Intelligent Locker System

20 February 2024 Intelligent Locker System Arizona State University is seeking proposals for an intelligent locker system that comprises of lockers, software, training, support, and implementation services, and other equipment/services. 20 February 2024 Open 1/12/2024 12:00 PM MST Type Request for Proposal Close 3/1/2024 12:00 PM MST Number RFP-202402 Currency US Dollar Sealed Until 3/1/2024 12:00 PM MST 20 February 2024 Contacts Brennon Carlson brcarls2@asu.edu 20 February 2024 Commodity Codes Commodity Code Description 78-02 Mail Services 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 mailto:brcarls2@asu.edu Arizona State University is seeking proposals for an intelligent locker system that comprises lockers, software, training, support, and implementation services, and other

equipment/services to replace and/or supplement ASU’s current mail/package distribution to students on its various campuses. Other Important Information: For the purposes of the RFP, the buyer is Brennon Carlson, email brennon.carlson@asu.edu Bid Open Date: 12:00 P.M., AZ Time, 1/12/2024 Deadline for Inquiries: 12:00 P.M., AZ Time, 2/09/2024 Bid Close Date: 12:00 P.M., AZ Time, 2/23/2024 The Bid Opening Information Meeting will be available via Zoom: 12:00 pm, 2/23/2024 *Meeting URL: https://asu.zoom.us/j/6750852101?omn=88299274010&from=addon *Attendance in this meeting is not mandatory. Description Required to View Event Prerequisites Required to Enter Bid 20 February 2024 1. Proposers must download the attached "Single Point of Contact" document, complete the information, and upload the completed document in this section. 2. Review the Instructions to Proposers 3. Review the Intent, Background and Term of the RFP 4. Review the Pre-Proposal Conference information 5. Review the Evaluation Criteria instructions 6. Review the Small Business & Small Disadvantaged Business Information 7. Review the Cooperative Agreements Information 8. Review Sustainability Requirements 9. Complete the attached Mandatory Certifications and upload in this section 10. Review the Proprietary/Confidential Statement instructions. 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 Buyer Attachments 1. Mail Diagrams.pdf 2. PVE and HV Sketches.pdf 3. 73014028854__38F66B08-1AFB-4228-9C12-EFDA3F6DF843.JPEG 4. 73014014353__99EEBBD1-78ED-4DD6-A2C1-A65C4339A95A.JPEG 5. 73014026185__0121C817-076C-4B85-8E75-D4BF539CE0D2.JPEG 6. 73014011763__5321FE49-0404-4A27-B34C-5DCF0584E5ED.JPEG 20 February 202420 February 202420 February 202420 February 202420 February 202420 February 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1NDI1NjEwMDVNYWlsIERpYWdyYW1zLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1NjgxODcwNTRQVkUgYW5kIEhWIFNrZXRjaGVzLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1Njk0NTY5MDA3MzAxNDAyODg1NF9fMzhGNjZCMDgtMUFGQi00MjI4LTlDMTItRUZEQTNGNkRGODQzLkpQRUc%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1Njk0NTU1ODY3MzAxNDAxNDM1M19fOTlFRUJCRDEtNzhFRC00REQ2LUEyQzEtQTY1QzQzMzlBOTVBLkpQRUc%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1Njk0NTYyMjg3MzAxNDAyNjE4NV9fMDEyMUM4MTctMDc2Qy00Qjg1LThFNzUtRDRCRjUzOUNFMEQyLkpQRUc%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMTk5NzA3LTE1Njk0NTY2NzU3MzAxNDAxMTc2M19fNTMyMUZFNDktMDQwNC00QTI3LUIzNEMtNURDRjA1ODRFNUVELkpQRUc%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1.1: Scope of Work General Instructions Instructions: 1.1.1 The Specification/Scope of Work groups of questions stipulate requirements for the products and services required under this RFP. Proposers should select "Yes" or "No" to indicate their ability to comply with the requirements. If the answer is "No", the Proposer will be prompted to clarify why the organization cannot meet the requirement and/or propose a variation to the requirement to the extent it accomplishes the objective of the requirement. Group 1.2: Equipment/Hardware Requirements Instructions: 1.2.1 Proposer must be capable of providing locker banks that are controlled through a kiosk or other functionality with the intent of enabling self-access. 1.2.2 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.3 Proposer’s locker equipment shall be of metal construction (or similar quality material) with interior anti-theft hinges. 1.2.4 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.5 Locker doors must open 180 degrees. 1.2.6 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.7 Lockers must be be numbered on the exterior 1.2.8 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.9 Proposer’s equipment must include a wall-mounted or freestanding touch screen for student use with the provision of a unique identifier (bar code or other mechanism for gaining access to the lockers) 1.2.10 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.11 Proposer must be able to provide security cameras for all locations with 24/7 monitoring 1.2.12 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.13 Lockers must meet ADA requirements (height, audio, visual) 1.2.14 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.15 Students must be able to access their mail/packages 24/7 without staff assistance 1.2.16 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.17 Proposer’s equipment solution must provide for a mobile touchscreen to be utilized by ASU’s Material Handlers for loading lockers 1.2.18 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.19 Lockers must have front loading capabilities without student interruption 1.2.20 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.21 Proposer must be able to provide ASU the opportunity to have lockers wrapped with ASU logos or other branded material. 