Purchase of Recreation Management Software for the Department of Recreation and Wellness Services

"KENT STATE\n\nLILWERSE1LITYT\nProsa Department\n\nREQUEST FOR PROPOSAL #1921\n\nRFP #1921: Purchase of Recreation Management Software for the\nDepartment of Recreation and Wellness Services\n\nDATE OF ISSUE: Monday, August 28, 2023, 2023\n\nSEALED PROPOSALS DUE: Friday, September 15, 2023, no later than 4:30 PM Eastern\n\nProposals must be received electronically through DynamicForms. No other submission method will be accepted, unless\notherwise disclosed in the RFP Instructions and Specifications. The confirmation of receipt of your response must be noted as\n\u201cSigned\u201d no later than the \u201cProposals Due\u201d date and time specified above. The Forms History of your DynamicForms account\nwill also note the date and time of your proposal submission. Proposals submitted after the \u201cProposals Due\u201d date and time\nspecified above will be rejected.\n\nProposals are to be submitted in accordance with the enclosed Proposal Instructions and Specifications. There will not

be a\nformal proposal opening.\n\nThe Procurement Department shall at all times reserve the right to reject any or all proposals, award partial proposals, waive\nany proposal informalities or irregularities, and request new proposals if doing so is deemed to be in the best interests of Kent\nState University.\n\nQuestions pertaining to any specifications contained herein should be directed to:\n\nLawrence W. McWilliams III, C.P.M., Interim Director\nKent State University, Procurement Department\n\n330 Harbourt Hall, 615 Loop Road\n\nKent, Ohio 44242-0001\n\nPhone: 330-672-2276\n\nFax: 330-672-7904\n\nprocurement@kent.edu\n\nwww.kent.edu/procurement\n\n\u00bb Page 1 0f32\n" "Ey RFP #1921\n\nKENT ST ATE Procurement Purchase of Recreation Management Software for the\nve Ra Department Department of Recreation and Wellness Services\n\nIssued August 28, 2023\n\nTABLE OF CONTENTS\n\n1.0 Project Timeline\n\n2.0 Overview of Kent State University\n\n3.0 Request for Proposal Instructions\n\n4.0 Request for Proposal Agreement Terms\n\n5.0 Request for Proposal Format and Evaluation Criteria\n6.0 Specifications\n\n7.0 Definitions\n\n8.0 EEE\n\nContinued on next page.\n\nse Page 2 0f32\n" "a RFP #1921\nKENT N ] ATE Procurement Purchase of Recreation Management Software for the\nFr ik ug Department Department of Recreation and Wellness Services\n\nN Issued August 28, 2023\n\n1.0 PROJECT TIMELINE\nAll respondents are expected to adhere to the following timeline in completion ofthe Request for Proposal process:\nO Monday, August 28, 2023: RFP issued\n\n. Friday, September 15, 2023, 4:30 PM Eastern: Proposals due via DynamicForms submission; distribution of\nproposals received and evaluations to begin the following Monday\n\n. Period of September 18 through 29, 2023: Evaluation of proposals, selection and scheduling of respondents\nfor interviews/presentations/demos if necessary\n\n. No later than Friday, October 6, 2023: Anticipated announcement of contract award; contract drafting to begin\n\nimmediately thereafter with contact execution to follow as soon as possible.\n\nContinued on next page.\n\nse Page 3 0f32\n" "m. RFP #1921\nKENT S | ATE Procurement Purchase of Recreation Management Software for the\nve ae Department Department of Recreation and Wellness Services\n\nIssued August 28, 2023\n\n2.0 OVERVIEW OF KENT STATE UNIVERSITY\n\nOverview of Kent State University: Kent State University is one of 76 public higher-research universities, as\ncategorized by the Carnegie Foundation for the Advancement of Teaching, and is ranked in the top-tier list of Best\nNational Universities by U.S. News & World Report. In a class by itself, Kent State is the only public university in\nNortheast Ohio ranked in the top tier. With eight campuses spanning Northeast Ohio, a College of Podiatric\nMedicine, a Twinsburg Academic Center, and academic sites in major world capitals such as New York City,\nGeneva and Florence, Kent State is one of Ohio\u2019s leading public universities and a major educational, economic\nand cultural resource far beyond the Northeast Ohio region it has served since 1910.\n\nThe University\u2019s Kent Campus has a student body of about 33,000 and a thriving residential population of more\nthan 6,600. Its seven regional campuses draw full- and part-time students, totaling about 8,000, from across\nNortheast Ohio: Kent State at Ashtabula; Kent State at East Liverpool; Kent State at Geauga in Burton and the\nRegional Academic Center in Twinsburg; Kent State at Salem; Kent State at Stark in Canton; Kent State at Trumbull\nin Warren; and Kent State at Tuscarawas in New Philadelphia.\n\nKent State\u2019s College of Podiatric Medicine is located in Independence, near downtown Cleveland. The Cleveland\nUrban Design Collaborative is the combined home of the urban design graduate program and the public service\nactivities ofthe College of Architecture and Environmental Design; the center offers architectural and urban design\nexpertise to urban communities, design professionals, and nonprofitand academic partners in Cleveland and Northeast\nOhio. Outside of Ohio, located in the heart ofthe New York City\u2019s Garment District, the Kent State Fashion School\u2019s\nNYC Studio offers a unique academic experience to further students\u2019 studies in fashion design, fashion\nmerchandising and fashion journalism.\n\nThe University offers more than 200 global education opportunities at its campuses in Florence, Italy, and Geneva,\nSwitzerland; centers in China and India; as well as partnerships with 60 institutes and universities across the globe\nfrom Columbia to Vietnam and Germany to Kenya. The Kent Campus is a global education destination in its own\nright, serving as home to 3,000 students hailing from 99 countries.