. Any cancellation shall not relieve the Contractor of the obligation to perform on all outstanding accounts placed prior to the effective date of cancellation. Clarification of Bid Solicitation: Any questions requesting clarification of information contained in this Bid Solicitation must be submitted in writing via by 4:00 p.m., CST on or before March 16, 2018 to the issuing officer as shown on page one (1) of this Bid Solicitation. Answers shall be released in an addendum and posted to the Procurement Website by March 23, 2018, 5:00 p.m. CST. Submittal Instruction: Responses to this Request for Qualifications must be received by 4:00 p.m., April 3, 2018 to be considered. Send one (1) original hard copy, one (1) electronic copy and one (1) redacted electronic copy of the response on a flash drive. Pricing may be included on the same flash drive as long as it is in a separate folder. Submittals are to be delivered to: Procurement Office Young Building, Suite West O Street Russellville, AR Attn: Jessica Holloway, APO, Director RFP Late responses, responses en route, or those left at locations other than the Procurement Office will NOT be considered. Questions regarding this request for qualifications can be directed Jessica Holloway, Director of Procurement, Tel. (479) , jholloway@atu.edu. ALL Respondents will be required to complete the following forms: Contract and Grant Disclosure and Certification Form EEO Policy Letter Illegal Immigrant Certification Form Restriction of Boycott of Israel Certification Forms are available on our web site. Failure to provide the completed forms may result in rejection of response. MINORITY BUSINESS POLICY: It is the policy of the State of Arkansas and this university that Minority Business Enterprises shall have the maximum opportunity to participate in the State Procurement process. Therefore, the University encourages all minority businesses to compete for, win, and receive contracts for goods, services, and construction. Also, the State encourages all companies to subcontract portions of any state contract to Minority Business Enterprises. If contractors are unable to include minority owned businesses as subcontractors, they may explain the circumstances preventing minority exclusion. Page 5 of 11

6 Funding Out Clause: Following is the Arkansas Office of State Procurement s policy for multiple year contracts: In the event that the anticipated term of this contract extends beyond the current biennial period, the contract will be terminable on the part of the University without cause at the end of the current biennial period. However, the University may agree to continue the contract, but in no case will any renewal, automatic or otherwise, cause the contract to continue beyond a biennial period for which the contract is renewed. Any services or products on contract accepted by the University must be paid but does not obligate the University to continue the contract beyond the end of a biennial period. CONTRACT GOVERNANCE AND INDEMNIFICATION. The contract will incorporate the contents of the RFP as well as any negotiated terms and conditions. Vendors should note the following regarding the State s contracting authority and amend their documents accordingly. Failure to conform to these standards will result in rejection of the proposal. This contract shall be governed by and constructed in accordance with the laws of the state of Arkansas. Arkansas Tech University is an agency of the state of Arkansas and the state and its agencies are protected from suit by sovereign immunity. Nothing in this contract is intended to nor shall it waive this sovereign immunity. Any provision of this contract in conflict with the laws of the state of Arkansas is null and void. The Vendor shall indemnify and hold harmless the University, its officers, and its employees from all claims, suits, actions, damages, and costs of every nature and description arising out of or resulting from the contract or the provision of services thereunder. The University will cooperate with the Vendor in the defense of any action or claim brought against the Vendor seeking damages or relief for any loss, expense, damage, liability, claim, or demand either at law or in equity for actual or alleged injuries to persons or property arising from any negligent act or omission by the University or its employees or agents in performance of this contract. The University also will cooperate in good faith with the Vendor should the Vendor present any claims of the aforementioned nature against the University to the Arkansas State Claims Commission and will make reasonable effort to expedite any hearing or other action before the Commission. However, the University reserves the right to assert in good faith any and all claims and defenses available to it in any such proceedings before the Commission or other appropriate forum. Additionally: A. The State of Arkansas may not contract with another party to: 1. Indemnify and defend that party for any liability and damages. However, the University may agree to hold other party harmless from any loss or claim resulting directly from and attributable to the University s use or possession of equipment or software and reimburse the party for the loss caused solely by the University s use or possession. 2. Upon default, to pay all sums to become due under the contract. 3. Pay damages, legal expenses or other costs and expenses of any party. B. A party wishing to contract with Arkansas Tech University must: Page 6 of 11

