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1

CLOVIS COMMUNITY COLLEGE

REQUEST FOR PROPOSALS (RFP)

RFP# 17-02

Release Date: December 14, 2016

Due Date: January 19, 2017

2:00 p.m. MT

Please note: Clovis Community College will be closed for winter break from December 17, 2016 to January 2, 2017 2

I. INTRODUCTION .................................................................................................................................................. 4

A. PURPOSE OF THIS REQUEST FOR PROPOSALS ................................................................................................. 4

B. BACKGROUND INFORMATION......................................................................................................................... 4

C. PROCUREMENT MANAGER ............................................................................................................................. 5

D. DEFINITION OF TERMINOLOGY........................................................................................................................ 6

II. CONDITIONS GOVERNING THE PROCUREMENT ................................................................................................. 9

A. SEQUENCE OF EVENTS ..................................................................................................................................... 9

B. EXPLANATION OF EVENTS ............................................................................................................................... 9

1. Issuance of RFP ........................................................................................................................................... 9

2. Acknowledgement of Receipt ..................................................................................................................... 9

3. Deadline to Submit Written Questions ..................................................................................................... 10

4. Response to Written Questions ................................................................................................................ 10

5. Submission of Proposal ............................................................................................................................. 10

6. Proposal Evaluation .................................................................................................................................. 10

7. Selection of Finalists ................................................................................................................................. 11

8. Best and Final Offers ................................................................................................................................. 11

9. Oral Presentations .................................................................................................................................... 11

10. Finalize Contractual Agreements .............................................................................................................. 11

11. Contract Awards ....................................................................................................................................... 11

12. Protest Deadline ....................................................................................................................................... 11

C. GENERAL REQUIREMENTS ............................................................................................................................. 12

1. Acceptance of Conditions Governing the Procurement ............................................................................ 12

2. Incurring Cost ............................................................................................................................................ 12

3. Prime Contractor Responsibility ............................................................................................................... 12

4. Subcontractors/Consent ........................................................................................................................... 12

5. Amended Proposals .................................................................................................................................. 12

6. Offeror's Rights to Withdraw Proposal ..................................................................................................... 13

7. Proposal Offer Firm ................................................................................................................................... 13

8. Disclosure of Proposal Contents ............................................................................................................... 13

9. No Obligation ............................................................................................................................................ 13

10. Termination .............................................................................................................................................. 14

11. Sufficient Appropriation ............................................................................................................................ 14

12. Legal Review ............................................................................................................................................. 14

13. Governing Law .......................................................................................................................................... 14

14. Basis for Proposal ..................................................................................................................................... 14

15. Contract Terms and Conditions ................................................................................................................ 14

16. Offeror's Terms and Conditions ................................................................................................................ 15

17. Contract Deviations .................................................................................................................................. 15

18. Offeror Qualifications ............................................................................................................................... 15

19. Right to Waive Minor Irregularities .......................................................................................................... 15

20. Change in Contractor Representatives ..................................................................................................... 15

21. Notice of Penalties .................................................................................................................................... 15

22. Agency Rights ........................................................................................................................................... 16

23. Right to Publish ......................................................................................................................................... 16

24. Ownership of Proposals ............................................................................................................................ 16

25. Confidentiality .......................................................................................................................................... 16

26. Electronic mail address required .............................................................................................................. 16

27. Use of Electronic Versions of this RFP ....................................................................................................... 16

28. New Mexico Employees Health Coverage ................................................................................................ 16

29. Campaign Contribution Disclosure Form .................................................................................................. 17

30. Letter of Transmittal ................................................................................................................................. 17

31. Disclosure Regarding Responsibility ......................................................................................................... 17

32. Procurement Under Existing Contracts ..................................................................................................... 19

A. NUMBER OF COPIES ...................................................................................................................................... 20

1. Hard Copy Responses ................................................................................................................................ 20

B. PROPOSAL FORMAT ...................................................................................................................................... 21

1. Proposal Content and Organization ......................................................................................................... 21

III. SPECIFICATIONS .............................................................................................................................................. 22

A. SCOPE OF WORK ............................................................................................................................................ 22

1. Term:......................................................................................................................................................... 22

2. Specific Requirements; Open Response Section ........................................................................................ 22