\n\nIn 1920 the first Kent State University athletics team played. The sport was football. The \u201cfield band\u201d was there and\nplayed in the stands. Women\u2019s sports always had a place at Kent State and were recognized as NCAA program in\n1984. The Kent State currently supports 19 Division I intercollegiate teams competing within the Mid-American\nConference (MAC). Kent State provides a robust club sport and intramurals and recreation and wellness program\nfor its entire campus community.\n\nKent State is proud of its outstanding faculty and staff, students, collaborative culture, exceptional academic and\nresearch orientation, and strong commitment to engagement, academic excellence and diversity. The University\noffers more than 160 associate and baccalaureate degree programs. Kent State serves the state, the nation and the\nworld through 165 graduate programs. Academic programs are organized into 11 colleges: Aeronautics and\nEngineering; Architecture and Environmental Design; Arts and Sciences; the Arts; Ambassador Crawford College\nof Business and Entrepreneurship; Applied and Technical Studies; Communication and Information; Education,\nHealth and Human Services; Nursing; Podiatric Medicine; and Public Health.\n\nFor more information about Kent State, visit www.kent.edu.\n\nContinued on next page.\n\nse Page 4 0f32\n" "ein RFP #1921\nKENT STATE Procurement Purchase of Recreation Management Software for the\nde ae Department Department of Recreation and Wellness Services\nIssued August 28, 2023\n\n3.0 REQUEST FOR PROPOSAL INSTRUCTIONS\n\n3.1 Proposal Instruction and Information: In order to receive consideration, companies responding to this RFP\nare required to submit their proposal electronically through DynamicForms. No other submission method will\nbe accepted, unless otherwise disclosed in the RFP Instructions and Specifications. The confirmation of receipt\nof your response must be noted as \u201cSigned\u201d no later than the \u201cProposals Due\u201d date and time specified above.\nThe Forms History of your DynamicForms account will also note the date and time of your proposal submission.\nProposals submitted after the \u201cProposals Due\u201d date and time specified above will be rejected.\n\nForms 1 through 9 must be completed, dated, and signed by a responsible company official, in addition to\nthe information requested of your company.\n\nIt is the responsibility of the respondent to ensure that all required documentation, as enumerated above,\nis submitted on time. Any submissions received after the stated date and time, or those that do not contain\nthe required information as enumerated above, will be considered incomplete and unresponsive, and will\nbe disqualified.\n\nInstructions, manufacturer\u2019s model or catalog numbers, etc., where shown herein, are for descriptive purposes to\nguide the proposer in interpretation of the quality, design, and performance desired, and shall not be construed\nto exclude proposals based on furnishing other types of material or service which may be judged as an acceptable\nalternate. Ifthe description of your offer differs in any way, you must give a complete detailed description of\nyour quotation including pictures and literature where applicable. Unless specific exception is made, assumption\nwill be that you are submitting a proposal exactly as the specifications of this document require. All prices MUST\nBE FIRM. Proposers will be expected to deliver on order(s) at the price quoted.\n\nThis RFP is part of a competitive procurement process which helps to serve the University\u2019s best interests. It\nalso provides Vendors with a formal and unrestrictive opportunity for their services to be considered. The\nprocess of competitive negotiation being used in this case should not be confused with the process of competitive\nsealed bidding. The latter process is usually used where the goods and services being procured can be precisely\ndescribed and price is generally the determinative factor. With a RFP and competitive negotiation, however,\nprice is not required to be the determinative factor, although it may be, and the University has the flexibility to\nnegotiate with one or more Vendors to arrive at a mutually agreeable relationship. Check your proposal carefully\nfor it may not be corrected after the proposal has been opened.\n\n3.2 New Product Lines: Upon written request by the successful proposer, new related product lines not available\natthe time of proposal bidding, may be added during the course of any agreement resulting from this RFP at like\ndiscounts for the represented manufacturers.\n\n3.3 Specifications: Specifications have been based on products familiar to the University and are used for the\npurpose of description and establishing quality desired. Acceptable alternates will also be considered.\n\n3.4 Exceptions to Specifications: The proposer shall clearly state in the quote any exceptions to, or deviations\nfrom, these specifications, terms or conditions; otherwise, the proposer will be responsible for compliance with\nall requirements listed herein. Proposers shall provide a separate, itemized list of any and all exceptions. Such\nlist must be cross referenced to the corresponding numbered item in this bid.\n\n3.5 Additional Information: In the event that information submitted by the proposer is unclear to the University,\nthe University may request additional explanation from the proposer for the purpose of evaluation and decisions.\nThe proposer shall answer requests for additional information or clarification in writing, and these responses will\nbecome part of the company\u2019s overall submission. proposers failing to provide adequate information on any\nissue in a timely manner to allow a comprehensive evaluation by the University shall be considered unresponsive,\nand their proposal subject to rejection.\n\nse Page 5 0f32\n"