1.2.22 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.2.23 Any equipment proposed to be located outdoors must be capable of withstanding the high temperatures and harsh environment of Arizona. 1.2.24 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. Group 1.3: System/Software Requirements Instructions: 1.3.1 Proposer’s software must be capable of integrating with ASU’s third party student residential platform, StarRez. 20 February 202420 February 202420 February 202420 February 202420 February 2024 1.3.2 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.3 Proposer’s software must be capable of integrating with ASU’s third party package tracking and facilities management software, SC Logic. 1.3.4 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.5 System must ensure that the parcel delivery process is completely secure and traceable with full audit trail accountability. 1.3.6 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.7 Proposer’s system must provide for a time stamp for tracking when a package is loadedand picked up. 1.3.8 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.9 Proposer’s system must allow ASU personnel to set time limits on locker utilization (i.e. track how long a package is in a locker with the intent of replacing with other packages should a resident fail to pick up the package within the specified timeframe). 1.3.10 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.11 Proposer’s system must provide real time locker utilization and availability tracking/reporting. 1.3.12 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.13 Proposer’s system must be capable of pushing notifications to students when a package is loaded into a locker. 1.3.14 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.15 Proper’s system shall allow ASU’s Materials Handling staff to choose the appropriate sized locker when loading packages. 1.3.16 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.17 Proposer’s system shall allow reassignment to different sized lockers if the package does not fit within the proposed locker location. 1.3.18 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.19 Proposer’s system must be capable of enabling a student to access the locker via a pin, barcode scan, student ID, or other means. For the sake of transparency, ASU is transitioning to a mobile student ID (student identification accessed through mobile phone). 1.3.20 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.3.21 Proposer’s system shall allow for students to delegate an approved proxy for pickup. 1.3.22 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. Group 1.4: Implementation Requirements Instructions: 1.4.1 Proposer must be capable of providing a project management team responsible for the implementation and coordination of project related activities. 1.4.2 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.4.3 Proposer will assign a project manager to serve as the single point of contact for the implementation effort. 1.4.4 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.4.5 Proposer must be flexible in the implementation timing of the program as it will be highly contingent upon available resources. It is anticipated that the implementation may occur in the Summer of 2024 or 2025, or could include a phased approach across both periods. 1.4.6 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.4.7 Proposer must provide in person training to ASU personnel. 20 February 202420 February 202420 February 202420 February 202420 February 2024 1.4.8 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.4.9 Training materials and reference guides must be provided to ASU personnel. 1.4.10 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.4.11 ASU is the authority having jurisdiction for all new construction and renovation required by law to be submitted for a building permit and is subject to ASU’s code review and inspection requirements (https://cfo.asu.edu/bldg-permit-requirements) and all applicable laws, ordinances and regulations. Upon plan review approval, ASU shall issue the necessary permits and conduct inspections in accordance with the approved plans. 1.4.12 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. Group 1.5: Support Requirements Instructions: 1.5.1 Proposer must be capable of providing technical support via phone, email, chat, or other electronic means from 8:00 a.m. to 5:00 p.m. Arizona Time, with 24/7 availability of support preferred. 1.5.2 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.5.3 Equipment must have a backup power supply. 1.5.4 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.5.5 Proposer’s system/software must include routine updates and maintenance. 1.5.6 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. 