7 1. Remove any language from its contract that grants remedies other than: The right to possession. The right to accrued payment. 2. Include in its contract language specifying that the laws of the State of Arkansas govern the contract. 3. Acknowledge in writing that contracts with the University become effective when awarded. Procurement Services Terms & Conditions may be found at: Company Name: Contact Person: Mailing Address: City, State & Zip: (Name & Title) Telephone No: Fax No: Address: Names and Titles of Agency s Principals: NAME TITLE Name and title of person who would be our primary account representative: Name: Title: List other employees who would work on our account and the skills/expertise they would bring: NAME & TITLE SKILLS & EXPERTISE Page 7 of 11

8 Attachment A Additionally, any resultant contract/agreement will include the following: 1. Nothing in this Agreement shall be deemed to waive the sovereign immunity of the State of Arkansas, Arkansas Tech University, the Arkansas Tech University Board of Trustees, or Arkansas Tech University administrators, officers, faculty, staff, employees or agents. 2. This Agreement shall be governed by the laws of the State of Arkansas. The exclusive jurisdiction for any dispute by Company regarding this agreement shall, pursuant to A.C.A , shall be the Arkansas State Claims Commission. 3. Company agrees that it is solely responsible for complying with all laws as well as obtaining all required permission, licenses, or other authority for all items, services, goods, products, or activities that it performs or provides. Further, Company states that it is in compliance with all applicable laws and further, that it has or will obtain all required and necessary rights, licenses, titles, and permits necessary for all items, services, goods, products, or activities to be performed or provided. Company further agrees to fully indemnify and hold harmless Arkansas Tech University from any and all copyright, copyright infringement, license, royalties, title or other claims that arise or are made as a result of Company s service, goods, product, or activity on the campus of, or provided to, Arkansas Tech University. 4. Company agrees that it will be solely responsible for any harm, damage or injury that it, its product, its equipment, its goods, its service, or its employees, agents or guests cause or permit to occur to any person or their real or personal property as the result of Company s actions or failure to act. Company further agrees to fully indemnify and hold harmless Arkansas Tech University from any and all losses, damages, or expenses, including reasonable attorney s fees, arising out of or resulting from claims or actions for bodily injury, death, sickness, property damage, financial loss, or other injury or damage caused by Company s product, goods, service or otherwise, as well as all claims alleging any negligent act or omission of Company, its employees, subcontractors, or agents. 5. The parties shall comply with all federal, state and local laws as required in connection with the performance of their obligations under this Agreement, including but not limited to, Executive Order 11246, as amended, Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veteran s Readjustment Act of 1974, as amended. The parties hereby incorporate the requirements of 41 C.F.R (a)(7), and , if applicable. 6. Upon the signing of this Agreement by all parties, terms of the Agreement shall become available to the public, pursuant to the provisions of A.C.A Licensor shall obtain and maintain in force and effect at all times during the term of this contract, at its sole expense, a general commercial liability insurance policy which policy shall have minimum limits of one million dollars ($1,000,000.00) per occurrence and two millions dollars ($2,000,000.00) in the aggregate. 8. Company will not assign or otherwise transfer its duties under this contract to another person or entity without Arkansas Tech University s express written permission. Further, this agreement shall be binding upon the Company s successors and assigns. 9. Company agrees that it will not allow any of its employees, subcontractors or agents to engage in behavior that constitutes sexual harassment. Page 8 of 11