B. REQUIRED FORMS ......................................................................................................................................... 24

1. Letter of Transmittal Form ........................................................................................................................ 24

2. Campaign Contribution Disclosure Form .................................................................................................. 24

3. Cost Proposal ................................................................................................................................................. 24

IV. EVALUATION .................................................................................................................................................. 25

A. EVALUATION POINT SUMMARY .................................................................................................................... 25

B. EVALUATION PROCESS .................................................................................................................................. 27

APPENDIX A ......................................................................................................................................................... 28

ACKNOWLEDGEMENT OF RECEIPT FORM ............................................................................................................ 28

APPENDIX B ......................................................................................................................................................... 30

CAMPAIGN CONTRIBUTION DISCLOSURE FORM .................................................................................................. 30

APPENDIX C ......................................................................................................................................................... 34

SAMPLE CONTRACT ............................................................................................................................................. 34

APPENDIX D ......................................................................................................................................................... 45

LETTER OF TRANSMITTAL FORM .......................................................................................................................... 45

APPENDIX E ......................................................................................................................................................... 47

COST PROPOSAL FORM ........................................................................................................................................ 47

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

Clovis Community College (CCC) is seeking to contract with an experienced Consulting Firm to provide external evaluation services for our Department of Education Title V-Developing Hispanic Serving Institutions Individual Grant (Title V Grant).

The grant has the following primary components:

1) New course design and engaging instructional strategies

a. Redesign developmental education curriculum through technology and other enhancements b. Redesign high-risk online and face-to-face courses; implementing Quality Matters (QM) and other technology enhancements

2) New individualized student support services

a. Develop success coaching b. Develop automated student mentoring and intervention (i.e. Starfish, EMAS Pro, or other system)

3) To achieve projects 1 and 2, CCC will be implementing campus-wide virtualization

The RFP contains specific requests for information. In responding to the RFP, contractors are encouraged to provide any additional information they believe is relevant.

B. BACKGROUND INFORMATION

Background:

Located in Curry County in the eastern region of New Mexico, not far from the west Texas border, Clovis Community College (public two-year, Hispanic-serving, non- selective) enrolls predominately low-income (53%), first-generation college (71%), non- traditional aged (mean 32 years) and female (65%) students. One-third of students are Hispanic (32%; 1,188). The College enrolled 3,751 students (734 full-time; 3,017 part-time) during Fall 2014. Military personnel (active duty, spouse or dependent) comprised 9% of the total student enrollment at the College. Among military family students, a high percentage (65%) is minority (Hispanic and African-

American).

Low economic status in Curry County (26% Hispanic poverty compared to 20% for New Mexico and 19% of the US) correlates to lower educational attainment here. Only 21% of adults age 25 and For Hispanic adults, the rate was just 6%. A majority (76.6%) of first entering students are underprepared for college-level studies (89% Hispanic and 93% low-income students). They are placed in 5 developmental courses which delays progress in college. A trend of low graduation and/or transfer rates (18.6% within three years) is compounded by low student retention (55.6%). Title V Activity: Accelerating Progress for High Need Hispanic and Low-Income Students

The Activity has two key components:

1.) High Quality, Adaptive/Accelerated and Engaged Instruction

2.) Individualized Student Support.

The first Activity focus is on instruction with two components: developing and piloting accelerated/adaptive developmental curriculum and redesigning online courses to meet quality standards and face-to-face courses as engaged and technology-integrated. The second Activity focus is on individualized student support and an early alert system to identify at-risk students and intervene in time to prevent failure.

C. PROCUREMENT MANAGER

1. Clovis Community College has assigned a Procurement Manager who is responsible for

the conduct of this procurement whose name, address, telephone number and e-mail address are listed below:

Name: Annette Johnson, Director of Purchasing

Address: 417 Schepps Blvd.