1.5.7 Proposer must be capable of providing 24/7 security camera monitoring. For clarification, ASU requires the ability to record activity 24/7 with the ability to access live and recorded content as needed. Any ability to actively monitor tampering or other security issues is preferred. 1.5.8 Please indicate why you are unable to meet the requirement or include details on a variation to the requirement that would otherwise meet the intended objective. Group 1.6: Value-Added Services Instructions: 1.6.1 Proposer should provide a brief summary of any other value-added services or programs which may contribute to the overall value of your proposal, including but not limited to: Training, Industry Partnerships, Support of ASU’s Charter and Goals, Support of sustainable development, veterans’ affairs, initiatives in support of women, wellness, and our changing regional demographics, Support and enhancement of ASU’s reputation as an innovative foundational model for the New American University, Comment to provide significant financial and non-financial support for the University and its signature program. If providing Value Add, please choose "yes". Otherwise choose "No". 1.6.2 Please upload your response for Value Add in this section. Group 2.1: General Background Instructions: 2.1.1 The University is soliciting Proposals from Persons which are in the business of providing services as listed in this RFP. Failure to include any requested information may be grounds for rejection of the Proposal. 2.1.2 Please present evidence that the firm or its officers have been engaged for at least the past five (5) years in providing services as listed in this Request for Proposal. 2.1.3 Proposer References. Provide, at minimum, three (3) references, not including the University, identifying firms with requirements similar to those of the University. Provide the name of the firm, contact person, email and the telephone number. The University may, but is not required to, contact the provided references and/or additional references not provided by Proposer. The University may give preference to those references that are most similar to the University. 20 February 202420 February 202420 February 202420 February 202420 February 2024 2.1.4 Disputes/Litigation. Describe the material issues of any current patent or copyright lawsuits or any other legal actions against Proposer including, but not limited to, parties of dispute, description of technology involved, equipment affected, jurisdiction, and date of legal complaint. Describe litigation disputes for the past 5 years related to similar projects or Proposer’s ability to perform. Group 2.2: Solution Overview Instructions: 2.2.1 Please provide a high level overview of the proposed locker solution and capabilities. 2.2.2 Provide an explanation of market differentiator(s) for your company’s proposed solution. Indicate what features/functions set your products/services apart from your competitors. Group 2.3: Tempe Campus Proposed Solution (Option 1) Instructions: 2.3.1 Assuming ASU requires the current HAV and PVE locations to be outfitted with your proposed equipment, and considering student density, estimated volumes for parcels, and growth potential, please provide your recommendations in the questions below. 2.3.2 HAV Location - Recommended floor plan for maximizing space utilization for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.3.3 HAV Location - Recommended list of equipment to include number and size of lockers, and any other equipment necessary for the HAV location to be fully operational. 2.3.4 HAV Location - If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.3.5 HAV Location - Indicate at a high level, any recommending renovations you believe need to occur in order to maximize value for the University. 2.3.6 HAV Location - Indicate any ASU personnel resources you would recommend for this location 2.3.7 PVE Location - Recommended floor plan for maximizing space utilization for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.3.8 PVE Location - Recommended list of equipment to include number and size of lockers, and any other equipment necessary for the HAV location to be fully operational. 2.3.9 PVE Location - If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.3.10 PVE Location - Indicate at a high level, any recommending renovations you believe need to occur in order to maximize value for the University. 2.3.11 PVE Location - Indicate any ASU personnel resources you would recommend for this location. 2.3.12 Additional Satellite Locations - Indicate additional locations where you would recommend placing lockers on ASU’s Tempe Campus that would require minimal construction/renovation accommodations. Please include the recommended list of equipment to include number and size of lockers, any other equipment necessary for the satellite location(s) to be fully operational, and any support needed from ASU to support such an install. Group 2.4: Tempe Campus Proposed Solution (Option 2) Instructions: 2.4.1 Assuming you had a blank canvas for designing a solution that best supports the overall Tempe student population and mail volumes, please provide recommendations to the following questions. 