9 10. The parties agree and understand that approval of this Agreement or any amendments to this Agreement are subject to review and/or approval by the Arkansas General Assembly and/or any committee or sub-committee of the Arkansas General Assembly in its or their sole discretion. The parties further agree that in the event such legislative review or approval is not granted or is otherwise withheld, this Agreement shall terminate automatically with no penalty to Arkansas Tech University. 11. Any information of Arkansas Tech University or relating to Arkansas Tech University s business, including student information, which Company obtains as a result of the services contemplated by this Agreement, which information is not generally available to the public or subject to the Arkansas Freedom of Information Act, shall be considered Confidential Information. All requests for Confidential Information shall be directed to Arkansas Tech University s representative, who will determine in his/her sole discretion whether disclosure of the requested Confidential Information is necessary to enable Company to perform the service under this Agreement. Regardless of how it is obtained, Company shall not disclose to any third party or parties, or use, except expressly for the sole purpose of performing its obligations under this Agreement, any Confidential Information given to Company by Arkansas Tech University or learned or developed during the course of the services under this Agreement, except that that Company may disclose such Confidential Information in order for Company to perform its obligations under this Agreement. Company shall cause all of its representatives to comply with the provision of this paragraph and shall be responsible for any breach by such representatives. 12. When Company handles or possesses personal and confidential Arkansas Tech University student, employee, faculty, staff or other individual s data such as, but not limited to, home addresses, banking information, health information (including but not limited to medical records), social security numbers, credit card numbers, birth dates, or medical information, Company must have procedures in place to ensure that the confidential information is protected against unauthorized disclosure or theft. Company agrees to keep secure all information or data that it receives under this Agreement. Company further agrees that if it determines that the security of this information or data has been breached, it will notify Arkansas Tech University within 24 hours of when it had notice of the breach. In the event Company fails in its responsibility to keep secure all information or data that it receives under this agreement, Company agrees to be fully responsible for all damages to any person or entity that result from the breach in security. 13. Company agrees that any data provided to it by Arkansas Tech University under or pursuant to this Agreement: (a) will be used by Company only for the purpose of performing this contract; (b) will be treated as confidential information; and (c) will not be used, sold or shared with any third party inconsistent with this provision. 14. Upon termination of this Agreement Company shall, upon request, aid and assist Arkansas Tech University in the retrieval or return of any or all of the University s data or records that are in the possession of Company. 15. If any local, state or federal government or government agency changes or amends any laws, rules, or regulations affecting the rights, requirements, or relationships contemplated herein, Arkansas Tech University reserves the right to amend this Agreement in order to bring it into compliance with such changes. 16. Pursuant to A.C.A , Company certifies that it is not currently engaged in, and further, hereby agrees that for the duration of the contract, not to engage in, a boycott of Israel. Page 9 of 11

10 17. The parties agree that pursuant to A.C.A , before a contract is ratified and affirmed under subdivision (c)(1)(a) of A.C.A , it shall be presented to the Legislative Council or, if the General Assembly is in session, to the Joint Budget Committee, for review if the contact is required to be submitted for review under A.C.A Pursuant to Act 557 of 2015, and A.C.A , the service criteria for this Agreement is as follows: to provide competent services in the area of advertising as well performing all items set forth in paragraph one ( The Services ) of the Agreement. Acceptable performance of this Agreement shall be measured as follows: The Company shall perform its services consistent with the professional skill, quality, timeliness and care of other entities that perform/provide the same or similar advertising and public relations services. Neither the University s review, approval, or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Company shall be and remain liable to the University in accordance with applicable laws for all damages to the University caused by the Company s negligent performance of any of the services rendered under this Agreement. In the event that the Company shall fail to maintain or keep in force any of the terms and conditions of this Agreement, the University may notify the Company in writing of such failure and demand that the same be remedied within 10 days. Should the Company fail to remedy the same within said period, the University shall then, in its sole discretion, have the right to immediately terminated this agreement without penalty. 19. Company hereby approves all strikethroughs and deletions made by the University to the face of the Agreement, and further agrees that the terms of this Addendum supersede and are controlling over any conflicting terms set forth in the Agreement. Page 10 of 11

11 Performance Based Standards: Arkansas Code requires the use of performance based standards on any resultant contract by the university. Milestone Payment Contracts Standards Remedies Milestone deadlines are met Vendor must provide an acceptable remediation plan Work products are professional & comprehensive Payment may be withheld in part or in whole until milestones are met or acceptable work products are produced Replacement resources acceptable to Arkansas Tech University may be required Contract may be cancelled Time & Materials Contracts Standards Remedies Services are provided in a timely and Vendor must provide an acceptable professional manner remediation plan Work products are professional, comprehensive and consistent with the contracted skill level Payment may be withheld in part or in whole until acceptable work products are produced Replacement resources acceptable to Arkansas Tech University may be required Contract may be cancelled Page 11 of 11