Clovis, NM 88101

Telephone: (575) 769-4042

Fax: (575) 769-4190

Email: annette.johnson@clovis.edu

2. All deliveries of responses via express carrier must be addressed as follows:

Name: Annette Johnson, Director of Purchasing

Reference RFP Name: RFP #17-02 External Grant Evaluation Services

Address: Clovis Community College

417 Schepps Blvd.

Clovis, NM 88101

3. Any inquiries or requests regarding this procurement should be submitted, in writing, to

the Procurement Manager. Offerors may contact ONLY the Procurement Manager regarding this procurement. Other CCC employees or Evaluation Committee members do not have the authority to respond on behalf of the Director of Purchasing. Protests of the solicitation or award must be delivered by mail to the Procurement Manager. Pursuant to NMSA 1978, § 13-1-172, ONLY protests delivered directly to the Procurement Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule and this Request for Proposals. Emailed protests will not be considered as properly submitted. 6

D. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations:

AgencyClovis Community College.

Authorized Purchaser means an individual authorized by a Participating Entity to place orders against this contract. Award Business Hours4:30 PM Mountain Standard or Mountain Daylight

Time, whichever is in effect on the date given.

Close of Business5:00 PM Mountain Standard or Daylight Time, whichever is in use at that time. data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA

1978 57-3-A-1 to 57-3A-7. See NMAC 1.4.1.45. As one example, no information that could be

obtained from a source outside this request for proposals can be considered confidential information. Contract" means any agreement for the procurement of items of tangible personal property, services or construction. Contractor" means any business having a contract with a state agency or local public body. Determination" means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains. Desirable" the terms "may", "can", "should", "preferably", or "prefers" identify a desirable or discretionary item or factor. Electronic Version/Copya digital form consisting of text, images or both readable on computers or other electronic devices that includes all content that the Original and Hard Copy proposals contain. The digital form may be submitted using a compact disc (cd) or USB flash drive. The electronic version/copy can NOT be emailed.

Evaluation Committee

proposals. 7 Evaluation Committee Report" means a report prepared by the Procurement Manager and the Evaluation Committee for contract award. It will contain written determinations resulting from the procurement. FinalistOfferor who meets all the mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee. Mandatory" the terms "must", "shall", "will", "is required", or "are required", identify a mandatory item or factor. Failure to meet a mandatory item or factor will result in the rejection of the proposal. Minor Technical Irregularitiesmeans anything in the proposal that does not affect the price quality and quantity or any other mandatory requirement. Multiple Source Award" means an award of an indefinite quantity contract for one or more similar services, items of tangible personal property or construction to more than one Offeror. Offeror" is any person, corporation, or partnership who chooses to submit a proposal. Price Agreement" means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to a state agency or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any. Procurement Manager means any person or designee authorized by a state agency or local public body to enter into or administer contracts and make written determinations with respect thereto. Procuring Agency" means all State of New Mexico agencies, commissions, institutions, political subdivisions and local public bodies allowed by law to entertain procurements.

Project-defined goal or objective with

clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the project scope is achieved and project acceptance is given by the project executive sponsor.

Redacted

as defined by NMAC 1.4.1.45 and defined herein and outlined in Section II.C.8 of this RFP blacked out BUT NOT omitted or removed. Request for Proposals (RFP)" means all documents, including those attached or incorporated by reference, used for soliciting proposals. Responsible Offeror" means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make 8 satisfactory delivery of the services, or items of tangible personal property described in the proposal. Responsive Offer" or means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity or delivery requirements. Sealed means, in terms of a non-electronic submission, that the proposal is enclosed in a package which is completely fastened in such a way that nothing can be added or removed. Open packages submitted will not be accepted except for packages that may have been damaged by the delivery service itself. CCC reserves the right, however, to accept or reject packages where there may have been damage done by the delivery service itself. Whether a package has been damaged by the delivery service or left unfastened and should or should not be accepted is a determination to be made by the Procurement Manager. By submitting a proposal, the Offeror agrees to and concurs with this process and accepts the determination of the Procurement Manager in such cases. Staff" means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors company.

State (the State)

State Agencyon, council, board, committee, institution, legislative body, agency, government corporation, educational institution or official of the the purchasing division of the general services department and the state purchasing agent but does not include local public bodies.

State Purchasing Agent

department. means an affirmative statement from the Offeror to the required specification agreeing to comply and concur with the stated requirement(s). This statement shall quotesdbs_dbs19.pdfusesText_25

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CLOVIS COMMUNITY COLLEGE

REQUEST FOR PROPOSALS (RFP)