2.4.2 Recommended floor plan(s) for staffed and unstaffed locations for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.4.3 Recommended list of equipment for staffed and unstaffed locations to include number and size of lockers, and any other equipment necessary for the proposed locations to be fully operational. 2.4.4 If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.4.5 Recommended list of any ASU personnel resources you would recommend for each conceptual location. 20 February 202420 February 202420 February 202420 February 202420 February 2024 Group 2.5: Polytechnic Campus Proposed Solution Instructions: 2.5.1 Given the need for ASU to identify a more permanent location for its mail services at the Polytechnic Campus, please provide the following recommendations to the below. 2.5.2 Recommended floor plan(s) for staffed and unstaffed locations for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.5.3 Recommended list of equipment for staffed and unstaffed locations to include number and size of lockers, and any other equipment necessary for the proposed locations to be fully operational. 2.5.4 If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.5.5 Recommended list of any ASU personnel resources you would recommend for each conceptual location. Group 2.6: West Campus Proposed Solution Instructions: 2.6.1 Given the need for ASU to identify a more permanent location for its mail services at the West Campus, please provide the following recommendations to the below. 2.6.2 Recommended floor plan(s) for staffed and unstaffed locations for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.6.3 Recommended list of equipment for staffed and unstaffed locations to include number and size of lockers, and any other equipment necessary for the proposed locations to be fully operational. 2.6.4 If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.6.5 Recommended list of any ASU personnel resources you would recommend for each conceptual location. Group 2.7: Downtown Campus Proposed Solution Instructions: 2.7.1 Given the need for ASU to identify a more permanent location for its mail services at the Downtown Campus, please provide the following recommendations to the below. 2.7.2 Recommended floor plan(s) for staffed and unstaffed locations for lockers and other equipment, as well as retail space for standard outgoing mail services. 2.7.3 Recommended list of equipment for staffed and unstaffed locations to include number and size of lockers, and any other equipment necessary for the proposed locations to be fully operational. 2.7.4 If not indicated above, please specify your recommendation for the amount of square footage that should be allocated for your proposed solution vs. retail space. 2.7.5 Recommended list of any ASU personnel resources you would recommend for each conceptual location. Group 2.8: Equipment Specifications Instructions: 2.8.1 Provide a list of all locker sizes that are available. 2.8.2 Please indicate what functionality is available on the kiosk or other control device. 2.8.3 What standard warranty is provided for the lockers? Please indicate if supplemental warranty packages may also be purchased. 2.8.4 What standard warranty is provided for other system equipment (i.e. touch screens, card readers, etc.)? Please indicate if supplemental warranty packages may also be purchased. 2.8.5 What security techniques are installed on the equipment to prevent tampering and unauthorized access? 2.8.6 What security equipment and/or monitoring devices are available? Please be sure to indicate any ability to actively monitor any security issues if not otherwise addressed above. Group 2.9: System/Software Capabilities Instructions: 2.9.1 Please indicate if your software is on premise or cloud based. 2.9.2 Please indicate how often system updates and scheduled maintenance are performed, as well as indicate how you notify your clients of such updates/maintenance. 20 February 202420 February 202420 February 202420 February 202420 February 2024 2.9.3 Please indicate your experience in integrating with StarRez. If you do not have experience, please indicate your experience in integrating with similar technologies. 2.9.4 List any general requirements for integrating with StarRez. 2.9.5 Please indicate your experience in integrating with SC Logic. If you do not have experience, please indicate your experience in integrating with similar technologies. 2.9.6 List any general requirements for integrating with SC Logic. 2.9.7 Please outline how your system/software can track and report on locker availability. 2.9.8 Please outline your system/software notification capabilities to package recipients. 2.9.9 Please outline your capabilities related to the ability to predetermine how long a package remains in a locker and sending notifications for what the specified timeframe has been exceeded. 2.9.10 Please outline your abilities to provide tamper notifications to ASU personnel in the event of a forced entry. 2.9.11 How will the package recipient access their packages when onsite (i.e. pin number, emailed barcode, student id, etc)? If you have the ability to use a student id, please indicate any experience in utilizing mobile id functionality. 2.9.12 Please indicate your system/software capabilities in relation to accommodating ADA needs. 2.9.13 Please provide a summary of your reporting capabilities. 2.9.14 Please indicate how additional hardware me be added to the system after original implementation. 2.9.15 How many administrative levels are available and what functions can each level perform? 2.9.16 How are user profiles created and what privileges can be extended to individual users? 2.9.17 How can the solution be managed/accessed if there is a power/network outage? 2.9.18 What security features are available systematically? 2.9.19 Please outline any other system capabilities that differentiate your services from others. Group 2.10: Implementation and Training Instructions: 2.10.1 Please indicate any electrical and/or internet connectivity that will be required. 2.10.2 Indicate any hardware requirements that ASU may need to provide that are otherwise not included in the overall solution proposed by you. 2.10.3 Any proposed solution will need to be completed during the summer to ensure minimal disruption to students. There is the potential for a 2024 or 2025 implementation (or a combination of both) depending on availability of internal resources. Please provide any timing considerations ASU needs to be aware of in considering its implementation timeline. 2.10.4 Please provide your project management plan. Please be sure to include estimated timeline for each campus location, personnel assigned to the implementation effort, key project tasks, and identification of proposer vs. ASU responsibilities. 2.10.5 What branding considerations are available (i.e. locker wraps, co-branded software, etc.)? 2.10.6 How long does it generally take a customer to receive orders of new equipment (for instances outside of the initial implementation)? 2.10.7 Indicate what training options and deployment assistance (in person, video, and other options) are available to ASU personnel during implementation and after. 2.10.8 What is the average amount of time a user needs to spend training to become proficient in the system? Group 2.11: Support Instructions: 2.11.1 Please indicate what system support is offered during and after normal operating hours.Please be sure to indicate what your normal operating hours are. 2.11.2 Please indicate what onsite support is available. 2.11.3 Please provide any service level agreements (i.e. software availability, issue resolution,etc.) offered for support of the system, equipment, etc. 2.11.4 Please provide an escalation path for system and/or client related issues. 20 February 202420 February 202420 February 202420 February 202420 February 2024 2.11.5 Please indicate what technical and/or equipment support you expect your clients to provide in support of your proposed solution to ensure it is clear what roles and responsibilities are typically assigned to the client vs. your organization. Group 2.12: Financial Statements Instructions: 2.12.1 Option A. Proposers who have audited financial statements are to provide the following: Audited financial statements for the two (2) most recent available years. 2.12.2 Option B. Proposers who might not have audited financial statements are to provide the following: It is preferred that audited financial statements for the two (2) most recent available years be submitted. However, if not available, provide a copy of firm’s two (2) most recent tax returns or compiled financial statements by an independent CPA. Group 3.1: Pricing Schedule Instructions: 3.1.1 Proposer shall submit a detailed itemized cost proposal via the attached Financial Proposal worksheet. NOTE: All costs must be identified in your response as the University will not pay for any hidden costs. Further instructions are provided in the attached worksheet. 3.1.2 If ASU agrees to reimburse vendor for any travel expenses, all reimbursable travel expenses must be authorized in writing by ASU in advance of the planned travel and must be consistent with ASU Financial Services Policy FIN 421-01, www.asu.edu/aad/manuals/fin/fin421-01.html. If ASU agrees to reimburse vendor for any expenses, vendor will submit all receipts and any required backup documentation to ASU within 60 days after the applicable expenses were incurred. ASU will not be required to reimburse Licensor for any expenses, invoices, or receipts for expenses received after that time. Proposer must acknowledge and accept this provision. 3.1.3 Any pricing and/or revenue offerings in a Proposal may be considered a final offer by the University, whether stated as amounts or percentages, and/or whether or not offered on an all-or-none basis, unless otherwise specified in the Proposal. The University may accept or reject in part or entirely a Proposal’s pricing and/or revenue offerings, unless otherwise specified in the Proposal. A Proposal’s pricing and/or revenue offering may not be modified after Opening unless the University, at its sole discretion, permits such modification. The University may reject any Proposal in which the pricing and/or revenue offering does not conform to the prescribed manner and method in this RFP. Proposer must acknowledge and accept this requirement. 3.1.4 Method of Payment & Discount for Early Payment. Each Proposal shall indicate whether Proposer will: a.Accept payment via credit card at the time of purchase without assessing credit card fees; b.Offer an early payment discount (and describe the offering); c.Accept payment via another method that may be an economical alternative for the University. Group 4.1: Sustainability Questionnaire Acknowledgement Instructions: 4.1.1 Arizona State University integrates sustainability into procurement practices to advance our commitment to sustainability. Please review the attached practices and acknowledge you have reviewed the options. Group 4.2: Supplier Sustainability Questions Instructions: 4.2.1 Sustainability is embedded in our organization's overall purpose, vision, mission and strategic goals. 4.2.2 Our organization uses annual metrics to determine sustainability goals and projects. 4.2.3 Annually measures: Water Usage 4.2.4 Annually measures: Energy 4.2.5 Annually measures: Greenhouse gas emissions (GHG) 4.2.6 Annually measures: Waste 4.2.7 Annually measures: Sustainable Purchasing 4.2.8 Based on metrics, we have a staged plan to expand upon sustainability programs within our operations. 4.2.9 We can show how we have publicly advocated for sustainability as a market force for progress in our industry, in the past year. 4.2.10 Provide a summary on programs related to diversity, inclusion or social equity? 20 February 202420 February 202420 February 202420 February 202420 February 2024 4.2.11 Please provide a summary of any value added sustainability programs, including but not limited to: (A) Support of ASU’s Sustainability Goals (https://cfo.asu.edu/sustainability-goals-and-vision); (B) Sustainability focused position(s); (C) Sustainability product and service reporting capabilities Group 4.3: Sourcing Sustainability Instructions: Current sustainability scope for products and services: We actively address these product and service sustainability issues in the sourcing and supplying of our services/products. (Check all that apply.) 4.3.1 Environmental impact issues 4.3.2 Employee impact issues 4.3.3 Community/ethical issues Group 4.4: Leadership in Sustainability Instructions: 4.4.1 An executive is responsible for sponsoring and overseeing the integration of sustainability into all organization processes. 4.4.2 Sustainability goals are championed by roles dedicated to sustainability. 4.4.3 Sustainability goals are championed and supported by staff through sustainability engagement teams, training, courses, and organization events. 4.4.4 We share our best practices, guidance, tools, etc. with others in the sustainability focused community. Group 5.1: ASU's Terms and Conditions Instructions: 5.1.1 I have read and agree to ASU's Terms and Conditions located at https://www.asu.edu/purchasing/pdf/Stand_TsCs_Provisions.pdf. If "NO", you will be required to submit exceptions with justification and alternate language. Proposals that are contingent upon any changes to these mandatory terms and conditions may be deemed non-responsive and may be rejected. 5.1.2 All exceptions must be submitted with justification and alternate language, and MUST be submitted with the submittal. In no event is a proposer to submit its own standard contract terms and conditions as a response to this Request for Proposal. 5.1.3 I have read the attached ASU insurance requirements and all requirements will be met. 5.1.4 All exceptions to insurance must be submitted with justification and alternate language, and MUST be submitted with the proposal. Group 6.1: Proprietary/Confidential Statement Instructions: 6.1.1 Per pre-requisite instructions, If you are submitting any information you consider to be proprietary or confidential, you must create a password protected zip file and upload the document along with a justification in the appropriate area within this RFP. In an email outside of the RFP, send the password directly to the Buyer referencing the RFP number (brennon.carlson@asu.edu). If the Deputy CPO of Procurement concurs, this information will not be considered public information. The Deputy CPO is the final authority as to the extent of material, which is considered proprietary or confidential. Pricing information cannot be considered proprietary or confidential. Any watermarks, footnotes, copyright or reference to proprietary or confidential throughout the submitted proposal will be disregarded as boilerplate markings. 6.1.2 If you have proprietary or confidential information, upload the password protected zip file here and email the Buyer with the password. For each individual document you've included in your zip file, with the exception of Financial Statements properly submitted via the instructions provided (if applicable), you MUST provide a justification explaining for why this is considered proprietary and confidential to your business. Please provide this information via the file attached. If no justification supporting your submitted Proprietary and Confidential information is enclosed, the request will be disregarded. 20 February 202420 February 202420 February 202420 February 202420 February 2024 Product Line Items Product Line Items There are no Items added to this event. 20 February 202420 February 202420 February 202420 February 2024 Service Line Items Service Line Items There are no Items added to this event. 20 February 202420 February 202420 February 2024